TETA Meeting Minutes:

Texas Educational Theatre Association, Inc.
Board of Directors Meeting
Sunday, May 17, 2009
UIL Office


The mission of TETA shall be to support, promote and expand educational theatre at all levels by providing the following:  1. Quality educational opportunities; 2. A network for resources, support, and expansion; 3. An advocacy base; and 4. A forum for establishing standards, programs, and projects in order to celebrate the importance of the theatre in the human experience.


I.    CALL TO ORDER – 12:14 by President Russell

Members Present:  Kelly Russell, Kathy Powdrell, Bradley Nies, Mike Doggett, JE Masters, Luis Munoz, David Stevens, Nancy Jo Humfeld, Gene Dickey, Jenny Nichols, Deb Shaw, Kelly Lawrence, Gloria McLuckey, Lance Morris, Andy Demetriou, Laura Bradshaw, Melissa McMillian-Cunningham

II.    MINUTES – Kelly Lawrence moved, Lance Morris seconded.  Approved

III.    UIL REPORT – Luis Munoz

    Scheduled contests, have had two, have rescheduled three more

    Dealing with the constitution

    See written report

IV.     PRESIDENT'S REPORT – Kelly Russell

    Discussion of House Bill (HB) 3

    Ad Hoc Scholarship committee – procedures for the Manual of Operations

    Recommendations for Texas Theatre Journal – 300 copies printed

V.  PRESIDENT-ELECT’S REPORT – Kathy Powdrell

Working on nominations for Founders Awards

2011 programming

See written report

VI.     PAST PRESIDENT'S REPORT

    Guest – Andy Demetriou – pro bono attorney for us

    Trying to revise Manual of Operations – Andy will help with this

    Starts with the hierarchy of documents. 

Articles of incorporation which define organization.  501 (c) 3 organization.   We are trustees of an irrevocable trust as defined by the IRS, so charter needs to be reflective of who we are.

By-laws – listing officers and duties

Policies and Procedures (or Operations) – should be subject to change as the needs of the organization change

IRS – concern in Washington about charitable organizations – used to be easy to get 501 (c) 3 status – now a number of scandals with some of these organizations – concerned with transparency – procedures are open and followed – would like a conflict of interest policy instated. 

Texas Attorney General also has authority over charitable agencies

Looking at our By-Laws – need to be modernized.  Things like D & O coverage, number for quorum for Board meetings, etc. should be included.

Need to organize a small committee of this Board to meet with Andy to act as a sounding board to determine our needs. 

David Stevens moved that Kelly Russell organize a small committee to work with Andy Demetriou as a sounding board to bring recommendations to the Board for changes in the By-Laws.  Kathy Powdrell seconded.  Motion carried.

Expression of appreciation to Andy Demetriou

VII.     SECRETARY'S REPORT – Nancy Jo Humfeld

See written report

VIII.     TREASURER'S REPORT – Gene Dickey

    Legal address in Austin – use that address for anything for TETA for billing.  There is a physical address if that is more acceptable.

    Pick up efficiencies – consolidation of use of vendors – i.e., awards and plaques at the same time – invoices grouped, etc.

    Summer Workshop required a larger aggregate liability.  We did increase our liability insurance so we now have a general aggregate of $4 million for the year.

    Minimum age at events – TheatreFest – due to insurance

    TheatreFest – House Bill 3 - if Fine Arts were no longer to be a requirement, it could have an impact on TheatreFest and our funding for the year.  We are negotiating contracts 3 and 4 years in advance.  Hotels can’t adjust if we have declining membership.  Contracts for 2010 in Dallas and 2011 in Houston.  Trickle-down might not affect until after that.  2012 is already heavily committed so Gene is looking for alternate contracts.  The Hyatt Regency in Dallas has offered two dates that are unacceptable.  Good proposal from the Fairmont in Dallas – but they can take only about 550 rooms.  The other good proposal is from the new Grand Hyatt in San Antonio.  Will need to sign a contract in September. 

    We have a contract possibility for 2013 to go back to Houston, but will be exploring other options.

    Sent out proposed budget for everyone, based on actual spending plus 5% cost of living.  Made adjustments requested by Board members.  Dickey moved acceptance of budget, David Stevens seconded.  Motion carried.

    Ad Hoc committee makes recommendations to the Board regarding fees, etc.  TheatreFest fees increased from $100 to $125 for early registration - $175 for onsite.  No longer a day rate.  Last year only 6 people took advantage of the day rate which cost more than their fees.  Very good value.

    As long as we have students at events, we need a policy in place for those students – things regarding alcohol, etc. 

    Conflict of interest policy we have is the one endorsed by the IRS.  Dickey needs that before next meeting.  You can have a conflict of interest, you just need to report it.  Copies passed out to Board members.

    The cut off date for pre-registration for this year’s convention is Dec. 1st. 

    Moved all deadlines to Dec. 1st – DesignFest, etc.

    Removed the $20 for submission of scholarly papers. 

    Audition auditors from out-of-state will now pay registration and membership and $300 for the opportunity to attend auditions.  They will also be able to present workshops, etc.

    Special guest update – lots of possibilities this year.  Trying to diversify.  Trying to get living legends and younger stars as well.

IX.     TEA REPORT 

See written report

X.     K-12 VICE-PRESIDENT’S REPORT

See written report

    Summer workshop – want to include an awareness advocacy panel this year

    8 hours of technology training has been well-received

    Conflict with UIL CAPS conference – due to site conflict

    Melissa designed a technology survey – 102 responses – 97% have a computer in their classroom with internet access.  They are using projectors and laptops.  Some burn CDs and DVDs.

    Want to call Summer Workshop – TETA K-12 SummerFest which would start in 2010.

    E 2 E Article 8 – Election of Officers – issue with at-large members.  Want to add elementary at-large elected on even years, and add middle school at-large and high school at-large elected during odd years and delete last sentence.  Cunningham moved, Dickey seconded.  Approved.

XI.     COLLEGE/UNIVERSITY VICE-PRESIDENT’S REPORT

    No report

XII.     CAPS CHAIR’S REPORT – Bradley Nies

    See written report

    Retrieved the list of institutional members

    Established a visitation team

    There are two schools awaiting visitation, two who have submitted their paperwork and are awaiting approval, and four that have shown interest in becoming IM schools.

    Eldridge Publishing Company, Inc. submitted scripts last January, and would like to be a UIL approved publisher.  This is pending.


XIII.     ADVOCACY CHAIR'S REPORT – Deb Shaw

    Don’t know what the legislature plans to do.  There is some ambivalence about ridding the high school plan of all these little requirements.  There is the possibility of taking more fine arts classes if there are not so many specified requirements.

    Bob Floyd from TMEA has been very kind to share information about advocacy.

    Talked to Sen. Shapiro about this issue and she is encouraging about the fine arts bill. 

    Question about TETA email distribution list – how can reports about what’s happening in the legislature (like GoArts) be sent to the TETA membership?  Perhaps need to find someone to carry the ball who is less restrictive.  Perhaps need to review our 501(c) 3 status.  Other option would be to organize a parallel organization which would be able to share information.  If changes are desired, we need to get on it quickly because the government can move slowly.  Information only can be sent to the membership as long as it is information only and there is no request for action.

    Do we want to advocate that teachers be able to take the EC-12 test to be theatre teachers who haven’t had any theatrical training?  No stance taken.    Deb will collect data.  Concern about the lack of difficulty in this theatre test.  May want to think about continuing education through TETA to help this situation.

XIV.     COMMUNICATION CHAIR'S REPORT

    See written report

    Job Board is working extremely well.

    Texas Theatre Notes is generating income.

XV.     CURRICULUM CHAIR'S REPORT – Laura Bradshaw

    See written report

1.    Discussed committee member’s research on the possibility of Technical Theatre courses meeting the criteria for the tech requirement due to the use of computer driven light boards, CAD scenery, use of CG in publicity and scenery designs, web research, etc.
2.    Tabled final work on graduation plan for a theatre student until results of the legislative decision is final – July 31 – Aug 1
3.    Scheduled a retreat in Austin July 31-Aug 1 to finalize Tech Lesson Plan and Theatre Graduation Plan projects.
4.    Discussed the possibility of writing an EOC for Theatre Arts I.  Explore this and return with an action item.

No action items.

XVI.     MEMBERSHIP CHAIR’S REPORT – Lance Morris

    See written report

    Texas Theatre Exchange – folks using it

    Morris wants to work with Deb to help disseminate information.

    Morris thanked the Board for the flowers for his step-father’s funeral.

XVII.     CONVENTION 2009 REPORT – JE Masters

    See written report

    Meeting with Brian Ruby of Hyatt Regency Dallas at Reunion at the end of June

    Jackie deMontmollin’s proposal about including 11th grade students in the audition process, beginning with one junior student per institutional member performing one monologue instead of two.  Discussion ensued.  Suggested an ad hoc committee should be created to propose the parameters of this inclusion. 

    Also attached in the written report is a report from Ross Fleming who is the DesignFest chair.

    Jeff Smith indicated that he is meeting next month on the technical aspects of TheatreFest.

    Sherry Frank is working as PlayFest chair.

    Need to know preliminary numbers for TheatreFest by next meeting.

XVIII.     OLD BUSINESS

    None

XIX.     NEW BUSINESS

    Bradley Nies – question about the Deadline for Texas Theatre Notes – August 15 – pictures can be sent any time.

    Kathy Powdrell asked for nominations for Emeritus and Founders Awards.

XX.     SCHEDULING OF NEXT BOARD MEETING

    August 8th – 2:00-5:00; committees meet in the morning, Executive Board meeting TBA. 

XXI.     ADJOURN – by President Russell at 3:12.

Texas Educational Theatre Association, Inc.

Annual Business Meeting Minutes

Friday, January 25, 2008, 9:00 AM

Hyatt Regency Dallas at Reunion

Agenda

I. CALL TO ORDER

President David Stevens called the meeting to order at 9:20 a.m. following Convocation performance by Creekview High School and welcome address by Kathy Bryce, Superintendent of Highland Park ISD.

II. MINUTES OF LAST BUSINESS MEETING

Kathy Barber, moved acceptance of the minutes from the 2007 Business Meeting. They were seconded and approved.

III. PRESIDENT’S REPORT

David Stevens announced the appointments of three board positions: Membership Chair, Lance Morse; CAPS Chair, Jan Jones; Communications Chair, Mike Doggett.

IV. PRESIDENT-ELECT’S REPORT
Kelly Russell announced the Awards approved by the board. Founders-Laura Bradshaw and Kathy Powdrell; Educators of the Year—Bill Doll, University; Bradley Neis, CJC; Carlin Gilseth, High School; Sue Wisdom, K-8; Emeritus—Oscar Brockett and Colman Jennings.

V. PAST PRESIDENT’S REPORT

Royal Brantley reported on changes in the TETA, Inc. Manual of Operations under Atricle IV, Memberships and the deletion of Organizational Membership to be voted on later in the meeting.

VI. TREASURER’S REPORT

Gene Dickey recapped the financial data for fiscal year ending 2007 as approved by the Executive Committee.

VII. K-12 VICE-PRESIDENT’S REPORT

Charles Landgrebe announced the K-12 Summer Workshop to be held at Baylor in July and reminded membership of the K-12 section meeting.

VIII. CU VICE-PRESIDENT’S REPORT

Nancy Jo Humfeld announced Scholar Debut Paper winners and encouraged all CU members to attend the CU Section Meeting during the convention.

IX. CAPS CHAIR REPORT
Jan Jones reported on the CAPS committee activities. University of Houston and Montgomery Community College in Conroe were recognized as new Institutional Members of TETA, Inc.

X. COMMUNICATION’S CHAIR REPORT

Nancy Jo Humfeld presented the Communications Report in the absence of Kris Andrews. Texas Theatre Notes publications numbers were shared, as well as highlights of the Annual Report of Data Link Professionals (website host).

XI. ADVOCACY CHAIR’S REPORT

Helen Lewis invited all members to the Advocacy Committee meeting during convention and invited members to submit any advocacy information to her.

XII. CURRICULUM CHAIR’S REPORT

Laura Bradshaw announced that the New Teacher Packet, the Technical Theatre Curriculum, and the K-12 Curriculum Document will be available on disc for all those attending TheatreFest.

XIII. MEMBERSHIP CHAIR’S REPORT

Lance Morse reported on membership committee’s activities and dealing with membership relations and issues with the new website security system.

XIII. TEA REPORT

Tom Waggoner announced CEDFA’s Texas Fine Arts Summit IX scheduled for June 12-13, 2008 at the Airport Hilton Hotel in Austin.

XIV. UIL REPORT

Luis Munoz announced theatrical design contest entry and presented UIL Sponsor Excellence Awards.

XV. CONVENTION 2008 REPORT

Convention Director, J.E. Masters, reported attendance at convention and hotel room nights occupied, far surpassing the goals of the planning committee, along with exhibitor attendance and encouragement for all members to take advantage of the many opportunities available at this unique convention.

XVI. OLD BUSINESS

None

XVII. NEW BUSINESS

A. Approval of changes in the by-laws

Brantley moved acceptance of the revisions to the Manual of Operations in order to omit Organizational Membership. Motion was seconded and passed.

B. Election of new officers

Stan Denman was elected as CU member at large for a 3-year term.

C. Recognition of outgoing board members

Outgoing officers Perry Crafton and Kris Andrews were recognized for their service to TETA.

D. New Institutional Member Recognition

University of Houston and Montgomery Community College received plaques.

E. Debut Panel Paper Winners Recognition

Tristan Decker, Texas Woman’s University received first place and Crystal M. Bratton also of Texas Woman’s University received second place.

F. UIL Awards Recognition

Two UIL One-Act play directors were recognized for receiving the UIL Sponsor Excellence Award

XVI. Adjourn

Meeting was adjourned at 9:45 and the session was follwed by Keynote Speaker Doug Wright address to the membership.

By-Law Changes

This change would remove Organizational Membership as a form of membership (struck thru below) from Article IV. If approved by the general membership, all OM references will be removed in the Manual of Operations. Proposed changes were approved by the Board of Directors, July 2007, and pending approval of the general membership, will be added to the online Manual of Operations after TheatreFest 2008.

TETA, Inc. Manual of Operations A1c

(As revised September 2002)

Article IV

Memberships

1. Individual membership is open to all individuals interested in educational theatre.

2. Student membership is open to all students interested in theatre and who are enrolled in high schools, colleges, or universities.

3. Organizational Membership (OM)

A. OM is open to schools, colleges, and universities that support the objectives of TETA.

B. OM is open to businesses and other organizations that support the objectives of TETA.

C. OM entitles the member to one designated representative who shall be an individual member of TETA but for whom annual membership dues shall be waived during one’s tenure.

4. Institutional Membership (IM)

A. IM is open to those Texas secondary school, college, university Theatre departments, and accredited independent theatre schools (AITS) which have met and continue to meet the minimum criteria as set forth by TETA in the “Minimum Criteria Policy”.

B. Institutional Members shall adhere to the TETA “Official Policy on Institutional Membership Representation” at the Annual Convention.

C. IM entitles the member to one designated representative who shall be an individual member of TETA but for whom annual membership dues shall be waived during one’s tenure.

5. “Honorary Membership” or “Membership Emeritus” may be conferred by the

Board of Directors upon those individuals of acknowledged service or eminence in the area of TETA where such designation is appropriate.

6. Life membership is open to all individual members.

Texas Educational Theatre Association, Inc.
Board of Directors Meeting Minutes
Sunday, May 4, 2008
UIL Office

I. CALL TO ORDER—Stevens called meeting to order at 12:02 pm.

II. MINUTES—Minutes from the January Board meeting were previously distributed by email. Munoz moved acceptance. Jan Jones offered a second. Minutes accepted.

III. PRESIDENT’S REPORT
No action

VI. PRESIDENT-ELECT’S REPORT
Nominations for open slots on the board in January need to be solidified by end of summer for publication in Oct. and Dec. issues of TTN

Reminder: Nominations for Educators of the year

Founders awards—possible nominees
Connie McMillin
Marion Castleberry
C. Lee Turner

Emeritus Awards—possible nominees
Charles Jeffries
Bob Singleton

VII. PAST PRESIDENT’S REPORT
Updates to online Manual of Operations are in progress

VIII. SECRETARY’S REPORT
Minutes serve as secretary’s report.

IX. TREASURER’S REPORT
Budgets—departments wanting an increase need to submit a request to Gene. Everyone needs to provide a secondary (summer) address in addition to school address.
Conflict of interest policy. Board members who have not submitted this form need to do so.
Designfest—three issues. A. Communication. B. Submission of expenses. C. Orphan panels (They are now in Leander, waiting to be transported to Houston.)
Scholarships—Communicate with students prior to September Board meeting, and report progress at that meeting. Suggestions from JE—stages of communication starting with a timeline mailed to scholarship winners. Denman suggested that if scholarships are meant to encourage students to attend IM schools scholarship amounts should be raised. Stan Denman will present a possible policy change on how scholarships are awarded through TETA. Consider giving scholarship money to IM college/universities to award as they see fit.
Consistency with fees for PlayFest, Auditions, DesignFest, etc. Easier to have programs already bringing students to TETA perform the PlayFest winning plays. Suggestion for the future—publish winning plays in Texas Theatre Journal or Texas Theatre Notes instead or in addition to giving them a performance at TheatreFest.
Website Update—the website overhaul is underway at this time.

X. TEA REPORT – Submitted electronically.
No Action

XI. UIL REPORT – Munoz is recommending that state judges get pins. This will be created through AO and TETA. Munoz asked for a motion that the pins be designed. Donald Fox seconded the motion. Dickey pointed out that we will get three bids. The motion passed.

XII. K-12 VICE-PRESIDENT’S REPORT – Landgrebe asked for up to three scholarships for teachers (for both new and experienced teachers). Dickey suggested that the award be called a fee waiver rather than scholarship.

XIII. COLLEGE/UNIVERSITY VICE-PRESIDENT’S REPORT -- Newburg will solicit educator of the year nominations.
What to do with TTJ
Ray Newburg also reported that c/u members also want more convention programming geared specifically for them.
Standards for juries—details needed for how pieces are selected and this will be publicized. Also encourage c/u members to serve as readers to select debut panel winners. Request for Panel Paper winner award’s amount to be increased

XIV. CAPS CHAIR’S REPORT
No Action

XV. ADVOCACY CHAIR’S REPORT—Helen Lewis
No Action

XVI COMMUNICATION CHAIR’S REPORT—Doggett reported the goal of increasing advertising dollars. He also encouraged members to email him website updates.
Reminder: It is each board members responsibility to contribute an article to each publication of Texas Theatre Notes. Deadlines are published early and reminders will be sent.

XVII. CURRICULUM CHAIR’S REPORT-No report.

XVIII. MEMBERSHIP CHAIR’S REPORT-Submitted electronically.

XVIX. CONVENTION 2009 REPORT- Report submitted electronically.
DesignFest
Panel storage—Discussion about acquiring a storing facility in Austin, because it is a central location.

PlayFest
Suggestions were made to lesson the burden of new play productions with large casts. Masters suggested publishing the winning plays in either Texas Theatre Journal or Texas Theatre Notes.

Auditions coordinator(s)
HS Founders-Cathy Gallas
CU Founders-Ann Medlock, West Texas A&M University

Awards coordinator
Dona Roman will resign effective end of 2010 convention. A replacement will need to be named

XX. OLD BUSINESS
Ad hoc committee to revise the charter. Biggest concern—the way we are chartered is limiting. Gene Dickey, J.E. Masters, Kelly Russell were appointed to the committee.

XXI. NEW BUSINESS

No New Business

XXII. SCHEDULING OF NEXT BOARD MEETING
$110 room rate. Email Jerry Ivins before June 1. Rate good for Friday and Saturday. Jerry.Ivins@sjcd.edu
Saturday, September 27, 2008
Hyatt Regency, Houston
Noon-2:00—CAPS, K-12, Convention
2:00-5:00—Board of Directors
6:00—Dinner for Board

ADJOURN—Gene Dickey moved for adjournment, Kelly Russell seconded.


Respectfully Submitted

Kelly Russell for
Kathy Barber, Secretary