July 13, 2022
East Lake High School Drama Boosters
July 13, 2022, 6:00 p.m.
@ Randi Horton’s home (sent via email) & Teams Meeting
Attendees: Tara Allen, Dani Rossi, Laura Rosa, Natasha Gallaty, Sara Claudio, Shannon Petrignani, Randi Horton, Kristin Gallagher, Suzanne Linton, Jack Gallagher (student), Kelsi Black
Gained approval of prior meeting minutes (Banquet Meeting, May 15, 2022) with no suggested edits
Open Theater Teacher Position
There is no update on the teacher search. Until a teacher is identified, Boosters planning is limited. Natasha will seek information from Mr Anderson about who an appropriate Administrator will be for Boosters to connect if a teacher is not announced soon
Regular Meeting Schedule & partnering with Thespian Board (students)
Continue cadence of First Monday each Month, assuming new teacher can accommodate.
Drama Booster Board Meeting 6:30 – 7:00 (agenda limited to Board requirements to ensure we adjourn before 7)
Thespian Board should be represented at Booster Board 6:30 meeting for initial joint agenda items
Open Drama Boosters Members Meeting 7:00 (by removing certain Board-only actions, we hope to engage more parent involvement with well managed Booster agendas)
Activity Request for meeting room starting at 6:30 will need to be obtained by new teacher for all dates if teacher can accommodate:
Sept 12, 2022 (first Monday is Labor Day Holiday)
Oct 3, 2022
Nov 7, 2022
Dec 5, 2022
Jan 9, 2023 (after return from Winter Holidays)
Feb 6, 2023
Mar 6, 2023
Apr 3, 2023
May 1, 2023
Thespian Board Partnership…
Randi met with James Rosa and Arista Athanassie on July 12th to make connection.
Two things needed this year are a comprehensive calendar that is centrally located and that both Boards (Thespian and Boosters) can update.and communication between kids and group.
Each Booster Officer should reach out to and work with corresponding Thespian Officer to ensure monthly or periodic connects.
President- James Rosa
Vice President- Arista Athanassie
Secretary- Jack Gallagher
Theater Head- Ioanna Andrianou
Theater Managers- Steffen Robinson & Spencer Gallaty
Publicity Head- Molly Fink
Publicity Committee- Sara Arroyo Claudio, Katie Horton, and Karsyn Darst
Fundraising- Alexander Gault
Photo Historian- Cypress Paternoster
Calendar – Thespian Board has a draft calendar in excel and Alexander created a full Google calendar (Suzanne shared to ELHS Secretary email for Kelsi to access, and Kelsi will share with Thespian Board.) The goal is to ensure a calendar can be accessed and read by all parties, including students and parents.
Location of shared calendar should be eastlakedrama.com (!? This web page is currently unavailable)
Once created, we want to ensure the calendar references all of the following:
All show dates (Xanadu is January, Mamma Mia! is April, Death of Salesman is TBD)
Florida Theatre Conference (Nov 2 – 5)
Major school events (homecoming, prom)
Reference major Chorus and Band events to monitor for conflicts
We should have a ELHS Drama t-shirt that can be worn anytime (short sleeve and long sleeve).
Ask Thespian Boosters to design at start of year (Mikalaya Parish has already been asked to design an East Lake Theater t shirt for the shows; Randi will see if she is correct person to support this ask)
Board agrees to open up Jackets for all Thespians to order regardless of class year
Fundraising ideas (SnapRaise)
2021/2022 SnapRaise yielded $14,000+
Boosters wish trigger the activity again, but we need guidance about ownership (Boosters or Teacher). If Boosters are permitted to trigger, we will.
Approval from Principal Haley will be required
Major theater needs (e.g. microphones) – Tara will lead committee/action
We need to gather professional bids since the last microphone estimate Tara received was near ~$30K; Tara needs inventory re what exactly is needed from kids and will ensure professional consult occurs
This is likely a capital expense for school. So we also need to confirm accountability for large purchases like microphones (may require multi-year plan)
Volunteer Needed - Reach out to local elderly communities/activity directors
Put out on list for first parent meeting
How do we consider other ways to fill the seats?
Brainstorm: flyers at library, Tara can put flyers at Greek Orthodox church, we should leverage the Greek community for the Mama Mia show; we should post Flyers on any locations that have bulletin boards within 15 miles
Need students to produce art for all shows well in advance of publicity needs
Action: ensure we advertise how to do this, check for expirations, plan in advance
Planning for Parent New Year Meeting and Open House
Date – TBD – after Back to School Night, so week of 29th? Need to confirm with new teacher once Activity Form can be completed
Other key dates for start of school year:
New parent organization Aug 8th evening for parents
Back to School Night Aug 23rd
Key items from last year included: Ways to Communicate, Production Fees, Volunteering, Student Insurance
ACTION: Advertising for volunteer level 2. News from volunteer coordinator (Eva)-All boosters volunteers are required to be level 2. There will also be no onsite fingerprinting this year.
Treasury Report / Budget
3 open uncashed checks from last year
$26, 749.11 balance (soft number considering uncashed checks)
Randi, Tara, Shannon will need to meet to plan for budget before school starts
XERO app is what is needed for reimbursement of costs. Instructions for use on Boosters drive
Boosters’ website review and updates
Booster website for what Booster want to communicate to Parents only
Laura, Suzanne, Randi will be working to clean up week of July 18th; all Booster members should supply feedback to Randi
“Learn More” button
Clean up “Shop”
“Sign up for emails” button
Clean up “Important Forms”
Calendar - possible to link with ELHS Drama calendar?
Laura is working on Sponsorship and is experiencing success! Is also creating a new plan/guideline to ensure Sponsors are promoted on all emails we send out, camera on walls next to seats in stadium, kids acting for sponsor commercials, etc.
Kelsi will get guidelines from Laura to add to Signature File for Secretary email
Administrative - Access and Accountabilities
Bank accounts / checking / debit card - updated (Horton, Allen, Petrignani) -completed no actions required
Google Drive - updated (Horton)
Google Emails - updated (Horton, Black)
Social Media sites
Kelsi will set up East Lake Instagram (ELHSDramaBoosters) w secretary email and share with Sarah so both can update it
Create governing doc for what goes to Instagram
Booster website - updated (Horton)
ELHS Drama website - tracking down password
Randi will work that one with Mr Brady and Flo
Was a teacher site
Suggest we start over, define our need, and then determine if we will still need it
Zoom – we do not need our own account any longer and last year’s was on Brady’s account
Kelsi will supply for Board this year. Has Teams since she has personal Microsoft Suite she pays for annually.
Kelsi to document volume of contacts, emails, Facebook likes, phone numbers, etc to support Laura for Sponsorship ads
Seeking volunteer for Volunteer support for Sara
Suggest an On Call list and that a cleaner Boosters site will help
Facebook social sites and ownership – Kelsi to contact Arista to see what she knows / has inventory of for Admins
Into the Woods at Ruth Eckerd Hall - August 4, 5 & 6
Laura Rosa – ask about New York trip for students, tour company – need the teacher for this one
Board Members Job Descriptions was requested. Find at this link: https://docs.google.com/document/d/1YhmvuWwd_k3p8I0v83bazKnYnYDwaXWHypSPbuG5A1c/edit?usp=sharing
Next meeting at Randi’s house on Aug 1st