1/25/2017

KHS Visual and Performing Arts Boosters

Agenda 1-25-17

6:30 Meeting at KKA Chamber office

1. Welcome (call to order: 6:36)

2. Attendance: Tom Macisso, Chris Macisso, Ben Potvin, Emilie Spas, Shirley Sergent, Emma Hauser, Scott Ellis, Debbi Behrens, Connie Plaisted, Alyson Durham, Wendi McPike

3. Briefing from the Chamber on benefits of our membership: by Elaina LeBlanc Tridente

(Highlights) Web page presence –can add pictures/video (quarterly a good recommendation)

Seminars-

Connect event – 10/4 all members can have a presence there.

Business expo every other Jan.

Job Fair

Lots of community events

Business after hours- every 3rd Wednesday- $5 for members (we can network there) –we may be able to host one (she will look into what our cost might be)

Tom- maybe to help with ad sales? Perhaps host in partnership with a business? Open house at new facility? Pop up parties

The Anchor- newsletter- weekly-will include our events

Go Kennebunks publication

Web/media (gokennebunks)

Social presence- multiple pages- we need to be on the non-profit fb page

Twitter/instagram

Ben –our Chamber website- we have a link back to our webpage- can add info to our chamber page- she can get us some info on how our site is going.

4. Review and Approve minutes from Previous Meeting-reiterate our non-profit status.

Clynk update- we have a limited # of bags- handing out tags. Info on Musical- see below.

Approved

5. Treasurer report-income $9900. Balance $27375.00. (at end)

6. New Auditorium/Facility. Ben provided copy of most current plans.

Seats over 400. Concessions- waiting to hear if there will be an ice machine.

Gallery showcase in hallway. Everything immediately accessible behind the auditorium. Band room and

chorus room. Also inquiring about request for a door in front of the proscenium.

The new construction will be done by end of summer. Renovation of historic part of school will be done

after that. Front rows of seats in auditorium are going to be removable- could accommodate pit band, or

possibly risers for joint concerts.

7. Briefing on musical- premium seating, concessions, Advertising and promotion

Last year premium was $20- included an extra $11 donation- included benefit of concession funds, and choosing own seat. This year there will also be advance tix available. Jenni will make a decision if she wants all the mass of phone calls, or use the online ticket system. You can pick your seat with the

online. Ticket money now goes through the school. The extra premium donation comes back to the VPA. The actual ticket money goes back into the music activity account. Last year we had extra monies (aprox $2K) but music dept funds had to pay for 3 broken mics- which

VPA has now paid for. Currently dept needs about $2K for start up funds for a musical.

Up the down staircase pulled in about $3700. Musical brings in more than double that- more shows.

-Question about including entire chorus department next time. And other arts departments- they could

have some (or all) of their own itinerary and share in the travel and accommodations.

Costs approx $4000 for the rights, which comes out of the music budget. Goal of having the musical

completely pay for itself. With the increase in seating in the new space, this is a possibility.

Jackie will oversee promotion. Kennebunk Post, YCCS, other papers, and Chamber. TV Scroll. Break-a-

leg ads (for families of participating students). Also on Chamber FB. We can share the event on FB

when it is created. (Continue to promote our FB page). Posters are in process. Looking for appropriate

location in Kennebunkport for promotional materials with bridge under construction.

George Diorio does candids, and Emily McPike does head shots.

Still need to collect some monies from ad sales.

8. Jazz night update- Saturday April 1 st in the town Hall. Looking at 6-9pm. Catered by Kitchen

Chicks. -Scott will be doing sound system.

-Getting performers. And volunteers for set up etc. Will be more of a cabaret feel, not all jazz.

-Tom would like to somehow thank the 207 Band for all their playing and service

-Kitchen Chicks estimate $3 per person. May go up to $4. They currently provide coffee, plates, cups,

utensils, and they will deliver everything. Trying to keep it more formal, instead of getting items from

parents. Debbi wants us to ck on the costs from last year. (400 capacity at the Town Hall- 250 in the

downstairs, with food only allowed in the downstairs). $15 adults, $10 students. They have tables-

rectangle, may need to rent tables, if we want round (look at other non-profit groups to see if we could

borrow tables?) They have chairs, and we get linens donated. Tables of 8. We have to remove all the trash.

-MC last year was Joe Foster- need to ask him for this year.

-Will need to confirm times for the town hall.

-Ben and Julia will work with the students for volunteering help. Will need some parent volunteers to

assist and supervise.

-Will need to reach out to the 207 group to be sure they can play.

-Put a “save the Date” on our pages and on the district site.

-Need a new name? Times, name, and details will be finalized by committee when they meet.

9. Lip sync contest-Andrea. Will have a faculty performance as well. Feb 9th . @7:00. Will be

concessions. There are 3 cash prizes. In Gym A. Now that mid-terms are done, there can be a push for

entries. Rampage wants to do a story on it. Also possibly video (be sure students have signed clearance).

All proceeds are going to the boosters.

10. Possible overnight field trip/festival 2017-18 school year-

-This year is the Maine Band Festival- Scarborough. March 30 th - during school. Next year possibly the

Big E. Not overnight. Long day trip.

-Further discussion highlights: What about something more local, Portland Ovations, Opera concert each

year. Keep the buzz and camaraderie of the overnight longer trip.

-Every four years a big big trip. And then following year a local trip then a longer day trip, then a local. -

-Maybe Every 2nd year, an overnight (maybe to Boston, to Symphony hall, or a show.)

-Financially we need to think ahead. Form a committee to look at the feasibility.

-Balance in the account- should we be setting aside funds for the 4 year trip? Make a designated fund?

-Need to compare costs for overnight vs. long day. Kid’s excitement for the 4 year big trip.

-Process for district- school board has to approve any away trips.

-Committee: Tom, Emma, Emily, Connie, Scott- to look into feasibility of overnight for year 2, local trips or long day trips for year 1, 3 and large trip year 4.

-A Committee would need to work out all of the planning and background work for any overnight night

trip to assist Ben.

-The Ed foundation may be willing to continue to support us for the 4 year, not sure about every other. Ben is willing to ask.

-Question about including entire chorus department next time. And other arts departments- they could

have some (or all) of their own itinerary and share in the travel and accommodations.

11. Departments:

a) Jules Reinoehl- home ill

b) Katie Mooney/Marnie Rollerson- not present

c) Shirley Sargent-Spring Play- She will not be directing this time, however, there is a

stipend, for whoever the school finds. Improv class will be starting soon. Concerns

regarding possible budget issues with Theater in the curriculum next year.

d) Ben Potvin- will be promoting the arts classes to the middle school. (8th(over 200 students) and 6th grade classes are much larger than current classes) Using posters.

Suggestion that 8thgrade lunch might be a place to try to promote.

Ben: will be requesting $125 for entrance fee for Maine Band Festival.

In the near future- Uniforms: would like to dry clean all of them (including the ones not

being used), so they will be ready to be moved into the new space. Larger amount than

usual $600+. Currently have some uniforms that need repairs. May need some larger sizes.

12. Open discussion/other:

a) Policy for other school groups using our facilities for fundraising (e.g. Class of 2017 selling raffle tix

at fall play concession area). As long as it is not competing with anything we are currently promoting. At the discretion of the current chair.

“the KHS VPA welcomes other school organizations at arts events, where the VPA has a presence, to hold their own fundraising:

1- fundraising may not compete with current VPA fundraising offerings

2- the current President, or other designated VPA board member, will determine if the fundraising is appropriate or in direct competition with any current VPA offerings. “

b) Spotlight purchase will happen when facility is able to accommodate one.

c) Middle School now selling ads for their musical, “Mary Poppins”. Asked if we wanted to purchase one.

Discussion: A great advocacy tool for the arts. Could use to show what’s available at the High School.

Motion: to purchase a full page $100 ad. 2nd: Passed. Tom will get course offerings from Ben and create ad tonight to be included in the program

d) Who will be managing the new auditorium space? Ben has given info to administration- how other schools manage their spaces. Job descriptions etc.

e) New auditorium- what can we purchase? Or what else can we donate? Ben will come up with a list of possible items.

f) With our healthy bank balance, may need to designate some of our funds for specific categories- big trip, scholarships, etc

g) Now have a form for departments to formally ask for funds from the VPA. We need to keep documentation for requests, as a non-profit.

Adjourned: 8:37 PM.