August 1, 2022

*edited 8/25/22 when meetings moved to Tuesdays from Mondays

East Lake High School Drama Boosters

Meeting Minutes

August 1, 2022, 6:00 p.m.

@ Randi Horton’s home


  • Attendees: Randi, Sara, Natasha, Tara, Dani, Kelsi, Layla, Kristin, Jack, Suzanne, Shannon, Laura



  • Approved prior meeting minutes (July 13, 2022)

  • Treasury Report

  • Last point of business from outstanding checks will be closed from 21/22 year

  • Proposed budget copy shared with all; all should provide feedback to Shannon, Randi, Tara.

  • ACTION REQUIRED BY ALL: Each functional owner should review their section and determine if budget allocation if ok or if adjustments are needed. Please provide feedback by Monday August 8, 2022.

  • Finalize Meeting Schedule

  • All agree to the proposed schedule. Layla understands the need for Activity Request form.

  • ACTION Kelsi will send Layla an email to remind of dates and time start (Board @ 6:30, all Boosters @ 7). Location for these meetings suggested to be Guitar Room.

  • Sept 13, 2022

  • Oct 4, 2022

  • Nov 8, 2022

  • Dec 5, 2022

  • Jan 10, 2023 (after return from Winter Holidays)

  • Feb 7, 2023

  • Mar 7, 2023

  • Apr 4, 2023

  • May 2, 2023

  • Concessions

  • Popcorn Machine purchase – Tara proposed purchase of popcorn machine to control concession costs versus chips/snacks purchases. Cost ~$250. We can pend the conversation and motion at time of budget meeting.

  • Discussion was that we should increase general costs of all concession items (currently drinks are $1 and candy $2). Concession team needs to consider and propose new costing. Natasha has cost map from Band Boosters that she can share with Sara. Team agrees popcorn would fully replace chips.

  • Drink refrigerator needs repair / replaced. Decision made to solicit Refrigerator Donation from Parents. ACTION: Sara to post request to Instagram.

  • Set Design / Building

  • Contracting Warren Sodt – Mr. Sodt is a permissible contractor with Pin County Schools.

  • Sara mentioned that the new Engineering teach (Mr. Green?) may also be interested in volunteering time for set design / build support

  • Planning for Upcoming Events

  • ELHS Open House for Freshmen / New Students - Aug 8th

  • Randi will reach out to Natasha to confirm process we can follow for this Parent Night and Booth to capture Parent Information at the Parent meeting from 6 – 7:45 pm.

  • Randi will confirm to team and let us know if we need volunteers for that evening.

  • Team discussed a variety of ways to capture parent information. We have to solicit/request information as Layla is not permitted to share student lists with us due to data privacy. Decision made that we must start to collect cell phone information in addition to email, as text may be a better communication method.

  • ACTION: Kelsi will create Parent Contact Information sign-up sheet (Parent Name, Email, Mobile #, Student Name).

  • Back to School Night - Aug 23rd

  • Randi will gather format information from Natasha so we can plan

  • ELHS Drama Boosters - New Year Kick Off Parent Meeting

  • Date and time of meeting decided: Wed Aug 31st 7 pm

  • Location: Theater worked well last year

  • Activity Form – Layla will complete.

  • Layla will consider options to get students involved in some sort of show/presentation/commercial for sponsors for this Kick Off Parent Meeting.

  • Invitation to Parents – Kelsi will consult Layla/Randi for details and Email Blast, Instagram Post for Invitation

  • Prepare Power Point / Presentation for meeting – Randi

  • Budget Inform to Parents - Shannon

  • Instagram account management (will be managed by Kelsi and Sara)

  • ELHS Drama Boosters was established on Instagram

  • Need governing document/guidelines for use of Instagram. Kelsi & Sara will build list and document for continuity.

  • Live posts from Boosters

  • Posts about Volunteer needs

  • Reposts of students’ Drama account posts

  • Sara proposal and all members agree she can post Booster Board member info to Instagram.

  • ACTION for ALL: email headshot and short Bio to Kelsi & Sara. Kelsi will trigger with email to all.

  • Kid’s Instagram has 600+ followers, we need to find out how to leverage that audience

  • When posting to Instagram, we will ensure that all posts are tagged with a # [SPONSOR NAMES] – Sara and Kelsi to get this from Laura.

  • Other Topics Discussed:

  • Mrs. Housemen – Music Director. Not sure if she is still available and how this role is supposed to paid.

  • Choreography?

  • Kristin reminds us that we need cabinet built in lobby for the variety of supplies that need to be stored (sewing, other items currently in bins). Benefit here is Boosters can own key. We will need to discuss need with Bryan to confirm costs.

  • Flo was the prior Sponsor for the Sewing Club. Layla agrees she can sponsor this year, so Kristin will connect with Layla to secure.

  • Sponsorship:

  • Laura has not yet had anyone click on Sponsorship link. In the interim, she is having Sponsors send physical check to boosters at school.

  • Plato Closet has re-upped to Sponsor, Gino’s Pizzeria will donate food for Hell Week, we also have 2 t-shirt sponsors and a wealth management firm.

  • Randi will test the payment button by donating $5 via the link so we can watch the cash flow.

  • One Acts – usually the end of October. Kids have sent out request for Submissions. We need to finalize date for One Acts and plan for event. James is suggesting 10/28, but due to Home Football game we suggest it be Thursday Oct 27th. Layla to confirm dates.

  • FTC is 1st weekend in November.

  • Layla will consider priority of FTC and if students will be able to attend this year.

  • If determined a “go”, need to know process for FTC once we know which students are chosen to go.

  • Once known, we need to define Hotel needs, and need to ID level 2 parents, always need more males in level 2

  • Shows have been decided and Layla is working on all dates as she works calendar

  • Straight Show – Almost Main

  • Beauty & the Beast will be the junior show

  • Mama Mia upperclassmen show

  • Lobby Decorations and Beautification ideas

  • Screens of prior shows

  • Display of Actors and Bios before each show