Iowa Community Theatre Association

"The lights go down, and the pulse goes up."

Judith Anderson (1898-1992). Recalled on her death, 3 January 1992.

As printed in Random House Webster's Quaotationary, Leonard Roy Frank, Editor, ©2001

BUSINESS MATTERS

Documents for viewing or download:
Articles of Incorporation
Newsletter Dec. 2009

MINUTES

July 2010
April 2010
October 2009
August 2009
May 2009

ICTA July, 2010

The Board of Directors of the Iowa Community Theatre Association met July 17, 2010, at the Webster City Community Theatre.

Due to the absence of President Donna Smithson, Molly Ketchum chaired the meeting. Molly called the meeting to order at 3:55 p.m.

Present: Molly Ketchum, Peg Brown, Gerard Schwickerath, Connie Loeschen Mueller, Cheryl Zieringer, Mel Wilson, Loween Getter and Rick Meyers.

The minutes of the April board meeting were read by Secretary Brown. Gerard made a motion, second by Cheryl to approve the minutes as read.

The Treasurer's report was reviewed by Gerard. There will be $1500 to grant from Boutin Funds. Interest rates are terrible right now. Gerard told of an investment opportunity where $10,000 could be invested with a 5-10% return on the money. The members were asked to think about this and a decision will be made at the October meeting. A motion was made by Loween, second by Cheryl to support this idea. Motion carried.

The board agreed to keep the Boutin disbursements at %500. Gerard stated the applications will be sent out by mail.

Gerard made a motion, second by Rick to accept the resignation of John Stuff. Rick made a motion, second by Cheryl to accept the resignation of Bobbette.

Election of officers was held with the following results: Gerard as Treasurer, Peggy as Secretary, Connie as newsletter editor, Rick as President, Molly as Vice President and Loween as 2nd Vice President. Rick will serve as President for 2010, Molly as President for 2011 and Loween President in 2012. Cheryl made a motion, second by Mel to accept the slate of officers. Motion carried.

Cheryl made a motion, second by Gerard, that Donna remain as the Region V representative. Upon vote, the motion carried.

Discussion was held about the distribution of the newsletter. Connie stated she was going to need to reformat the newsletter to 8 1/2 X 11 paper. Do people want a paper copy or copies sent by e-mail. Gerard suggested that all members be notified by e-mal regarding the method they wish for receiving the Center Stage. A deadline to reply must be given. If no reply is received, continue to send the paper copy by mail.

It was suggested to have an article regarding the Web site in the Center Stage telling of how we may best utilize the site.

The next meeting will be October 30, 2010, in Webster City at 1:00 p.m. The Boutin applications should be ready for decision making at that time. Webster City will be in production with "Don't Hug Me County Fair." Members are welcome to attend production that evening.

Molly closed the meeting at 4:40 p.m.

Peg Brown, Secretary

ICTA April, 2010

The Iowa Community Theater Association (ICTA) met April 17, 2010, at the Webster City Community Theater.

President Donna called the meeting to order at 1:00 P.M. Also present were Rick Meyers, Cheryl Zieringer, Molly Ketchum, Loween Getter, Carol Bellairs, and Helen Beneke.

The October 24, 2009, minutes were read by secretary pro tempore, Helen Beneke. The minutes stand as read.

Treasurer Gerard had forwarded the treasurer’s report to Donna. The board reviewed the current financial position of our organization.

Donna presented two requests for hosting the state AACT/Festival. Newton requested the event in 2011. Spencer Community Theater is considering applying to host the state festival in 2013. Cheryl moved that the 2011 application of Newton Community Theatre be accepted. The motion was seconded by Molly. Dates were discussed due to the inclement weather which surrounded the group at Newton when Newton last hosted a festival. Rick asked that we suggest to Newton to set the dates as late in the spring as is possible. Our state event has to correlate with the Region V Festival which is slated for Salina, Kansas, on April 27 - May 1, 2011.

Donna led a discussion regarding the ICTA newsletter, “Center Stage.” Issues related to our newsletter were:

- How to access the newsletter (posted on ICTA website)

- ICTA website - responsibilities of the webmaster

- Articles for website be submitted to beachsickels@lenoxia.com

- Articles for “Center Stage” go to the editor, Connie Loeschen

- Membership in ICTA & its benefits for theaters

- Using ICTA “Center Stage” as a marketing tool for members (Only ICTA members may submit their production information for either the Calendar of Events or as an article.)

- ICTA web site provide links to local community theaters as a marketing technique

- Local community theaters website - recommend that each of the sites include our ICTA website address.

- Rick noted the website resource of the Secretary of State. Check the “Not-for-Profit” organization (groups who have been issued the 501-3C status). Partnership with these organizations could be a source of financing, volunteering, and marketing.

The board discussed ways to promote our organization. Donna suggested that board members submit information to their local newspapers regarding their attendance at quarterly ICTA board meetings. Additionally, participation in state convention and festivals are also especially newsworthy. Carol moved that “Center Stage” be available to the public, but only members may submit items to the newsletter. Carol clarified her motion by connotating “items” which include the listing of only ICTA members’ production on the Calendar of Events. Loween seconded the motion. Motion carried.

Cheryl moved that “Center Stage” be sent electronically to all members (e-mail as an attachment). Rick seconded the motion. During the discussion, Cheryl clarified that members are either individual members or theatre groups. Motion carried. Donna appointed Carol as the electronic jester. Carol will submit a “Joke of the Day” monthly to our webmaster, Jan Beach-Sickels. Rick noted that the tip or joke should be referenced.

Loween reviewed the plans for the ICTA State Convention. She had prepared packets for the board members noting workshops, venues, meals, and awards. Extensive planning has transpired. A wide variety of activities, workshops, and parties is planned.

Discussion was held regarding the ICTA Awards Gala which will be held the evening of July 17. Board members suggested that nominees (group theatres) be notified of the dates and registration of the ICTA Convention and Awards Gala. The power point presentation for the award gala was discussed. Cheryl volunteered to work with Gerard in contacting the theatres that have been nominated for an award. The theatres will provide pictures of each of the nominated individual/groups. Loween’s committee (husband) will develop a power point presentation which will be used during the ICTA Awards Gala.

Marketing of the convention was discussed. Newspaper contacts were discussed. Loween will develop a press release, and she will send it to each board member. Members are encouraged to contact their local newspapers with this release.

Other items discussed:

- Registration fees - Add $20.00 to the registration fee of non-members to encourage them to join ICTA.

- Door prizes - Loween displayed several items that she ordered from Vista Print www.vistaprint.com

- Network time - Time has been set aside during the convention between workshops, before and after the gala, and at meal times.

Donna reminded members of the nominating committee to do their work. Cheryl will chair the committee. Members of this committee are: Bobbette, Carol, Scott, Cheryl, and Helen.

The terms of these board members will expire this year: Peggy, Gerard, Connie, Kathy, and Loween. Donna also shared an announcement from John Stuff of Dubuque. He has left the Dubuque Opera House and plans to move out of state. Therefore, his term will also be filled at the convention.

Loween also shared the information regarding the publication, “Itineraries Midwest.” A proposal was circulated. Iowa Group Travel Association also provided a listing of participating agencies. Loween will gather more information regarding these publications.

Donna adjourned the meeting at 4:45 P.M.

Respectfully submitted,

Helen Beneke, Secretary Pro tempore

ICTA October, 2009

   The Iowa Community Theatre Association (ICTA) Board of Directors met October 24, 2009, at the United Methodist Church in Boone, IA. A water main had burst at the Boone Theatre. The play to be presented tonight was postponed for a couple of weeks.
   Present: President Donna Smithson, Vice President Bobbette Palmer, Secretary Peg Brown, Treasurer Gerard Schwickerath, Rick Myers, Cheryl Zeringer, Helen Beneke, Carol Bellairs, Molly Ketchum and Loween Gettes (from Webster City).
   President Donna called the meeting to order at 1:02 p.m. All were welcomed and introductions were made.
   Secretary Brown read the minutes of the August 1 meeting. They will stand as read.
   Treasurer Gerard gave a treasurer's report. The financial status of ICTA is in good shape. Membership dues are being received. The Boutin Fund has $33,710.40 invested; $2,210.40 is available for Boutin grant requests.
   Two requests for Boutin funds were received this year. Gerard lead the discussion of these. The guidelines were reviewed. The first request was from the Old Fort Players at Fort Madison. The request is to produce a play written by one of their members and would require 5-6 high school students to be involved. High school involvement would generate interest in theatre for this age group. The author would have a venue that the play was produced, a requirement of most publishing companies. After considerable discussion, the request was approved for $500.
   The second request was from the Webster City Community Theatre. This theatre is upgrading the stage lighting system from analog installed 20 years ago to an updated digital system. High school students are involved as technicians and are more attuned to the digital system. Hopefully, more students will become interested in theatre.
   Inreased energy efficiency and lower operating costs are anticipated. Greater artistic and creative flexibility will be attained. Discussion occurred and the theatre was granted $500 for their project.
   Considerable discussion occurred regarding investments available for the Boutin fund.
Currently CD's are purchased on short term basis and at places where the interest rates are highest. Discussion was held about investment in gold. The board agreed to allow Gerard to invest as he deems appropriate. The return on investments to date has been very good.
   Donna stated a request had been received from the Newton Theatre to host festival in 2011 and to host the Region V Festival in 2013. Connie was asked to write an article for Center Stage requesting interest from other theatres to host either event. A decision will be made at a later date. Deadline for news items for the December issue will be November 15.
   Connie reported the December Center Stage will be distributed via e-mail. Those wishing a hard copy should let her know. This method of distributing the Center Stage would save a considerable amount of money for ICTA.
   Loween from Webster City Community Theatre was present to discuss the 2010 convention to be held there. July 17 is the date set for convention. Their theatre is presenting Oklahoma that night. Considerable discussion was held on types of workshops of interest. Suggestions included: choreography, technical areas, stage combat, how to cover errors on stage and Rick Myers offered to do an improv workshop. Donna reminded Loween a general membership meeting and a board meeting needed to be scheduled. Considerable discussion was held about the Awards of Excellence presentations. All agreed it should be a very special event. Suggestion was made to hold this event from 5:00-7:00 p.m.
   Information was available from two trophy shops with prices of various types of trophies. The cost will be an important factor. There is a possibility of 10 awards being presented.
   Discussion of the web site was held. Anne Blankenship resigned her position on the board due to a change in her work schedule and duties. The board was unaware if Anne had set up the web site after the May 30 meeting, therefore, Gerard was asked to contact an individual who has a business of setting up and maintaining web sites for individuals and organizations. She did the research and responded to this request within 24 hours. After considerable discussion, Rick made a motion, second by Molly that Gerard negotiate with this business to set up a web site for a 5-10 year period. During discussion several questions were raised for Gerard to clarify; he suggested an official contract. Upon vote the motion carried.
   Loween stated Webster City will have a production April 17 and suggested the next board meeting be held at that time in Webster City. All agreed.
   The meeting closed at 4:40 p.m.
Peggy Brown, Secretary

ICTA August 2009

     The Board of Directors of the Iowa Community Theatre Association met in Clarinda at the High School Building in the library on August 1, 2009, at 1:00 p.m.
     Present: President Donna Smithson, Secretary Peg Brown, Carol Bellairs, Helen Beneke, Molly Ketchum, Rick Meyers and Cheryl Zeringer.
     The minutes of the May 30 meeting were read by Secretary Brown. The minutes will stand as read.
     There was no treasurer's report. The board appreciated the e-mail from Gerard regarding interest rates, and all agreed Gerard made good decisions regarding the finances.
     The Iowa Awards of Excellence Program was discussed. Of the members present, Helen has attended 3 productions, Donna 2 and Peggy 1, as reviewers. Donna, Peggy, Rick, Molly and Cheryl will attend the production, Cinderella, in Clarinda tonight as reviewers. Lively discussion was held regarding this project. The awards year is March 1 - February 28. Discussion was held about the process to determine winners, does there HAVE to be a winner in each category, will the awards be presented each year (At convention as well as festival) and what type of awards presentation should be planned. The board agreed this should be a "red carpet" affair. Further discussion will be held as we continue through the year.
     The welcome packet for new members and new theatres was discussed. Ann Blankenship was absent thus there was no report on the Web site she and husband Larry were going to set up. The Board agreed the Web site would play a significant role in moving forward with communication. Helen made a motion to shelve any decision on a welcome packet until we know the status of the web site, second by Rick, and the motion carried upon vote. The board members present were encouraged to develop some type of flyer that could be used to mail or hand out to prospective members or member theatres.
     Mention was made that the Boutin grant funds would be limited this year due to the poor interest rates. The board agreed it was important to award these grants and perhaps smaller ones could be given. Helen made a motion, second by Rick, that $500 be identified for Boutin grant monies and if the grant fund did not contain that much money, the remainder of the funds be taken from the ICTA general account. The motion carried upon vote.
     Molly stated the Boone Theatre was presenting Edgar Allen Poe and suggested the October meeting be held there. The board agreed they will meet October 24, 2009, at the Boone Theatre. Molly was thanked for the invitation.
     There being no further business, the meeting closed at 3:55 p.m.

                                                                             Peggy Brown, Secretary

ICTA May 2009

     The Board of Directors met in Ames at the Actors Theatre's conference room, May 30, 2009.
      Present: President Donna Smithson, Secretary Peg Brown, Carol Bellairs, Helen Beneke, Ann Blankenship, Molly Ketchum, Luanne Krabbe, Connie Loeschen, Kathy Schnell, John Stuff, Brian Kessler and Cheryl Zieringer. Introductions were made.
     President Donna called the meeting to order at 1:00 p.m. The minutes of the March 6, 2009 board minutes were read by Secretary Brown. They will stand as read.
     Gerard had e-mailed a financial report which reveals a current checking account balance of $6,148.94, Boutin checking balance of $183.84 and investment balance of $33,178.38. One Boutin Award has not been sent due to the project not being completed.
     Gerard also reported that three theatres have applied for awards in excellence to date. Assignments have been made for the June 5-7 production in Ottumwa.
     Brian Kessler of Lakes Area Theatre was present and gave a detailed report of the 2009 Festival. There are festival guidelines available on-line, but many details are absent. Brain was most appreciative of the Newton theatre people for their guidance. Discussion was held about the National Reporesentative and who pays those expenses. It was assumed AACT paid those; they did not. Brian reported that Lakes Area had not received the $250 from ICTA to aid in expense to the Regional Festival. Two coupons had been turned in at an expense of $63. Brian stated he had spent approximately $200 personally for various office items, due to unforeseen problems. Lakes Area had a final net of $51.09. Many food items had been donated by family and friends of the theatre in addition to Hy Vee donating 148 bags of individual servings of chips. Helen made a motion, second by Anne that Lakes Area be paid $500 ($250 to proceed to Regional, $63 for 2 attendee coupons and $227 to Brian for personal expense reimbursement). Upon vote, the motion carried.
     Brian reported that Spencer is in the process of remodeling their theatre and it will be very nice. They are interested in hosting festival after the project is completed. He also stated Lakes Area would be interested in hosting again. Discussion was held about holding festival and Convention at a different time of year if held at Lakes Area in order for attendees to enjoy the area.
     Connie was able to obtain the soft ware to continue with the newsletter for $205 through Tech Soup. It is registered through Newton Community Theatre using their name and address. There is a code number and question was raised if this number should be filed with the secretary and treasurer. It was also felt the program should be downloaded into another computer for safety purposes.
     Conversation was held about the board of director's role and how we could help member theatres. It was reported that Nebraka's board of directors is reponsible for their state festival. The board agreed perhaps they might be able to provide assistance with publicity; the board is representative of many areas of the state and could feed information to area newspapers.
     Discussion was held about the number of adjudicators needed for festival and if it is appropriate for them to be from instate.
     Conversation was held about the time of year to hold festival to avoid winter weather conditions. The board will discuss this further later on.
     Anne asked about ICTA having their own web site. She stated her husband, Larry, would be happy to investigate a domain, registration costs and design a page for review. Concern was shared that Newton was developing a page for ICTA. Discussion revealed that individuals looking for happenings in Iowa would tend to look under Iowa, rather than Newton. Luanne made a motion to proceed to establish a Web page for an amount up to $500 for all costs, Connie gave a second and the motion carried upon vote.
     Donna explained the coupon project to John. Discussion included it is not appropriate for the board to offer discount prices to festival or convention in order to gain new members. The board will put forth effort to increase board attendance at convention. Molly made a motion, second by Kathy, that coupons will be held for festival attendance only. The motion carried.
     Connie reported on attendance at a Spencer production and completing the Awards for Excellence form. She felt comfortable with the process and the form being used. Kathy reported on her experience at the Newton Theatre, she, too, felt comfortable with the process. Board members assigned to attend a production in Ottumwa are Helen, Donna, Scott and Peggy. They will attend the production at different times.
     Anne stated Webster City will be doing the production Oklahoma July 17, 2010 and they wish to plan convention around that. All were in agreement. Anne asked for educational topics; they can be e-mailed to her.
     Donna questioned if there needed to be changes in the Boutin Grant Application rules. There were no suggestions.
     Clarinda wishes to host the next board meeting. The date is set August 1.
     Luanne made a motion, second by Helen, to adjourn. The meeting was closed at 4:00 p.m.

                                                                        Peggy Brown, Secretary