Acalanes Performing Arts Boosters (APAB) Meeting Minutes

January 23, 2013

1. Call to Order and Review of September 20, 2012 Meeting Minutes

The meeting was called to order in the Performing Arts Center by Stephanie Bontemps at 7:05 p.m. Welcome and introductions were made.  The September 20, 2012 meeting minutes were reviewed and approved.

1. President’s Report

One goal for this year was to improve the LPIE payment process.  This process is now working well.  Stephanie noted that this is in part due to each of the disciplines using new formats that facilitate the process.  Another goal was to have timely and current newsletter postings.  John McCormick and Margaret Kintner have both contributed to getting information out, in a well-presented and timely way.  The goal is to get the newsletter out 3 to 4 times a year.  The following ideas about newsletter posting were discussed:

--Perhaps doing something relatively soon (possibly around February 14 and headlined “For the Love of Art”), in advance of this year’s musical, “Sugar”, to cover both the musical and the upcoming spring drama production.    This would get it out prior to the February 17 Open House and therefore may reach some of the Stanley incoming freshmen.

--Newsletter could recap the January 23 drama festival and the winter instrumental concerts.

--Article covering philosophy relating to the performing arts:  it does not need to be only about performances.

--We may put one out right before Spring Break.

--An article covering success stories of kids that have gone on to college after participating in Acalanes’ performing arts program, and what they are doing now.  (Example:  Andrew Bontemps taught a choir in Chile as part of semester abroad.)  Other kids likely have similar, interesting success stories.

Stephanie reported that Colleen McCormick/Lafayette Music has been recognized as Business of the Year by the City of Lafayette Chamber of Commerce.  The Chamber will host a February 1 dinner to honor this achievement.  For all interested in attending, you may contact the Chamber and join the APAB table.

1. Finances

Cathy Chen reported that bank account balances are as follows:

-       Choir:  $12,900

-       Instrumental:  $26,900

-       Drama:  $11,300

APAB is on extension on our tax returns.  The finance group plans to get together to complete and file the returns.  No tax will need to be paid, but need to file as a non-profit.

1. Department Reports
   1. Choral

Bruce noted that the women’s groups are going to the Choral Institute which will include various performances and a mass choir number.  “Sugar” rehearsals and blocking are underway.  Women’s Golden State will be February 9:  only 7 women’s choirs made it in.  Acalanes placed last year and therefore was invited to participate this year.    The winter concerts were a success and included about 30 AHS alumni members who joined in the final number.  The first rehearsal with Lafayette Honor Choir has taken place:  next rehearsal will be next Monday night.  The group will perform on March 21 and will feature Women’s Octet and Bella Voce.

1. Drama

“Rumors” played in early November and was very well received; both performers and sets were great.   Today was the first ever all-district drama festival at Acalanes. Performers from each participating school performed scenes from Shakespeare.  The teachers involved had planned this last August; and will definitely want to hold this event again.  John Nickerson and both Assistant Principals stopped by.   The number of schools involved worked well, and in the future, the teachers might consider adding a night performance.  The new student improvisation group, “Improvidons”, is gearing up, working at lunchtime.  The group will perform at Open House and is planning small lunch shows and an evening show.  Plans have been made to add another lighting rail in the small theater to provide more lighting options. “Arabian Nights” by Mary Zimmerman, will play the first week in May.  On Memorial Day, there will be a drama field trip to Ashland, Oregon.  Five more students will go this year than last year.  The group will see four shows and take a tour.  Previously, actors from Ashland have come to Acalanes to lead workshops with the Advanced Drama and Drama 2 classes.

1. Instrumental

The instrumental concerts went very well.  The boosters were very helpful with receptions.  The Jazz Band had festivals in the fall.  The Lafayette orchestra festival istomorrow night.  Contra Costa Honor Band will be hosted soon.   March 21 -24 will be in L.A.  June 20 -28 will be a 160 student trip to Spain- Acalanes students, Albany High School, Las Lomas and San Ramon Valley High Schools will all participate.    The band is also currently collaborating with Chorus in the spring musical production.

1. Website Updates

John McCormick has been maintaining the website:  Cathy has posted the receipt form on the website. An email will go about this after it is posted.  It would be ideal to add a link on how to donate to APAB on the website.   It was asked if it is possible to get a list of people who donate for future use in publicity and announcments.

1. New Business

Publicity:  Margaret Kintner has collected information on the various local publications.  Contra Costa Times articles must be submitted 2 weeks before the Friday that you want an article to run.  Margaret will typically send such proposed articles to a couple of different contacts at the Times, to maximize the chance to get the story run.

Master District Calendar:  Bruce mentioned that the Master District calendar will be discussed at a meeting later in February.

Alumni Fund:  We may look into contacting alumni and possibly starting an alumni fund.  Even small donations- $10 or so- could add up over time.

Master Mailing List:  By the end of this year, we will try to have a master mailing list of supporters.  This could include anyone that has donated any amount, and could include people from community, not just families of student in music and drama.   From this, we could make Facebook groups, by discipline.

Wildcat Weekly:  Margaret will send the link to our newsletter to Wildcat Weekly.

Stanley Student Freshman Enrollment:  February 7 is the date that presentations are made at Stanley regarding fall 2013 enrollment and class selection.  By February 14, Stanley incoming freshmen need to select their freshman year courses.

Spring Musical Programs:  Last year’s programs for the musical were paid for by ads.

APAB Dinner:  In the future, we should consider having the disciplines provide some entertainment.

Brett Olson Recognition:  The Fall Drama production of “Rumors” was dedicated to Brett Olson.  Rebecca Klein will still plan to coordinate setting up something (scholarship, recognition, etc.) if desired by the Olson family.

Branding:  In announcements, programs, articles, etc. we will use the words: “Acalanes Performing Arts presents…..”  (versus use language that refers to this by discipline).

Senior Awards/Recognition:   APAB may consider doing some sort of certificates at Senior Awards night, like the Parents Club does.   We could have each department represented, or provide awards for kids in multiple performance disciplines.

Performer of the Month:  Is one method we are now using to provide additional recognition to performing arts students.

APAB Performer of the Year:  Margaret will collect from the Leadership teacher names of candidate performers for this.   Later, we could run newsletter articles on “where are they now”.

Lafayette Art and Wine Festival:  Stephanie will look into/make contact about getting a slot for next fall by contacting the person in charge of programming.  We may ask for 2 timeslots.

AHS Talent Show:  This year, it was moved to winter due to the number of activities occurring in the spring.  (It had previously been the Thursday before Spring Break.)  The Leadership class organizes it, but it is not produced as a show and Bruce and Ed are not involved in planning, although sometimes are drawn in if there are questions or issues.

LPIE Crab Feed:  This event will be this coming weekend and is LPIE’s largest annual fundraising event.  Raffle tickets are available.  The LPIE survey came out this week: input on this survey is much appreciated.   We might consider asking John McCormick to send out email blast encouraging participation.

Meeting adjourned at 8:00 p.m.

Meeting minutes prepared by:

Marian Rule Cope

Acalanes Performing Arts Boosters

Secretary 2012-2013

This is of interest to all of us that support the arts in California:

The California Alliance for Arts Education promotes, supports and advocates visual and performing arts education for preschool through post-secondary students in California schools.

They are the only statewide organization that unites all primary constituencies for arts education, serving and representing over 100,000 individuals and organizations across the arts, education, public, and private sectors.

Check out their latest newsletter here.