Minutes from SaddleBrooke Theater Guild Meeting

8-25-05

Present at the meeting were:

Bill Hooks, Harriett Shemer, Tom Barrett, Steve Shear, Suzy Shear, Woody Woodbury, Dee Hernandez, Ron Bechky, Stan Augustaniwiez, Emily Anderson,

Janet Tortolano.

Minutes from the last meeting were approved.

The group decided to rename the Guild the SaddleBrooke Theater Guild (SBTG) and approved the modified Mission Statement proposed by Steve. Both Woody Woodbury and Stan Augustaniwiez, as well as Dee Hernandez, considered the modified Mission Statement appropriate.

There was a lengthy discussion about the processes and procedures for the new DesertView Theater Complex. Steve told the group that he and Suzy met recently with Dee to get a sense of how the new Guild might work with her, as the coordinator, and the RAC and subcommittees.

Dee answered questions about how monies from performing groups would be handled by HOA #2. She described two ways this could be done The first would be where her office handles everything, in which case all profits would go into the HOA #2 coffers. The second way would be where the group takes on all the responsibility and merely contracts for the space and services from HOA #2, in which case the group keeps the profits, if any. All performance ideas must be cleared through the RAC committee and Dee to assure appropriate and viable concepts.

Dee and Stan explained that charges for facility use will be set on a case by case basis with every effort made to keep costs reasonable. Fees involve facility rental, technical personnel and equipment usage. Dee explained that the goal is to stay fiscally sound for all performances booked in the Theater, the ballroom or any other facility. Dee also explained that while a Robson or HOA#2 event has priority over any other scheduled event and can even “bump” a group out, it has rarely happened and would not happen once a large event had been set and advertised to the community.

Steve explained how individual SaddleBrooke performing groups could become sub-groups of the SaddleBrooke Theater Guild, thereby gaining access to the group’s 501C3 and charter status. Performing groups, where appropriate, would be welcome to come under the umbrella of SBTG but certainly could seek their own charter/501C# status.

The question came up about the group setting up a booth at the September 10 Open House in an effort to gain more members. Dee explained that there would not be room for such a booth. Suzy suggested that the group’s members wear badges that say :ASK ME ABOUT SBTG. Members agreed that this was a good idea. Suzy will make and distribute the badges before September 10.

Harriett will submit an article for the Two’s News about the new Theater facility and SBTG. Ron will write the article and Suzy will be the contact person.

Dee told us that she contacted outside performing arts groups and invited them to the Open House. Some of those she talked to had questions about the facility. Woody suggested that perhaps information about specifics of the Theater be made available to them.

Bill asked about making a pamphlet about SBTG that can be given out to interested people. Dee explained that such a pamphlet could be placed in a Kiosk in the main Mountain View lobby. Harriet and Woody suggested that a one-page pamphlet was most manageable. Woody suggested that perhaps in the future such information could be made available on the HOA#2 website.

Dee told us that her office has been exploring the possibility of an online ticketing system and that there are other things “in the works” that have not been worked out yet. Woody said that the RAC committees and Dee’s office are still finishing details of the theater facility and that in the next two months, processes and procedures will be worked out.

He asked that SBTG members be patient as this happens.

The treasure, Bill Hooks, gave his treasurer report. We have collected $180 in loans from members to begin the process of gaining 501C3 status.

The next meeting will be held at 2pm in the MountainView Club House (room to be determined) on September 7.

Written by Suzy Shear

Submitted September 7, 2005