Westfield Theatre Boosters

Meeting Minutes

April 8, 2014

Call to Order

Booster President, Maureen Massey, welcomed everyone and the meeting was called to order at 7:06 pm. Becky Hawryluk took minutes for Paula Witt who was absent. Final attendance for the meeting was 16 members. Maureen passed around Committee descriptions and signup sheet.

Thespian Report – Emily Tobin

Keep track of time for Thespian points.

Director’s Report – given by Lori Knickerbocker in Shannon Lynch’s absence

  • Lori covered rehearsal. All cast present and they got through the first act. The show has great potential, but there is a problem with kids missing rehearsals.
  • Warned about losing momentum because of Spring Break
  • Working on Senior Cabaret
  • Rheema Showcasecoming up. Westfield will be involved as in the past.
  • New Talent also coming up. Becky Hawryluk producing along with mentoring HolliTippl.

Summer Programs – Lori Knickerbocker

  • Summer Stage production meeting is on April 9. Pat Mitchell is Assistant Director, Madeleine Bloxam is Stage Manager, Patti Dezelick and Karen Perigard are costumes, Carol Jones is vocals, Laura Walsh is music, and Jon Blank is accompanist.
  • Young Actor’s Workshop – Lori Damers has flyers in most of the elementary schools, including Deer Park Elementary, who has not allowed them in the past. She still does not have permission from Bull Run Elementary because its feeder school is Centreville HS.

March minutes approved.

President’s Report – Maureen Massey

  • Prototype of Booster Badges. Decided on one logo, the same as Spirit Wear, and clearer font for names.
  • Question on when switching over to the new logo. Decided that the “W” logo will be for Spirit Wear, etc., and Westfield Theatre Arts Department logo will be used formally.
  • Directory almost completed. Will just need to be updated next year.
  • New officer election coming up. Nominating Committee is Joyce Ehrlich, Maureen Massey and Jeanne Sanchez. Between now and next meeting the slate of candidates will be made and voting will be at the next Booster Meeting. People interested in running need to talk to someone on the committee. Positions include President, three Vice Presidents, Secretary, and Treasurer. Serve one year, but no more than two.
  • Theatre Awards Program coming up. Need Hospitality lead.
  • Concessions Head needed for Little Shop. HolliTippl offered based on schedule. Michelle Johnson is also being contacted.

Treasurer’s Report – given by Maureen Massey in Kevin Dempsey’s absence (email report)

  • $16,111 in account currently, but there are pending expenses, so it is more like $13,680.
  • YAW payments and t-shirt order money are pending deposit.

Secretary Report – given by Maureen Massey in Paula Witt’s absence (email report)

  • Tickets went on sale Sunday, April 6. Email blasts sent from both TicketLeap and MailChimp. Facebook pages for Boosters and 2013-2014 were updated. Three more email blasts planned about 4/16, 4/30 and 5/6.
  • Booster and Staff comp ticket instructions going out around 4/13-14. Deadline for requests is 4/17. Need to look for special email from Westfield Theatre Boosters with information. Requests and issues MUST be done through and not Paula’s personal email for tracking purposes. Large crowds are expected, particularly the Cappies show on 5/10.
  • Decided two rows need to be blocked for the orchestra.

Committee Reports

  • Theatre Sports: (Paula Witt) Competition on Friday, May 16, at Robinson. Olivia Witt is putting a team together to participate.
  • Membership; (Paula Witt)Forms for the 2014-2015 school year should be available at the May and June Booster meetings so returning parents don’t have to wait until Fall to re-up.

Senior parents can purchase a 2014-2015 ALUMNI membership for $10 to gift their graduating children. Those purchased prior to June 10 will be given a gift certificate to present to the student in time for graduation on June 18.

  • Photo Sharing: (Maureen Massey) Linda Tobin posted One Acts to Shutterfly. Link to Heather Chesky’s photos expire in 3 months. Plan to ask her to make DVD for archives. Melissa Tucker uploaded all of Twelfth Night photos. Question as to where photos on Booster website have gone.
  • Cappies: (Becky Hawryluk) Emphasis on students documenting their work. Losing five critics this year. Zoe Hawryluk will be Lead Critic next year. Interested students (will reach out to English Dept and Journalism) will need to write a Cappie review and selection will be made in the Fall.
  • Cappies Banquet: (Linda Tobin) Working on Audrey 2. Will be meeting with Lori and Maureen for menu. Suggestion to serve coffee.
  • Costumes: (Becky Hawryluk) We are still lending and lending. Currently working with lending props to Virginia Run for a sixth grade party.
  • Scholarships: (Karen Perigard)Scholarship Committee is Yvonne Henry, Lori Knickerbocker, Lori Damers, Melissa Greenberg, Melissa Tucker, Tina Dempsey, and Karen Perigard. If interested in being on committee, let Karen know. The due date has been moved to May 15. Will ask Yvonne to be available to collect applications. Applications will be available on the website and in the Black Box by May 1. $6,000 has been budgeted.
  • Thank you note and $50 gift certificate from Give ‘Em Props Studio for character shoes used as centerpieces for a bat mitzvah.
  • Senior Ad: (Melissa Tucker) DONE!
  • Programs: (Suzanne Cervarich) Program Ad deadline passed, but extended to April 12. Number of programs for show will be determined by Summer Stage and past Cappie Shows. Add 75 for Cappie Critics. Lori K. suggested a split printing since show is two weekends.
  • Publicity: (Lori Damers) A-frames are done and will go out Saturday, April 12. Flyers went out into the community on April 5 and all cast and crew received car magnets. Suggestion was made to buy printed boards to attach to A-frames rather than paint them. Overwhelming response was that the kids love to paint them and to keep them as is. Rich Damers will be making replacement fronts for the A-frames by Summer Stage.
  • Jay Dunn donated books to the department on film and TV, as well as some old Shakespeare works. Also said he has some records and a player to donate.

Final Notes

  • Need help with Build Days, particularly over the Spring Break.
  • Keep trying to find people to fill Committee spots for next year, with an emphasis on mentoring.

Next Meeting is Tuesday May 13th at 7:00 pm in the Black Box.