Meeting Minutes

PILOT POINT COMMUNITY OPERA HOUSE

BOARD MEETING MINUTES (Pending Board Approval on 6/21/2011)

Tuesday May 17, 2011 7:00 PM at the Opera House

P. O. Box 1363, Pilot Point, Texas 76258 

     Web: PilotPointCOH.org       

Phone 940 686 0737, 817 403 3821, 940 686 2454

 

I.                   Call to Order  Howard Kimble called the meeting to order at 7:08

A.  Establish a quorum

Directors Present: Joyce Wood, Karen Walterscheid, Larry Nicodemus, Marina Greenhill, Howard Kimble, Charlotte Petermeier

Directors Absent: David Delcourt, Rene’ Scott and Weldon Bruce

B.  Reading of the Opera House Poem – Karen Allison

C.  Welcome visitors – Karen Allison and Annetta Kimble

 

II.                Public Forum –No one requested to speak

 

III        Consent Agenda

By unanimous vote on motion by Karen Walterscheid and second by Marina Greenhilll consent agenda items were approved.

A.     Board Meeting Minutes for April 19th 2011

B.     Finance/Budget Report

 

IV.       Updates

A. Projects/Committee Reports  

1.   Opera House Singers – Charlotte Petermeier

No Concert on 6/5. Will sing at Pilot Point Care Center on 6/2 Countryside 6/9

2,   Pilot Point Players – Marina Greenhill

Marina will pursue obtaining a volunteer director from either the Denton Community Theatre group or the Gainesville Butterfield Theatre group for a October 8th Bonnie and Clyde Day’ s Melodrama.  Marina plans to support the director and assist by organizing promotion and other support functions

3.   Property Committee – Ray Brewer

Not at meeting, no report

4.   Production Committee – Weldon Bruce

Not at meeting, no report

5.   Fundraising Committee – Joyce Wood

No activity

6.   Membership Committee – Karen Allison

Karen reported no new Members

Board consensus was to require anyone renting the facilities, to be, or to become, a member of the Opera House.

Howard reported that a “2011Arts Patron” membership was just received from NorthStar Bank. We thank NorthStar Bank for their support.

7.   Promotion Committee – Karen Walterscheid

Information may be placed in the Water Bill if in by the first business day before the 5th of the month.

Karen will send blast email announcements to C of C members

Karen will work with Rick West to include announcements in the IESI Ad he runs every month in the 380 News.

Karen has provided the contacts/links for the Denton Record Chronicle to Larry Nicodemus

8    Website update – Larry Nicodemus

Is changing daily

The Board Meeting agenda and minutes are on the site.

Larry is developing a calendar of events on the site. 

Charlotte Petermeier will provide the current calendar of events.

9.   Bingo – Larry Nicodemus

      The “Bingo Worker” application is on the website. 

Bingo Workers must be 18 or older.

      Children may play bingo if with an adult.

      An Ad will be placed in the Post Signal for interested Bingo Workers to apply May 24th at 7:00 pm at t he Opera House

10. Building Rental – Charlotte

Dr. Barber will not be renting the facility for the July Seminar for Special Education Teachers.

We may have a rental for class reunion in October

11. Songwriters Festival – Jay Melugin

Jay was not present.

Howard Reported:

We have received $3800 from sponsors.

We have paid $3483 in expenses including $2700 for video and audio.

Howard and Larry  will follow-up collect $500 in sponsor money.

Proceeds from the event and additional expenses indicate that the event was near break-even.

B.  President’s Report

1.   Thanks to Charlotte for organizing the May 12th   excellent Art Show by Susie Holamon’s High School and Middle School students. Thanks for the arts supplies donated by ALCO that were raffled free to students who attended.  Thanks for the cookie and drinks donations from Charlotte, Annetta, Larry, Karen W. and Mary K.

64 people attended

2.   Thanks to community service works for their support in

cleaning up for events, for moving chairs to the performance area, for mowing and  weed eating and for staffing at the songwriters festival.

54 ½ hours of work

3.   Thanks to Laura Nichols for the ACE Heating and Air Banner

4.   The remaining tiles on the façade have been cleaned up. Thanks to Annetta, Charlotte, Joyce and Mary.

5.   The Magic Clown Circus Show May 7th was well attended (70+) for such a short notice.  The show was very much enjoyed by the kids.

Future rentals for this type of show will require a money order or cash in advance.

6.   We have an updated plan and basic materials and fixture cost estimates for an ADA bathroom in the upper bay area.  The fixture and materials estimates are approximately $700.  With additional expenses this project will cost about $900.  The plan is to construct one large bathroom now that can be divided into two bathrooms later.

By unanimous vote on a motion by Joyce Wood and second by Karen Walterscheid a maximum budget for the work was set at $1,500. If a need to exceed this budget develops, Howard will obtain Board Members votes by email and/or telephone.

Larry’s son will help select tradesmen and organize the work.

7.   A separate Bingo account has been setup at Point Bank.

8.   Thanks to the Songwriter Festival Organizers; Jay Melugin, Burton Tyler, Ryan Hawkins and Pat York.  Thanks to the many generous sponsors and song writers who participated in the festival.

9.   Results of 3rd annual Songwriters Festival.

      Covered above in item Projects/Committee Reports

10  Thanks to Charlotte for the building rentals initiative.

V.        Old Business

A.  Update from Charlotte on possible visit by UNT Professor Marjorie Hayes at UNT Theatre.

Ms. Hayes still wants to tour the Opera House facilities when she gets back in two weeks. Marina would like to visit with her as well.

B.   Update from Charlotte on possible Opera House productions via Becky McCants at Word of Mouth Productions. 

Good idea but a visit is needed to one of the productions to determine fit with our needs before we proceed

C.  Update from Weldon on plans for Juneteenth event June 18th

Weldon was not at meeting.

By unanimous vote on motion by Marina Greenhill and Larry Nicodemus the board set a deadline of 5/24 for a response to $100 charity rent, $500 with air and a $200 deposit.

Howard is to follow up with Weldon.  On June 18th, Weldon advised that the Opera House would not be needed for the Juneteenth celebration.

D.  Nominate and elect Vice President

Postponed

E.   Nominate and elect Managing Director

Postponed

F.   Other - None

VI.       New Business/Action Items

A.     Discuss/decide on Bingo equipment/supplies vendor.

Larry Nicodemus provided handouts and led the discussion of information on bingo equipment and supplies after meeting with representatives from two companies.

ACTION GAMES rep Paul Mick

MOORE SUPPLIES, INC. rep Steve Esparza

The Board selected ACTION GAMES and rep Paul Mick by unanimous vote on motion by Marina Greenhill and second by Karen Walterscheid

Larry advised the board that we will add a door with a lock to the northwest office in the showroom area for bingo hall monitoring, bingo supplies and the pc for the security cameras.

We will purchase a cell phone for Bingo operations to fulfill Charitable Bingo requirements

B.     Discuss and decide on purchase of tables for Bingo and other events.

Larry provided information on a Craig’s Listing of 18 8-foot tables for $75 each.

Larry will try to negotiate a better price for the whole lot.

Board decided to purchase the tables by unanimous vote on motion by Karen Walterscheid and second by Marina Greenhill.

C.     Discuss and decide on renovation of upper bay Bathroom.

See IV. B. 6 above.

D.     Discuss/approve offer to the High School Guitar Club to use the Showroom for weekly practice/jam sessions.

On motion by Karen Walterscheid and second by Larry Nicodemus, the Board decided to offer the Opera House Show Room area to the High School Guitar Club this summer for weekly practices with the provision that an adult of at least parent age be present. AYE votes (4): Karen Walterscheid, Larry Nicodemus, Marina Greenhill and Howard Kimble and NAYE votes (2): Charlotte Petermeier and Joyce Wood..

E.     Solicit ideas and discuss plans for the two large white cinderblock filled areas in the façade.

Mary Klufa submitted a sketch to be discuss at our June 21st meeting

The sketch was shared with Board, followed by a recommendation to use Plexiglas for the Marquee Case.

F.      Discus/approve two month rental of Board room area to Harold Dunnham and Zac Loiselle for use as a recording room.

The Board agreed to rent the Board Room (the old parts department) for 1 or 2 nights a week to Harold and Zac for $50 a month for two months on motion by Marina Greenhill and second by Larry Nicodemus

G.  Discussion/brainstorm

“How do we get more events at the Opera House” and

“How do we get more members and support for the Opera House”

Ask people

No discussion

H.  Other

VII                  Next meeting Tuesday, June 21ST 2011

VIII     Adjourn

The Board agreed to adjourn at 8:55 on motion by Karen Walterscheid and second by Larry Nicodemus.