Acalanes Choral Booster Club
Advisory Board Committee Meeting
November 29, 2007
Meeting called to order in the Choir Room by President Vangie Long at 7:00 pm.
Attendance
Vangie Long, Kathy Biro, Louanne Klein, Nancy Rogers, Laurie Shaffer, Linda Nevin, Dayna MacDanald, Kathy Moore, Bruce Lengacher, Chris Voll Chernin
Minutes
Sept. 27, 2007 minutes were approved as written (Louanne Klein moved, seconded by Kathy Biro).
Non-Profit Status
Louanne Klein reported that the Non-profit Board is:
Louanne Klein PresidentCecilia Williams1st Vice PresidentRobin Album 2nd Vice PresidentLinda Nevin SecretaryNancy Rogers TreasurerThe articles of incorporation were signed at the first non-profit board meeting. They will be submitted to the State of California on Monday, December 3, 2007. The by-laws are being reviewed by the Board members who will have a conference call next week to review and approve the by-laws.
The non-profit application will be sent for federal approval in a month. The federal approval is needed prior to sending to the State of California.
Musical Update
Bruce will generate an adult volunteer list and post on the website.
Student applications for the musical production team are due on Monday, December 3, 2007. By Monday, the following student positions will be filled; Producer, 1st Assistant Director, 2nd Assistant Director and Prop Master. The first job for the team is to resolve application schedule conflicts for the student team.
The stage crew will be in costume this year and sing in the final number.
The publicity team will work on public service announcements, selling ads for the program and generating and placing posters advertising the musical.
The hair and make-up crew needs to research make-up similar to what is used by Cirque du Soleil for the musical this year. Make-up is more elaborate for this musical than in previous years.
We need to find an adult volunteer to shadow Sarah Foote and Chris Panero on the costume committee as both will not have children in the program next year.
Kathy Moore discussed food for the night rehearsals starting on February 1. Food is provided for 5 – 9pm rehearsals only. This year money was collected in advance to fund food rather than relying on family donations. Each rehearsal dinner has a maximum budget of $240/day available to reimburse parent volunteers who provide food. Note that any funds spent totaling more than $240 will not be reimbursed and c To be reimbursed, a Reimbursement Form (Bruce to post on the website) and receipts are required to be submitted to Bruce. If more than one family is providing food, the budget should be split evenly. Vangie Long will generate and post a vendor resource list for volunteers to use when supplying food. As in previous years, we will provide food for the orchestra. Finger food only once the cast rehearses in costume.
A combined pizza and cast party worked well last year after the last performance and will be repeated this year.
The ensemble rehearsals originally planned for next week (Tuesday/Wednesday/Thursday 3-5) maybe canceled and rescheduled for next year (double up on rehearsals) due to the piano accompanist opting out at the last moment. Bruce is searching for a replacement and will know by Monday if rehearsals need to be canceled.
New York Tour Update and Discussion
The 2nd payment installment for the New York tour was due on Friday, November 30, 2007. Airline tickets will be purchased direct from Linden Travel as individual reservations are booked. As such, the remaining installment for the trip will be smaller than originally planned.
Bruce will issue the chaperone list for the tour tomorrow. Linda Gionatti and John Nickerson will also be going on the tour.
School rules apply on the tour. Student luggage is subject to search at any time.
After the Broadway plays were chosen based on student vote, it was discovered that The 25th Annual Putnam County Spelling Bee is closing in January. The next play on the list was Mary Poppins and we were able to reserve tickets for the performance. Because tickets for this show are more expensive, those who choose to attend will need to pay an additional $11. Tickets are reserved for shows as follows:
# of TicketsCurtains40Spamalot 35Mary Poppins 35Rent 25Bruce is still waiting for Kyle Athaid to get back to him about potential arrangements to visit Julliard. There is another alternative if this doesn’t work out.
Transportation is arranged for the trip. Two buses have been reserved and Lindon Travel will be emailed a list tomorrow for flight reservations. We will probably be on two separate midnight flyers. Individual reservations will be made as tickets open up but airfare will be higher than originally budgeted.
The group is staying in quad rooms at the Holiday Inn – Chelsea.
Request Funding From LASF/Parents Club
Funding has been requested from LASF and the Acalanes Parent’s Club to repair and/or replace the sound board in the PAC. The request has been approved by John Nickerson and a decision from LASF should be made next week. Bruce wants the equipment to be in place before the musical. We also may be able to get some funds from the Drama Department’s budget as they want to start using the PAC for their performances.
Louanne Klein will coordinate soliciting funds from families at the Winter Concert for the new sound equipment if enough funds aren’t available from the above sources.
Robert Riebs will come in to assess the current equipment and determine if it is repairable and what new parts are needed. Equipment will be sourced from Leo’s Pro Audio at discount prices.
The $1,600 families’ gift to Bruce last year will be used to purchase Countryman wireless microphones to augment existing equipment.
Staffing for Winter Concerts Discussion and Action
Two volunteers are needed each night to collect suggested donations for attendance at the Winter Concert on December 19 and 20, 2007 (filled). One other volunteer each night is needed in the hallway backstage. Let Bruce know if you can help.
Bruce has emailed alumni about attending the concert and should have a good turnout.
Women’s Ensemble and Bella Voce Choral Institute (1/11-1/13/08) Chaperones-Discussion
One more chaperone is needed to accompany the bus for the Choral Institute trip. Let Bruce know if you can help.
Other Business Discussion Items
The uniform khaki pants will be received next week.
There are 5 Chamber Singers Christmas gigs booked this year. Blanket permission slips can be used for all of the gigs and need to be returned to Bruce tomorrow. $500 is earned for each gig to be applied to the scholarship fund.
Note that Choir Class liaisons are not expected to arrange carpools for offsite events or find chaperones.
Meeting adjourned at 8:10 pm (Bruce moved and Linda Nevin seconded)
Minutes by Nancy Rogers
