Minutes of NIETF Board Meeting
NIETF Public Meeting
January 30, 2010
Called to order 10:08 am
In attendance – Steve Rohe, Darren Serhal, Becky Fox, Craig Gobelsky, Kristen DeBoer, Scot MacDonald, JoBeth Cruz, Anne Nicholls, Lisa Woodruff, Earl Howe, Greg Miller, Tim Slatton, Kevin Doler, Chris Hull, Matthew Byerly, Christine Parry, Stanlee Hodsden, Larry Hinken, Ed Griffith, Ken Mertens
A. Capacity Building – Becky Fox
– Review proposal from 2/07/09: - overall plan as related to NIETF & its member theatres
-Open floor
Q How does capacity building help an organization?
A If embraced groups can grow with plan/CTG, South Shore Arts used as examples of success- most groups have staff, volunteer commitment necessary
Q When would capacity building project be completed?
A Solid mission & vision by June, getting process on paper; funding issue
Q How many people are needed & how much work is involved?
A 3-4 people as monthly committee with tasks and presentations – amount of work & effort varies depending on phase (perhaps 3-4 hrs a month)
Q Is in house funding necessary?
A Yes
Q Would non-board member involvement be welcomed?
A Not necessary to be board; it is up to committee chairs to reach out – theatre relation necessary –Lisa Woodruff suggests possible resource = Center for Regional Excellence – Debbie Thomas
B. Associate Membership –
-Should pay more than regular membership; rate may be tiered depending on benefits
-Fee difference should be explained to potential members clearly
-Corporations can become members as well as sponsors
C. Viewer Selection –
-More membership possible if NIETF opens the viewing membership up to general community
D. Possible extra category – popular vote (ballot at show only)
- NIETF discount card + ballot
E. New URL
-.com better than .org – more recognized; catchy, more memorable name possibilities; is change necessary?
F. Add inserts as pdf on website for all theatre groups
- Craig will send single /double page link to Darren for all
NIETF Viewer Meeting
Called to order 11:20 am
1. Welcome –
All ideas from viewers welcome at any time
In attendance: Greg Miller, Tim Slatton, Christine Parry, Stanlee Hodsden, Matthew Byerly, Cathy Mertens, Jerry Jascoviak, Kristen DeBoer, Craig Gobelsky, Ed Griffith,
Trevor Bruss, Sarah Miller
2. Ken Mertens & Steve Rohe (Nominations Chairs)
- Beth Stetler resigned
- Open floor
Q If member can’t attend initial ballot meeting?
A Arrangements can be made
Q When is initial ballot meeting?
A September 12, 2010
Q If viewer has a show conflict?
A Member should make arrangements with theatre to view live public performance (or video when licensed)
Q Is viewing videotaped performance possible?
A Only if licensed by the theatre
Q Director comments from last year?
A Ken has sheets and they are available to give to directors who requested
- Ken & Steve will let theatre groups know that this feature is available again this year through group message, let viewers know a type of guideline on comments/critiques
(not necessarily questions) through addition to ballot form by Darren
Q Is there a system of checks & balances for tabulation?
A Computer data base does initial tabulation, can be checked at a later date; final ballot is checked by two people – board will look into possibility of re-checking after the fact to notice any impropriety
- Add FAQ to website, survey for FAQ on guestbook
- Viewers cannot vote on shows that they did not see, make sure to send in “did not view” ballot if you miss a show, print your ballot just in case of glitch, be clear on ballot – use program as guide when voting
NIETF Board Meeting
Called to order 12:37 pm
In attendance – Steve Rohe, Darren Serhal, Becky Fox, Craig Gobelsky, Kristen DeBoer, Scot MacDonald, JoBeth Cruz, Anne Nicholls, Lisa Woodruff, Earl Howe, Greg Miller, Tim Slatton, Kevin Doler
1) What does it mean to be a board member?
A) Responsibilities – reminder of commitment/duties by JoBeth
- Review of Outreach & Development chairs’ duties, will work together with marketing throughout the year for maximum benefit
B) Effective meetings
-JoBeth will send handout related to etiquette at meetings to board forum
2) Assessment of NIETF according to new board members
A) Challenges & Threats – work on public relations; getting out in the minds of the people
3) Consent Agenda - accepted
A Minutes
B Treasurers
C Development
D Marketing
4) Non submitted reports - accepted
A Musical – oral – no shows = no change
B Play – double check with Martha S on submissions
C Outreach – oral; Kevin in discussions with Ed on transfer of documents & info
5) Old Business
A Capacity Building – Becky
- Asks for recommitment, revote on support of process - movement
NIETF recommits to support capacity building proposal as outlined in report
- Discussion about mission & vision first, then brand & image; discussion of plan being put in place as outlined in report with timeline determined by committee
Outline from report:
Organizational Mission & vision
Structure
Policies & procedures
Programming
Branding & imaging
Business plan
- Mission & Vision – discussion on forum with Becky taking the lead on renewing with committee – board members pay attention and participate as necessary
B Associate Membership Discussion
- Benefits = website, inserts, awards
- Fees = tiered system based on location? a la carte?
After much discussion, Kristen & Craig will come up with written report, propose different options and bring ideas back to board
C Board & Gala Calendars
- No new board functions until March
- Gala caterer needs deposit; Darren post on website & facebook for submissions for opening number ideas along with criteria
6) New Business
A Viewer selection
- Possible revision necessary
- Interview potential viewers?
- Use “jeffs” as model?
- Board (selected members) only selects viewers?
- % of acceptance necessary?
- Change of criteria necessary?
- Limited number of viewers?
- Limited terms?
- Limit number of viewable shows?
- Consider a chairperson to be in charge of “governance” (developing board membership)?
- JoBeth will post “jeffs” info on the forum
- By-law needs changing at some point in future
- Committee to make recommendations for possible changes– Kevin, Steve, Ken, Greg
B Board Reps
- Replacing unseated chairs
– Motion made and passed to choose replacement for Marian Theatre Guild, as they have not named a member
– Motion made and passed to let Marian know they have until Wednesday Feb 3 (72 hours) to name a member, then the seat will be replaced with new selection; Memorial first option, Purdue second option, Highland third option
- All theatres have reps
- Possibility of 7/6 reps alternating yearly to serve on board
- Draw reps in advance of elections
C Making money for NIETF
- Sponsor letter & program ad letters need to be reviewed and sent out earlier in the season
D New URL
- Motion made and passed to buy nietf.org
- G Miller offers to buy up to four domain names for the year as donation
- Motion and passed to move URL discussion to board forum
E Insert discussion
– Alternatives considered for saving money & time of printing by having theatres print themselves; Craig will poll theatres to test interest, thoughts, bring back #s, look for printers to work with; Put pdf on website
- Look for sponsorship of inserts
Meeting adjourned at 4:23 pm
Minutes respectfully submitted,
Anne Nicholls
NIETF Corresponding Secretary
Next mtg. Feb 21
Genesius Guild - 6:30
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