Board of Directors Meeting
Wednesday, Nov. 19, 2003 7 pm
Present at the meeting were T.J. Rand, Maye Hart, Mo Demers,
Meggin Dail, and Ernie Bass. Also present were Irene Hall and Nick Liouzis.
Jan Pinard was called away on an emergency.
Meeting called to order at 7 pm.
The Secretary's Report was accepted with correction
from Applecrest to Appleview Orchard.
Mo Demers gave the Treasurers Report, which was accepted as presented.
In Old Business, Meggin reported on the Haunted Barn at Appleview
Orchard, which brought in $540. The program was very well received and
there are plans to do it again next year. Maye presented a wrap-up of
State Fair, stating that the show was a great success, with four out of
five nights sold out. She also talked about some problems inherent to
the large shows, such as set building and getting the folks to help, as
well as respect for the director. The Board then talked about the NHTA
adjudication procedures. NHTA has told us that they did adjudicate the
show. T.J. then talked about the Christmas show. Jim Hart will reset the
lights for a stage wash. Elsie will decorate the theater. Ernie will hang
the legs, Mo will bring the chairs. Lori Smock-Joyal is house manager.
Tickets are just about gone for both shows. T.J. will have rehearsal the
Wednesday before the shows. Maye then reported that the Children's Theater
Workshop auditions were all set for December 7 and 8. She hopes the books
will arrive before the auditions. She has an easy set. Performances will
be the week of February 16th - 21st. For A Thousand Clowns, Meggin reported
that the scripts were in. Ernie said he'd have a set design by December
1st. It was agreed that Maye and Meggin, as producers, would schedule
it so that one of them would be at all rehearsals. Meggin reported no
news about 12 Angry Men, stating that she has no information yet about
royalties of scripts. Lori Smock-Joyal will be producing the show, and
Jay Sydow will be assistant director. It was determined that the Encore
Old Home Days Concert would be on July 16th, tentatively. Encore 2004
will be auditioning sometime in February and starting rehearsals sometime
The discussion then turned to the building. Irene Hall was present at
the meeting to discuss the clean-up of the costume shop. She has been
trying to clean and rearrange things. T.J. said that Jan Pinard asked
that those who are work in the shop touch base with her, and she suggested
Mo and Margaet Hilllman might help with the task. Maye reported that Jim
Hart would be working on getting the bracing of the second floor done
in the next couple of weeks, so that costumes could be rearranged. It
was agreed that Irene could start cleaning up right away, and the Board
asked her to keep Jan informed about what she was doing, and to ask for
Jan's input. Irene asked about disposing of the antique costumes and it
was decided that they should be offered to a museum or the Pittsfield
Historical Society. Irene reported that over 30 percent of the clothing
in the shop could be just thrown away, some because it's beyond repair
and some because it's too common. The Board talked about the bulk material
and where to store it, and Irene suggested donating some of it to PYW
for their sewing class. We discussed the furniture and it was decided
that we need it for seating in the green room during large shows. The
rest of the time we might be able to stack it. It was agreed that a space
would be made for storing scrims, curtains and legs on the second floor.
We made it a board policy not to accept household curtains as donations.
It was agreed that, once the costume area was cleaned and rearranged,
it should be walled off and locked. T.J. asked that the office be fixed
up, maybe even moved. Irene agreed to work on all aspects of this project
and, when she knows in advance that she will be working at the theater,
she will send emails to the rest of us, so that we can come down to help
or to get others to help.
Concerning the roof, Joel Dail has made an effort to get some bids. T.J.
has been calling the roofing contractors every other day and no one is
returning his call. He will keep on it, since we need an estimate now
in order to have enough money in the spring, when the job needs to be
done. Jim Hart will work on securing the second floor structurally. Elsie
Morse is trying to reach Gil Bleckmann regarding the broken window across
the street and what should be done about it. A discussion then ensued
regarding the future of the Gray Building and whether the Players could
do something with the property. We may have other options for storage
such as Southwick's barn and Souza's barn. We decided to try to find a
member who could research town zoning and other laws regarding options
for use of the Gray Building and the property.
Nick Liouzis then addressed the Board with a proposal to use the theater
for a filming a medieval movie he's working on. He would use portable
set pieces. The Board discussed what resources would be needed to support
Nick's using the theater, as well as when time is available in the next
few weeks. Ernie volunteered to run the lights, and it was agreed that
Nick could use the theater on December 13th. Irene said she would clean
up afterward. A motion was made to let Nick use the theater on December
13th for filming for a consideration of up to $100. It passed unanimously.
Meggin reported her progress with the Production Manual. Everyone will
read their rough draft and give comments to Meggin. T.J. mentioned some
content issues, and Maye suggested adding a task to the House Manager's
list of making sure the front doors were unlocked and locked during the
performances. We also discussed the Borrower's Agreement.
T.J. will contact Mike Pszonowsky directly regarding the add campaign
Mo Demers gave a report on the proposed competition for NHCTA. She has
forms to sign for T.J. The total estimated cost for doing the competition
is $500. Rehearsals will start after January 1st. Mo will let the Board
know when rehearsals are.
Ernie will talk to Heather Mike about the PYW Fiddler Contest.
T.J. reported that the meetings for the Dame Awards Committee will start
after the first of the year. Meggin will take the year off. Irene Hall
and Bernie Cameron have already signed up to be on the committee, and
T.J. will find more volunteers. The date is June 5th. We discussed who
might run for the Board.
Meggin reported that she is in touch with the Old Home Days Committee
and that she will find someone to head up our float committee for this
In New Business, Phil Breton has said he will not do Encore 2004
or 1776. He has given us the name of a possible replacement, which T.J.
will contact. We decided to look for additional accompanists. T.J. will
do some searching, and Maye will dig up the name of a retired guy who
has called her before about Encore.
Meggin is doing the November newsletter.
Maye reported that we still have some things to do for final reports to
LCHIP, such as signing a stewardship agreement, getting final financial
figures to them, and providing pictures of the completed project. T.J.
will review the Stewardship agreement, then Maye will get it notarized.
Maye will take care of the financial report, and Joel will take the pictures.
We discussed whether we should pay Joel to plow the Pittsfield
Weaving parking lot so that out winter patrons have somewhere to park.
It was agreed that we would contact Mr. Bleckmann to see if it was all
right with him to plow, and if it was, we would like it plowed, with compensation
to Joel to be determined later.
We discussed decorating the marquees for Christmas. Mo reported
a letter from Sue Cloutman offering her services as a seamstress for a
Mo will ask for a tax abatement, but she needs to know the
procedure. Meggin will ask Elsie to get involved.
Mo reported that the CD is up for renewal. She suggested
moving it to a bank with better rates or into a money market fund for
higher interest. Her research found that Citizen's Bank offered a money
market account paying 1.4 percent. A motion was made to move the CD funds
to the Citizen's Bank money market fund and it passed unanimously.
There was a discussion about show schedules regarding the
Abduction and Lion In Winter. A motion was made to move both shows forward
one time slot and plug in a different show (to be named later) for March
2005. The motion was accepted unanimously.
Maye gave the Board a list of Jim Hart's remaining tasks at the theater.
Meggin suggested arranging for a tour of the theater for the Pittsfield
Fire Department after we get the second floor fixed up so that they have
an idea of the layout of the building in case of an emergency.
Maye mentioned that we need to have the fire extinguishers
looked at to make sure they are up to snuff. Joel will take care of it.
T.J. suggested insulating the boarded up windows in the
second floor hallway.
He also asked that Jay Sydow return the movie screen at his earliest convenience.
The Board then discussed keys, and who has keys. Mo asked
for a key to the back gate. There is a back gate key in the box office.
We are missing key #9, and we're trying to track it down.
T.J. asked if the Players have ever considered having a
Players credit card. All members of the Board opposed this.
The Board talked about ways to improve ticket sales, such
as using the web, our website, accepting credit cards, mailing tickets
out to those who have already paid for them. Nothing was resolved.
Maye said that she would have the kids in the Children's
Workshop clean up the paint room.
The Board went off the record for five minutes.
Meggin asked that we acknowledge Paula Broxy's efforts in
regards to ticket sales for the Players. A thank you bouquet will be sent
to let her know we appreciate her. This should be done after each show.
Meggin reported that season tickets had been printed and
the price is still $40.
Next Meeting Date -Wednesday, January 7, 7 pm at Mo Demers' house.
Meeting adjourned at 9:12.