WSHS Theatre Boosters Meeting, June 11, 2013

AttendeesAbsent

Kathy HaymanMichelle LeWinter

Heidi WilsonPaula Brodley

Andy Wilson

Craig Charleston

Vicki Williams

Debby Rose

Francis Benjamin

Cathy Carlisle

We discussed the things we need to know from the previous Board members, based on a list of topics prepared by Craig and Andy:

  • Parent Mandatory Show Meetings
  • Director should lead the Parent Show meetings to discuss what kids need, rehearsal schedule, volunteers needed, etc.
  • Boosters should hand out Booster membership forms
  • Kathy H. to attend schedule pickups to sell Booster memberships
  • Show T-Shirts
  • Came from JC Manny, 169 N. Otterbein Ave, (614) 882-0080
  • Students used to coordinate ordering the shirts, not the Boosters
  • Director should not collect money from the students
  • Need a Lock Box in the Office for students to put their money in
  • Flowers
  • Came from Ole Barn, Flowerama or CostCo, whichever is cheapest
  • Cathy C. will buy the flowers and sell them at the shows
  • Letterhead
  • Not sure if we had official letterhead, but we’d like to have it
  • P.O. Box
  • Heidi has a key to the P.O Box at the old State Street post office
  • E-mail contact list
  • Francis and Debbie have the e-mail contact lists. Francis will forward to Kathy H.
  • Bank account is at Chase
  • Debby and Heidi will go to the bank to change the account owner names
  • General merchandise
  • Frances gave Vicki the keys to the lockers by the fridge
  • Lots of mugs in boxes, should sell them at the shows, filled with candy
  • Press releases
  • Director writes all press releases
  • Tech students hand out flyers, set up the signs
  • Ticket Pre-sales
  • Students do the pre-sales, Director coordinates it
  • Director listens to voicemails requesting tickets
  • Ticket money goes directly to Theatre Department
  • Should use Color coordinated forms to help separate events, sign-ups, sales
  • Who gets what money
  • Drama Club – Drama Club student dues and season shirt sales
  • Theater Department –State Conference fees and all ticket sales except for Scho Show
  • Boosters – District Conference fees, Scho Show ticket sales, concessions, DVD’s, fundraisers, T-shirts, photo books, car washes and Banquet ticket sales
  • Poster Advertisements and Theatre Playbill
  • Should use Westerville South Print Shop
  • Bill goes directly to the Theatre Department, except for the Sandwich Board displays, which Boosters pay for
  • Should pass out advertisement cards at Westerville’s 4th Fridays
  • Show dinners
  • Boosters pay for meat, cheese, drinks and paper supplies, and ask for donations
  • Snacks - apples, pineapples, and lots of Costco’s chicken salad (one per day)
  • Tech Saturday food is all donated and must include bacon
  • Concessions
  • Baked goods are donated
  • Boosters pay for water, candy bars (Skittles and Starburst are popular), napkins, plates and tablecloths
  • Flowers/Candy Grams – Cathy C. to do the flyers and the message notepaper
  • A Booster parent needs to keep the Igloo cooler full every show night and keep cups there
  • For Scho Show, the Boosters pay a $70 facility fee
  • Work with the Athletic Dept to make facility custodian requests, like to get ice
  • Cast Party
  • Boosters pay for pizza and use leftovers from concessions and dress rehearsal
  • Poster signings are a popular Cast Party activity
  • Photo Books
  • Used Costco. Ralph Studios used to do the pictures and photo books. We all agreed we’d like to get a professional photographer.
  • People paid $20 for picture keepsakes they didn’t get from last year. Michelle was in charge of this.
  • DVD’s – Brad did them. Not sure we should continue this due to copyright concerns.
  • Scho Show
  • No pre-sales tickets. Used raffle tickets as the tickets.
  • No Dress Rehearsal or Tech Saturday for Scho Show.
  • Booster fees: $10 Individual, $25 for Family, $50 Star and $100 Angel
  • District conference in Hilliard and state conference in Dublin this year.
  • Need “Trustees” to be responsible for Props, Gifts, Travel, Box Office, Scholarships, Costumes and Make-up
  • Banquet
  • Boosters buy flowers, subsidize the food, buy the cakes
  • Boosters collect the banquet money
  • Blue Moon caterer was better than Pizza Mikes
  • 180 people attended this year
  • Student Drama Club does the invitations and helps with set up
  • Finances
  • Karen Cooksubmitted all bills to the District for reimbursement; not sure who she worked with.
  • Boosters’ only asset is the Chase bank account. Need to limit our gifts or get donations for gifts instead.
  • Grants
  • Should we work on getting grants?
  • Fall Play is 10/10-10/13
  • Cathy C. needs to get all of last year’s Meeting Minutes from Paul B.

Cathy Carlisle, SecretaryPage 1 of 2