SMCT Board Meeting Minutes – October 2016
October 15th, 2016, 10:00am Benjamin Eddy Building, Foster, RI
Members present (voting members in bold): Dennis Chretien, Laura Giorgianni, Kaila Rubin, Ben Stanfield, Leslie Carter, Bob Hollis, Carol Mauro
To-do list
-Shane
-Write to-do lists for future meeting minutes
-Ensure people have seen emails regarding new responsibilities
-Send Communications Director guide to board
-Ben
-Write up contractual agreement for borrowing tech equipment
-Look into prices of lighting trees
-Dennis
-Follow up with Andy about iPad for card reader
-Liz
-Find new costume racks
-Artie
-Contact school to ask about benches
-Dennis, Laura, Bob, Ben, Liz, Eric, Chris
-Begin work on Drop Dead files
Meeting begins - 10:26am Executive Director -Communications meeting was held -Slack was finally adopted -To-do list needs to be included with board meeting minutes -After meeting minutes are sent out, anyone assigned a task needs to reply confirming they received the message and acknowledge the responsibilities included therein -If this is not done, Shane will follow up and contact the relevant people Motion to institute roles and responsibilities in accordance with SMCT Roles and Responsibilities forms - Seconded/Passed -Drop Dead files -Needed for Treasurer, Education Director, Tech Director, Executive Director, Creative and Assistant Creative Directors, Publicity Director -These should be done by the January board meeting -Shane will send Communications Director guide to board -Checkout form should be written for lending equipment, requiring name, phone number, item taken, when it was taken, and when it will be returned -Procedure for borrowing tech should be more rigorous, include email to Tech Director -Ben will begin writing up contractual agreement for borrowing tech -Database maintenance role still needs to be filled -Carol is willing to attempt to fill role if she receives training -Dennis will train her and they will begin work on the Apocalypse Now database Creative -Apocalypse Now -Leslie knows someone who may be able to teach extras Vietnamese -Fog machine will be located on October 18th -If it cannot be located, an email will be sent around to see if anyone is storing it -USO Show -More reservations need to be sold before November 5th -Will be included in next newsletter -Event page needs to be updated -Rumors -Auditions will be held on January 9th and 10th, callbacks on the 12th -Rehearsal schedule has been determined -Shows will be last weekend of April and first weekend of May -James and the Giant Peach -Rights need to be obtained -Chris is applying for these -Tending to Grace -Laurie Murphy needs to be asked about rights -Creative Studio -Editing training fell through, will be rescheduled Education -After school programs are up and running Facilities -New library may provide housing for Creative Studio equipment -Some of Paine School's benches need to be saved for seating -Needs to be investigated -Artie will take charge of this Tech -LED lights will be purchased from Steve Carter -Lightboard is being repaired -Old lights will be put on eBay Misc -Michelle Chretien has been going through and sorting SMCT makeup bins -Much of it should be thrown out, new makeup should be purchased Motion to adjourn - Seconded/Passed Meeting adjourned - 12:34pm