March 1, 2021 Drama Boosters Meeting minutes

East Lake High School Drama Boosters

Boosters Meeting Minutes -MARCH 1, 2021 7 p.m. via Zoom

Roll Call, Sign In & Minutes from Preceding Meeting Kim Florio, Karen & Mark Ondash, Amanda Long, Traci Tottle, Nancy Lofredo, Christine and Hannah Scheifele, Megan McElroy

President - Brad Brady - not in attendance

  • Shrek report: Tix sales, shout outs - HS bookkeeper deals with GO FAN- this platform keeps $1.15 per ticket. We hope to get an idea of attendance for the show.

Ms. Florio-

  • Production fee discussed, since we didn’t ask for one for Shrek Jr. Discussion continued to request a fee for Drowsy, and possibly reduced amount from last year. Board discussed to vote the production fee to either remain at $40 or reduced to $30 or $25, concern that fees should at least cover the cost of T-shirts- Amanda makes a Motion to vote on the reduction of fee of $30 due to circumstances this year, Karen seconds and board votes to set fee at $30- to be requested ( and possibly set up to pay via the BOOSTER website and/or Jotform)

****Brad please find out if we can still utilize this link to the Boosters website to set up payment for Production fees at $30, would like email this info request out along with Info on the Insurance necessary for students to buy

This will cover the t shirts, publicity and programs materials/set props,paint, supplies etc, batteries (9V and AA’s used the most)

  • Cast # is around 30 kids, plus crew for Drowsy

  • Drowsy show dates moved back to April 29, 30, May 1 (no activity allowed for schools in MAY)

  • *** Kids MUST register for insurance and pay fees for this next show- Amanda to add this request along with production fees email blast

VP - Open position -

Secretary - Amanda Long

  • Discuss boosters website upkeep/function- Megan reports that it was very helpful as a new parent in previous years to access this for information, make purchases/fee payment and keeping up with program

  • Get the Squares up and running for future events - selling Tshirts and larger purchases -

  • Discussion held for additional uses of squares such as silent auctions- many items (per Karen Guider ) where left from last year, gift cards- she previously offered to see what has not expired, Items are still in the closet where the t-shirts are located- Nancy will look at items with Traci, take inventory.

  • Additional fundraising ideas discussed: possibility of pre-show preview of auction items and then bidding by activating a QR code- let people go to their seats and browse info, bid and final winners take care of it all online; Tracy Tottle speaks to having the table set up for looking at the items ‘old school’ and discussion is had for where (lobby vs. outside due to Covid Measures)

  • Who is setting up QR for playbill, how to link the shout outs/adds in it if we want to go that route- Tri made last one - we need to find a person who can manage this if we want to this again-

  • Senior jackets update- need count- list of students - Kim’s list is about 25 seniors that may or may not be interested (Kim will forward list of names in email to Amanda)

Treasurer - Karen Ondash

  • Checks did arrive- Karen will be writing checks to those who uploaded receipts.

Concessions Co-Chairs - Nancy Lofredo and Shannon Petrignani -

  • Shrek concession sales- Total Concession Sales were $553.57 this includes t-shirt, shrek ears, donations and general concession sales. We would have sold more if people could eat in the theater. We spent $176.20 at Sam’s and Walmart for drinks and candy/chips. We have left over concession inventory for Drowsy but will need to buy more. Cost of meal provided to the cast (subway) was $______.

  • We need to take inventory of the t-shirts still available for sale, We would have sold more t-shirts if we had more Shrek shirts.

  • Tshirts discussed for Drowsy, Nancy will look to vendor info shared by Cindy Diana- and Mark can work with Nancy on that. Kim expresses the innuendos of designing (using 2 colors vs. many to cut cost, keeping track of students who will be added to back of shirt list of students involved in show) T-shirt vendor is on the DRIVE- TRI did artwork for the flyer, this can be considered (Look in DRIVE for any info on this- please save the design here!)

Fundraising/Sponsorships - Traci Tottle Fundraising update:

Possibly arrange for this during a week in April

Menchies is being arranged by Jake- looking to do this soon.

  • We have former yearly sponsors in our contacts located on the DRIVE - they can be reached out to! (Plato’s etc) form letters are available to use- If you or anyone you know (businesses, grandparents, friends, relatives) would like to make a tax deductible donation that can be done on the website here: DOES THIS STILL WORK? Anyone donating will be sent a Thank You letter and receipt for tax purposes.

Publicity - Open (Would SABRINA BUTTS like to join this position?)

  • Amanda would like to invite Sabrina!

Costumes - Christine Scheifele, Kristin Gallagher

  • Thank you for all your help with SHREK!

  • What is the costume budget for Drowsy- Christine raises question on the budget for costumes, NO budget set at the beginning of the year. Amanda shares last year budget for comparison.

Sets - Megan McElroy?

Props - Open

Old Business

  • STATES- where are we with this? 12 students involved, 5 events, students will get a link to participate during live events and recordings.

New Business

  • Memberships -

Other Business

New Thespian Fee- Hannah has written letter to Thespian website- fee was $40.

2020-2021 Future Events

3/15-3/21 Spring Break

3/18, 3/19, 3/20 Virtual attending of STATES; submissions reviewed and announced

4/5 - Boosters Meeting- Zoom

4/2021 - Rehearsals and Tech days for Drowsy

5/3 - Boosters Meeting - Zoom

4/29, 4/30, 5/1 - Drowsy Chaperone (TBD)

Meeting adjourned to the April Boosters meeting

East Lake Drama is inviting you to a scheduled Zoom meeting.

Topic: April Zoom Meeting

Time: Apr 5, 2021 07:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

Meeting ID: 957 2934 4404

Passcode: 285713