LCCA Board Meeting Minutes

February 14, 2011

In Attendance: Board Members & Staff: Janet Baltzer, Lexi Taylor, Terri Roush, Brian Leyde, Marney Reynolds, Kathy Keller, Barbara Fulton, Barbara Swahlen, & Sarah Rabel. Visitors: Carol Steckler & Bob Sundquist.

January Minutes

- Lexi opened the meeting at 5:25pm with a call for any amendments to the January minutes. The minutes were approved.

Carol Steckler & Richard Carter’s Request

- Carol presented the Board with a request from herself and Richard Carter regarding the fee structure. She first introduced herself as a long-time resident and theatre advocate on Lopez Island. Carol has put on 15 productions on Lopez (7 at the Center), each including 50 to 60 people. She noted that while the Center is not ideal for theatre (e.g., lack of a real backstage, dressing rooms), it is magical to see theatre transform the Center. And, on the island, the Center is truly the only option for a full production.

- It is with this background that Carol and Richard respectfully request that the Board consider a theatre category under the fee structure. While they understand the importance of the bottom line, they have both had to reconsider using the Center due to the implementation of the current fee structure. It makes theatre cost-prohibitive.

- Carol and Richard also request a dialogue with Board members about this consideration. Carol expressed their desire to come up with a proposal through a creative process with the Board that will allow theatre to continue at the Center.

- Carol also noted that, as theatre brings together many art forms and people, the loss of theatre on Lopez would generate quite a lot of negativity toward the Center.

- Board members asked Carol for an estimated percentage that the current rates would need to be reduced by or a more equitable set price. Carol noted that her use of the Center for “Under Milkwood” cost $1,500, and that the ticket profits were split evenly between the Center and KLOI (i.e., profits beyond the $6,000 full cost of the production). Carol also expressed her support for Richard making money with his productions. It was also asked whether she sought and received sponsors, and she noted that sponsorships cover all outside-of-budget expenses.

New Director Introduction

- Janet Baltzer was introduced and welcomed as the new director.

Board Member Contributions to Event Costs

- Lexi noted that some might feel uncomfortable being asked to donate money when on a Board. She asked if this is an inappropriate request. The consensus was to keep these types of requests informal by stating that donating toward a specific event would be appreciated. It was also agreed that whatever balance due should be paid by the Center.

Reader Board

- Bob Sundquist, at the Board’s request, obtained a signage estimate from Brenna. After reducing her initial bid, her estimate comes in at approximately $600 more than Signpro’s.

- The Board motioned and approved Brenna’s estimate.

- The Board requested that Bob contact Shawn Westerveldt about purchasing the Sunset items on his business account to possibly save money.

Program Committee

- Marney noted the installation of 1 new office computer and the upgrade of the 2^nd computer.

- Marney also provided an update on the website. Povl is in France but is in consistent email contact. He is developing the new site, and Marney hopes that it will be up sometime in March. The major change will be in the event input sections (e.g., applicants will no longer assign own categories), and the entire site will be more user-friendly. If anyone is interested in beta-testing the new site, please email Marney. The test site is at www.lopezcenter.org

- Marney will ask Povl to change the director’s name on the “old” site, but otherwise he will remain focused on the new site.

Gratitude

- It was acknowledged that the Board and Center have reached a great milestone with hiring new directors, upgrading the website, etc. There has been a lot of motion, and we have done a tremendous job.

- The Board agreed that thank yous for Tara and Ron are important. Kathy will follow up on a gift certificate for Ron; Terri and Janet will follow up on a gift certificate for Tara.

Communication

- The Board discussed the importance of clear communication with the community. Lexi stated that all communications that reach the public need to come to the Board first for approval.

- Lexi also noted that the Board members, herself included, need to remember to use “reply all” with emails. She expressed her goal of improved Board communication. Kathy noted two examples of such communication needs: new board members bios and final director candidates info submitted to the Board ahead of time.

- Sarah requested clarification on the secretary’s role with communication, especially considering the description in the bylaws.

Fee Schedule

- Lexi acknowledged the difficulty of determining how we function and keep the doors open. She further acknowledged the importance of starting with the current/old fee schedule. Lastly, she expressed the importance of considering and addressing the amount of frustration and negative feedback the Center is receiving about that schedule.

- Kathy noted that the fees have not increased in 10 years.

- Marney echoed this and further explained that the past Chair tasked the Board with helping communicate the adherence to these fees to the community. While there were several meetings on this task, very few people attended. It therefore fell to a very small group to fulfill this task. Marney further noted that by putting her name on the letter, she had hoped to receive feedback directly. Janet is compiling a list of feedback and will share that with Marney and the rest of the Board.

- Kathy and Brian also noted the pressure to adhere to the existing fee schedule. Brian acknowledged the challenge in producing a clearly formatted and understandable rate sheet.

- The Board agreed that further discussion on this matter is of high importance. Kathy suggested a workshop, and the Board agreed. Sarah will assist in scheduling a workshop in March. Lexi and/or Terri will ask Rhea Miller to facilitate. Kathy will invite Jamie Stephens.

- Sarah noted that the Board should respond to Carol and Richard’s request. Lexi and/or Terri will write a letter to Carol stating that we will be addressing the request within the coming month, but that the Board needs to further discuss the fees prior to a full response.

Adjournment

- The meeting adjourned at 7:30. The next Board meeting will be Monday, March 14^th. Barbara Fulton will provide snacks.