Minutes of the Board of Directors of the Albuquerque Theatre Guild
10am, February 6, 2010.

Present at the meeting were:  Hugh Witemeyer, Board President; Linda Lopez-McAlister; Eli Browning; Kristin Loree; Joel Miller; Claudia Mathes; Preston Mendenhall; Georgia Athearn; Val Scott; 
Guests:  Lou Graham, Shirley Tanzola (Senior Theatre)

Senior Theatre
Shirley has a background in theatre and as a senior citizen’s activity director.  They are developing projects as partnerships between senior centers and nearby neighborhood theatres.  They will move from center to center.  Performances will be during the daytime hours.  First project is a partnership between Bear Canyon Senior center and the Desert Rose Theatre.  They are unsure of the long-term financial needs of the enterprise.  Donation of theatre space to these shows is a donation to the City of Alb.  The City does not have a senior affairs activities director any longer.  At this point ATG and Senior Theatre will promote each other reciprocally.  Publicity can happen through ATG web site when member theatres are involved.  Storage of props and costumes is a current concern, and they are looking for a cooperative storage arrangement.  We directed them to the Unity committee sharing matrix (Virginia Ludvik).
Lou briefly discussed her vision for a city-wide cooperative shared storage facility.

Money Matters
Claudia has reconciled books during the transition of the Treasurer position from Ray.  Another installment has been paid to Griffin and Assoc.; there is one more to be made.  The version of Quickbooks has been updated and has the capability to print summary reports.  There is a large sum in the checking account, probably rolled over from a matured investment.  Claudia will look into reinvesting a portion of that.  There is $975 due from the State of NM for the tourism grant; Linda will supply the form to apply for that payment.  Results of the McCune Foundation grant application are due by end of February.  Claudia will be the point/contact person for McCune going forward; additional support will be required for future applications and report on past grant.  Hugh will notify McCune foundation of Claudia’s status as point person.

An ATG PayPal account would facilitate membership renewals and donations.  This consideration will be included in the Web Committee’s site review.

The Board agreed to investigate obtaining a credit card with our existing bank, which would enable tracking of spending and convenience in small merchant purchases.  Debit card was also discussed, but credit card seems to offer the best features for ATG.  This will come back to the Board for approval when details of credit card management are determined.

Linda will pursue the printing of generic business cards for ATG board member’s use.

Replacement of Board Member
ATG Board has the need to replace an Organizational Member representative for the 1 year term ending in November 2010. 
The following process will be worked by the board via email:
• Solicit volunteers from among organizational reps.
• Follow-up with volunteers and nominees via phone.
• ATG board will make selection from among candidates.
Hugh will facilitate this process.
As stated previously, Claudia will take on the role of point person for McCune Foundation.

ATG Strategic Objectives Work
Retreat follow-up will be 10-12:30 on Feb 27th, venue TBD by Preston.
All project templates should be underway, and Preston or Virginia can help if folks are stuck or need help getting started.  Send an email or call.

Buzz Committee
Current edition of the Spotlight on Theatre is running a bit late.  Some developments at Armand Publishing may require adjustments in our current process.
Linda indicates that our current distribution system needs to be examined and improved.  She will look into what is done with large-scale local weeklies such as Weekly Alibi.
Fall brochure timing is end of August/ beginning of September.

Our ATG enewsletter – via Patron Mail – is due out by end of February.  With Patron Mail, we get 12 newsletters to 1,000 addresses per year.  Appearance will mirror our website logo. 

Primetime is sponsoring a Senior Citizen’s fair March 13.  The board approves that we should sign up for a table for $100.

Unity Committee
Is in lull of recovery following the delightful party in January.  Terry Davis and Marilyn Lafer are preparing workshops.  Claudia and Erin are jumpstarting the May event at the Balloon Museum.
Some exploration work has been with teachers on outreach to member orgs.  The board should look at where ownership of this effort belongs.  It has some overlap with the Membership committee’s charter.

Web Committee
Web site review is not yet underway, but is within scope of Retreat objectives work.  Linda provided some input that she would like to see the membership application and renewal process online.  Joel will schedule the meeting to outline the changes and make recommendations.
Our hosting contract with MIS is up at the end of February.  This means our free year is up and we would move into a $300 annual contract for the same services.  Linda notes that having the support locally is providing a high level of service.
Scholarship information has been posted.  Cutoff for last year’s awards is May 2010.
Non-member posting issue was dealt with effectively and quickly – THANKS to Joel for his good offices on this.

Membership/ Youth Outreach
Met Jan 18.  Discussed collaboration between High School age students and ATG.  This needs to be coordinated with Unity committee work.  Multiple facets to this – home schooled students, APS, Thespian troupes.  Contact lists are being drawn up.  Nothing concrete to propose yet. 
Scholarship process has been launched, press release forthcoming.  Perhaps we can link with events such as the one that was underway at Popejoy Saturday.  Will contact the Mayor’s office for awards ceremony (Betty Rivera). 
The board endorsed expansion of membership categories to accommodate smaller non-producing venues.  A tiered system of dues for this category will be developed and proposed.

Director’s Circle
Responses to survey have been tabulated, yielding some very helpful information.  First 2010 session will be a workshop on Feb 20, featuring Shep Sobel and his approach to analyzing scripts.  This will take place at Flying Star on Silver, downtown.  March 13/14, there will be a joint event with the Playwright’s Circle featuring visiting artist and scholar Lenny Berkman, focused on new plays.

Task Force for Online Ticketing
Survey of member orgs was inconclusive, but indicates that we should not pursue Seat Advisors at this time.  We will inform membership of conclusion and provide a list of companies that has been drawn up.

Actor’s Circle
First event is Sunday Feb 7 at the Cell Theatre with JoAnne Camp on Voice and Diction.  Aux Dog is interested in hosting an event for the circle.  If others are interested in hosting, let Georgia Athearn know.  The Circle is working closely with the Unity committee.  More workshops and ‘solutions’ sessions are ongoing focus.

Playwright’s Circle
Mark Dunn and Robert Benjamin have been developing this group.  Dual focus has been on workshops to develop scripts and skills, and also on networking.  It has grown to ~30 members, not all of them ATG members.  Mark Dunn will be stepping down as head of this circle.  The short play festival that was tentatively scheduled for March will not take place. 

T Williams Festival 2011
Preston and Phil met to determine next steps, which are:
1)  Firm up slate of plays
2)  Formation of Festival committee
3)  Set up expectations between producers and festival committee
4)  Set up expectation between festival committee and ATG Board

Fire Marshall TF
Follow-up actions from meeting on Jan 30:
1) Claudia and Josh Bien will work on checklist that can be used by theatres that rent or lease to production companies.
2) Hugh and David Sinkus will work on redaction of code, to be expanded with simplified construction specifications.
3) Colby Landers will follow-up on educational initiative, whereby ATG members (theatre reps and volunteers) can receive detailed education in several areas.
Next meeting will occur in late March.

Next Board meeting to be held March 6, 2010, at NHCC.