Download November 5, 2016 - Pullman

Pullman Civic Theatre Board of Directors
MEETING MINUTES
Meeting date | time 11/5/2016 9:00 AM | Meeting location Nye Street Theatre
In Attendance
Janice Clark
Absent
Amy Voltz
Travis Gray
Dave Coyle
Kristin Lincoln
Jeri Harris
Kevin Owens
Kami Cornwall
Chloe Haagen
Jason McDougall
Holly O’Conner
Will Schlott
Wil Blanchard
ANNOUNCEMENTS
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None
MINUTES
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Holly motioned to approve minutes from the June and July meetings. There was no minutes taken during the
September meeting.
Kevin second
All in favor. Minutes approved.
AGENDA TOPICS
Agenda topic Dabco Work |
Discussion
A memo with a list of projects completed by Dabco, including a monetary value of the work completed, was
handed out to the board. Kevin asked if a letter / receipt was given to Dabco for tax deduction. Kristin said she
would put a thank you to Dabco on the website. The memo also asked if PCT would like Dabco to do this
maintenance work every year.
Motion
Holly motioned that PCT invite Dabco back every fall to help with maintenance. Travis Second. All in Favor.
Agenda topic Carpet and ceiling in Nye Street Theatre |
Discussion
The board discussed options for replacing the carpet in the lobby at Nye Street. The carpet was heavily damaged
due to the water leak from the roof. Options included replacing the carpet ourselves, hiring Dabco to replace the
carpet or a hybrid of PCT remove the damaged carpet and hiring Dabco to lay the new carpet. Holly reported that
the Dabco team removed the insulation from the parts of the ceiling that was leaking. Fortunately the structure
seems to be sound. The only work that will be needed will be to replace the insulation. Kevin asked if it would be a
good idea to replace the insulation throughout the whole ceiling. Kristin suggested that PCT should do what is
needed to get through the theatre then look at finances, and possibly do a focused fundraising campaign, to do the
rest.
Motion
Holly motioned that PCT remove the carpet themselves then have Dabco replace. Kevin seconded with the caveat
that it not be done until we have a report form Tom on what we have financially before moving forward. All in
favor.
Agenda topic Nye Street Remodel |
Discussion
Kevin reported that an Architect friend of his is willing to come into the theatre and create design plans to what
will be needed to bring Nye Street up to ACA Code. The board discussed that a list of what needs to be done, along
with a monetary estimate, would be useful in moving forward on updating Nye Street.
Conclusion
Kevin will find out when the Architect is able to come into the theater.
Agenda topic Acting Class Proposal (Appendi x A 11-5-16) |
Discussion
Kristin presented the attached proposal regarding PCT offering an acting class through Pullman Parks and
Recreation. Holly asked who is legally liable for the class if anyone were to be hurt. Kristin replied that it would be
the City as it is their property. Additionally the Pioneer Center is fully stocked with first aid kits, AED, etc. The
question was raised on if PCT would be paying the instructors. Kristin replied that the money from the City would
go to PCT then the board could decide if money would be given to the instructors. The board is able to discuss that
possibility in the future.
Motion
Chloe motioned to have PCT execute the acting class as proposed. Kevin second. All in favor.
Agenda topic Shows on the Side Proposal (Appendix B 11 -5-16) |
Discussion
Travis presented the attached proposal regarding a new series of productions for PCT called Shows on the Side.
The board discussed the role of these shows being in support of the Mainstage shows and as a tool to help change
the culture at PCT to a more professional atmosphere. The Board also discussed being able to take these shows to
other venues and festivals.
Motion
Holly motioned to accept the Shows on the Side series as proposed. Kevin Second. All in favor.
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Agenda topic Social Media Committee |
Discussion
Kristin reported that in the last year, PCT has doubled its Likes on its Facebook page and is set to hit 500 by the end
of the year. She requested that a committee be formed to expand PCT’s social media outreach to include Instagram,
Snapchat and Twitter. Holly requested that the other platforms be launched in time for Nuncrackers.
Conclusion
Will, Travis, and Chloe volunteered to be on the committee. Kristin will organize a committee meeting during the
month of November.
Agenda topic Newsletter |
Discussion
Jeri asked that we have a couple newsletter articles written regarding Shows on the Side and Membership.
Motion
Travis will work on a newsletter article for Shows on the Side. Chloe had sent an article on membership earlier.
Agenda topic Wine and Beer sells |
Discussion
Holly asked if offering wine and beer for shows was a possibility. Kristin explained that we would have to jump
through a fair amount of legal loopholes to make it happen but suggested that if it was able to be done she would
probably be able to talk to Rants and Raves Brewery about suppling beer. Kevin suggested that Mary Sellers could
be contacted for wine.
Motion
Holly volunteered to research the options and report back to the board.
Adjourned
10:30am
Next Meeting - December 10, 2016 – 9:00am at Jeri Harris’s house.
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Appendix A 11-5-16
PCT Acting Class Proposal
Presented to PCT Board of Directors
2016
Presented by
Kristin Lincoln, PCT Board Secretary
&
Travis Gray, PCT Board Member at Large
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Contents
I.
Summary ............................................................................................................................................... 6
II.
Goals/Objectives ................................................................................................................................... 6
III.
Class Structure ...................................................................................................................................... 6
IV. Key Personnel ....................................................................................................................................... 7
V.
Evaluation ............................................................................................................................................. 8
VI. Endorsements ....................................................................................................................................... 8
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I.
Summary
Pullman Civic Theatre (PCT) is looking for ways to diversify its activities, attract new members and
volunteers, engage in the Pullman community, and diversify its revenue streams. We propose one way to
help achieve this goal is for PCT to partner with Pullman Parks and Recreation to offer acting and theater
classes.
By offering an acting class open to the community, PCT can attract new talent as well as cultivate and grow
its current talent pool. Having the course offered through the Pullman Parks and Recreation program will
not only strengthen ties to the City of Pullman but will expose the PCT brand to a new set of potential
patrons. Additionally, by partnering with Pullman Parks and Recreation, PCT will not have to create the
administrative structure needed to offer a class to the community. Lastly, by attaching a registration fee to
the class, PCT will be creating an additional revenue stream.
II.
Goals/Objectives
PCT has a number of Goals/Objectives that would be satisfied through the offering of the proposed acting
class:
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

III.
Increase the number of actors attending auditions for PCT productions
o PCT is dependent on volunteers in its production of performances throughout the year. One
of PCTs biggest struggles is finding people in the community to be on stage. In order to
increase the acting pool for future auditions, PCT can offer opportunities for volunteers to
learn the art of acting so they are more confident in auditioning.
Increase visibility of the PCT brand within the community
o In order to expose its brand to the Pullman community, PCT needs to expand its outreach
within the community and its partnerships with local organizations with like-minded goals.
Working with other Pullman groups will not only expose its brand to new would-be patrons
but will also increase its good-will standing within the community. Partnering with Pullman
Parks and Recreation helps PCT to tap into the hundreds of families that participate in Parks
and Recreation programs.
Diversify the PCT revenue stream
o PCT is depended on ticket sales for its revenue base. Unfortunately this revenue base is not
only volatile but also finite in its ability to increase. In order for revenue to increase, and
therefore create a more stable fiscal environment for PCT, it is important to diversify its
streams of revenue into other avenues beyond mainstage ticket sales. While the offering of
this class would not result in a major addition to the current revenue of the company, as the
cost would need to be affordable for those attending, it would provide a small and much
needed bump to PCTs assets while also adding diversity to its revenue stream.
Class Structure
PCT will be solely responsible for the content and structure of the acting class including the recruitment of
instructor(s), teaching plan, age requirements for attendees, number of classes offered, minimum and
maximum number of attendees required/allowed, and the execution of the course. PCT will also advertise
the course through its normal advertising channels including social media, website, member newsletters and
correspondence, and production programs.
Pullman Parks and Recreation will provide (for a small percentage equaling roughly 10% of each registration
fee) the administrative structure for registering attendees, collecting registration fees, processing the fees
and issuing payment to PCT, and advertising on its Facebook page, website, and brochure. Pullman Parks
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and Recreation will also provide the classroom and classroom tools such as projector and screen, tables and
chairs, etc within their facility at the Pioneer Center.
Adult Class
Description
Travis Gray will teach 8 weekly Acting Classes for adults that works on monologues and scenes utilizing the
Stanislavsky Method. The Class will end with an Actors Show Case at Nye Street Theater.
Dates/Location
The class will be held every Friday from March 10, 2017 to April 28, 2017 from 6:30pm to 8:30pm in the
Multi Purpose room in the Pioneer Center.
Registration Fee
Non-PCT Members - $60
PCT-Members - $40
Minimum / Maximum Participants
Minimum participants for class to take place: 8
Maximum participants: 20
Spring Break Kids Theater Camp
Description
Penelope (Penny) Gonzales will teach a theater camp for kids during the Pullman School District Spring
Break. This camp is still being developed and details will be forwarded to the Board of Directors when they
are established.
Dates/Location
April 3, 2017 to April 7, 2017 in the Pioneer Center. Exact days and times are still being established.
IV.
Key Personnel
Administration of this of project will be handled by Kristin Lincoln. The Classes will be taught by Travis Gray
and Penny Gonzales
Kristin Lincoln
Kristin has spent the last 10 years working in administrative and support roles including managing the
administrative and execution of college level courses through her position with the University of Idaho and
the execution of training courses offered through Human Resource Services at Washington State University.
She has also assisted in the formation of small theaters and the administrative and production management
of larger theatrical companies. Currently Kristin is the Administrative Specialist for Pullman Parks and
Recreation which puts her in a unique position to know how to execute the class though Parks and
Recreation effectively. She will also be in a position to oversee all advertising done on behalf of Parks and
Recreation and will be able to answer any questions from both Parks and Recreation Staff and Customers.
Travis Gray
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Travis earned a Master of Fine Arts in Directing and Performance from the University of Idaho where he was
a graduate teaching assistant for both undergraduate and graduate Acting Studio classes. Travis has
worked for Idaho Repertory Theatre as both an actor and a director, and has appeared in numerous films
and television commercials. Travis has received 3 Irene Ryan nominations as an actor, and has also 3 times
received Merits of Achievement for Direction of a Play from the Kennedy Center in Washington DC.
Penny Gonzales
Penny has worked on a number of the children’s productions at PCT and is a retired teacher. Her full
biography is forthcoming and will be forwarded to board when received.
V.
Evaluation
Once the course is complete, participants will receive an online anonymous evaluation to complete to rate
the quality of the course etc. Along with reviewing the evaluations, the team will also review the number of
participants that registered for the course, the cost of the course, any unexpected costs that incurred etc.
The team will then revisit the plan and decide on any adjustments necessary to guarantee the success of
future offerings.
VI.
Endorsements
The Pullman Parks and Recreation staff have already been approached regarding this project and are excited
to once again offer a theatrical class to its customers.
This proposal is hereby submitted by:
Kristin Lincoln & Travis Gray
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Appendix A 11-5-16
PCT “Shows on the Side” Proposal
Presented to PCT Production Management Team and the PCT Board of Directors
2016
Presented by
Jeri Harris, PCT Board President, on behalf of
Kristin Lincoln, PCT Board Secretary
&
Travis Gray, PCT Board Member at Large
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Contents
I.
PCT Current Structure ......................................................................................................................... 11
II.
Needs/Problems ................................................................................................................................. 11
III.
Shows on the Side: The Idea ............................................................................................................... 12
IV. 2017 Plan ............................................................................................................................................ 13
V.
Conclusion........................................................................................................................................... 15
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I.
PCT Current Structure
Pullman Civic Theatre (PCT) is a community based non-profit theater located in Pullman, Washington.
Currently PCT produces four (4) primary productions (hereto after known as Mainstage Productions) that
are performed at PCT’s Nye Street Theatre, with the exception of its summer production which is performed
at the Pullman High School Auditorium. Nye Street Theater is a black box space that houses approximately
72 patrons. Tickets for the Mainstage Productions sell at an average of $12 a seat.
The Mission Statement for PCT reads as follows:
“The mission of Pullman Civic Theatre is to provide affordable, live entertainment for the community,
and creative outlets and educational opportunities for theatre participants of all ages.”
PCT is managed by two arms of the company. The Production Management Team and the Board of
Directors.
Production Management Team (PMT)
The PMT is the artistic arm of PCT in charge of choosing and overseeing the producing of the Mainstage
Productions. They pick scripts, identify directors and producers for each individual production, and ensure
that each show is produced smoothly.
Board of Directors (Board)
The Board is the business arm of PCT in charge of overseeing the financial health of the company, managing
the overall image and brand of PCT, developing business relationships within the community, exploring ways
of growing the company, and maintaining Nye Street Theater.
PCT Current Financial Structure
PCT is currently heavily dependent on ticket sales of its Mainstage Productions to finance the activities of
the theatre. Including the costs associated with producing the Mainstage Productions, supporting the
theaters liabilities, upgrades to Nye Street Theater, etc. Revenue is also obtained through membership
dues, program ad sales, and donations.
II.
Needs/Problems
PCT Revenue
PCT is currently in the midst of a financial crisis. While income obtained from ticket sales has grown over the
last year so has PCT’s liabilities primarily in its utility costs and its need to upgrade and improve its assets.
The Board has identified the immediate need to find additional sources of income and to diversify its
revenue stream.
One way the PMT has successfully helped to increase PCTs revenue is in choosing productions that have a
wide audience appeal. The productions chosen for the 2016 season have proven to be extremely successful
and have led not only to additional ticket sales but also to increased PCT patron base and volunteer pool.
While this is a significant and necessary change to PCTs model, increasing revenue only through ticket sales
of its Mainstage Productions is limited by the number of tickets PCT is able to sale. Each show in Nye Street
is only able to sale a maximum of 72 tickets per show. If every production at Nye Street (three a year) where
to sell out every night the maximum income would be $5,184 per production, $15,552 per year. While this
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figure appears to be an attractive profit per year (plus an additional $10,000 from a summer production at
the high school) when one takes into account the cost of producing a show that is successful enough to fill
each seat plus the need for a substantial amount of money to make necessary repairs and the needed
remodel of the Nye Street Theatre that sum is quickly diminished. Not to mention history shows that it is
unlikely that every performance of every production will sell out. Due to the unpredictability of ticket sales
and the finite nature of ticket sale revenue, the Board has recommended that the company find new ways
of bringing in revenue and diversifying its revenue stream.
Fulfilling the Mission Statement
PCT’s mission statement states “The mission of Pullman Civic Theatre is to provide…creative outlets and
educational opportunities…”
Currently the Mainstage Productions offer the opportunity for volunteers to participate in large cast shows
with well-known scripts. While this is appealing to most of the volunteer base at PCT, there is a subset of
volunteers that would like to participate in small cast, lower production value productions. PCT has
produced these types of shows in the past as Mainstage Productions but they have shown to not attract the
size of audiences needed to pay the costs associated with a Mainstage Production. Additionally, because of
the large cast sizes of the shows PCT is required to produce to attract large audiences, productions include
actors on both ends of the talent spectrum. PCT wishes to maintain its community theater appeal and offer
the opportunity for any community member to learn the art of theater. However there are members who
also desire a place where they can obtain experience closer to a professional level of production that
concentrates on the growth of their acting ability.
III.
Shows on the Side: The Idea
PCT has a history of producing small performances outside of the Mainstage Production schedule. These
performances have primarily been in the form of Radio Dramas and Readers Theater events. They have
proven to be positive additions to the PCT season as they are little to no cost to produce and often open the
door for community members to audition for a small show that doesn’t require the commitment of a
Mainstage Production. The Shows on the Side idea is to bring these “side” projects under one umbrella so a
side season can be planned and executed with more regularity.
Additionally, the Board has on numerous occasions discussed the opportunity to participate in Washington
State Community Theater festivals, WSU festivals, and other local opportunities to perform small one acts
and readers theater. By creating an official Side season the organizers can plan ahead to ensure the
participation in these opportunities, thus increasing the visibility of the PCT brand.
Finally, by adding smaller productions, PCT can continue to offer new theatrical experiences to the
community.
Three Sides to Shows on the Side
Shows on the Side will feature three types of productions; Radio Dramas, Readers Theater Events, One
Act/Small Show Performances.
Radio Dramas
PCT has a long history with Radio Dramas and they have proven to be a great way to attract new talent to
PCT while offering a unique viewing experience for PCTs patrons not found in other theaters in the area.
Readers Theater
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Readers Theater events allows PCT to highlight its most talented actors in their ability to tell a story without
investing in full production scripts. It also allows PCT to perform scripts it may otherwise not be able to do.
One Act/ Small Show Performances
This will be the heart and soul of Shows on the Side. Each season will include two (2) to three (3)
productions that highlight PCTs most talented actors. Shows will have no production budget (beyond
necessary royalty costs) and will be scripts that focus on the actors. These productions will be produced in
the same style as a professional theater company with the same required responsibilities from its cast and
crew. These shows will also be PCTs opportunity to take its talent to various festivals and acting
opportunities around the area.
Project Management
The Shows on the Side project will be managed by Board Members, Kristin Lincoln and Travis Gray. While
they will be in charge of picking shows and forming casts and crews communication with both the Board and
the PMT will be ongoing so the entire company is aware of the productions being produced on the Shows on
the Side schedule. Jeri Harris will act as the representative of both the Board and the PMT to ensure
communication and that the Shows on the Side productions continue to fulfill the PCT mission statement
and fall within the branding of the company.
Ticket Pricing
Shows on the Side will not be seen as a primary source of funding for PCT, but rather asa way to supplement
the current budget and to build the patron base; thus expanding mainstage production sales, memberships,
and season ticket sales. Tickets will only be sold at the door to maintain the simplicity of the production of
the shows. The ticket pricing structure has been developed with the following in mind:



To maintain the Shows on the Side brand by selling cheaper ticket prices then the Mainstage
productions.
To promote PCT membership
To promote the sale of season tickets
Ticket prices are proposed as follows:
- $10 general admission
- $5 admission fo PCT Members
- Free for all Season Ticket holders
IV.
2017 Plan
Below is the proposed 2017 Shows on the Side season as it relates to both the PCT Mainstage Productions
and the proposed Acting Class (see Acting Class proposal for details):
February
Brilliant Traces By Cindy Lou Johnson
Directed by Jeri Harris
This piece will be prepared for both performance in Pullman and also to take to the Washington State
Community Theatre Association Kaleidoscope Festival in March.
Synopsis from Dramatists Play Service
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The place is a remote cabin in the wilds of Alaska. As a blizzard rages outside, a lonely figure, Henry
Harry, lies sleeping under a heap of blankets. Suddenly, he is awakened by the insistent knocking of
an unexpected visitor—who turns out to be Rosannah DeLuce, a distraught young woman who has
fled all the way from Arizona to escape her impending marriage, and who bursts into the cabin
dressed in full bridal regalia. Exhausted, she throws herself on Henry's mercy, but after sleeping for
two days straight, her vigor—and combativeness—return. Both characters, it develops, have been
wounded and embittered by life, and both are refugees from so-called civilization. Thrown together
in the confines of the snowbound cabin, they alternately repel and attract each other as, in
theatrically vivid exchanges, they explore the pain of the past and, in time, consider the possibilities
of the present. In the end their very isolation proves to be the catalyst that allows them to break
through the web of old griefs and bitter feelings that beset them both and to reach out for the
solace and sanctuary that only hard-won understanding, self-awareness and compassion for the
plight of others can bestow.
April
MAINSTAGE PRODUCTION: Barefoot in the Park
May
Acting Class Showcase
If approved, the PCT – Pullman Parks and Recreation Acting Class will begin March 10th and run every Friday
until the End of April. The Class will conclude with an actos showcase at Nye Street Theater as part of the
Shows on the Side Season.
July
MAINSTAGE PRODUCTION: James and Giant Peach
August
Lone Star and Laundry and Bourbon by James McLure
Directed by Travis Gray and Kristin Lincoln
These two one acts were conceived as companion pieces and PCT will be producing them as such.
Laundry and Bourbon – Directed by Kristin Lincoln
Synopsis from Dramatists Play Service
The setting is the front porch of Roy and Elizabeth's home in Maynard, Texas, on a hot summer
afternoon. Elizabeth and her friend Hattie are whiling away the time folding laundry, watching TV,
sipping bourbon and Coke, and gossiping about the many open secrets which are so much a part of
small-town life. They are joined by the self-righteous Amy Lee who, among other tidbits, can't resist
blurting out that Roy has been seen around town with another woman. While the ensuing
conversation is increasingly edged with bitter humor, from it emerges a sense of Elizabeth's inner
strength and her quiet understanding of the turmoil which has beset her husband since his return
from Vietnam. He is wild, and he is unfaithful, but he needs her, and she loves him. And she'll be
waiting for him when he comes home—no matter what others may say or think.
Lone Star – Directed by Travis Gray
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Synopsis from Dramatists Play Service
The play takes place in the cluttered backyard of a small-town Texas bar. Roy, a brawny, macho type
who had once been a local high-school hero, is back in town after a hitch in Vietnam and trying to
reestablish his position in the community. Joined by his younger brother, Ray (who worships him),
Roy sets about consuming a case of beer while regaling Ray with tales of his military and amorous
exploits. Apparently Roy cherishes three things above all; his country, his sexy young wife, and his
1959 pink Thunderbird. With the arrival of Cletis, the fatuous, newlywed son of the local hardware
store owner, the underpinnings of Roy's world begin to collapse as it gradually comes out that Ray
had slept with his brother's wife during his absence and, horror of horrors, has just demolished his
cherished Thunderbird. But, despite all, the high good humor of the play never lapses, and all ends
as breezily and happily as it began.
October
MAINSTAGE PRODCUTION: And Then There Were None
End of October (after the mainstage production has closed)
Halloween Radio Play. Scripts are still being research. A radio show specifically aimed for a Halloween show
will be chosen.
December
MAINSTAGE PRODCUTION: Babes in Toyland
V.
Conclusion
The Shows on the Side management team hereby presents this proposal to the board and to the PMT for
approval. The team feels that by organizing the side performances already produced by PCT plus adding
opportunities in the form of additional productions will not only add to the artistic value of PCT but will also
bolster the revenue brought into the company and therefore help to deepen the impact PCT has on the
theater community at large.
This proposal is hereby submitted by:
Kristin Lincoln & Travis Gray
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