FOLA Meeting Minutes
(in reverse chronological order)
March 26, 2022 Special Meeting
January 29, 2019 (Annual Meeting)
January 16, 2014
(Annual Meeting Package)
January 24, 2013
(Annual Meeting Package)</block>
Friends of Ludlow Auditorium
June 22, 2022 at 10:00 AM
Ludlow Town Hall
Present: Jim Alec, George Thomson, Kevin Kuntz, Darlene Remy, Scott Stearns
Absent: David Almond, Janet Pace, Ralph Pace, Harry Welch
Discussion on the candidates Forum: Ralph put together the Schedule and the Sequence and Rules for the forum on July 21, however, we need to schedule a meeting pre July 20 for finalization of plans. The time for this meeting will be determined once Jim has had a chance to talk with Patrick.
We decided that we need to go all out with advertising which should include ads and a written press release. We all agreed Ralph does a great job with these so Jim will ask Ralph to prepare both. The poster will be prepared by Scott. We need to advertise in both Ludlow and Cavendish. Advertisements should be appear on Facebook, the Mt Holly chit chat and advertised at OKEMO. GOT will make sure the ad and press release get into the Cavendish Connects and the Mt Holly daily once he receives them from Ralph. We should put out sandwich boards two weeks before.
We agreed that we should place ads in the Vermont Journal, the Mountain Times and the Chester Telegraph. We think Ralph has a standard list of places he generally posts so we will leave that up to him.. We feel we could also use the Chamber for some advertising.
It was further agreed we should do the same advertising plan for all of the activities for the remainder of the year.
Scott said we need to dispense with the opera showing plan. It has been very difficult to communicate with the company and they were concerned about a showing in Ludlow because of our close proximity to the Paramount Theater in Rutland.
The only other event scheduled is Christmas movie which is done annually by the school.
David sent out the financial information to the board in advance of the meeting. We have a balance in the account of $7,617.32. For the last period, we had net spending of $1,797.94.
GOT and Scott will prepare a list of possible places to put posters.
Fundraising: We never decided about fundraising for the current year. We did a drive last year with a targeted group (those who had donated before) which was very successful. The question was should we do again? The board discussed this and agreed it is helpful and preferred to have a specific project that we are asking money for. It was felt we should try to do a drive for consistency. People get in the habit of donating to a cause and if there is no drive, they get out of the habit. The town will buy the big TV and the cart. We discussed the possibly of upgrading the internet to fiber so we can do better streaming and meetings. Other considerations, live events, air conditioning? We wondered about future use by the Expeditionary Independent School and the Ludlow Elementary school.
Darlene asked if ever do anything with the chamber. We might like to ask them to be a sponsor. Scot will connect with Carol.
Realtors seem to be sponsoring many things in the community recently and Darlene thinks we might try them as sponsors or ask them to become business members for $100.
Darlene questioned using the sandwich board that is in the storage area of the building that used to belong to BRHS. We could paint it and make it ours.
Jim will talk with Scott about ownership to see if we can use it. Darlene and Scott will work together to do this project.
George felt we needed to do a survey to see what the community might like to see FOLA sponsor or engage in. This could be done electronically. We might enlist email of other organizations. Jim felt he could put together a survey but we do not have Survey Monkey license. We thought we could ask “what would you like to see in the space?”
We felt we could ask Patrick about the license.
We would need to do a press release to let the community know we are doing the survey. We disused organizations that we belong to help promote. If paper surveys were also used, GOT said he would collate.
Woodstock still does movies and periodic musical shows. We wondered about their attendance. Their live events are ticketed as would ours if we decided to have any such programs.
Kevin talked about the FOLA Follies and the Christmas shows which was a great amount of work but generally resulted in good audiences… but mostly family members and friends. We do not have anyone in the community that we know of that has the interest or energy to do that type of show.
Board Members. We did not have much time to discuss this but agreed we need to have more board members and would certainly welcome younger folks. Unfortunately, they would probably be in the work force and not have the time.
Possible programs….We discussed the possibility of book reading and signing. Scott indicated that they typically are not very well attended. GOT mentioned ball room lessons/dancing. He will try and find someone who might be interested in doing this. It would be a paid activity sponsored by FOLA. It was suggested we need to look for something that would bring in families.
There was discussion on the viability of FOLA in the long run. We need to seriously discuss this or change things dramatically. It was agreed that we will do the forum, the silent series and movie series and that is all we should focus on this year. Once we do a survey, if there is a need perhaps we can build capacity.
The new sound system has been installed and training is next Tuesday, After that we should be ready to use the new system for town meetings and events.
The next meeting will be on the 20th. (pre forum).
Kevin made a motion to adjourn at 11:50.
May 19, 2022
Friends of Ludlow Auditorium Special Meeting
May 19, 2022 at 10:00 AM
Conference Room – Town HallPresent: Jim Alec, Ralph Pace, David Almond, George Thomson, Kevin Kuntz, Darlene Remy, Scott Stearns, Darlene Remy,
Absent: Janet Pace, Harry Welch
1. The meeting was called to order by Chairman Jim Alec at 10:00. A quorum was present.
2. Financial Status – David said the report was pretty straight forward. We have not yet received a bill for web site services which we normally receive in May. Presently we have $8,332 on hand which is after paying for the audio video upgrade. We paid a total of $7,090 for improvements last year and will possibly have an additional $1,000 to pay out. The total budget for the upgrade was about $2,000 more than we thought so we agreed to split the additional expense with the town. Scott S. said the upgrade suggested by Paul was for a TV upgrade to do hybrid meetings. David was authorized to write a check once we see the final install.
3. A/V system upgrade
a) Status – We actually do not know where this stands. Paul still have some deliverables before the work can begin. According to Scott Murphy, the schedule date is next Wednesday, May 18. Jim and possibly Kevin will be there.
b) Final Cost – The proposed cost (September) was $16,000 and we agreed we would pay $7,000. There will be a small TV in the conference room and a larger one in the auditorium.
c) Training – We will need to set a training schedule on how to use the equipment once it is fully installed. The system will only be android supported.4. Website update – Jim said he looked at the website and the 2020, 2021 schedules are still on the site while the 2022 is not. Ralph said the front page was updated although the content is old and the current events has not been updated. Ralph has been doing this but suggests someone else do it, however, until someone else is trained and able to do this, Ralph will continue.
5. Program schedule
a. Movies – We are not sure why the attendance at our movie has been so poor. We need to know what people want to see? We hypothesized reasons why people do not go to the movies….COVID, many options on TV.
b. Candidate forums – This is getting a bit challenging and some candidates want to set the rules. In the past, we have invited everyone running for a specific office to participate, however, this year we have not been able to reach everyone. At the moment we have 7-8 participants. Each candidate will have 2 minutes to respond to a question. Ralph sent out a format to all on how it will be run and will send out a list of names of participants to the board. He will also send out a confirmation to those who indicated they would participate just to make sure they are in attendance. The date is Thursday, July 21 at 7 pm. Jim will moderate and Jim volunteered Jaqueline to be a timer. We need to look for someone to run the mic in the audience. This event needs to get on the website.
c. Met Opera – We decided we should go ahead with this activity which will be a streaming of a stock performance. “The Merry Widow” was suggested. The cost will be @ $160. We have nothing on the calendar in November so decided on the 12th at 7 pm. We need to get this advertised on the Facebook, and in The Mountain Times and The Chester Telegraph. Ralph will check to see what the cost will be for this.
Discussion on posters – We should try this as we have not done it in the recent past. After some discussion, it was decided to do a major poster with all of our events listed and also the individual posters for the silent movie film series and one for the opera and the Christmas program. We are curious as to what people are looking to do? Possibly dinner and a movie? It was mentioned that we are a member of the Chamber so possibly we can use that for advertising.
d. Humanities –
e. Other –
f. Amenities – Food Drink – food is possible, but we think drink is not. We wonder if some sort of social event would bring out people.
g. Assignments –A UVM professor, who plays piano, is looking to offer a music event in every town in Vermont. The board talked about the possibility of some live musical events. Certainly, the cost would be more to offer live performances but???. Gypsy Reel? We wondered about possibly combining with another event that is happening in town….possibly shorts with chili cookoff. Refreshments might be provided by the women’s group which they could sell similar to a bake sale.
6. Marketing and advertising plan – Darlene and Kevin will pull together a plan…at least put together a to do list.
Ralph will do website update. Ralph will send Scott password permissions for the website so that someone else has access.
7. 2022 fund raising plan – on hold.
a. Purpose
b. Timing
c. ScopeNext meeting, June 22 10 AM
March 26, 2022 Special Meeting
Friends of Ludlow Auditorium Special Meeting
Zoom Meeting
Present: Jim Alec, Ralph Pace, David Almond, George Thomson, Kevin Kuntz, Darlene Remy, Scott Stearns, Darlene Remy,
Absent: Janet Pace, Harry Welch
- The meeting was called to order by Chairman Jim Alec at 10:00. A quorum was present.
Jim stated that he called the meeting to discuss what we do with the schedule for the remainder of the year. Since the attendance at the monthly movies has been so low, the question of continuance needs to be evaluated.
Scott suggested we cancel the summer season and resume it in the fall with select movies or even with the start of the Robert Williams series on September 17. We cannot really determine the reason for lack of attendance but COVID, unknown movies and lack of interest in attending movies in general are contributing factors. The movie theaters in Rutland are even closed. There are so many other ways for people to watch movies from the comforts of their own home why would they go to the auditorium to watch a movie. There was a discussion on possibly reducing the numbers of movies and showing movies on a quarterly basis.
We need to recognize who our audience is. Currently the 20-50 year-olds stream and down load movies. The upper age group does not do this as much.
Darlene proposed we make going to the FOLA movies a social event…possibly with a food truck or some other gimmick to draw people in. Younger folks prefer to go to concerts. Former board member Bruce was charge of live performances which seemed to be quite successful.
George said that the librarian at the Cavendish Library has held “Dinner with t a Movie “ events for several years. He will contact her to see how successful they have been.
There was a discussion on doing a real push with PR for our events. Darlene mentioned that we all belong to other organizations and perhaps we could try and get members in those organizations more involved.
We questioned if the Film Club in Weston was operating again. The thought was probably not until after the summer theater session. Those events seem to be quite successful, but they include food (pot lucks) and alcoholic beverages.
Ralph will ask Scott, the Town Manager, if we might be able to serve food and beer and wine at FOLA events. We were thinking possibly pizza or something that would be easy. Another option might be to collaborate with a local restaurant since there are two very close to the town hall. Another option might be to collaborate with another organization such as the Black River Museum Players or the Springfield players.
It was agreed to cancel the summer series and start up with the silent movie, Hitchcock’s The Logger, in September and then continue with the Robert Williams series. Since we have already paid for it, we agreed to show “It’s a Wonderful Life” in December. Ralph will contact Glenn Brown to see if he can reschedule in the fall. In the past he has also done a few shorts which has been well received.
Scott will contact SWANK about cancelling the movies we had reserved and are cancelling.
We discussed the possibility of encouraging the folks at the Gill Terrace Apartments to attend. Transportation might be an issue. George will check with the Gill Home to see if there is any way their bus could be used. George also said he would check to see if renting a bus from TRSU might be a possibility.
Showing of an opera was put on hold. George asked if there is any one particular genre of movies that drew a bigger crowd. We could not confirm any genre.
Having some sort of musical event the first quarter of the year was considered. George said he would be willing to try and work on something. Ralph mentioned that Enerjazz said they were working on a Christmas show we might want to consider. Since we are not showing movies over the summer, we would have enough money to support this show.
Ralph will write a press release indicating we are cancelling the movies until September and clearly state the reason is lack of attendance. He will distribute to everyone for comment before he releases it to the papers.
It was determined that we need to do a better job marketing. Darlene and Kevin will work on a plan for publicity and marketing ourselves. It was felt that this is crucial. We need to go all out for our next showing with a solid advertising campaign and provide a food option.
Ralph wondered if it was time to purchase a new email list. Scott said he had the same list that Ralph has but he has culled and updated it. No action was taken on this suggestion.
It was agreed that we will act on the items we identified at this meeting and then meet again in the spiring…possibly May since Ralph will be busy in April with his move to Rutland. Several board members are not available this May, so Jim will suggest a few dates and set a date when the majority of the board is able to attend.
The meeting was closed at 11:20.
Respectfully submitted,
George O. Thomson
Secretary
Friends of Ludlow Auditorium (FOLA) Annual Meeting
February 8, 2022 at 10:00 AM
Zoom and Conference Room, Ludlow Town Hall
Present: George Thomson. Attending by Zoom: Ralph Pace, Jim Alec, Kevin Kuntz, Darlene Remy, Scott Stearns, Harry Welch
Absent: David Almond, Janet Pace
- The meeting was called to order by Vice Chairman Jim Alec at 10:06. A quorum was present.
2.Slate of Officers- The following slate of officers for the new year was presented:
Chairman: Jim Alec
Vice Chairman: Ralph Pace
Secretary: George Thomson
Treasurer: David Almond
Program Director: Scott Stearns
George moved the slate of officers as presented. The motion was given a second by Kevin and subsequently approved unanimously.
- Re-elect Board Members – Jim made a motion to re-elect everyone presently serving on the board to three year terms. The motion was seconded by Harry and approved unanimously.
- Financial report – In the absence of the treasurer, Ralph gave a brief report. The beginning balance of our account on Jan 1, 2022 is $9,203.37. It was clarified that we paid the town $7,000 for improvements to the auditorium in 2021.
- 2021 Fund Raising Summary – George reported that for the 2021 fund raising campaign we had 63 contributors making a total of $7,475.99 This includes a gift of $2,000 from the Marro Trust. Ralph commented that this year we had a targeted mailing and only sent fund raising letters to people who had given in the past. 110 letters were sent out . The website does have a link to make donations but there is not this option on Facebook..
- Budget Review and Approval- The proposed budget was displayed with explanations provided as needed. Program sponsors were explained. There was a discussion on the value of the rack cards. Ralph suggested we could do a printable schedule on the web in lieu of the traditional rack cards. The board discussed the possibly of running an ad in the VT Journal for our major event. It was “guestimated” the cost would be in the range of $350. Listing on the calendar for the Vermont Journal and the Mountain Times is free and should be considered. Ralph mentioned that our schedule is also in the Rotary calendar for anyone who picks up the calendar to see. Scott suggested we could put out a new sign Friday or Saturday evening. It could include all three dates of our series and the kick off with Rick. We should also do a press release. The signs could also list any sponsorships.
It was mentioned that our old sign in the auditorium has disappeared. Scott will investigate several options on a new sign and get back to the board.
The “Productions” line item in the budget was changed to “Miscellaneous”.
Darlene made a motion to change the line “Rack Cards” on the proposed budget to “Advertising.” Scott provided a second to the motion which was approved unanimously.
There was a motion by Jim to approve the budget as adjusted. The motion was given a second by Darlene and approved unanimously.
The town has not made any changes to improve download speed as far as we know. This could possibly create problems when the new system has been installed.
- Capital Improvement Projects –
Status There was a guarantee from Paul T. that the project would be completed by mid- March. Ralph was unsure when they will start the installation but the town has already sent the deposit so the order could be placed. Paul is waiting for more information on what is required for the Switchblade and does not know when it will arrive. Consequently, the sequence for installation is yet to be determined.
Priorities for the future – There is nothing on the agenda at this time. Jim mentioned that the only thing he can think of is the bathroom upstairs but there appears to be little interest in that from the town.
Attendance at movies is very sparce. We wondered if this was a result of COVID or the choice of movies or the availability of so much through other avenues. There was a discussion on what can we do? Darlene wondered about the possibly of providing some sort of incentive to get folks to come to see a movie. She mused making it a social event. There was a discussion on reducing the movies to bi-monthly but it was felt it was hard to make a habit of going to the movies if they were not on a regular basis. Jim mentioned that the Humanities Council has not had a decrease in attendance on their Wednesday programs. It was decided that continuing conversantion needs to be held on this and it should be an agenda item for next meeting.
- 2022 Event review and Decisions
Candidate Forums – Two candidate forums are in the schedule … Primary Election on July 21 and General lection on Oct 13. This has been cleared with the town and the auditorium reserved. . Historically these programs have been well attended.
Met Opera – Scott still has not heard from them. He will try and reach out to them again. The cost for showing the opera is $75. We have also committed to The Lodger and have already paid the royalty. Scott suggested that secondary distributors may have a better selection for us to choose from.
Humanities First Wednesdays – We talked about this at the last meeting and everyone was going to view a program. As of this meeting, not everyone has viewed a presentation. Scott wondered about having have a discussion after a presentation with discussion leaders provided by Humanities Council or us. It was decided to try a few programs as an experiment, coinciding with the “Humanities First Wednesdays.” We need further discussion on this and agreed to try something in the fall or spring. The Humanities Programs are in the evenings usually starting at 7 pm and lasting about an hour or an hour and a half. The first Humanities program in the new schedule is October. Again, we discussed the possibly of doing this in collaboration with our libraries and/or the BRHS. Scott will talk with BRHM, Darlene will talk with the Ludlow Library and George will talk with the Cavendish Library to determine their interest. Jim will follow up to get more information about possibly showing Humanities Programs live. There was a question about having food in the auditorium. There have been several events that have had food so we think this might be possible as long as we are responsible. This item will be on the agenda for the fall.
Movie Projectionist Schedule – The proposed schedule with projectionists lists as recruited by Scott. We had to change one date on the schedule to accommodate a play that BRAM wants to do in October.
Other ? – It was suggested we need to do a raffle for the old DVD’s. Everyone agreed and thought it might coincide with the series.
- Fundraising for 2022 – Jim suggests we do the same thing as we did this year. This year we just mailed the donors who gave last year. Ralph suggested we should consider buying a new lap top as one of the goals for the 2022 drive as well as other new equipment needed with the new installations. Eventually, we may also need a large TV for the auditorium.. i.e.. – 75” on a rolling table.
- Board Membership – Ralph has asked Susan Haefner about being on the board but she is not available at the present time as she has taken on a new job at the playhouse. It would be nice to have someone affiliated with the Weston Playhouse on the board. Ralph will contact Suzanna to see if someone might be available. It was also suggested that it might be nice to have someone from the Expeditionary School or BRAM. Scott will talk to Georgia about Humanities possibilities and FOLA board interest. He will also talk with the principal of the Expeditionary School.
- Policy Compliance Update – We need to double check with David but think these have been has completed.
- New Business – Kevin made a motion to adjourn. At 11:20. There was a second by Harry. The motion was approved unanimously.
Friends of Ludlow Auditorium (FOLA) Meeting
November 9, 2021 at 10:30 AM
Conference Room, Ludlow Town Hall
Present: Ralph Pace, Jim Alic, George Thomson, Kevin Kuntz, Zoom – Darlene Remy, and Harry Welch
Absent: Janet Pace, David Almond, Scott Stearns
- Review of the financial status – The meeting was called to order by Ralph Pace at 10:32. He shared with the group that the account balance is presently $13,994.
- Report on Fund-Raising – The current fundraising campaign has raised to date $4,412.08. So far there have been 52 responses out of 99 mailings with an average donation of $85. In the year 2019, we sent out 2,797 requests with 100 responses with a total raised of $7,610 with a net of $5,955. The average donation was $76. All told the drive this year was very profitable. So far we have had 7 businesses donate. The rest are individual contributors.
- Status of Auditorium proposal – Ralph reported that he just met with Scott who has approved the proposal to use the switchblade for remote and streaming. We will remove the purchase of the large screen TV from the proposal and possibly add that later. The total cost of the project is about $20,000 of which we will contribute $7,000.
- Consideration of Vermont Humanities programs – Jim talked about the possibility of FOLA showing Humanities programs in the auditorium. He indicated that they have outstanding first Wednesday programs which might be of interest to some people. The programs are held in 9 cites around the state. Every program is different with speakers often coming from out of state. Promotion for the programs is on line, a mailed brochure form the Humanities Council and through the local libraries. During the pandemic, the programs were all streamed. In the past, attendance in the nine cities was under 100 people but during the pandemic audience attendance went way up. Jim questioned if we might want to add these programs to our schedule. If we could get support of the library in Ludlow and possibly BRAM, it might be worth trying one or two. He is not sure it would work without their support as topics are varied often history focused, but it could be any topic and even performing arts. We could stream one from the archives and show it on the big screen or perhaps do it live in collaboration with the Humanities Council. Jim has checked and the Humanities Council would let us do this at no cost to us. The only “cost to us” would be time and effort and advertising. George suggested manpower might be a problem since even now we face challenges to find projectionists for our movies. Ralph suggests we consider this for next year possibly following the same schedule as the Humanities Council… Nov – April.
It was suggested that we should all go to one live program or stream so that we have a better understanding of the type of programs they offer. Archived programs are available at Vermont Humanaties.org First Wednesdays. Darlene will send out a link to everyone. The programs are approximately an hour or an hour and half long.
It was suggested we check back on Zoom sometime in Dec. to see what we think and possibly make a decision. The Humanities Council would sponsor…agree to promote on their email lists and put in their calendar.
We decided to contact the local libraires to talk to them about this opportunity. Darlene will contact the Fletcher Library in Ludlow and GOT will contact Kata at the Fletcher Community Library in Proctorsville. Jim will contact BRAM to check interest in collaborating on this project.
- Approval of full 2022 schedule – The board did a review of the proposed schedule which provides a movie each month. In April, we will host the Robin Williams series with a speaker in advance of first movie. We also talked about holding election forums as we have done in the past for our local senate and house representatives. Ralph will contact Stewart Ledbetter of WPTZ to see if he would be the moderator. He also asked the board if they might be interested in trying something new in November. We could try showing an opera by renting one from the Met. Ralph suggests The Merry Widow with Renee Fleming as it is done in English, has a wonderful cast and only costs about $150. Everyone agreed to try this.
We also talked about the possibility of hosting another EnerJazz show with the 17 piece band. The first time we had them, we had a very successful show with about 45 people in attendance. The second time only 12. Attendance even at movies is low. We questioned the reason and questioned if it was COVID or just lack of interest. We decided to hold off on a return of EnerJazz at this time.
The board approved the schedule as presented.
- Action to be taken if the COVID surge changes town policy RE: auditorium use.
We discussed what will we do if the surge with COVID continues or gets worse. Everyone agreed the decision was simple, we would follow the town plan. If the regulations become stricter with reduced attendance numbers, we could change our minds. If the state implements something and the town follows the state, we would do the same.
- Membership – Ralph said we certainly could use some new members. Jim checked with Camile and Graham Parker and they are not interested at this time. Darlene checked with someone and they also declined. Jim wondered Sue Pollender might be a possibility. She is active in BRAM and if we are able to do the Humanities program, she might be interested. Ralph will contact Sue. Ralph also asked Susanna Gellert at the Weston Playhouse to see if they have anyone who might be a member as it is good to maintain a relationship with the playhouse. Darlene will ask Anne Gardner as possible person since she has an interest in drama when she was teaching in the schools.
- New Business – Ralph asked how much do we ask the town for at Town meeting. The board felt we should ask for the same amount as we have in the past … $2,000.
Ralph asked for us to all look at his draft report to the town for the annual report and asked for feedback. The town also asked for a budget. He prepared a budget but it is not approved until Jan. He added audio visual professional help who will run the audio and lighting. He also added a reserve fund so we could put some money aside for a new projector which we will probably need to replace in 5 years or so. We have had new lamps installed into the new projector so should be good for a while.
- Adjournment
Kevin make a motion to adjourn and Darlene provided a second. It was voted unanimously and the meeting was adjourned at 11:23.
Respectfully submitted,
George O. Thomson
FOLA Meeting
Monday, August 9 at 10 AM
Conference Room-Ludlow Town Hall
The meeting opened at 10.01 AM. Present were David Almond, Jim Alic, Kevin Kuntz, Darlene Remy, and Ralph Pace.
David presented the financial status with a P&L statement showing cash available in the amount of $8,339.74. He noted that he expected a $2,000 approved payment from the town meeting in March would be added to this. Ralph indicated that the revised 2021 budget not yet available.
In discussing the fund raising effort Darlene suggested getting the area schools involved in the process. A draft letter was reviewed and several suggestions made to revise its contents. It was agreed that the actual mailing of fund raising letters would be in mid-October.
The planned activity for the rest of the year was reviewed. George and Kevin agreed to show the opening silent movie on August 21. A question raised as to whether the Susan Haefner November musical concert could be taped. Ralph agreed to see if Susan was agreeable as well as Okemo Valley TV.
Jim said that the movie committee would be meeting shortly and have a proposed list of 2022 films ready for approval by mid-September. It was also agreed that primary election debates should be featured in the 2022 season. The question was raised as to whether the jazz band that previously played here was still in business. Ralph agreed to investigate this. Jim agreed to look into potential programs of interest produced by the Vermont Humanities Council.
The several proposals prepared by Boston Soundworks to upgrade the auditorium’s audio/visual equipment were considered. It was agreed that the new projector proposal would be sidelined for the time being. It was agreed that the proposals required higher speed internet lines than currently existed in the auditorium. It was also agreed that FOLA would provide $7,000 towards this project conditioned on improved internet speed.
The subject of membership on the FOLA board was considered. Ralph said that he would contact Susanna Gellert at the Weston Playhouse in October about a staff member joining the board. Jim said he would talk to Graham or Camilla to see if they were interested. Darlene volunteered to contact a Mt Holly representative,
The meeting was adjourned at 11:14 AM.
Respectfully submitted,
Ralph Pace
Ralph Pace, Acting Secretary
Friends of Ludlow Auditorium (FOLA) Annual Meeting
May 27, 2021 at 10:00 AM – Conference Room, Ludlow Town Hall
Present: Ralph Pace, Jim Alec, George Thomson, Kevin Kuntz,
Absent: Janet Pace, Darlene Remy, David Almond, Scott Stearns, Harry Welch
- The meeting was called to order by Chairman Ralph Pace at 10:06. With the inclusion of Janet Pace on the phone, a quorum was present.
- Financial Report – Ralph reported that the current bank balance is over $9,000.
- Formation of group to prioritize auditorium needs – Ralph said he would like to form a committee with representatives the town and OVTV to figure out the issue with the sound system in the auditorium. We need to determine what the real problem is and then ascertain the solution and the cost. At this point, we really do not know what the problem is. There is some question if it is the wiring under the stage. The town uses mics that are wired, rarely using the wireless mics. The select board has indicated that they want better mics. Paul, a consultant used by FOLA, is not as readily available as he has been but may still be a resource. OVTV might have a referral or Harry Welch’s son in law. Ralph also mentioned the possibility of David Giancola from Rutland. The resolution might result in a significant cost which we would have to prioritize and plan for. It was agreed that Scott and Ralph would represent FOLA on this committee.
- Approve Fundraising Draft Letter for Businesses –The board reviewed the draft fundraising letter previously provided by Ralph which would go out to businesses and folks who have contributed in the past. Out budget is in good shape so we really do not need much from this campaign. Kevin suggested we have a focus to the fundraising program and suggested it could potentially be the upgrade of the sound system once we know the potential cost. Ralph suggested the fundraising letter go out in October and hopefully we would know the implications of the sound system upgrade by then. Jim wonders if we should consider how to benefit our sponsors. He suggested a rolling clip prior to the showing of movies. We used to do this in the past and Ralph created it the last time, but he no longer has the software to do that. Kevin will ask his son about doing this for us. We would list the name of the business and a logo. We would provide this information to whoever would create this rolling list of advertisers.
- Review schedule for rest of 2021
The board quickly reviewed the movie schedule for the remainder of the year. George indicated that he is available to show the movies in August, September and December. Kevin said he will assist GOT and relearn how to show movies although he will be out of town for three months this winter. Other people will have to be assigned for the other months.
We will need more help for the Susan Haefner concert and will need to find someone to do the light board. We anticipate the performers will need two mics and possibly three. The piano needs to be tuned for this concert which is scheduled for Nov 13. Ralph will get information from Susan as to what is needed. Although we enjoy Lisa’s music, we would like for more diversity in the show which may necessitate licensing of the music. Ralph thought Lisa could get information on licensing the music for the concert. He did not think the cost for licensing the music performed would be more than $100.
- Consider new Board Members – Potential board members. Graham Parker’s name came up again and Jim will talk to him but he does not think Graham is ready to make the commitment yet. Ralph suggested we might want to consider someone from Weston Playhouse again. He will ask Susanna Gellert if there is someone who might be appropriate and interested. Kevin, Jim and GOT will figure out a new board member ad for the newspaper. The board agrees to spend a maximum of $300 for the ad. The ad can also be posted to the FrontPage forum, Mt Holly Newsflash.blogspot.com and Cavendish Connects. The ad should be completed by the next meeting which will be prior to the showing of the silent movie programs.
- Other Business – Budget – We need to revise the budget as we only have an “interim budget” which was approved at the last meeting. Ralph, Scott and Jim will put together a budget. GOT will send Ralph a copy of the interim budget.
Ralph indicated that the movie schedule needs to be developed for 2022. Scott, Jim and GOT will work on this. It was agreed we would show the Robin Williams program next year. It was suggested that we might show movies that were on the schedule for this year but not shown since the committee had already made the decision to show them.
The next meeting date is Monday, Aug 9 at 10 at the Town Hall.
- Adjournment
Kevin make a motion to adjourn the meeting at 10:59. The motion was seconded by Jim and passed unanimously.
Respectfully Submitted,
George O. Thomson
Secretary, FOLA
Friends of Ludlow Auditorium (FOLA) Annual Meeting
February 8, 2020 at 10:00 AM
ZOOM
Present: Ralph Pace, Jim Alec, David Almond, George Thomson, Scott Stearns, Don Richardson, Harry Welch, Kevin Kuntz, Darlene Remy
Absent: Janet Pace
- The meeting was called to order by Chairman Scott Stearns at 10:00. He presented an Executive Officer Slate for 2021 and suggested term updates for everyone through 2022. He welcomed Darlene Remy as a new person to the board.
Ralph will assume the chairmanship of FOLA until a permanent chair can be found. Scott will take on the Program Director position which has been vacant for a while. The board recognized Scott for his fine work leading the organization. Scott indicated he would like to work on updates to the auditorium and he will show movies and work on programs. Jim made a motion to accept the Executive Officer slate as presented and the proposed term extensions. The motion was second by Don and passed unanimously. See below
Proposed Officer Slate
Chairman – Ralph Pace
Vice-Chair – James Alic
Treasurer – David Almond
Secretary – George Thomson
Program Director – Scott Stearns
Director Term Updates
Officer Terms Extended to Serve Through 2022
Ralph Pace
David Almond
James Alic
George Thomson
Scott Stearns
Board Members Extended to Serve Through 2022
Janet Pace
Don Richardson
Ralph Pace
Harry Welch
Kevin Kuntz
Darlene Remy
- Financial Report (David and Scott)
A written report was provided to everyone prior to the meeting. David said the revenues for this year are really quite simple. More than half of the revenues ($2,000) came from the town. There was a small amount of movie donations ($352) and $361.51 from the Susan Haefner online concert. There was also $740.93 from fund raising for a revenue total of $3,454.44. Ralph pointed out that we did not in fact have a fund raising drive this year due to COVID.
David then reviewed the expenditures as listed on his report. We had many of the usual expenses albeit much lower than usual. Notable (larger) expenditures were for the Website Maintenance, sound improvements, auditorium upgrades, sound technician, Chamber of Commerce dues, Swank Motion Pictures (we pay $165 – $175 for viewing rights), Broadway HD, Online concert fees, and DVD’s. For the year, we had an excess of expenditures over revenues by $539.12.
He also provided the following notes:
The Town of Ludlow budget for the year ending June 30, 2021 included a $2,000.00 allocation of funds to FOLA, which was received in August 2020.
FOLA’s operations were severely limited in this period due to the effects of the Covid-19 pandemic.
Of FOLA’s December 31, 2020 cash balance, $500.00 is self-restricted due to a bank’s minimum balance requirement. See foot notes.
Scott shared that upgrades to the auditorium included a boom microphone and stand, cables and another basic audio mic to be on a stand. These additions were to help meetings run better that are held in the auditorium. We needed to secure additional cables to support OVTV work. There were no major purchases this year but only these minor upgrades. The cost of the sound improvements to the auditorium were shared with the town 50/50.
Jim asked if we have learned anything throughout this time. Scott shared that our system works out of balcony on our mixing board. When the town is using the auditorium, they do not use mixing board or wireless mics etc. The main mixer for the town is backstage in a challenging location. When you are at the controls, you cannot see or hear anything in the auditorium so it is impossible to control the sound. This might be corrected with an iPad which someone sitting in the auditorium could use to control the levels. There is also some question about the cables under stage. Patrick thinks it is bad, but our tech person feels it is OK. If we are doing meetings, we may need to make adjustments. We think TDS is providing internet. It would be helpful to make equipment in the back of the stage more available to the auditorium. We need to determine what the town wants out of the meeting space. Our relationship with the town continues to be good as we work together to provide services to the citizens of the town. FOLA has been the primary user of the auditorium, but there has been increased use by the town. When that happens, they use some of our equipment.
- 2021 Budget Proposal & Approval 2021 Budget
A written copy was provided electronically to everyone prior to the meeting.
The budget we proposed in the fall was for a normal year. The only things different in this budget proposal is for the sound engineer for $600 and the equipment technical updates for $1,000. The rest is standard from what we normally do. Ralph suggested we increase the fundraising line to $1,500 due to potential increased costs.
There was a question about when the auditorium might be re-opening. Scott indicated that this is a big unknown as we are tied into the state requirements. Just have to wait and see if the policy changes. We need to await approval from the town who basing their decisions on the state mandates.
It was clarified that the payments to Swank is by movie, so we may not be using the entire $2400 in our budget. Our rate is $165 per movie in quantity and $175 when we only order smaller numbers. Scott has not renewed with Broadway HD and is not planning to until we are open to the public.
We will get money from the town for the ensuing year. Scott Murphy and Pam suggested we leave this in the budget. We usually receive it in Aug.
Jim asked when we might want to do the Robin Williams series and when we might need to ask for sponsorship. Ralph felt we might be in the auditorium in the fall and suggested we consider showing the series in Sept or Oct. Jim refreshed everyone’s memory of the series and sponsorship concept. The last time we showed the series, we had sponsorships from several businesses including the Chamber and Rotary. In 2019 we raised $600 for sponsorships. Rick Winston from Montpelier who is a film historian from Montpelier, has given film talks prior to the series in the past and hopefully will have flexibility to do this again whenever we run the series.
It was suggested that we approve this INTERIM budget and re-convene the board again when we have permission to go forward to use the space and then approve a real budget.
George made a motion to accept the INTERIM budget with the noted change. The motion was seconded by Jim and approved unanimously.
Ralph suggested we sponsor a live show again with Susan and Lisa for November. There was some discussion of it being a Christmas show. The current Christmas plan is the Christmas movie. Ralph will contact Susan to cancel the May date (as we feel we will not be allowed to use the auditorium by that date) and possible reschedule. He will see what her schedule is and see what might be possible. Scheduling will be important as we do not want to conflict with the Academy Christmas programs.
- Summary of 2020 (Scott)
The board all received the FOLA Movie History 2020 document prior to the meeting.
Scott reviewed the history of streaming and movies for the 2020 year which was cut very short due to COVID. We really were not able to do much. Scott said if the situation changes, we could probably get a movie and show it on short notice. David reminded the board that cost many of the movies were paid for in 2019.
Ralph said we had about 500 viewers of the Susan Haefner show. This was through YouTube and the OVTV web site. We made no money on this show. There was a cost of $500 for artists and $250 to OVTV for their part in the production…copying and recording, producing. There was some discussion on possibly doing some other shows in the future. Jim talked about the programs that are being done by the Vt Humanities Council as an example of what might be done. We might be a potential site for them to do a production. This warrants further consideration.
There was a brief discussion on having our own Zoom account. Scott felt this might be needed if we were expanding our programming but did not think one was needed right now.
- 2021 Program Plans (Scott)
Scott shared the 2021 Movie Schedule that was prepared by the movie selection committee (Jim, Scott and George)
Some movies that were on the 2020 schedule that were not shown were moved from that lineup to the 2021 schedule. It was explained that normally we buy the DVD’s and then raffle them off at the end of the year. The question of possibly getting a movie service instead of purchasing the DVDs was raised. This is something that might be explored in the future. We have not purchased any of the DVD’s yet since we are not open. There was further discussion on the potential schedule and when we might start showing films. No decision was reached. It was confirmed that we can have food in the auditorium but we need to notify the town and then clean up afterwards. There was some discussion of a pizza night or peanut butter sandwiches served at the showing of The Peanut Butter Falcon movie.
- Other Business
- Auditorium Upgrades – This was already covered earlier in the meeting. There will be further discussion when needed.
- Other Items – David reported that he has checked with all board members about the FOLA Conflicts of Interest Policy and the Whistleblower Policy for FOLA. He has determined all Board members are in compliance and has subsequently completed the annual required compliance report. It is attached at the end of the meeting minutes.
- Next Meeting – It was agreed that we would reconvene when there is a change in the COVID status and we are able to occupy the building. Ralph, as the new interim chairperson, will call the meeting when it is needed.
- Adjournment
Kevin make a motion to adjourn at 11:07. The motion was seconded by Jim and passed unanimously.
Respectfully Submitted,
George O. Thomson
Secretary, FOLA
COMPLIANCE WITH CERTAIN FOLA POLICIES, AS FOLLOWS:
FOLA Conflicts of Interest Policy
Whistleblower Policy of FOLA
I serve as FOLA’s Compliance Officer for these two policies (copies of which have recently been provided to all directors serving at December 31, 2020). Directors were requested to read those policies and to indicate to me whether they were in compliance with those policies.
Each Director is required to sign a statement which affirms that they have received a copy of FOLA’s conflicts of interest policy, has read and understands the policy and understands the policy, has agreed to comply with the policy, and understands that FOLA is a charitable organization and, in order to maintain its federal tax exemption, it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
I have conducted the procedures described in Section 7 FOLA’s conflicts of interest policy and found that FOLA is operating in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status. I have no cause to believe a member has failed to disclose an actual or potential conflict of interest. Also, I have not received any information from any director this past year pursuant to the FOLA Whistleblower Policy and, in my capacity as the Compliance Officer under such policy, I have not received any information from any source that would indicate any violations, as described in the policy, have occurred or require further investigation. The minutes of the FOLA Board of Directors should indicate that these procedures were accomplished.
David C. Almond
FOLA Director and Compliance Officer
February 8, 2021
FOLA Q2 Meeting
Monday February 3, 2020 10am
Ludlow Town Hall
Present: Scott Stearns, Ralph Pace, David Almond, George O. Thomson, Marty Nitka, Don Richardson, Rachael Liff
Absent: Jim Alic, Harry Welch, Janet Pace,
President Scott opened the meeting at 10:02 am
- President Scott proposed the following Executive Officer Slate for 2020 and Director Term Updates.
- Proposed Officer Slate
- Chairman – Scott Stearns
- Vice-Chair – James Alic
- Treasurer – David Almond
- Secretary – George Thomson
- Program Director – Open
- Director Term Updates
Officer Terms Extended to Serve Through 2020
David Almond
James Alic
Scott Stearns
Extended to Serve Through 2021
Janet Pace
Marty Nitka
Don Richardson
Ralph Pace
Harry Welch
Serving Through 2022
Rachel Liff
George Thomson
David made a motion to accept the proposed officer slate and the update to the terms of office of board members. Don seconded the motion. The motion was approved unanimously.
- Scott said we usually hold a raffle of the DVD’s from the previous year. He proposes we raffle them off as part of the film series and then pick the name out of a hat. Everyone thought it was a good idea, so we will try it this year.
- Scott provided a summary of the of Prior Year touching upon:
- Programs
- Movies
- Other Activities
Scott provided a spreadsheet of the activities of the previous year which included costs expenses and number of people attending. The average take was about $3 per event and average attendance was 32.
Attendance at the streaming events were all under the averages. It was noted the movies pulled slightly better numbers than the steaming events. However, the streaming events were profitable.
None of the Special Events were very successful.
We do not have any musical event scheduled for next year. EnerJazz Big Band is willing to come back but we do not think we should commit to them again so closely. Attendance at the last show was poor and we lost a lot of money.
The Polar Express show will probably continue again another year which benefits the elementary school. We will want to support those efforts.
There was a discussion on what to do for a Christmas show this year. Scott said we hope to do Singalong White Christmas, but we do not hyet have permission to do that. Fortunately, the Rack card says Community Christmas so it gives us some flexibility
If we intend to do political debates, we need to put on the schedule. There was a discussion over this. Should we do something for the primaries or just the general election? Decided it depends on if there are many competitions. Should we do it for the Windsor county senate? General consensus was to hold the debates if there are contested races. These events are normally scheduled on a Thursday. Marty will check on when the Secretary of State closes the books on petitions and then we will make a decision.
Marty moved we do the debates. GOT seconded. The motion was approved by all.
- Report on Fund Raising (Marty et al)
- Summary of 2019 Fund Raising –
David reported that we raised a total of $6,052 and the fundraising expenses were $1,665 so we realized a net gain of about $4,400.
There was some discussion about the process. George will send Marty the data file so that he can see how the donations are recorded. George will explain this process to Marty.
Marty indicated he will be happy to do lead the drive again next year.
- Financial Report (David and Scott)
David indicated that our tax return for 2019 is already submitted. It was competed in Jan. For the year, our receipts exceeded expenses by approximately $1,700 which resulted in our year being in the plus side. Our projections and budget for the year was pretty close. The treasurer indicates that we are in a fairly strong a financial position.
Marty moved we accept the report of the Treasurer. GOT seconded the motion. It was approved unanimously.
Jan of 2020 was profitable by 50 so we have a little more in the bank.
- 2019 Income and Expenses – written report provided
- 2020 Budget Proposal & Approval – written report provided
Scott provided the same budget submitted to the town. Actual cash balance is $9,650. Scott reviewed the proposed budget. Discussion on what to do with the piano repairs. We are hoping the town will share in the cost for repairs to the piano. It was clarified that we do not regularly advertise in the Chester Telegraph.
Lighting and training. Scott has not heard from Paul who is from RI . Scott asked him for a proposal to do training and repairs but has not heard back from him. There was a discussion on replacement of some of the bulbsbulbs. Ralph suggests we have Paul check this out.
We did not spend some money we had budgeted for upgrades. Scott asked if we want to do something about upgrading the projector to 4K? Showing movies is the thing we do more of than anything else and performers generally bring in their own sound system. Ralph thinks the projector is good for a while. He suggests we might want to start putting some money away for a new projector in the future. The board agreed to put some money in a reserve fund. Rachael will ask Suzanna if there is anything that they might like. Scott will talk with Paul about what might be appropriate for an upgrade for the projector.
Scott made a motion to accept the proposed budget for 2020 as printed. The motion was seconded by Rachael. The motion was approved unanimously.
- Review 2020 Program Plans (Scott)
- Movies & Streaming Events
- VT State Election Debates
- Operators Calendar for 2019
Scott led a discussion on the proposed events for the year. So far we have the movies set and the rack cards are out. There was a discussion on having a musician perform. We did this before and it was sometimes successful and other times we lost money. We also talked about the possibility of bringing in a comedian. Don talked about the programs they have in Mt. Holly with folk dancing and square dancing. We did them once at FOLA and might want to consider doing them again. They do programs in the second floor of the museum. Ralph will reach out to some folks to see about having another musician perform like Marissa, David or possibly Susan. Rachael indicated that if you use actors then it gets very expensive as there are lots of other costs. Rachael will brainstorm with Suzanna to see if they can identify a few people who might be interested. Marissa is a possibility.
Scott shared the movie operators schedule. George has volunteered to show some movies. He thinks Jim will do a few when he is back. Marty will assist Scott with the King and I. Beth and David generally do the meet and greet but anyone else is most welcome to do this as well. Scott is looking for others to share in the movie showing. We could use some help. Scott raised the question, “Should/could we hire someone show the movies. Scott will talk to Scott about hiring someone to show the movies to see how the town would feel about a high school person showing movies in the building. There was the question of who would open and close and who would be on call and who would supervise this person. To be discussed further.
- Other Business
- FOLA Policy compliance
There was a discussion on whether we need to fill out any paperwork to confirm that we are in compliance with what is stated in the by-laws.
There was a verbal review of what was needed. Following the discussion , the board agreed that we meet the requirements of our policy compliance
Scott asked if anyone is interested in helping with FOLA Presents on OVTV. Someone needs to write a script and then go to the studio and prepare a broadcast. If no one wants to do it, then it might not continue as Scott simply is not available to do them all. Ralph will do a few and GOT will observe and then decide if it is something he can do.
Scott also indicated he would like to have some help with the website.
We lost two people on the board last year. Scott is asking that we all consider candidates for new board members. We really could use some active board members to help with all the things that need to get done.
- Other
- Adjournment – There was a motion to adjourn by Ralph. Marty provided a second to the motion. It was passed unanimously at 11:16.
Respectively,
George O. Thomson,
Secretary
FOLA Q2 Meeting
Monday March 25, 2019 10am
Ludlow Town Hall
Present: Scott Stearns, Janet Pace, Ralph Pace, David Almond, George O. Thomson, Marty Nitka,
Absent: Jim Alic, Paula Ferro, Kevin Kuntz, Rachael Liff, Don Richardson, Harry Welch
President Scott opened the meeting at 10:01
- Secretary’s Report – January Meeting Notes. David made a motion to approve the minutes as corrected. There was a second by Marty. The motion was approved unanimously.
- Treasurer’s Report – David provided the latest Financial Report. He felt the statement is really self-explanatory. He pointed out that there is a new category, which is Movie Sponsorship, which currently has a balance of $600. He indicated that the tax return has been taken over by the IRS, however, he needs to provide figures and the new instructions consist of 9 pages. The return is due on May 15 and David is working on it. Ralph moved we accept the report of the treasurer. Marty seconded the motion. There was no discussion. The motion was approved unanimously.
- Post Office Box Proposal – We talked about this before as currently everything is sent to Paces home. The cost for a P.O. box is $65 per half year. Scott made a motion that we secure a mailbox and the secretary check and distribute the mail. David seconded the motion. The motion was approved unanimously.
- Ralph asked about changing the physical address. Scott said that we could use the store address for deliveries.
- Programming Chair Nominations – David and Paula have agreed to do FOLA presents for OVTV. Ralph nominated Jim Alec for the position of Programming Chair. Marty seconded the motion. All approved. Scott will talk to Jim to make sure he will accept.
- Publicity Committee Chair Proposal – Scott indicated we have a sophisticated written schedule as provided by Ralph. There is a lot to do and at the moment everything is getting done, but it would be nice to have one person do the organizing to share the responsibilities. Marty said he would be happy to be an apprentice to learn. David made a motion for Paula to be the Publicity Committee Chair. Ralph seconded the motion. All approved. Scott will talk to Paula to see if she will serve in this capacity.
- 2019 Programming Update – Scott provided some information for everyone to review. The documentaries seem to be doing well and have brought in our highest numbers. The silent movie usually does pretty well financially, however, the related costs are greater due to the piano player. We made enough to cover the costs of the streaming of Billy Elliott
- April/May Film Series Planning/Prep. – Scott provided a report.
- January, February, March Report – Scott provided a report.
- Operators Calendar for 2019 – There are a few changes as Scott will not be available on May 25 or June 22. We will need someone else to show the movie. We are scheduled for food for the showing of “The Mouse That Roared.” We need someone to handle the food. Scott said it would be soda water and sandwiches or cookies. We need to plan for 40 people. We approved to spend $100. Janet is thinking we should have snacks. Scott will talk to Pam to see if she will order the food for us. Food will be available at 6 so folks can talk with Rick. The town will set up the tables for this event. Marty will do anything asked!!
- Upgrade Project Updates
- Cable Covers – The installation was postponed until April as Paul was out of town when the original date was planned. This should be done in a couple weeks. The parts for the installation have all arrived. Scott said he thinks it will be done on April 6. Scott will contact Paul and to come in for the repairs.
- Piano repair – Ralph will provide the name of the tuner who in turn knows the name of a person who can do the repairs which is in the budget.
- Light board table reconfiguration – Scott will talk to Paul about this when he comes to do the cable covers.
d. Bathroom discussion. Pam did not have anything new on this. Wright said if we wanted to do this we “would need to be a toilet with a very quite flush!
” There was no further discussion on this possible project.
- Accomplishments
- FOLA now has a credit card! – Once it is used the bank automatically pays the bill on a monthly basis. The credit limit is $1,000 and David said we always have this amount in the bank so automatic payment is not a concern as there will always be enough money there. .
- Renewed with the VT Secretary of State – The board was informed that this has been accomplished.
- Info@fola.us redirects to officers email addresses – This will provide easy access to the officers. Scott will set up the account with Amazon. He also cleaned up the email list. He sent out a test and lots of emails bounced back, so they are now removed from the list.
- Next Steps/Planning
- Cable Covers in the balcony This will be done in April
- Light training TBD – If we want to do the light training we have a quote from Paul. It will cost $550 plus fuel. They are hoping to lock into the date of April 17th at 9 am. Scott also talked about the need to have training on how to use, examining and changing the bulbs as necessary and maintenance. We could have several folks there for the training. There was some question as to the need. No one has a good idea how to use the lighting system or how to maintain the lights. Currently there is one light that we know needs repair. There was a suggestion to plan for this and put money for the lighting training in the budget for next year. Scott will ask Paul to replace the bulbs that need changing when he comes. Marty made a motion to put money for this in the budget for next year. David seconded the motion. The motion was approved unanimously. Scott will ask about an inspection of our lighting system and purchase of a few replacement bulbs.
- Scott will setup an Amazon account for FOLA and then buy proposed items from 2019 budget.
- Website transition to WordPress – Scott indicated this would be a move from Dreamweaver. Scott has a proposal from Word press. The cost will be about $500. Currently Ralph is the only one who can update the web site. Ralph felt this was slated for the fall.
- Should we do Sponsorship for Enerjazz in the Fall – Rotary has agreed to provide a sponsorship of $500. They will sponsor three movies at $100 each and then they might sponsor Enerjazz. We will need to go back and ask them to sponsor Enerjazz. We do not want to solicit sponsorship for everything but the big occasions are OK. There was some discussion about developing a relationship with Vail. Ralph will do some investigating to see whom we should talk with at the mountain. There was a suggestion to remind the Tuckers of the showing of the movie “The Assassination of Jesse James” on May 25 as they wanted a western and specifically asked for this one. Ralph suggested we contact JELD-WEN, Lavalleys, IMERYS (Talc Mine) and Aubuchon for fundraising and or sponsorships.
- Other Items – Nothing for discussion.
- Adjournment – Ralph made a motion to adjourn at 11:01. David seconded the motion. All approved.
Respectively Submitted by
George O. Thomson
Secretary
FOLA – Annual Meeting Minutes
Conference Room – Ludlow Town Hall
January 29, 2019
Present: Ralph Pace, Chairman, David Almond, Marty Nitka, George Thomson, Janet Pace, Harry Welch, Paula Ferro, Scott Stearns
Absent: Don Richardson, Jim Alic, Kevin Kuntz, Rachael Liff,
Public: Frank Heald
The drawing for the winner of the Movie Raffle will take place later as the tickets were not brought to the meeting.
Chairman Ralph Pace opened the meeting at 10:01.
1. Nominating Committee Report – Ralph entertained a motion for Chairman for 2019. A motion was made by Paula for Scott to be Chairman. The motion was seconded by Marty. After some discussion of Scott also continuing as the Program Chairman, the motion was passed unanimously.
A motion was made by Scott for Jim Alec to continue as the Vice Chairman; for David Almond to continue as the Treasurer, for George Thomson as Secretary. The motion was seconded by Ralph and passed unanimously. Following the election of officers, Ralph turned the meeting over to Scott.
2. Vote on Board Membership and Officers 2019 – Ralph indicated that there were no new board members but next year some directors will need to be reelected.
3. Summary of Prior Year – Programs, Movies, and Other Activities
Written documents were provided to the board members. We reviewed the list of movies and activities offered by FOLA. There was a declining attendance rate. It was felt that this might be due to the larger variety of things on TV including Netflix and similar type TV programming.
Scott suggested just having activities in the building helps foster further attendance at FOLA events.
The most recent Documentary on China had 40+ attendees. We might possibly want to take this into consideration in future planning. It was also suggested that attendance is related to the season. The biggest event all year was Enerjazz. Paula asked about the possibility of steaming concerts. There was some discussion about further considering this but we would have to look at the associated fees, which can be rather large.
4. Financial Reports –
a) 2018 Income and Expenses – David explained the financial reports that were presented in a packet to the board. For the Financial Statement for the year ending on December 31, 2018, expenditures included some things that were for 2019. David explained that the scholarship is already paid; the fees for the DVDs were already paid, and money was already spent for the Blue Ray project. He indicated that altogether $1,900 of the expenditures relate to 2019 but were paid in 2018.
David also presented a Cash Basis Financial Statement January 1, 2019 – January 28, 2019. Revenues are recorded when deposited. There was some minor activity during this period. We had $316 in revenue and expenditures of $274. He bought some forever stamps prior to the price increase. .
b) 2019 Equipment Upgrades and Approvals – There are equipment upgrades proposed for 2019 (see notes in the packet). Ralph provided a detailed explanation including pictures of the items, a description, the purpose and the cost of each item.
The total cost for these things was $2,872. The cost of all these proposals is included in the proposed budget, which was subsequently discussed.
Ralph indicated that the revenue from the town is now in appropriations in the town budget.
Via email, Jim A suggested we hold
The last item on expenditures is for water. In the past water for movie night was secured by individual donations. In the future this should be in the budget. We need about 24 cases for the season and have budgeted for this.
Harry made a motion to approve the proposed budget as presented for 2019, which includes the equipment upgrades. Marty seconded the motion. There was no further discussion and the motion was passed unanimously.
Ralph shared we will need someone to manage the website. For this next year, however, he will continue to maintain the website. He will need input for everything. i.e. press releases should be available a month in advance. He suggested next year we might want to change the provider for which we will need do some planning. The general hosting cost for the year is $400. These fees will probably go up in the future. We actually have two websites – one is for desktops and the second is for cell phones. He thinks Word Press would be a good option for us. We need to consider security on the site because we use PayPal. We will need to transition the PayPal account to Scott as well as currently Ralph is the contact.
Ralph also suggested we consider getting a business credit card for the organization. There are many things that he paid for in the past and then was reimbursed for. Having a credit card would be easier and more transparent.
5. Report on Fund Raising – Ralph reviewed the 3 page Summary of 2018 Fund Raising that was included in the packet provided to the board. . … See packet….
Last year we sent our 2,000+ cold requests with approximately 98 responses.
Ralph recommends we no longer include Cavendish and Mt Holly in the mass mailings but do strategic target mailings in those towns. He indicated that there was an increase in mailings in Ludlow to include some condominiums. He recommends we keep the Ludlow mailing the same. An important aspect of this is the FOLA data file. He said there is an initial mailing to people who had contributed in the past. We have used Quick Print for mass mailing, which costs about $.16 per mailing. They do everything. For businesses we do first class mail. Some money comes to us through PayPal for which there is a small fixed charge of about 2.5%
Ralph asked about creating a 2019 Fund Raising Committee that he felt was a good idea. In past Ralph did the greater majority of this work himself although David sends out the thank you letters promptly. Someone will need to maintain the data file that Ralph will distribute.
6. Report of 2019 Program Plans – The Operator Calendar was distributed for all of the activities for the year. There are still some events that need operators. Streaming and silent movies is more complicated and requires more people to manage. People can sign up to help with those through Scott. Ralph suggested we should renew the Broadway HD and streaming which costs $99 before the Mar. 16 streaming of Billy Elliot Live. There was some discussion over this and it was felt that it is quite costly and we would have to subsidize the cost, as our take at the door certainly would not cover the high costs. The question was asked if we should we use a streaming service. Any streaming license will certainly increase our cost. FOLA does need to investigate licensing for streaming specific events which will be complicated and expensive.
Marty volunteered to be the point person for the steel drum program Calipso Connections scheduled for Feb 16.
David and Beth are usually the greeters. They could use some help with this and substitutes.
We still need someone to organize the Christmas show. Interested persons can talk with Scott.
There was some discussion about adding other things to the events calendar. Scott asked about another jazz group that has contacted him. It was felt that at the moment one jazz performance was enough. Lisa Marks talking about some other things. She would like to do some other theater work/activities with kid sin the schools possibly in the spring.
Whatever we do, we need to make sure we coordinate everything with Pam in the Town Office, as there is paperwork to fill out.
7. Other business –
a) FOLA Policy Compliance There is a couple of by laws changes that we should consider. Information on this will be sent out through email.
b) Streaming License – See notes above,
c) Fundraising objectives – Ralph said when preparing a fundraising letter some objective should be indentified in the letter. We want to have a goal/purpose for the fundraising clearly articulated.
d) Audio –Light Console Revision – The light board will be moved to a new table and there will be an overall upgrade to the space. The plans for next year include having a lighting person come in and go over all of our lights to determine their life span and to do some training on the light console.
e) FOLA Town Projects – Jim had asked about a bathroom backstage. Ralph indicated there was previously some discussion with Frank about this. Presently there are no pipes upstairs and Frank was concerned about potential for a break and some water damage. Ralph contacted Wright Construction at Scott Murphy’s request to discuss options. They have walked through the area twice. They concluded we could do an ADA bathroom. Ralph mentioned that it would need soundproofing. Nothing has been decided. There is some interest on behalf of the town so this could potentially be a joint project with FOLA.
There was some discussion on egress from the balcony as there is only one way to get to and from the balcony at the present time.
Ralph mentioned at some point there is some painting that should be completed.
George moved we remove Ralph as signator and add Scott to all documents that might require the signature of the chair. The motion was seconded by Marty. All approved.
There was some discussion on the proposed letter to go out for Producer Level Sponsorship. Ralph will do the posters for the Peter Sellers series but will have to wait until we know the sponsors. We may need individual posters for each of the three Sellers movies depending on the number of sponsors. Scott will do posters after that. There are about 117 businesses in the town. We can get chamber mailing list and then cull down the list to the ones we want to use. The Chamber will provide labels once a year so we want to take advantage of that for the annual fundraising letter.
Marty made a motion to approve the Producer Level Sponsorship letter. Paula seconded the motion. It was approved unanimously. .
Ralph indicated we need to get a new address. It was decided to keep the address for the present time but we will need to come up with a plan at another time. We should have a PO box AND a physical address for deliveries.
Frank expressed his personal congratulations to FOLA for the fantastic job the accomplished under the leadership of Ralph in renovating the auditorium. He further congratulated the organization for providing such a diversity of wonderful events. He is so impressed with all that FOLA has done since its inception and expressed his deep appreciation.
Ralph made a motion to adjourn the meeting at 11:35. There was a second by Harry. It was so moved.
Respectively submitted,
George O. Thomson
Secretary
Addendum to the Annual Meeting Minutes of January 29, 2019
Via electronic means on 2/4/19:
I, George O. Thomson make a motion for FOLA to obtain a credit card with a cap of $1,000 through Peoples Bank with Chairman Scott Stearns as the signer. David Almond seconded the motion. The motion was passed with a majority of votes from the Board.
I, Scott Stearns move we authorize George O. Thomson, Secretary of FOLA, to sign any necessary paperwork required by the bank to add signers to the checking account and to secure a credit card. David Almond seconded the motion. The motion was passed with a majority of votes from the Board.
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, September 18, 2018 at Town Hall
Minutes by Martin Nitka:
Meeting called to order by Ralph at 10:00 a.m. in the Ludlow Town Hall. Present were Ralph Pace, Jim Alic, Sandra Russo, Scott Stearns, Dave Almond, Kevin Kuntz.
An agenda, financial report and a proposal for movies to be shown had been e-mailed to all directors.
Dave reported that FOLA had spent $603.05 more than we had taken in for the period from 1/1/18 to 9/17/18.
Scott reported that his movie proposal would require a budget of $2,319 as outlined in his proposal which included two rack cards, one for the basic events and one for the movie series (Peter Sellers movies), each at a cost of $200.00.
There was discussion as to whether we should have a separate rack card for the movie series and it was decided that a poster for the move series would be preferable. This would save $200 but the ink cost for doing posters would be about $55. The alternative budget of $2,119 with the addition of $55 for ink was approved.
Additionally Scott’s proposal for movies was adopted except for some date changes which Scott would make.
There was also discussion of hosting a pot luck dinner with Rick Winston from the Vt. Humanities Council but no action was taken pending discussion with town manager about having food at the auditorium.
Ralph indicated he would explore possibilities for events with the Weston theater folks.
Minutes by David Almond
3. Fund Raising:
- Purpose – to act as a safety net to help sustain our regular programming and to allow FOLA to continue to make substantial improvements in FOLA capabilities, such as the recently completed dressing room and new audio installations
- b. and c. – we will fund raise from individuals in mid-October and from businesses in early November. We will ask the printer whether there is an easy way to separate those individuals and businesses that have previously supported FOLA so that we can include hand written appeals on those letters. Ralph has lists of past contributors.
d. We have the Ludlow and Cavendish grand lists but still need to get the grand list for Mt Holly (Don Richardson).
e. Available directors to author any hand written appeals.
4. Remainder of 2018 Events – Of the seven remaining events, the only one that needs more attention is the Christmas event. Scott and Sandra, together with local school officials, have substantially planned that event and primarily just need to follow through on those plans.
5. Annual Meeting:
a. Date – Tuesday, January 29, 2019 at 10 AM in Ludlow town Hall.
b. and c. -Nominations and by-law changes – Sandra Russo will be the only member of the FOLA Nominating Committee. Directors and members present at the meeting will be able to vote. An agenda item for the meeting will be to determine whether the by-laws will be amended to also allow members to vote by email. Nominations are expected to include: Co-chairs, Ralph and Scott; Vice Chair, Jim; Treasurer, David, Secretary, Marty; Movie and Program Director, Scott; Nominating Committee, Sandra. The intent is to allow Ralph to reduce his responsibilities in 2020 to that of a non-officer director. Sandra will produce some news releases aimed at attracting new directors to FOLA and advertising the annual meeting. Jim will have further discussions with Graham about becoming a director specializing in attracting musical programs to FOLA. Another potential director is Matt S.
6. New Equipment – Microphones are to be acquired for approximately $800. Remaining equipment needs to be determined. Need to inform Ludlow officials of any purchases that might need to be funded by the town.
7. 2018 Operators – With the reduced number of events in 2019, Scott volunteered to do all equipment operation, to include updating of FOLA’s laptop as needed.
8. Other Business – None
9 Adjournment – 11:30 am by affirmative vote of all directors present.
The meeting adjourned at 11:33 am.
Respectfully submitted,
Martin Nitka and David Almond
Martin Nitka, Secretary & David Almond, Acting Secretary
Minutes of FOLA Meeting, July 31, 2018 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Don Richardson, Kevin Kuntz, David Almond, Sandra Russo, and Ralph Pace.
David presented the fiscal status of FOLA as of July 31, 2018. We had a cash balance of $4,474.41. We anticipated receiving an additional $2,000 in August from the town for funds approved at the March town meeting. We had a commitment of $800 for the Sept 15 band concert.
Ralph reviewed the license status for movies. He said several correspondences had been received from MPLC urging us to renew the cancelled license. Letters/emails by Messrs. Almond and Alic to MPLC indicated we had resolved the matter and requested that MPLC cease contacting us.
A brief review of the movie calendar for 2019 followed. It was noted that the movie committee would meet the following week to select movies and streaming for the coming year. It was also decided that one of the streamings would be of “Billy Elliot Live” which we failed to stream this year due to a laptop audio port problem.
The upcoming events for the remainder of the year were reviewed. The status of the new music teacher at the schools was a matter that Sandra indicated would be addressed in preparing for the annual Christmas program. It was agreed that FOLA would perform the email broad casting for a BRAM and Booknook event planned for Sept. 11. Don also requested input on how FOLA could assist Fletcher Farm. It was suggested that they consider an art display in the auditorium.
Ralph reviewed the laptop audio problem and its resolution, the painting of the stage and removal of the piano harp by Wright Construction as a pro bono effort, Weston’s use of the auditorium to rehearse ‘Fun Home’, and the future use of a New York stage architect to see if a single stage set was feasible, probably in January, 2019.
The purpose and organization of fund raising in the fall was briefly discussed. Sandra and Ralph would prepare a more detailed outline of its purpose, population, and management for future consideration by the board.
The possible long term goals to improve the auditorium were briefly discussed. It was the consensus of the meeting that auditorium air conditioning and a restroom were too expensive to consider.
The meeting adjourned at 11:47 am.
Respectfully submitted,
Ralph Pace
Ralph Pace, Acting Secretary
Minutes of FOLA Meeting, May 14, 2018 at Town Hall
The meeting was held on May 14, 2018 at 9:30 a.m. An Agenda had been e-mailed to all directors.
Directors in attendance Ralph Pace, Scott Stearns, Sandra Russo, David Almond, Don Richardson, Kevin Kunz, Jim Alic and Martin Nitka.
Agenda Item 1 Financial Status
Dave Almond had prepared a financial report which had been e-mailed to the directors. The corporation has cash on hand, as of May 3, in the amount of $7,103.35 and expects to receive another $2,000.00 in the summer as voted by the Town of Ludlow. It has near-term commitments of about $6,800.00 for audio system upgrades, scholarship grant, and the cost of a musical group in the fall.
Agenda Item 2 Movie Licensing
FOLA had been operating pursuant to an arrangement with MPLC. It had been our understanding that this covered FOLA for licensing arrangements to show the movies. That has not been the case. It appears that the rights to show most movies are held by either Criterion or Swank; and the cost to run these movies is substantially higher. To run the movies that we have schooled for 2018 the cost would be $2,830. This does not include the cost of live-streaming of Broadway shows, which would cost $100-200 per year, unlimited as to number of shows.
Kevin Kunz made a motion, seconded by Don Richardson, to deal with Swank for our movies. Motion passed.
There was also some discussion about having local businesses underwrite specific moves, as an additional fund raiser. Dave Almond, Don Richardson and Jim Alic agreed to work on this. Scott Stearns and Ralph Pace agreed to look into on-line promotion of our programs.
No formal action taken.
Agenda Item 3-Movie Operators. The schedule of movies with designated operators was tweaked. See attachment.
Agenda Item 4-Upcoming Events. It was the consensus of the board that no plans for a candidates’ forum be worked on until after the outlook for primary contest was clearer.
Agenda Item 5-Audio Upgrade Status. Ralph reported that the audio upgrade should be completed next week.
Agenda Item 6-Fund Raising. Discussion was held about raising the cost of corporate sponsorship from $100 to $200. No action taken.
Agenda Item 7-FOLA Name. The Selectmen had voted to name the auditorium “The Frank Heald Auditorium” and there was discussion as to whether we should change the name of our corporation from “Friends of Ludlow Auditorium” (FOLA) to reflect this change. The consensus was that we should remain as is.
Other Business: No other business.
Meeting adjourned at 10:30
____________________________
Martin Nitka, Secretary
Minutes of FOLA Meeting, February 28, 2018 at Town Hall
The meeting had been scheduled for 2/28/18 at 10:00 a.m.to dedicate the new dressing room. There was also an Agenda that had been e-mailed to all directors.
Directors in attendance Ralph Pace, Sandra Russo, Harry Welch, Martin Nitka. Jim Alic joined us later.
There was a ceremonial ribbon cutting attended by Marji Graf of the Chamber. Photos were taken.
The Directors re-convened in the downstairs conference room.
Agenda Item 1 Equipment Training.
Light Console. Only Ralph and Scott know how to run the lighting console. More operators needed. Training will be scheduled, at cost of $350.00, for other people.
Audio Board; Blue Ray. No problems-we have enough people to run this.
Streaming: We need periodic lap top updates.
Schedule: Due to use of Town Hall training will be scheduled sometime in late April/early May.
Grant Request: Okemo Challenge grant in its last year. Ralph will file a request for $950 to cover costs of above. This will cover training, interior headset, Blue Ray player.
Agenda Item 2 Fund Raising
It was decided that Ralph would re-circulate a list of possible projects to the directors and ask them to add to the list, if they wish, and to be prepared to prioritize the items on the list. We will then have an idea of what we want to accomplish and the costs involved. Appropriate fund-raising plans can then be made.
Harry Welch and Jim Alic both confirmed that, rather than lending $1,000 each to Fola, as they had previously offered, they are donating these sums as an outright contribution.
Agenda Item 3-Star Wars Movie Selection. We will proceed with showing of Last Jedi on July 7.
Agenda Item 4-Financial Status. Ralph reported that we had $5,800 “spendable” funds.
Other Business: Jim said he would follow up with the Museum on the status of the scholarship.
Meeting adjourned at 11:00
Respectfully submitted,
Martin Nitka, Secretary
Minutes of FOLA Meeting, January 22, 2018 at Town Hall
The annual meeting was called to order by Jim Alic at 10:24 am. Present were David Almond, Don Richardson, Marty Nitka, Scott Stearns, Sandra Russo, Jim Alic, and Harry Welch.
The board reviewed the 2017 season. The Martian and Spectre two lowest turnout films sponsored by FOLA. May need to re-evaulate thrillers. Les Miserables was lowest turnout for a streaming event (but there was no parking available around the town hall). Discussed moving to 7.30pm start time to attract more out of towners. Don suggested we send info to the Mt Holly Flash (more immediate than the Chit Chat). David suggested a survey to figure things out. Action Item – Don will talk with Bruce about leveraging the Okemo website to get the word out about movie/streaming events.
David reviewed the 2017 financials. Revenue up. Continue to get town meeting article funding from the town of Ludlow. Christmas show has been down the last two years in terms of donations.
David walked through the 2018 proposed budget. Website bill is high as they had been sending bills for the last 4 years to a non-existent email address. Action Item – Scott to confirm with Rick Winston for cost of April talk. Don suggested we ask the town of Mt Holly for a grant. This would need to be for 2019. Group thought it was worth asking. We bought a new light board for $100 instead of getting a loaner. Edit to the budget as proposed – reduced the cost of Equipment by $1500 as the money needed for lightboard failure work is covered in another line item Budget approved with changes. Marty would like more consistent labeling of incomes and expenses so that it is easier to compare year to year. Jim made a note that Glen Brown will probably not be up to Ludlow over the summer.
Fundraising Report – General consensus is that we do it again in 2018. Jim said we will have a meeting in the summer to discuss mailing lists and prune mailing lists for fall fundraising effort.
Audio Upgrade – Schedule not know to members at the meeting. Action Items – Jim to follow up with Paul Terrasi on schedule. Town has given permission to mount the speakers and the speaker wall mounts have arrived. Motion for audio upgrade approved (just to be sure).
Nominating Committee Update – Kevin Kuntz is the only member of the committee. Janet is stepping down as secretary. Bruce Farr has resigned from the FOLA board. Marty volunteered to be secretary. Action Item – Jim will talk with Graham Parker about joining the board and being the program director for the Folk & Blues festival. Updated slate of candidates was approved. Given changes we need more board members. Discussed getting somebody from Weston involved. Action Item – Sandra to see if we can get a good candidate from Weston. Action Item – Jim and Marty to review the by-laws about needing to be a member of FOLA and not just a board member.
Training – Training will resume when Ralph is healthy.
Miscellaneous – Need to purchase lock box for keys. No volunteer for this at the moment. Action Item – Jim to talk with Frank Heald about getting piano harp removed. Action Item – Jim/Don to organize removal of left over building materials from the dressing room remodel.
The meeting adjourned at 11.31 pm.
Respectfully submitted,
Scott Stearns
Scott Stearns, Acting Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, October 6, 2017 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Marty Nitka, Mary Jane O’Hara, Don Richardson, Jim Alic, Harry Welch, Scott Stearns, Sandra Russo, Bruce Farr, Ralph Pace and Janet Pace.
The meeting opened with the introduction and approval by the board of Sandra Russo as a new member of the board.
David presented the status of the financial condition of FOLA indicating a cash balance of $6,503.14 as of September 29. Ralph discussed the status of the fund raising noting that we had a net gain of over $1325. He also indicated that, due to his error, a portion of the mailings to out-of-state solicitations were misnamed. He added that additional mailing to individuals and businesses would take place in October.
Jim updated the board regarding the status of the dressing room project. It was agreed that the audio proposal submitted by Boston Soundworks would be approved following consultations with Gary Peck of NA Theatrix. The board agreed to delay ordering a blu-ray upgrade until the financial impact of the audio upgrade was known. The other portions of the planned capital purchases were likewise delayed.
It was decided that FOLA would not enact a capital spending cap requiring multiple bidders at this time but would examine each proposed capital project individually regarding bidders.
Scott presented the movie committees list of movies, streamed events, and proposed lectures. The board discussed the list and agreed to the basic schedule proposed subject to other events not included in the list. The board agreed that the movie and streaming events should also be added to a new rack card of FOLA’s 2018 activities.
Scott discussed preparations under way for the annual Community Christmas Celebration.
Mary Jane suggested that she had found statutory evidence that allowed non-profits to place sandwich boards on public property. She indicated she would forward this information to the chair.
The board set January 22, 2018 at 10:30 am as the date of the annual meeting.
Ralph noted that the Articles of Incorporation limited the number of board members to the range of five to nine. Marty agreed to examine the Articles and prepare a revision to increase the number of board members.
The meeting adjourned at 11:49 am.
Respectfully submitted,
Janet Pace
Janet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, August 7, 2017 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Marty Nitka, Mary Jane O’Hara, Don Richardson (via phone), Jim Alic, Kevin Kuntz, Harry Welch, Scott Stearns, Ralph Pace and Janet Pace.
David updated the board on the financial status of FOLA.
Ralph reviewed the status of fund raising. He indicated that 1450 property owners, primarily in the Vermont area, would be contacted as well as approximately 120 area businesses in separate mailings. QuickPrint of Rutland had quoted a price of $847 for the individual property owner mailing; Ralph estimated that the business mailing would be less than $200. David suggested that both letters should include a statement that FOLA was an all-volunteer group.
Jim discussed the status of the dressing room renovation. Materials for the construction were to be delivered that afternoon.
The board reviewed the remaining events for 2017. It was agreed that the Christmas program as well as future streaming events will be consolidated within the function of the movie committee. Scott noted that he would call a movie committee meeting in early September. Ralph indicated that he was in discussion with Piper Goodeve of the Weston Playhouse regarding a possible musical event but that nothing definite was determined.
The board considered scheduled and possible programs for 2018. At Jim’s suggestion, the movie committee would be asked to look into programs provided by Vermont Humanities that might be suitable for the Ludlow area. Ralph indicated that the Castleton jazz band had confirmed a September 15 date for three hours of music and dancing. Bruce Farr will be asked to see if there will be a Black River Folk & Blues Fest next year.
Don asked if additional square dancing programs could also be planned for 2018. The board agreed that they could.
The meeting adjourned at 11:33 am.
Respectfully submitted,
Janet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, June 12, 2017 at Town Hall
The meeting was called to order by Jim Alic at 10:31 am. Present were David Almond, Marty Nitka, Mary Jane O’Hara, Don Richardson, Jim Alic. Kevin Kuntz, Harry Welch, Scott Stearns, and Janet Pace.
David updated the board on the financial status of FOLA. As of June 9, FOLA had a bank balance of $4,436.77. He noted that a $1,500 town meeting contribution was due during the summer. David also indicated that FOLA had a 2018 commitment to a Castleton University Jazz Dance Band for $800.
Jim Alic discussed the streaming problem FOLA had with its laptop. He said that Matt Sydorovich, a local PC guru, had been employed to analyze the problem and had correct some laptop settings and instructed us how to avoid the “visible buffering” problem. He added that Matt had suggested using the Roku system approach for streaming. There are some questions as to whether Roku can support quality audio.
The dressing room budget for $1,789 was discussed by the board. It was decided that the single dressing room (the one on the left-hand side of the two old dressing rooms) would be the only one constructed this year. Jim noted that discussions with Frank Heald and Lisa Marks, LES teacher responsible for current student productions, indicated that LES would place all its props and other gear that it wanted save on the main stage. FOLA would then be free to discard the remainder of equipment. A motion was made to approve the budget at a $2,500 cap to cover any unexpected problems during the renovation. The motion was passed unanimously. It was also noted that Ken Cook, the electrician, needed to be contacted to get his needs defined before any construction work was started.
The question was raised as to whether there would be a Black River Folk & Blues Fest this year. Jim said he would discuss the matter with Bruce. (Subsequent contact with Bruce confirmed no Fest this year.)
In other operations matters, Don indicated he was interested in being trained in the use of the audio-visual equipment used by FOLA. Jim noted that operating manuals for the equipment had been sent to all board members.
Jim also advised the board that FOLA had agreed to co-sponsor a double feature movie with the Village merchants on Friday, June 30. Scott had agreed to show the two films, “Back to the Future” and “Jailhouse Rock”. The proceeds from the gate would go to the Merchants’ association.
Don said that a square dance was set for June 24. It was noted that this date was in conflict with the planned streaming of “Kiss Me Kate”. He also noted that any future square dance event would not be associated with the Rutland club. Currently, June 17 and July 22 have been set for square dancing in the auditorium, pending confirmation from Don.
The board discussed fund raising for 2017. It was agreed that the objectives of the fund raising would be to cover costs associated with the dressing room project, enhanced professional blu-ray device, and integration of all audio speakers into a single system. The scope of the appeal would be Ludlow area businesses and Ludlow area residents.
Jim announced two possible new events. On a date to be determined FOLA may cosponsor a speech by New York Times Paris Bureau Chief, Alyssa Rubin along with Spring Lake Ranch. He noted that Black River Good Neighbors had asked if FOLA would join it in sponsoring a sing along program of “The Sound of Music” during President’s Week in 2018.
The board decided that the movie schedule for 2018 will be proposed in September. Scott has agreed to chair this committee.
The board agreed to renew its membership in Black River Academy Museum.
The meeting adjourned at 11:15 am.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
March 6 2017 Friends of Ludlow Auditorium
Minutes of FOLA Meeting, March 6, 2017 at Town Hall
The meeting was called to order by Ralph Pace at 10:32 am. Present were David Almond, Janet Pace, Bruce Farr, Mary Jane O’Hara, Marty Nitka, Jim Alic, and Ralph Pace.
David reviewed the financial status of FOLA. He noted that we had a cash balance of $4,869.82 at the end of February. He also indicated that he had reported the detailed expenditures of our streaming project to the Ludlow Rotary. The Rotary Club had given FOLA a $2,000 grant; since our total cost for the project was $1,046.34 in excess of the grant amount, FOLA had satisfied Rotary’s reporting requirements.
Ralph reviewed the current year activities to date, concentrating on the Marissa McGown concert that raised $777 in donations; the net gain for FOLA was $277. He also indicated that the first streaming program, the musical “Gypsy”, brought in enough donations to more than cover our year’s subscription to BroadwayHD.com.
David reviewed the status of the proposed FOLA scholarship award in memory of Anita Alic. He noted that doing the award through the Ludlow Rotary Club would be difficult since all extant Rotary scholarships are named after Rotarians. David noted he had been in discussion with the Black River Academy Museum (BRAM) about that organization making the award which would be funded by FOLA. Following a lengthy discussion, a motion my Marty was passed that would authorize David to negotiate the scholarship, to be called the ‘Anita Alic Memorial Scholarship for the Performing Arts’, with BRAM. The scholarship would be in the starting amount of $1,000 to a student residing in Plymouth, Ludlow, Mt Holly, and Cavendish who had demonstrated an active interest in some aspect of the performing arts. Candidate evaluation for this award would be done by BRAM. Annual funding for the award would be done by FOLA with the understanding that the actual award would be dependent on FOLA’s ability to generate the award amount without severely damaging its normal programs and activities related to the auditorium. The motion was unanimously passed.
Ralph raised the question of purchasing a digital keyboard to support musical functions in the auditorium. After a brief discussion, it was decided to table the project.
The board discussed the need to prepare a useful dressing room area back stage. It was agreed that we should review this need. Our next meeting will begin with a tour of the back stage to evaluate the dressing room need as well as the removal of old props and a piano that did not work.
Ralph explained to the board that he had prepared a document describing the auditorium and its uses which he had forwarded to Frank Heald, town manager, for use by all parties using the auditorium (draft document attached). He also distributed the “wish list” of FOLA potential activities which he asked all board members to use to rate their priorities for each item.
Ralph closed the meeting by asking board members to become more involved in the actual operation of equipment and their uses during our programs.
The meeting adjourned at 11.33 pm.
Respectfully submitted,
Janet Pace, Secretary
January 10, 2017
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, January 10, 2017 at Town Hall
The annual meeting was called to order by Ralph Pace at 10:24 am. Present were David Almond, Janet Pace, Don Richardson (via phone), Bruce Farr, Mary Jane O’Hara, Kevin Kuntz, Jim Alic, and Ralph Pace.
The board reviewed the 2016 season.
David reviewed the 2016 financials. The board approved his report.
The budget for 2017 was discussed and approved.
Ralph reviewed the fund raising effort in the latter portion of 2016. He presented a report outlining where the donations came from. The fund raising raised just over $2,700 with a net of just over $2,500 after expenses. The grant from the Rotary District and the Ludlow Rotary Club of $2,000 brought total net fund raising to slightly over $4,500.
The expenses for the implementation of streaming were discussed and approved. The board also approved inclusion of an additional estimated $475 for new bulbs for the projector as part of the streaming expenditures. The only remaining item to be purchased for streaming is the covers of devices associated with streaming and the projector; this was estimated at $160.
Plans for the 2017 season were discussed. The program as outlined was approved. Bruce suggested that the board consider a possible new show if he can arrange to get a band. The approved this action. Don, via phone, asked for several dates when square dancing could take place. The board selected May 20, July 15, and September 16. [Due to a subsequent change in the date for the “Hit Parade of 1927” with the Ludlow Rotary Club, the May 20 date for square dancing was eliminated.] Ralph mentioned that he was in negotiations with Weston for a cabaret.
Kevin presented the nominating committee report which was approved by the board. All directors were elected to another term of office. Officers elected for 2017 were Ralph Pace, Chairman, Jim Alic, Vice Chairman, David Almond, Treasurer, Janet Pace, Secretary, and Bruce Farr, Program Director.
Ralph announced that Tesha Buss had resigned as a Director. Jim Alic suggested contacting Scott Stearns as a replacement.
The board passed a motion that requires all Directors and Officers of FOLA to be members. A second motion by Kevin was passed that indicated that if a director of officer of FOLA missed three consecutive meeting, that director or officer would be subject to removal if so voted by the board.
David indicated that all directors and officers had complied with FOLA policies in 2016
Fund raising objectives, based on FOLA’s previous wish list, will be discussed at the next meeting.
Bruce suggested that FOLA consider having a fund raising dinner during the year. Bruce agreed to investigate this and report back to the board at its next meeting.
The meeting adjourned at 11.31 pm.
Respectfully submitted,
Janet Pace, SecretaryOctober 3, 2016
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, October 3, 2016 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Marty Nitka, Mary Jane O’Hara, Bruce Farr, Jim Alic, Kevin Kuntz, and Ralph Pace.
David updated the board on ticket sales revenue to-date for the Oct. 8 Black River Folk & Blues Fest. With known ticket sales, about $1200 has been raised to-date. This figure includes about 25 tickets for Black River and Woodstock High School student use purchased by various sponsors.
Bruce reviewed the status of preparations for the Oct. 8, thanking all the board members for their help in selling tickets and advertising the event. It was agreed that FOLA board members would arrive at the auditorium at 6 PM on Oct. 8 to assist in final preparations for the concert.
The movie schedule was discussed by Jim to deal with “blackout” dates due to the town’s preparations for town and village meetings. It was decided that the following changes would be made to the 2017 schedule:
March 11 – “Brooklyn”
April 1 – “Sunset Boulevard”
April 8 – “On the Waterfront”
April 15 – “The Killing”
June 17 – “Cats” streaming[After the meeting, Pam in the Town Manager’s Office agreed to the April 1 date so long as FOLA thoroughly cleaned the auditorium following the movie. The following Monday will the Ludlow Elementary School Board’s annual meeting.]
The board next considered fund raising. It was agreed that fund raising would be addressed to area businesses, addresses obtained through the Chamber. The focus of the fund raising would be streaming and access to various programs via satellite streaming (e.g., Metropolitan Opera, rock concerts, sports events). The board agreed that initial letters would be sent to area businesses at the end of October with follow-up letters in mid-December.
The next meeting, the annual meeting, was set for Tuesday, January 10 at 10:30 am. Kevin agreed to send out nomination emails to the board. It was also agreed that the question of FOLA membership for all board members and officers would be discussed at the annual meeting.
The meeting adjourned at 11:31 am.
Respectfully submitted,
Janet Pace, SecretarySeptember 12, 2016
Minutes of FOLA Meeting, September 12, 2016 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Marty Nitka, Don Richardson, Bruce Farr, Janet Pace. Kevin Kuntz, and Ralph Pace.
David presented the financial update which showed a balance of $2,481.61. He noted that we had received the $1,500 approved by the March 2016 Town Meeting.
Bruce discussed the status of the BR Folk & Blues Fest. He indicated that Abe Leber had been asked to prepare posters for the event and that preliminary news releases had been prepared for local papers and the web site. Ralph said he would print the posters and start the on-line sale of tickets as well as distributed tickets to Peoples United Bank, the Book Nook, and the Cheese and Wine Depot for local sales. Bruce requested that a follow-up meeting for the BRF&BF be scheduled for Monday, Oct 3 at 10:30 am to complete preparations for the Oct 8 event.
The board reviewed a draft 2017 program schedule and agreed to it, excepting for the March movie series, awaiting Jim Alic’s movie committee’s proposal which would be considered at the Oct. 3 meeting. It was also agreed to have rack cards of the finalized schedule for 2017 printed.
The board discussed streaming, noting that the town had proposed to get a new wifi line from TDS. There was discussion about the wisdom of using TDS. Ralph agreed to have further discussions with the town on this matter and report back to the technical committee on the results. It was agreed that FOLA would purchase a Core i7 laptop to facilitate streaming.
In a discussion of fund raising for 2016, Ralph indicated that he had secured grand lists for Cavendish and Mt Holly. The Board decided that the fund raising drive for 2016 should be limited to Ludlow area businesses.
In reviewing remaining events for 2016, it was decided that Kevin would moderate the Oct 20 candidates’ forum for Windsor County Senate and RW-2 House seats. Marty agreed to act as timer.
A brief discussion of 2017 events followed. It was suggested that FOLA investigate possible lectures of local interest by the Vermont Humanities Group. Ralph said that a possible musical revue, in the format of a radio program was being considered, possibly in conjunction with the Ludlow Rotary Club.
Don gave a presentation of lawn signs used for his square dancing organization as a possible source of advertising for FOLA events. It was agreed that FOLA would create some sample signs to be forwarded to Don for pricing.
The next meeting was set for Monday, October 3 at 10:30 am. to deal with the BR Folk & Blues Fest, fund-raising and 2017 program finalization.
The meeting adjourned at 11:44 am.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, August 1, 2016 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Marty Nitka, Don Richardson, Bruce Farr, Mary Jane O;Hara, Jim Alic, and Ralph Pace.
David presented the financial update which showed a balance of $608.21. He noted that we had requested the $1,500 approved by the March 2016 Town Meeting but are still awaiting that amount.
A lengthy discussion ensued regarding the needs and procedures for annual fund raising. It was agreed that the primary objective of fund-raising would be to support the needs to implement in-coming streaming. Ralph said he had been in contact with Comcast concerning the installation costs and process of a hard-wired internet connection in the balcony to support streaming. He also indicated that he had spoken with North America Theatrix of CT, the company that helped us acquire the Panasonic projector and electronic screen, about the hardware and software needs to support streaming.
It was agreed that fund-raising efforts this year will consist of email solicitations of FOLA’s usual email list, letters to area businesses, and targeted mailings in the fall. A special meeting will be held on September 12 at 10:30 am in town hall to determine the targeted mailing solicitation
In was agreed that our streaming needs would only deal with incoming signals. Netflex and BroadwayHD were two of the sources of programming to be initially considered. Ralph said that BroadwayHD.com currently has Broadway musicals and plays available at less than $100 a year subscription.
The next major event sponsored by FOLA will be the BR Folk and Blues Fest on October 8. Bruce indicated he had secured three great bands for the event at a cost of about $2,500 including audio. He stressed the need for strong pr to enlist interest in the program that would include news releases, posters, email, and ticket availability. It was agreed that tickets for the event would be $20pp before the event and $25pp at the door.
The board agreed that we should try to have a gubernatorial debate on October 20. Failing the willingness of all candidates to participate in such a debate, FOLA should focus on a Windsor County Senate and local house candidates.
A good deal of time was spent discussing movies for 2017. It was agreed that FOLA should avoid R rated films unless that rating appeared to be basically inconsequential. The movie committee agreed to prepare a list of films that will be presented to the entire board at the special September 12 meeting. At Ralph’s request, it did agree to include the film “Long Day’s Journey Into Night” as the August regular movie; this will be done in conjunction with the Weston Playhouse that will present the play version as part of its 2017 schedule.
The board agreed that FOLA should prepare rack cards for the 2017 FOLA season once plans have been finalized.
In discussing 2017 programs, it was agreed that FOLA should seek a lecturer for one program, production of a radio-type program, tentatively called “The Hit Parade of 1934”, and seek the participation of the Ludlow Rotary Club, and continue negotiations with the Weston Playhouse to develop a cabaret-style program in the auditorium.
The next meeting was set for Monday, September 12 at 10:30 am. To deal with fund-raising and 2017 movie selection.
The meeting adjourned at 12:11 pm.
Respectfully submitted,
Janet Pace, Secretary
Minutes of FOLA Meeting, April 25, 2016 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Janet Pace, Marty Nitka, Don Richardson, Bruce Farr, Kevin Kuntz, Jim Alic, and Ralph Pace.
David presented the financial update following the payment for the audio upgrade and noted that we still have yet to receive the invoice for the electrical work involved in extending the house lighting control to the balcony. He led a discussion of the 2015-16 fund raising effort. It was noted by the members that the Ludlow and local business contributions represented a very sizeable proportion of the monies raised.
It was also noted that the obsolete equipment which was replaced by the new audio upgrade would be placed on e-Bay for sale. The town had indicated that any proceeds from such a sale would revert to FOLA.
Ralph led a discussion of the FOLA Follies, Comedy Tonight. He indicated that it was the best follies attendance with SRO and great performances. The use of the new headsets, plus the management of same by Paul Terrasi, greatly enhanced the show. The board agree that letters of thanks should be sent to Tesha and Kasia Karazim for their hard work in making the show possible.
During a review of upcoming events, Ralph indicated that FOLA would show a film made by an Emerson College student on May 18 that was taken in and around Ludlow. The movie selected for the silent movie was “Metropolis”. Jim suggested that we contact Glenn Brown to see if he was interested in playing the piano for a short film preceding the feature film.
Bruce said that he had contacted three bands for the October 8 Black River Folk & Blues Fest. He also said he would contact Abe Leben for posters. The board agreed that, as soon as the bands were set, we should begin publicizing the event.
In discussing the proposed October 20 candidate forum, Jim suggested that we also plan on conducting a forum prior to the Primary election. It was agreed that July 21 would be the date set for this forum.
Ralph said that plans for a cabaret-style event, featuring performers associated with the Weston Playhouse, was still up in the air, awaiting confirmation from Weston.
A “Wish List” of 21 suggested projects and upgrades was discussed as the basis for fund-raising in 2016. It was agreed that the purchase of a digital piano with synthesizer functionality and stage monitors for performers would be two major items purchased as a result of this fund-raising effort.
The board next discussed the 2016 fund-raising program. It was agreed that it would focus on expanding corporate membership as well as more Ludlow solicitations. Don asked if FOLA would expand its fund-raising efforts in Mt Holly. He volunteered to get grand list information from Mt Holly that could be used in the drive. Ralph volunteered to get information from Cavendish on its grand list.
Ralph stressed the need for board members to become familiar with the new audio system. Tentative dates for members to review the system were set for May 10 and 17 from 4-5:30 pm in the balcony. Ralph was to prepare written procedures for use of these systems.
Ralph indicated that Susan McNeely had resigned from the board and that Susan Haefner had expressed an interest in joining the board.
The question of ownership of the lighting equipment, originally purchased by the schools, was discussed. Ralph indicated he would review this matter with Frank Heald, town manager and Anne Gardner, BRHS teacher who presumably purchased the equipment.
The next meeting was set for Monday, September 12 at 10:30 am.
The meeting adjourned at 11:47 am.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
Minutes of FOLA Meeting, January 20, 2016 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Janet Pace, Marty Nitka, Mary Jane O’Hara, Kevin Kuntz, Jim Alic, and Ralph Pace.
David presented a financial review through the end of 2015. We had a balance in excess of $7,100, largely due to a successful fund raising effort. He also noted that the town budget, to be approved by the voters at Town Meeting in March, would contain an article for $1,500 for FOLA.
Ralph and David reviewed the fund raising for audio and electrical equipment that started in September 2015. As of the meeting’s date, FOLA had raised $4,940. Jim and Anita Alic had sent out a second business mailing in late December. Ralph reviewed the cost of the fund raising and it was the consensus of the board that the results were very positive for a “cold sell” effort.
It was agreed that fund raising should become an annual project to meet the growing needs of equipment and improvements in the auditorium and FOLA’s related programs. The board decided that a poster listing all the business contributors will be posted in the auditorium to recognize their donations.
Considerable time was devoted to the review of the proposed 2016 budget. After lengthy discussion, the revised budget was approved.
The board reviewed the scheduled activities for 2016. It approved holding four classes for area students on musical theater and underwriting up to four high-school level students as “interns” at the 2016 summer Theater Labs at the Weston Playhouse. Ralph noted that he was in the process of arranging a ‘quid pro quo’ show with Weston Playhouse theater performers in the auditorium on May 28. Currently, a three singer musical revue is being considered. The cost to FOLA would be $450 which would include a pianist.
Kevin presented the nominating committees report for officers for 2016. The report was accepted by the board. Officers for 2016 will be: Ralph Pace, Chair; Anita Alic, Vice Chairperson; David Almond, Treasurer; Bruce Farr, Program Director; and Janet Pace, Secretary. All board members will be up for reelection in 2017.
David reviewed policy compliance in 2015. When several members not voting, all other members indicated they were in compliance with FOLA’s policies.
It was agreed that FOLA would not undertake the creation of an endowment fund but would concentrate on raising funds as required to satisfy its goals.
Ralph raised the question of expanding the military honor rolls currently posted in the stairwell of town hall. It was agreed that Kevin would review such honor rolls existing in Veterans Memorial Park and report back to the board at the next meeting.
The drawing of the winning raffle ticket for FOLA’s 2015 movie collection followed. Fred Marin was the winner.
The meeting adjourned at 12.31 pm.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, November 9, 2015 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Don Richardson, Janet Pace, Mary Jane O’Hara, Kevin Kuntz, Jim Alic, Bruce Farr, and Ralph Pace.
David reviewed the financial status of FOLA indicating that there was a balance of in excess of $3,900. He noted that some of the expenses absorbed this year were for 2016 activities.
Ralph reviewed the fund-raising status. 2,400 mailings were sent to individual Ludlow property owners with an additional 116 to area businesses. To-date $2,570 has been received; of this total, $1,250 was from businesses while $1,320 was from property owners. The cost of the fund-raising was $1,596. The large mailing was sent out October 21, 2015. Jim Alic offered to send follow-up mailings to area businesses that have not yet responded to the business mailings.
A review of the project to be funded by the fund raising ensued. Ken Cook estimated the cost of running house lighting to the balcony and outlets in the stage at $1,000. The cost was running electrical outlets to the sides of the auditorium was deferred. The estimated cost for 7 new wireless headsets and related expansion of the audio box was $3,855. Grant requests for thios project have been submitted to Ben & Jerry, the Vermont Community Foundation, and the Windham Trust.
The board reviewed the forthcoming FOLA Follies rehearsal in November and the Christmas Celebration in December.
Following this, the board considered the proposed 2016 schedule. The movie schedule, previously approved, was augmented to determine if a brief lecturer from the Vermont Humanities could be arranged to open the March movie series of Hitchcock film. Jim agreed to look into this. The Follies was scheduled for February 27. Two proposed candidate forums was reduced to a single general election forum in October. Jane Hart will present a lecture on her book, “The Hidden Children”, in February. The annual Christmas program was scheduled for December 16, 2016.
Bruce presented a report on the Black River Blues and Folk Fest recommending two groups for the Fest, Lonesome Brothers and the Meadow Brothers. He also recommended House Blend, an acapella group, for a separate concert. Bruce will also look into a Night of Jazz concert.
Don indicated that he would like to have another introduction to square dancing included in the schedule as well as a discussion on alternative energy sources. Both were agreed to by the board with the square dancing set for May 21 with the energy discussion pending selection of a date.
It was agreed that all open program dates would be submitted by December 15, 2015 so FOLA could publish its schedule.
Ralph proposed that a class for area students be developed with the Weston Playhouse. The class would be for 4 weeks and concentrate on musical theater. He also noted that Weston had requested that FOLA consider underwriting the cost of internships at the playhouse during the 2016 season. The board agreed with the class proposal and authorized Ralph to continue discussions with the playhouse concerning the internships.
The board agreed to amend its by-laws to changed the board membership to a maximum of 15 members.
The board agreed that FOLA would offer awards to deserving area personalities on a biennium basis, beginning in 2016.
The date of the annual meeting was set for January 20, 2016 at 10:30 am in town hall.
The meeting adjourned at 11.59 am.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, August 3, 2015 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Don Richardson, Janet Pace, Marty Nitka, Mary Jane O’Hara, Kevin Kuntz, Jim Alic, Anita Alic, and Ralph Pace.
David reviewed the financial status of FOLA indicating that there was a balance of $1,074.79. He noted that an additional $1,500, the amount approved by the March 2015 Town Meeting, would be available to FOLA in August.
A review of the square dancing and SBA events followed. Don indicated that the first square event drew 50 plus people while the second one drew a much smaller group. It was agreed that Don would discuss future square dancing event dates with his club and get back to FOLA with suggested dates. Ralph noted that the SBA (Small Business Administration) workshop on starting new businesses only drew three people. This event was co-sponsored with the Okemo Valley Chamber of Commerce.
Ralph reviewed the movie attendance and passed out a full history of FOLA’s movies sequenced by attendance. The silent movie festival drew the highest turnout. The average attendance rate was 30 people. He also reviewed the silent movie program scheduled for August 22. Don asked what LPC-TV could do to promote the movies. He indicated that he would seek to discuss this with LPC since he was now a member of its board.
The movie committee agreed to prepare a list of proposed movies for 2016 for an October FOLA meeting.
The major future events for 2015 and early 2016 were discussed. The Oct. 10 BR Folk and Blues Fest was the initial subject. Ralph explained his current understanding of the event’s status; one band had agreed to participate. Ralph said he would ask Bruce Farr, the Program Director, to schedule a September meeting to cover the Fest. Bruce could not attend this meeting due to business obligations. It was agreed that the FOLA Follies of 2016 should be planned for late February or early March in 2016. Ralph will contact Tesha Buss on this. Ralph also said that he had advised Connie Wilcox that the annual Christmas program was scheduled for December 18; she indicated that she had it on her schedule. Mary Jane said she would contact Rhonda Rivers about her participation in the Christmas program.
The meeting addressed possible future programs. It was suggested that these might include a program dealing with Vermont’s covered bridges, programs presented by the Vermont Humanities organization, and possible collaboration with the Weston Playhouse.
The group discussed fund-raising for 2015. Ralph suggested that the purpose of such fund-raising be to acquire six more audio headsets and expansion of the audio controls to support these headsets; additionally, the fund-raising would underwrite the cost of extending the control of the auditorium’s house lights to the balcony, a project previously approved by the board. The meeting approved these goals as the purpose of this year’s fund raising. The estimated cost of the headset/audio control expansion was $3,600; the estimated cost of the house light expansion was $1,500.
The question of seeking donations versus membership was discussed. Since, based on the 2013 fund-raising, a number of donors opted for both membership and donations, it was felt that we should continue to offer the two options. It was agreed that the fund-raising effort should be divided into two categories: personal property owners and business. Ralph said he had purchased a current town grand list and reduced it to the elements needed to support a mail fund-raising drive. He noted that it consisted on over 2,700 entries. Based on Marty’s suggestion, the listing would not be broken down by property value. Instead we will conduct a special “sorting party” on August 18 at 10:30 am in town hall to review the entire list selected from the grand list prior to mailing preparation. Jim agreed to prepare a fund-raising letter designed for business solicitation while the draft prepared by Ralph would be used for personal property owners.
The meeting adjourned at 12.14 pm.
Respectfully submitted,
Janet PaceJanet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, May 4, 2015 at Town Hall
The meeting was called to order by Ralph Pace at 10:32 am. Present were David Almond, Don Richardson, Janet Pace, Marty Nitka, Bruce Farr, Kevin Kuntz, Jim Alic, Anita Alic, and Ralph Pace.
David reviewed the financial status of FOLA indicating that there was a usable balance of $2,071. He noted that an additional $1,500, the amount approved by the March 2015 Town Meeting, would be available to FOLA in mid to late July.
Ralph reviewed the May through August movies, including the annual silent movie festival scheduled for August 22. He asked for volunteers to show the June movie since he would not be in Ludlow at that time. David and Kevin indicated they would be available to show the film, Nebraska, on June 6. David also said that FOLA would be billed for its annual movie license in June.
Don Richardson explained the status of the May 23 square dancing event. It was agreed that we needed to promote the event. He noted that at least 12 members of the group running the program would be present. Based on the size of the area between the stadium seating and the stage, he estimated that 40 people could be involved in the square dancing.
Bruce discussed the status of the 3rd annual Black River Folk and Blues Fest scheduled for October 10. He has already made preliminary arrangements for two of the three groups to perform at this event. They are the Lonesome Brothers (www.lonesomebrothers.com) and Dana & Susan Robinson (www.robinsongs.com). He said he was in the process of looking for a blues group to complete the event. It was agreed that we needed to promote the event.
The group reviewed three new proposed projects for the auditorium. They included:
- The purchase of six additional wireless headsets and transmitter
- The purchase of additional spotlights to cover the space between the stage and the stadium seating
- The extension of house lighting control to the balcony
The meeting reviewed two estimated quotes provided by Paul Terrasi covering the first two items.
It was felt that we needed to discussed the difference between the two alternatives suggested by Terrasi. Ralph agreed to arrange a meeting between Terrasi and he FOLA subcommittee handling technical equipment,
The meeting decided that there was no need for the additional spotlights.
Ralph noted that he had still not received any quotes from Cook Electrical regarding the extension of the house lighting to the balcony. Jim said that we should depend on the use of walkie talkies we already have in the balcony to communicate between the balcony and orchestra regarding house lighting.
Ralph reviewed fund raising efforts in 2013 and 2014. It was decided to concentrate fund raising efforts this summer on raising funds for the six additional headsets and transmitters. We will concentrate on contacting people for donations first using email. Following this effort, we will then send out membership requests.
The meeting adjourned at 11:50 am.
Respectfully submitted,
Janet Pace, Secretary
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, January 14, 2015 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were David Almond, Janet Pace, Bruce Farr, Tesha Buss, Marty Nitka, and Ralph Pace. Member candidate Don Richardson was also present.
Ralph opened the meeting by asking for approval of invited candidates for membership, Don Richardson and Lisha Klaiber (not present due to work schedule). They were approved as Board members by unanimous consent.
Bruce led a discussion of the 2014 programs, especially concentrating on the BR Blues & Folk Fest. He noted that the Fest has been scheduled for October 10 in 2015. It was felt that the event deserved much better pr promotion, especially hitting the younger people’s demographics. Don offered to assist in this effort through his marketing experience and contacts in M Holly with Chit-Chat and News Flash. Ralph agreed to research available email distribution lists FOLA might consider purchasing.
The group also discussed asking Jim Alic to investigate programs offered by the Vermont Humanities that may be good for Ludlow.
Efforts to increase pre-event sales via enlarged local ticket distribution outlets was discussed as well as increased ticket sales via PayPal.
Ralph reviewed the movies for 2014 noting that the 27 person average for 2014 movies was in keeping with the average historical attendance level since the inception of the movie program.
Programs for 2015 were considered. It was announced that the Rutland Curbstone Chorus would be booked for March 14. The group decided that the payment basis for this event should be the gate minus $50 for the town. Other possible events included the Castleton Jazz Band and square dancing suggested by Don. Tesha also noted that she had an energy program that may be presented by FOLA.
The Fola Follies of 2016 was also discussed. Tesha indicated that the event will be scheduled for February 27 with a possible February 26 date if found viable. Since the rehearsal cycle is four to five months before the performance date, it is considered a 2015 activity date. Tesha will suggest a theme for the Follies.
David reviewed the financial status of FOLA for 2014; he also presented a historic P & L of FOLA since its inception. The proposed budget was unanimously approved by the meeting.
The nominating committee’s slate of officers for 2015 was approved unanimously. They are: Ralph Pace, Chairman; Anita Alic, Vice-Chair; David Almond, Treasurer; Janet Pace, Secretary; and Bruce Farr, Program Director.
The entire board members were unanimously approved for new three year terms through 2017.
David reported on board member compliance to the various FOLA policies; he indicated that members were in compliance with the policies.
Ralph indicated that the acting class sponsored by FOLA with the Weston Playhouse would not be conducted in 2015 due to the unavailability of a competent instructor.
The meeting reaffirmed the need to have the auditorium house light controls extended to the balcony so that we could centralize management of the house lights in the balcony to coordinate with lighting requirements during movie and other program events.
The question of changing the normal meeting time was considered. The board felt that the current morning schedule was still best for the needs of FOLA. It was noted that members who were unable to attend these meetings due to employment situations could still contribute to FOLA’s activities since the bulk of decisions are handled via email discussions and votes.
The meeting adjourned at 12:15 pm.
Respectfully submitted,
Janet Pace, Secretary
FOLA Board meeting – Monday, November 3
In attendance: Anita Alic, Jim Alic, David Almond, Kevin Kuntz, Janet Pace, Mary Jane O’Hara. Anita ran the meeting.
As a first order of business, Marty Nitka was approved as a new Board member.
Next there was an extensive discussion of the BR Folk and Blues Festival. David had prepared a final financial summary of the event comparing 2014 to the event in 2013, as follows:
2014 2013
REVENUE:
- GATE (Includes water) 837 1894
- TICKET OUTLETS 555 420
- PAY PAL -0- 434
- SPONSORSHIPS -0- 300
______________ ________________
TOTAL 1392 3048EXPENSES 2062 2350
______________ ________________
NET (LOSS) GAIN (668) 698After a brief discussion, the Board voted to do the event again in 2015 on the Saturday of Columbus Day weekend (October 10). Although we all understand the there are and will be many competing events, we agreed that this was more than offset by the large number of visitors in town for the long weekend. The discussion then turned to specific areas for improvement in 2015. These include:
- At least one local group with a following (Rusty Belle?)
- Improved visibility of Pay Pal on the web site (David reported that he could find no Pay Pal button on the site)
- Plan to solicit sponsors with a need to create and provide real sponsor benefits (potentially early bird specials at sponsor restaurants promoted on all posters and marketing materials)
- A revamped PR plan, including multiple press releases, direct phone followup with local papers, more posters (many bigger ones), an expanded social media campaign (see below), more ticket outlets (including in Proctorsville and Mt. Holly) with some direct benefit for the outlet, additional web links to our site including Town site, Chamber of Commerce, Okemo if possible.
Next we discussed and selected movies for the 2015 schedule. As follows:
- January 10 Blue Jasmine
- February 7 The Lego Movie
- March 7 Inside Llewyn Davis
- April 4 Captain Phillips
- May 2 The Grand Budapest Hotel
- June 6 Nebraska
- July 11 Philomena
- August 1 Laura
- September 5 All is Lost
- October 3 Touch of Evil
- November 7 12 Years a Slave
- December 5 The Judge
The silent movie selected for the Silent Movie Festival was The General.
Other programs throughout the year were discussed and all agreed that The Castleton College Jazz Group, the Rutland Curbstone Chorus, and the Weston actors wishing to do “I do, I Do” should be solicited with firm dates to be proposed. David will follow up with George re the Curbstone Chorus. The other two will be left to Ralph (he needs something to keep him busy).
Discussion of potential new Board members followed. Names mentioned included:
- Logan Nicoll (to try to expand our reach into the younger set)
- Robin Timko and Fred Marin to expand our reach in Proctorsville.
- Don Richardson of Mt. Holly
- Lisa Schmidt and others in the Ludlow Women’s Club
Other names should be submitted by Board members not in attendance.
In other business:
- Christmas prep for the auditorium was set for 10AM on December 9
- Discussed but didn’t decide how to make sure Frank is at the Town Christmas event
- Annual Meeting was set for 10:30, Wednesday, January 14
- Three orange extension cords were located on the balcony
- Discussed four potential projects for next year – spare projector bulbs, sound system upgrade, new and improved headset mikes, and moving the light control panel to the balcony
- We agreed that a 1st Quarter fund raising mailing should be planed
- Brief discussion of PR and logistics for the upcoming Skip Gorman, Connie Dover event. Anita will contact Skip to determine set up time and any special needs. David agreed to meet the artists at the time chosen and Anita and Jim will get back to town in time to help at the event. Additional posters were distributed to be place throughout town. Anita is following up regarding the press releases to local papers. Anita will follow up with Ralph re tickets for the ticket outlets.
Reported by Jim Alic
Friends of Ludlow Auditorium
Minutes of FOLA Meeting, July 28, 2014 at Town HallThe meeting
was called to order by Ralph Pace at 10:31 am. Present were David Almond,
Janet Pace, Mary Jane O’Hara, Bruce Farr, Jim Alic, Anita Alic, Kevin
Kuntz and Ralph Pace. Martin Nitka audited the meeting.David reported
the financial status of FOLA. Following the expenditure of $5,000 for the
new seating in the auditorium, FOLA had a balance of about $1,300. David
noted that FOLA was also expecting $1,500 approved at the 2014 Town
Meeting.Ralph noted
that we still have potential financial commitments for the forthcoming
Black River Folk and Blues Fest in October and the November appearance of
Gorman and Dover. The latter is in the amount of $1,000 while the former
has yet to be finalized but was reckoned to be in the $1,800 range. It
was agreed that ticket prices for both events would be set at $15 a
ticket.A brief review
of movies for the remainder of the 2014 season followed. Ralph noted that
Andy Ohotnicky and Bill Kneebone had occasionally served as
projectionists. It was also agreed that the movie DVDs and Blu Rays for
the 2014 season would be raffled off following the pricing used last
year. Raffle tickets will be made available at the remaining FOLA events
for 2014 plus via the web site.Ralph advised
the committee that FOLA had agreed to assist the Library, museum, and
others in presenting a program called “The Last of the Dough Boys” about
World War I. FOLA would only be responsible for auditorium access, audio,
and, if needed, video. All other arrangements would be handled by the
sponsoring group.The Christmas
program, scheduled for Friday, December 19, was discussed. Anita agreed
to discuss the question of future Christmas program dates with the museum
so that we can continue to avoid date conflicts but hold the FOLA
Christmas program earlier in the month.Bruce
discussed the status of the BR Folk and Blues Fest. He noted that he had
secured one of the three bands and was hoping to add a second in the near
future. The committee agreed that the total number of bands should be
three at Bruce’s recommendation.In discussing
other 2014 programs, the committee agreed that we should conduct the
candidate forum even though there did not appear to be any contested seats
as of this date. It was also felt that, due to low attendance from last
year’s program, the Halloween movie should be cancelled.The
sub-committee on movie selection indicated that it would seek to acquire a
greater number of relatively new movies for inclusion in the 2015 event
calendar. There selection list will be submitted to the committee for
approval in time for the films to be purchased in 2014.In considering
the question of the next FOLA Follies, he committee felt that we should
plan on this event for every other year and run it for two performances.
This will mean that the next Follies will be tentatively scheduled for
mid-February, 2016.Ralph
indicated that he had discussions with our audio technician about
replacing the four headsets with lapel units. With the committee’s
approval, Kevin and Ralph will investigate the practicality of this
change. The committee also approved contacting the town’s electrician
about the cost of extending the house lighting controls to the balcony.The committee
considered several questions concerning 2015 programming. It was decided
that, if the Weston Playhouse was still interested, and could provide an
instructor, FOLA would seek to repeat the classes for area public school
students that was so successful this year. Ralph will contact the
playhouse in this matter. Jim Alic indicated that he would contact
Vermont Humanities to see if we may establish a collaborative series of
programs or lectures that may be of interest to area residents.The meeting
adjourned at 11:42 am.Respectfully
submitted,
Janet Pace
Janet Pace, Secretary
Friends of Ludlow
Auditorium
Minutes of FOLA Meeting, March 31, 2014 at Town HallThe FOLA
meeting started at 10:35 AM. In attendance David Almond, Bruce Farr,
Mary Jane O’Hara, Janet Pace, Ralph Pace and Kevin Kuntz. David called
the meeting to order and reported that the FOLA Follies follies were a
great success . Attended by 91 people with gross revenues of $505. David
stated that although he thought the Follies were an overall success
there were 2 problems. First the singers microphones were intermittent
and the Key board at times overwhelmed the singers voices. Discussion
ensued and a decision was made to investigate new microphones prior to
the Christmas program .
A
discussion about the preparation For a FOLA FOLLIES 2015 was postponed
until our next meeting. It will depend largely on Tesha’s Participation.
She will have a lot on her plate in the upcoming months with her new
baby.
David
reviewed the financials and noted that We anticipated additional
revenues in the coming months of $ 1500 from the Town of Ludlow as
well as an Okemo Challenge Grant and an expenditure of $600 for our
movie license. FOLA’s tax return was filed today and accepted by the
IRS.
Bruce
discussed the upcoming Blues Fest , scheduled for 10/11/14 . He has
already had several inquires from potential performers. He proposed
the the performers be limited to a total of three groups (or
individuals) . He will be working on there selection over the
following months.
Ralph
reminded us that the following were planned in the near futureOpus 28
April30Barbara
and Sam Lloyd May 17Jari
Piper May
31
It was
decided that we would offer The Lloyd’s 75% of whatever the
donations were at the door.
Mary
Jane volunteered to conduct a survey in front of Shaws to determine
if there should be any changes for our movie plans in the future.
The questions she the sample will attempt to determine1
Favorite day of the week to attend2
Types of Movies3 Ages
of potential attendees ( demographics)4
Other.
Ralph
discussed our seating plans for the auditorium . We are still
awaiting a proposal from Cassandra’s for the re upholstery of the
existing chairs. Kevin and Ralph will continue to investigate new
individual chairs.
Kevin
moved that meeting be adjourned and David seconded and all approved
. Meeting adjourned at 11:30.
Submitted,
Kevin
Kuntz, Acting Secretary
FRIENDS OF THE LUDLOW AUDITORIUM
ANNUAL
MEETING
January
16, 2014
Present: Board of Directors: Ralph Pace, David Almond, Janet Pace, Anita
Alic, and Jim Alic
The
meeting was called to order at 10:31 AM by Chair Ralph Pace.
Chair
Ralph Pace reviewed the FOLA activities for 2012 (see the summary
attached to the agenda package). It was agreed that FOLA enjoyed a very
good and active year. In particular, the work of Bruce Farr on the
Black River Folk and Blues Fest was cited as a new and positive
program. Jim Alic suggested considering expanding it to a two day event
to make it a real festival.
David
Almond reviewed the fiscal status of FOLA through the year, discussing
movie revenues and the proposed project for 2014. The budget proposal
was amended to add $1,000 to the expense side for class scholarships to
the Weston Playhouse classes scheduled for March and April. Ralph
detailed the support for these classes, including the Okemo Community
Challenge Grant to underwrite expenses of Ludlow students and adults.
The budget was passed unanimously.
The
2014 schedule was reviewed and it was agreed that there would be fewer
activities than in 2013.
The
board agreed that 2014 should be directed in large part to fund-raising
for the replacement of the seating in the auditorium. Anita Alic agreed
to asked the museum if FOLA could “piggy-back” on BRAM’s postal permit
to reduce our mailing costs.
The
officer slate proposed by the nominating committee was enacted as
presented. New Officers for 2014 will be: Ralph Pace, Chairman; Anita
Alic, Vice-Chair; David Almond, Treasurer; Janet Pace, Secretary; and
Bruce Farr, Program Director.
David
indicated that he had received verificiation of compliance with the
Whistleblower and Conflict of Interest policies of FOLA from a majority
of members.
Ralph
outlined FOLA’s role in the sponsorship of the Weston Playhouse acting
and cabaret classes. He also noted that FOLA had been requested to
assist the Music-Comp Opus group in planning its statewide concert in
the Ludlow Auditorium.
It
was agreed that FOLA should contact groups and key people in Mt. Holly
and Proctorsville/Cavendish to see if they would be interested in using
the auditorium facilities in the future.
The
board agreed that we should get an estimate from Kevin Cook for
extending the auditorium house lighting management to the balcony.
Jim
Alic suggested that FOLA considering the possible inclusion of
satellite-driven concert programs in the future after assessing the
level of potential interest in the Ludlow area audience.
Ralph
was asked to contact Andy Ohotnicky and Bill Kneebone to see if they are
interested in joining the FOLA board. The two have learned how to
operate the projection system and have run several films for FOLA.
The
meeting adjourned at 11:29 Am.
Respectfully submitted,
Janet Pace
Janet
Pace, Secretary
January 16, 2014 (Annual Meeting Package)
Friends of Ludlow Auditorium (FOLA)
Annual Meeting
January 16, 2013 at 10:30 AM
Ludlow Town Hall Conference Room
Agenda
1.
Summary of Year
a.
Programs
i.
Programs
ii.
Community Forums
iii.
Community Christmas Celebration
b.
Movies
i.
Movie – 2013 Summary
c.
Other Activities
2.
Financial Report
a.
2013 Income and Expenses
b.
2013 Grants
c.
2014 Budget Proposal
d.
2014 Budget Approval
3.
Report on 2014 Program Plans
a.
Bruce Farr – Outline of Activities
4.
Report on Fund Raising
a.
Membership
b.
Donations & Grants
c.
Fund Raising Project for 2014
5.
Nominating Committee Report
a.
Chairman – Ralph Pace
b.
Vice-Chair – Anita Alic
c.
Treasurer – David Almond
d.
Secretary – Janet Pace
e.
Program Director – Bruce Farr
6.
Selection of New Officers for 2013 & Election of Directors
7.
Other Business
a.
FOLA Policy compliance
b.
Sponsorship of Weston Playhouse Classes
c.
Work with VT State Music-Comp Opus Concert
d.
Reach out to Cavendish/Mt Holly Organizations
e.
Upgrade House Lighting Controls to Balcony
f.
Recognition of non-FOLA projectionists
g.
Other
8.
Adjournment
Friends of Ludlow Auditorium (FOLA)
1 Whispering Pines
Ludlow, Vermont 05149
Officers:
Ralph Pace, Chair
Anita Alic, Vice-Chair
Bruce Farr, Program Dir.
Janet Pace, Secretary
David Almond, Treasurer
James Alic, Dir.
Susan McNeeley, Dir.
Mary Jane O’Hara, Dir.
Kevin Kuntz, Dir.
Tesha Buss, Dir.
FOLA – Friends of Ludlow
Auditorium
Summary of 2013
FOLA, during its fourth year of operation, brought a number of new venues
to the Ludlow Auditorium in 2013.
Some of the activities sponsored by FOLA during this period included:
·
The ‘regular movie series, showing films that included:
§
“Extreme Skiing”
§
“My Week with Marilyn”
§
“The Artist”
§
“Hugo”
§
“The Iron Lady”
§
“Tales of Hoffmann”
§
“War Horse”
§
“The Verdict”
§
“Guys and Dolls”
§
“Skyfall”
§
“West Side Story”
§
“Argo”
§
“Top Hat”
§
Silent Movie Festival
§
“Life of Pi”
§
“Rear Window”
§
“Les Misérables”
§
“Abbott & Costello Meet Frankenstein”
§
“Beasts of the Southern Wild”
§
“Tinker Tailor Soldier Spy”
·
FOLA 1st Follies of 2013 (a musical revue)
·
1st Black River Folk & Blues Fest (4 area bands)
·
“Sky Blue Boys”, aka Banjo Dan, concert
·
“Hey, Boo:
Harper Lee and to Kill a Mockingbird”, presentation on To Kill a
Mockingbird
·
Health Care Exchange for Small Businesses, forum on VT health care
exchange
·
The annual Community Christmas Celebration
As part of its community support goals, FOLA was involved in six
collaborations with other town and area groups:
·
FOLA co-sponsored a healthcare forum on VT’s healthcare exchange with the
Okemo Valley Regional Chamber of Commerce
·
FOLA sponsored a lecture/discussion on the background to the creation of
the book, “To Kill a Mockingbird”, with the Weston Playhouse
·
FOLA assisted BRACC in presenting the film “The Hungry Heart”
·
FOLA assisted the Winter Carnival group in the showing of its extreme
skiing movies
·
FOLA presented the Movie, “Rear Window”, to support a Friends of the
Library program
·
FOLA presented a Halloween comedy for area children
In keeping with FOLA’s purpose to enhance the auditorium and promote its
use for the benefit of the residents of Ludlow and the area, FOLA
purchased a new movie screen which was donated to the Town. The new
screen, twice the size of the original screen, is electronically
controlled so that, when not in use, it is stored, out-of-sight, above the
proscenium arch of the auditorium’s stage. This provides a higher quality
screen image, greater flexibility of use, and eliminates the need for Town
personnel to move the screen off the stage when the stage is used for
other purposes.
The funding sources for these expenditures in 2013 included:
1.
A Town Meeting approved article for $2,000
2.
FOLA Membership and out-right donations from a variety of individuals and
organizations
3.
Donations at FOLA sponsored events
While plans for 2014 are still being developed at this time, FOLA plans to
present, in addition to its monthly movies, a new edition of the Black
River Folk and Blues Fest, a second FOLA Follies musical revue, a
candidates’ forum for the forthcoming state elections, the annual
Community Christmas Celebration program, and several other musical events.
Long range plans will focus on the purchase of new seating for the
auditorium that will afford greater comfort to the audience, replacing
the current seating, much of which dates back to the 1923 opening of the
Town Hall building.
Officers for 2013 included: Ralph Pace, Chairman; Anita Alic, Vice-Chair;
David Almond, Treasurer; Janet Pace, Secretary; Bruce Farr, Programming
Director; James Alic, Director; Kevin Kuntz, Director; Mary Jane O’Hara,
Director; Tesha Buss, Director, and Susan McNeeley, Director.
More detailed information on FOLA may be found on
its web site,
www.fola.us.
Financials for FOLA 2013
follow:
FOLA (FRIENDS OF
LUDLOW AUDITORIUM, INC.)
MODIFIED CASH BASIS FINANCIAL STATEMENT
YEAR ENDED DECEMBER 31, 2013
REVENUES:
VT Community
Foundation Grant $ 2,250.00Voters of
Ludlow
2,000.00Folk & Blues
Fest (net of $2,350.00 in expenses) 698.00
FOLA Follies
(net of $393.70 in expenses) 207.30Banjo Dan
Concert (net of $478.00 in expenses) 40.00Community
Christmas Celebration 342.65Movie
Donations (net of $250.00 in expenses)
1,491.15Movie
Sponsorships
200.00Memberships:
Individual 250.00Family
900.00Business 400.00
Other
Donations
5,356.00
Miscellaneous
261.82
Total
Revenue $ 14,396.92EXPENDITURES:
Asset
Transfers to Town of Ludlow:Movie
Screen $ 7,125.16Black
Out Curtains 990.02Laptop
Computer 333.45 $ 8,448.63MPLC
License
550.00Annual
Website Fee
195.00Annual
Dues
300.00DVDs
(includes $194.87 re 2014)
448.45Piano
Tune
150.00Copying
Service, Town of Ludlow 30.00Charitable
Donations
100.00Paper and
Ink
171.12Fund Raising
Supplies and Postage 941.26
Miscellaneous
386.11
Total
Expenditures $ 11,720.57
EXCESS OF REVENUES
OVER EXPENDITURES $ 2,676.35
INCREASE IN NET
ASSETS:Cash Balance
at November 30, 2013 $ 4,222.00Cash Balance
at December 31, 2012 < 1,545.65 > $ 2,676.35
NOTES: FOLA is a
tax-exempt 501(c)(3) organization. Of the cash balance at December 31,
2013, $1,500.00 is restricted ($1,000.00 grant for a 2014 project and
$500.00 minimum bank deposit).
Financial Statement from
FOLA’s Inception:
FRIENDS OF LUDLOW
AUDITORIUM, INC.
SUMMARY MODIFIED CASH BASIS FINANCIAL STATEMENT
SEPTEMBER 29, 2009 (Date of Formation) TO DECEMBER 31, 2013
REVENUES:
Donations:
Ludlow
Voters
$ 6,500.00VT Community
Foundation Grant 2,250.00Ludlow 250th
475.00Movies and
Sponsorships, net 3,747.64Productions,
net
3,429.48Individuals &
Others
16,778.81
Memberships
8,193.36
Miscellaneous
261.82
Total
Revenue $ 41,636.11
EXPENDITURES:
Asset Transfers to
Town of Ludlow $ 27,339.75
Piano
990.00
DVDs &nnbsp;
1,215.86MPLC License
550.00
Miscellaneous
3,835.17Fund
Raising
3,483.33
Total
Expenditures $ 37,414.11
CASH BALANCE,
DECEMBER 31, 2013 $ 4,222.00
Budget Proposal for 2014
FOLA-Proposed
Budget – 2014Revenues
Grants
2,000
Ludlow
Town1,500
Productions3,000
Movie
Donations700
Sponsorships400
Membership
Ind/Family
1,200
Business
400
Fund
Raising Gifts4,000
* Total
13,200
ExpendituresMPLC
License600
Web Site
200
Dues
300
DVDs for
2014100
DVDs for
2015300
Piano
300
Fund
Raising1,000
Productions3,000
Equipment
1,000
audio
Supplies
500
Mailing
200
renewal
notices/donation acks
Contingencies1,000
Projector
Reserve300
Replacement bulb*Total
8,800
Friends of Ludlow
Auditorium
Minutes of FOLA Meeting, July 29, 2013 at Town Hall
The meeting was
called to order by Ralph Pace at 10:31 am. Present were David Almond,
Susan McNeely, Janet Pace, Mary Jane O’Hara, Bruce Farr, Jim Alic, Anita
Alic, Kevin Kuntz and Ralph Pace.
David reported on
the financial status of FOLA, indicating that we had a cash balance of
$5,257.29 as of July 25. He noted that an additional $2,000 was expected
to be in July or August from a voter-approved appropriation at the March
Town Meeting. For details please refer to the Financial Statement
distributed with the meeting’s agenda.
Jim and Kevin
updated the board regarding the status of the electronic screen for the
auditorium. David had sent a deposit check to North American Theatrix in
mid-July. The screen is expected to be installed in early Fall.
The board was
updated on the purchase of a movie license through Motion Picture
Licensing Corporation that, per the license agreement, will permit FOLA to
display any movie that may be purchased for home use.
Ralph reviewed the
coming events. He indicated the movies to be shown for the remainder of
the year. He detailed the collaboration with the Weston Playhouse and The
Book Nook which will result in the use of the auditorium by Mary McDonagh
Murphy to discuss how “To Kill a Mockingbird” came to be written by Harper
Lee. He outlined the plans for the August Silent Movie Festival which
will feature a full-length and short Buster Keaton films. Glenn Brown
will play the piano for the short while Jeff Rapsis will return to provide
the musical background for the feature film.
The board agreed
that we should revert back to scheduling just one movie a month with the
exception of the silent movie festival and the Halloween comedies for the
kids, if both of these events prove to be successful.
Ralph noted that
FOLA will collaborate with the Okemo Valley Chamber of Commerce to present
a healthcare exchange forum for small businesses on September 10.
Bruce described the
plans for the October 12 Black River Folk and Blues Festival. The four
festival bands will cost FOLA $2,000 plus an estimated $300 for sound
management. Sam’s Restaurant has given FOLA a check for $250 towards
underwriting the event. Bruce indicated that he would contact other area
businesses to solicit additional underwriting. The board voted to set the
ticket price for the event at $15.
Ralph presented a
proposal to the board for the second FOLA Follies for 2014 that would
involve doing a radio version of The Music Man. The board decided that it
preferred the format followed in the 2013 Follies.
The date for the
Annual Meeting in 2014 was set as January 16, 2014 at 10:30 am.
In Other Business,
the question of having a sandwich board outside town hall was raised so
that people, unfamiliar with its location, would be able to find it.
The meeting
adjourned at 11:47 am.
Friends of Ludlow
Auditorium
Minutes of FOLA Meeting,
April 15, 2013 at Town Hall
The meeting was
called to order by Ralph Pace at 10:31 am. Present were David Almond,
Susan McNeely, Janet Pace, Mary Jane O’Hara, Bruce Farr, Tesha Buss and
Ralph Pace.
Ralph summarized
the results of the fund raising efforts to-date. He indicated that $4,345
had been raised at a cost of $918.11 for materials and postage. There
were 1705 mailings to both Ludlow and non-Ludlow property owners with
property assessed at $300,000 or more. Of this number, 53 responses had
been received, representing a 3.1% rate of return. He added that
LaValley’s had also contributed in-kind with a 12 ft step ladder for use
in the stage area of the auditorium; the retail value of the ladder was
$280. Ralph noted that Town Meeting had approved an allocation of $2,000
to FOLA, an amount receivable by late July. Two grant requests to the
Okemo Challenge Grant ($2,500) and the Ben & Jerry Employee Grant Fund
($1,000) had been submitted. It was noted that FOLA had a maximum $2,400
commitment for two events; David added that this amount would be
considerably lessened based on ticket and gate receipts for the two
ticketed events.
David reported that
FOLA had a cash balance of $6,970.95 with $5,425.30 of that coming from
January 1 through April 15, 2013 activity. He added that he had submitted
the annual tax filing to the IRS and that it had been approved by same.
The meeting gave a
round of applause to Tesha Buss in reviewing the success of the FOLA
Follies of 2013. Everyone commented on the professionalism of the
performances and the very positive approval generated by the audience of
more than 125. Tesha was congratulated for the excellent direction and
execution of the follies. It was also suggested that Cindy Wooten, who
provided the musical support for the program, be given two free tickets to
the two ticketed events scheduled for 2013 for herself and her husband,
Mike. It was also agreed that both Cindy and Mike would be made honorary
members of FOLA. Ralph explained that the DVD of the follies was still
being made by LPCTV; the delay was the result of LPCTV’s move into its new
facilities at the Ludlow Community Center. The Board agreed that the
completed DVD of the follies should be uploaded to YouTube. The Board
approved the expenditure of $50 for gels purchased from the Weston
Playhouse that were so successfully used in the follies by Robin.
Ralph reviewed the
status of films to-date noting that the average attendance per film was
20. He indicated that the new projector was working well and that it was
hoped that the new screen would be installed by the fall of the year.
Related to coming
events, the board decided that the silent movie festival scheduled for
August should consist of a full length Buster Keaton comedy plus one
Keaton short. Jeff Rapsis has agreed to play the music for the full
length comedy while Glen Brown had said he’d like to play for the short
film.
Bruce Farr reported
that a major conflict existed between the planned September 28 date for
the Black River Folk & Blues Festival with the planned gala of the Black
River Academy Museum. Bruce was asked to see if he could arrange
alternate dates for the four bands comprising the Folk & Blues Festival.
Ralph indicated
that several events had been scheduled in conjunction with other area
groups. He said FOLA would work with the Weston Playhouse to present a
discussion on August 8 of author Harper Lee as a prelude to the Weston
presentation of a stage version of “To Kill a Mockingbird”. On Sept 21,
FOLA will present “Rear Window” in association with the Friends of the
Library as part of their discussion of film director Alfred Hitchcock’s
works. On Sept 10, in conjunction with the Okemo Valley Regional Chamber
of Commerce, FOLA will sponsor a panel discussion on the proposed
healthcare exchange for small businesses, conducted by Health Connect.
Susan McNeely asked
if it would be possible for FOLA to arrange to show old-time comedy
movies, such as the Three Stooges, for young school children. Ralph said
he would contact school officials to see if such an event could be
arranged.
As for possible new
events, Mary Jane discussed the possible use of a gospel music group led
by Pam Timmerman. Bruce said he would discuss this with Pam for a
possible 2014 date.
The board approved
having Ken Cook, electrician used by Town Hall, investigate the possible
expansion of the lighting control for the house (orchestra) lighting to
the balcony as part of FOLA’s efforts to consolidate all lighting and
audio controls in one location.
The meeting
adjourned at 11:32 am.
FRIENDS
OF THE LUDLOW AUDITORIUM
ANNUAL
MEETING
January
24, 2013
Present: Board of Directors: Ralph Pace, David Almond, Janet Pace, Bruce
Farr, Anita Alic, Jim Alic, Kevin Kuntz, and Mary Jane O’Hara
The
meeting was called to order at 1:30 PM by Chair Ralph Pace.
Chair Ralph Pace reviewed the
FOLA activities for 2012 (see the summary attached to the agenda
package). Jim Alic suggested that the movie committee meet to determine
movies to be shown in the period June through December of 2013.
David Almond reviewed the
financial status of FOLA through 2012 (see financial statement in agenda
package). He noted that he had distributed a financial summary of
FOLA’s activity since its creation in 2009. David also suggested that
the piano, donated to FOLA by Glenn Brown, should be formally
transferred to the town, in keeping with FOLA’s policy of not owning any
capital items.
Following the financial review
for 2012, the proposed 2013 budget was reviewed. It was passed by
unanimous agreement.
Bruce Farr discussed new programs
he was developing for the 2013 season. He indicated that he was in
discussion with Graham & Camille Parker and Chris Kleeman to feature a
‘folks and blue’ event. The board indicated its full support of this
activity with a target date of late September or early October. Bruce
also said he was in discussion with Pam Timmerman for a gospel singing
performance. The board was asked if it felt that such a program was
desirable, given its religious content. The board expressed total
support for such an event, noting that gospel music was liked by a large
number of people, regardless of religious affiliations.
Ralph suggested that 2013 should
be a major fund raising effort to support the acquisition of an
electronically-controlled movie screen in the auditorium. It was agreed
that we would use the most current version of the grand list available
on CD as the basis for selecting non-Ludlow property owners with
property valuations of $300,000 and over. Ralph would prepare a list of
such property owners which will then be reviewed by the board. It was
also agreed that the fund raising letter should indicated that FOLA also
had long range plans to replace the antiquated chairs in the auditorium.
On a motion by Kevin Kuntz, the
new officers for 2013 were elected based on the previously agreed
nominating poll of directors. They included: Ralph Pace, Chair; Anita
Alic, Vice-Chair; David Almond, Treasurer; Janet Pace, Secretary; and
Bruce Farr, Program Director.
In keeping with the several
policies of FOLA, David, as compliance officer for these policies
submitted the following statement of record:
” I
read all of our FOLA policies today. Each director is required to sign a
statement annually which affirms such person has received a copy of FOLA’s
conflicts of interest policy, has read and understands the policy, has
agreed to comply with the policy, and understands that FOLA is a
charitable organization and, in order to maintain its federal tax
exemption, it must engage primarily in activities which accomplish one or
more of its tax-exempt purposes.
I have
conducted the procedures described in the Periodic Review required by
Section 7 of FOLA’s conflict of interest policy and found that FOLA is
operating in a manner consistent with charitable purposes and does not
engage in activities that could jeopardize its tax-exempt status. I have
no cause to believe a member has failed to disclose an actual or possible
conflict of interest. Also, I have not received any information from any
director this past year pursuant to the FOLA Whistleblower Policy and, in
my capacity as the Compliance Officer under such policy, I have not
received any information from any source that would indicate any
violations, as described in the policy, have occurred or require further
investigation. The minutes of the FOLA Board of Directors should indicate
that these annually required procedures were accomplished. “
The meeting adjourned at 2:55 pm.
January 24, 2013
(Annual Meeting Package)
Friends of Ludlow Auditorium (FOLA)
Annual Meeting
January 24, 2013 at 1:30 PM
Ludlow Town Hall Conference Room
Agenda
1.
Summary of Year
a.
Programs
i.
Programs
ii.
Political Debates
iii.
Community Christmas Celebration
b.
Movies
i.
Movie – 2012 Summary
c.
Other Activities
2.
Financial Report
a.
2012 Income and Expenses
b.
2012 Grants
c.
2013 Budget Proposal
d.
2013 Budget Approval
3.
Report on 2013 Program Plans
a.
Bruce Farr – Outline of Activities
4.
Report on Fund Raising
a.
Membership
b.
Donations & Grants
c.
Future Plans
5.
Nominating Committee Report
a.
Chairman – Ralph Pace
b.
Vice-Chair – Anita Alic
c.
Treasurer – David Almond
d.
Secretary – Janet Pace
e.
Program Director – Bruce Farr
6.
Selection of New Officers for 2013 & Election of Directors
7.
Other Business
a.
FOLA Policy compliance
b.
Other
8.
Adjournment
Friends of Ludlow Auditorium (FOLA)
1 Whispering Pines
Ludlow, Vermont 05149
Officers:
Ralph Pace, Chair
Anita Alic, Vice-Chair
Bruce Farr, Program Dir.
Janet Pace, Secretary
David Almond, Treasurer
Jean Eggleston, Dir.
James Alic, Dir.
Susan McNeeley, Dir.
Mary Jane O’Hara, Dir.
Kevin Kuntz, Dir.
Tesha Buss, Dir.
FOLA – Friends of Ludlow
Auditorium
Summary of 2012
FOLA, during its third year of operation, brought a number of new venues
to the Ludlow Auditorium in 2012.
Some of the activities sponsored by FOLA during this period included:
·
The ‘1st Thursday’ movie series, showing 12 movies that
included:
§
Casablanca
§
Lawrence of Arabia
§
Citizen Kane
§
On the Waterfront
§
The Maltese Falcon
§
Dr. Strangelove
§
The Manchurian Candidate
§
Dances with Wolves
§
The African Queen
§
Bridge on the River Kwai
§
Chicago
§
Shane
·
Skip Gorman and Connie Dover in a country-western concert
·
Start of a four film series in conjunction with Okemo
·
Sponsored Windsor County Candidates forum on Vermont’s
·
Two silent movie festival shows featuring background music
·
Springfield Community Chorus presented opera and Broadway music
·
“Sweet Music”, a quartet singing pop music
·
Original comedy skits by Stan and Jane Hart, “Look at It This Way”
·
The annual Community Christmas Celebration
·
Creation of a FOLA web site,
www.fola.us
As part of its community support goals, FOLA was involved in three
collaborations with other town and area groups:
·
FOLA supported the Opus 24 project of VT MIDI where students have their
original music played by members of the Vermont Symphony Orchestra for an
audience drawn from all over Vermont
·
FOLA assisted the Winter Carnival group in the showing of its extreme
skiing movies
·
FOLA worked with LPCTV in showing the “Irene’s Wake” in the auditorium
In 2013, FOLA has worked with the merchants of Ludlow during the 2013
Winter Carnival by presenting a film as part of the carnival based on the
carnival’s theme. FOLA has also agreed to handle the showing of a film
related to the disappearance of honey bees and its impact on agriculture.
In keeping with FOLA’s purpose to enhance the auditorium and promote its
use for the benefit of the residents of Ludlow and the area, FOLA
purchased a new projection system, at a cost of about $6,700. The new
system is ten times more powerful than the initial projector and includes
a lens capable of an 80 ft “throw distance” for projection from the
auditorium balcony. It has greatly improved the motion picture quality.
FOLA also purchased two new auditorium-sized speakers to enhance the audio
segment of programs in the auditorium. All of the purchased items were
given to the Town of Ludlow.
The funding sources for these expenditures in 2012 included:
1.
A Town Meeting approved article for $1,500
2.
FOLA Membership and out-right donations from a variety of individuals and
organizations
3.
Donations at FOLA sponsored events
While plans for 2013 are very tentative at this time, they will include a
May 4 concert by the Springfield Choral group, an end of May banjo concert
by the Sky Blue Boys (aka Banjo Dan), a special four movies series called
‘Okemo Meets FOLA’, a silent movie festival, the annual Christmas
production, a special ‘kids’ Halloween movie in late October, and the 12
monthly movies. FOLA also hopes to present a special musical treat, FOLA
Follies of 2013, featuring area performers.
Long range plans will focus on the purchase of a motorized screen so that
the town does not have to devote resources to disassembling the existing
screen when the stage is used for performances.
Officers for 2012 included: Ralph Pace, Chairman; Anita Alic, Vice-Chair;
David Almond, Treasurer; Janet Pace, Secretary; Bruce Farr, Programming
Director; Jean Eggleston, Director; James Alic, Director; Kevin Kuntz,
Director; Mary Jane O’Hara, Director; Tesha Buss, Director, and Susan
McNeeley, Director.
More detailed information on FOLA may be found on
its web site,
www.fola.us.
Financials for FOLA 2012 follow:
FRIENDS OF
LUDLOW AUDITORIUM, INC.
MODIFIED CASH BASIS FINANCIAL STATEMENT
YEAR ENDED DECEMBER 31, 2012
REVENUES:
Donations:
Ludlow
Voters $
1,500.00
Ludlow 250th
475.00
Silent Movies, less costs of
$100.00 565.89
Other
Movies
728.75
Sweet Music, less costs of
$36.00 54.00
Gorman/Dover, less costs of
$1,055.47 .53
Harts, less costs of
$150.00 153.00
Community Christmas
Celebration 258.00
Individuals, less costs of
$5.19 2,794.81
Memberships, less costs of
$6.64 383.36
Total
Revenue $ 6,913.34
EXPENDITURES:
Asset Transfers to Town of Ludlow:
Movie Projector $
5,757.42
Speakers
430.00 $ 6,187.42
Piano Tuning and
Repair $ 550.00Website and
APP
395.00
DVDs
250.44
FOLA Annual
Award 167.33
Advertising
106.00
Miscellaneous
79.83
LPCTV
Membership
50.00
Fund Raising: 501(c)(3) Filing Fee $
400.00
Printing 617.00
Postage 228.09 1,245.09
Total
Expenditures $ 9,031.11
EXCESS OF EXPENDITURES OVER REVENUES $ 2,117.77
DECREASE IN NET ASSETS:
Cash Balance at December 31, 2011 $ 3,663.42
Cash Balance at December 31, 2012
1,545.65 $ 2,117.77
Note: A $2,250 grant awarded in 2012 will be received in
2013.
______________________________________________________________________
FOLA Budget – 2013Income
Membership
2,000
based on
85 membershipsGrants
2,250
Donations
4,000
major fund
raising driveArticles
1,500
Gate
Receipts850
net of
usage fees,ticketed events losses10,600
Expenses
Assets to
be transferred to town
Electronic Screen7,000
includes
installation
Projector bulb650
Curtains-backstage400
Stage
Equipment100
Movie
Rental250
Prebuy
2014 moviesPiano
Tuning450
twice a
year+repairsFund
Raising800
major fund
raising driveWeb Site
300
Membership
150
renewal
notices + donation acksPrograms
100
Computer
Supplies50
ink &
paperNew Chairs
0
to replace
old chairs (2014 project)
Contingencies350
unanticipated costs10,600
Minutes of FOLA Meeting, October 15, 2012 at Town Hall
The meeting was called to order by Ralph Pace at 10:31 am. Present were
David Almond, Susan McNeely, Janet Pace, Bruce Farr, Kevin Kuntz, Jim Alic,
Anita Alic, Janet Pace, and Ralph Pace.
The results of the Gorman-Dover concert and the silent movie, Wings, were
discussed. The loss of just under $200 for the Gorman-Dover concert was
made up by checks from Harry Welch and the Alics. It was agreed that it
was a splendid concert. The silent movie netted over $300 in donations;
$100 was given to Jeff Rapsis, the musician who played through the entire
three hour performance. It was agreed that we should plan on a silent
movie festival next season; the agreed upon date was Saturday, August 17,
2013 at 7 PM.
David and Ralph discussed the financial situation with emphasis on local
fund raising. Ralph agreed with Anita’s observation that the mailer to
all of Ludlow had not been as successful as planned and that future
fund-raisers should rely more on snail mail with return envelops. David
indicated that we had about $4,250 in immediately available cash.
Jim and Kevin discussed the status of a new projector. They noted that
Gary Peck had found a Panasonic project that had the throw distance we
needed plus was ten more powerful than the current projector in terms of
lumens. The lens for the projector was priced at about $1,800. Jim and
Anita Alic offered to underwrite the difference in our available cash and
the total cost of the projector and lens, valued at about $5,700. Ralph
noted that he had also applied for a grant of $2,250; status of the grant
application would not be known until the end of November. On a motion by
David, seconded by Janet, it was agreed to go ahead and order the
projector/lens through Gary.
Arrangements for the coming events in 2012 were discussed. In addition to
the 1st Thursday movies, these included the Windsor County
Candidates Forum, the Hart’s 9 comedy skits, and the annual Community
Christmas Celebration.
The use of a sandwich board or a sign hanging on the entrance to town hall
to advertise FOLA events was discussed. It was felt that this was a
reasonable way to help people find town hall, especially out-of-towners
not familiar with its location. The use of name tags was raised so that
people attending our events would know who ask questions of was
discussed. Anita agreed to look into this.
Ralph indicated that FOLA will join with Okemo in presenting four movies.
The movies are Company, Extreme Skiing, My Week with Marilyn, and The
Artist.
Plans for 2013 events and movies were discussed. It was agreed to change
the movie date from the first Thursday of the month to the first Saturday
(unless another event prohibited this) on a trial basis. In addition to
the Okemo movies, the movies through May would include: War Horse, Hugo,
and The Iron Lady.
Ralph indicated that the Springfield Chorus may be interested in
performing in May. He had also received a request for the Blue Sky Boys (aka
Banjo Dan) for a concert appearance. Ralph also suggested putting
together a musical revue using area talent with the help of Tesha Buss.
He also noted that the Winter Carnival committee had requested FOLA to
show extreme skiing films on February 8 & 9. This would only involve
running projector and setting up the audio.
It was suggested that FOLA consider doing something in the fall around the
same time the antique show was scheduled. In the same vein, Ralph
suggested showing a kids film around Halloween, such as Abbott and
Costello Meet Frankenstein. It was agreed to set October 26 at 2 PM as
the time for such a movie for the kids.
It was agreed that a community award be given at the Christmas production
using the same e format as that given to the Harts last year.
The date of the annual meeting was set for Thursday, January 24 at 3:30
PM. Kevin and Susan will serve as the nominating committee.
Jim discussed the question of access to Town Hall facilities. He
explained that the Democratic and Republican town parties had each decided
to meet elsewhere due to the fee being charged them for usage at town
hall. Ralph noted that he had discussed this with Frank Heald; Frank had
indicated that FOLA, due to the basic free entertainment and public
meetings, was treated as exempt from such charges. FOLA does, per past
agreement, donate $50 to the town for all ticketed events.
The meeting adjourned at 12:05
PM.
Minutes of FOLA Meeting,
August 3, 2012 at Town Hall
The meeting was
called to order by Ralph Pace at 10:31 am. Present were David Almond,
Susan McNeely, Janet Pace, Bruce Farr, Kevin Kuntz, Jim Alic, Anita Alic,
Janet Pace, Tesha Buss and Ralph Pace.
Tesha Buss was
introduced by David Almond to the committee. Tesha had indicated an
interest in learning more about FOLA and possibly joining the Board.
The meeting opened
with a discussion of plans for the August 18 silent movie festival. Ralph
explained that Judy Edwards and Glenn Brown would provide piano music for
the two Buster Keaton clips while the Perils of Pauline episodes had their
own musical background. Jim and Anita Alic agreed to help Ralph select
the Perils episodes to be shown. Bruce Farr agreed to act as emcee for
the entire show.
David Almond
updated the board on the status of PayPal. He indicated that PayPal was
now totally functional and that he had already paid for his family
membership in FOLA via PayPal. Ralph noted that there was a verification
problem that still needed to be resolved (NOTE: following meeting,
verification problem was resolved). Ralph said that he would update web
site to permit donations, membership fees, and event ticketing; the first
event will be Skip Gorman/Connie Dover concert on September 29. The Board
decided that it would donate $50 to the town for each ticketed and
“out-of-towner” event.
With respect to
fund-raising, Ralph passed around a draft “postcard” that could be sent to
all Ludlow mailing addresses to advertise FOLA’s need for donations using
the PayPal on-line methodology. The Board decided that the mailer
approach was agreeable but that the event photos needed to be captioned.
Membership renewal
and subscription was discussed. The Board decided that all requests for
membership, new and renewal, should occur on October 1 of each year to
lessen the administrative burden to managing renewal requests.
David indicated
that FOLA’s financial status was good, citing a balance in the $5,000
range after receiving the $1,500 voted to FOLA at the March 2012 Town
Meeting.
Jim and Kevin
reported that they had met with Jerry about his potential donation of
speakers. Bruce handed out a memo from Jerry indicating that he thought
the existing speakers satisfied the needs of the auditorium and that his
speakers were probably too big in size and wattage requirements for the
venue. Jerry did offer several alternatives using rock and raw speakers
that would require construction of speaker boxes by FOLA. Jim said he
would contact Gary about the continued use of his speakers and possible
replacements.
Ralph noted that
TW3 had already arranged a confirmed show with TJ Donovan, Democratic
Attorney General candidate. He added that the October 18 Windsor County
Senate and RW-2 debate was still developing. He noted that he had
contacted the Rutland Herald to cosponsor a Ludlow debate consisting of
Senator Sanders, Congressman Welch, and their opponents on October 4.
This was still an open question. If it did occur, the normally-scheduled
1st Thursday movie planned for that date would be cancelled.
The Board decided
that the ticket price for the September 29 Gorman/Dover concert would be
$12 per person, with kids 12 and under free. Ralph said he would contact
them about whether they wanted to use the orchestra space between the
stage and seating for their performance or use the stage if we arrange for
tables in that orchestra space. He will also ask Gorman to handle the
audio part of the performance as he did in the first concert last year.
A discussion of
movies for 2013 followed. While no definite decisions were made, it was
agreed that a sub-committee consisting of Kevin, Jim, Anita, and Ralph
would put together a proposal for FOLA’s action. Among the items
discussed about movies were the need for newer films, changing movie days
to Saturday (especially during ski season), and continuing our
relationship with Okemo.
Ralph was asked to
prepare a set list of locations for each board member for distribution of
event and movie posters.
The status of the
proposed award was briefly discussed. Details were unavailable due to
Mary Jane O’Hara’s absence. Anita indicated that she thought our award
format should be consistent with the first award format given to the
Harts.
Ralph noted that he
had met with Paul Terrasi of Boston SoundWorks to discuss problems with
the use of headset microphones. He noted that Paul said the headsets we
currently have are state-of-the-art and, if attached properly, should pose
no problems. Ralph will prepare a brief outline describing how they are
to be attached (with photos).
The meeting
adjourned at 11:55 am.
Minutes of FOLA Meeting,
May 21, 2012 at Town HallThe meeting was
called to order by Ralph Pace at 10:31 am. Present were David Almond,
Susan McNeely, Janet Pace, Mary Jane O’Hara, Kevin Kuntz, Jim Alic, Anita
Alic and Ralph Pace.The meeting opened
with a detailed discussion of preparations for the June 1 gig of ‘Sweet
Music’. Seven card tables will be used to setup the “cabaret-style” front
portion of the auditorium with table cloths, lights, and flowers. It was
agreed that FOLA will sell small containers of water for a $1 each; the
Alics had purchased 48 bottles of water for this purpose. Janet and Anita
planned to gather at the auditorium at 10:30 am on June 1 to set up the
tables and chairs. The ‘Sweet Music’ group plans to arrive around 4 or 5
PM and us the main conference room to practice in before the concert.
Doors will open at 6 PM and FOLA personnel will be in position by 6:30 to
guide ticketed guests to either the tables in the front of the auditorium
or the stadium seating. Water will be sold at a $1 per bottle in the
auditorium entrance where tickets/admission price will be collected. FOLA
will conduct a cleanup immediately following the concert. 10% of the
ticket gate, up to a $50 cap, will be given to the town. The remaining
gate will be given to ‘Sweet Music’. Revenue from water sales will be
retained by FOLA and not considered in calculating the gross gate. Ralph
asked the committee members to print as many programs as possible.Ralph reminded the
committee that there would be a very short time span between the June 1
concert and the ‘1st Thursday’ movie scheduled for June 7.Future movie plans
for 2013 were discussed. A sub-committee consisting of Jim Alic, Kevin
Kuntz, David Almond, and Ralph Pace was created to formulate all plans for
movies in 2013. It was agreed that it was not necessary to plan for the
entire year.A critique of the
FOLA-sponsored Opus 24 program followed. All who attended the
student-created musical indicated their pleasure in hearing the
student-composed music played by professional musicians, some members of
the Vermont Symphony Orchestra. It was of particular interest that the
event drew audience members who had no direct relationship with the
students involved. The staff involved in Opus 24 noted their pleasure in
the work done by FOLA and their interest in returning to the venue in the
near future.The acquisition of
new speakers for the auditorium was discussed. It was agreed that Kevin
and Jim would be responsible for making a decision as to the purchase of
new speakers or the acceptance of custom-made speakers by a local donor.
A cap of $1,000 was place on the amount they may spend for new speakers to
replace those currently on loan.The August 18
silent movie program was considered. It was agreed that FOLA would not
offer any compensation to anyone for playing background music for the
silent movie segments. The segments would be reduced from two Buster
Keaton clips to one if FOLA was unable to find a second party willing to
play background music. Glenn Brown had indicated a willingness to play
for one of the Keaton pieces. David suggested a pianist who periodically
plays at United Church; he said he would contact her to see if she was
interested in doing this. The third piece in this silent movie feature,
the Perils of Pauline, has a musical sound-track. Ralph was instructed to
send a blu-ray containing one of the selected Keaton clips to Glenn Brown
for his preparation for the August 18 gig.A brief review of
the FOLA web site revealed that the committee was satisfied with it thus
far. Anita suggested that the web address of the site be placed future
movie and event posters.Ralph gave Mary
Jane copies of the documentation of the award given to the Harts in 2011
so that she could research the availability of locally-created awards for
the pending 2012 award to be given at the Christmas performance. He noted
that a three month lead-time was desirable in the award selection.David reviewed the
financial status of FOLA, noting that we had about $3,000 available.
Ralph added that, by the end of July, we should be receiving $1,500
awarded to FOLA at town meeting. He added that planned membership and
limited donation solicitations drive would begin in June.Under ‘Other
Business’, the question was raised as to whether FOLA wished to conduct
candidate forums prior to the general election in November. A tentative
date in October had been set aside for a forum of Windsor County Senate
candidates plus the newly-created Rutland-Windsor 2 House seat. It was
agreed to continue with this effort. It was also agreed that, if Ralph
could arrange it, that a gubernatorial debate be conducted in September or
very early November.The meeting
adjourned at 11:42 am.
Minutes of FOLA Meeting,
March 5, 2012 at Town HallThe meeting was
called to order by Ralph Pace at 10:31 am. Present were David Almond,
Susan McNeely, Janet Pace, Mary Jane O’Hara, Kevin Kuntz, and Ralph Pace.Ralph opened the
meeting with a status update on the new web site,
www.fola.us. He noted that the basic site had been assembled but that
access to it via search engines such as Google would be delayed until the
engines had updated that respective databases with appropriate hyperlink
data associated with the site.The Springfield
Community Chorus event, scheduled for March 31 at 6:30 PM, was reviewed.
Ralph said that the program would be a mix of operatic and Broadway
numbers.With the help of
the Alics, Skip Gorman and Connie Dover agreed to a second appearance at
the auditorium. They suggested two possible dates: Sept. 22 and 29. By
unanimous vote, it was agreed that Sept. 29 would be the desired date for
the engagement. Ralph noted that the contractual side of the engagement
had yet to be determined but that the Alic’s had identified an anonymous
donor willing to cover $300 of any potential loss. The Alics had
indicated previously a willingness to cover a portion of any loss that
exceeded $300. The 2011 contract with Gorman-Dover was a $1,000
guarantee.A discussion of
other possible musical engagements followed. Susan indicated that, based
on her prior experience, she would be willing to contact bands in the
region that might be interested in performing at the auditorium.A general review of
movies that had been selected for the ‘1st Thursday’ monthly
movie program ensued. It was felt by the group that the movies selected
were good movies for the Ludlow area. However, there was further
discussion about developing movies that either represented a niche, such
as foreign films, or a lighter tone, such as musicals.The group then
discussed the proposed special movie evening that would be dedicated to
classic silent films. Ralph explained that the Alics has discussed this
with Glenn Brown (an honorary member of FOLA who donated the piano to the
auditorium). In considering this approach, Ralph had recommended that two
20 minute shorts by Buster Keaton plus several of the old “Perils of
Pauline” series would be appropriate. The next step will be to get two or
three qualified pianists to play background music to these clips. Ralph
estimated that it would cost $40 to purchase the films. A tentative time
period for this movie event was sometime in August.Two new events were
added to the 2012 calendar with the board’s approval: Oct 18 was set aside
as the date for a Windsor County candidates’ forum and Dec. 14 will be the
date for the annual Community Christmas Celebration. With respect to the
latter, Ralph advised the board that the Harts, who normally present a
comedy skit, would be unable to be at the Dec. 14 event because of prior
commitments. However, they had asked if they could video tape a skit for
the event. The board approved doing this so long as LPC-TV was in
agreement. Ralph recommended that a FOLA special award be presented to
Connie Wilcox for her work both for FOLA and in the community in general.
Mary Jane agreed to investigate the use of local artisans to prepare the
award so long as the cost did not exceed $225.Kevin and Ralph
updated the status of the audio system, noting that Gary Peck had loaned
FOLA two speakers that were capable of operating in the auditorium venue.
The board approved the expense of up to $1,000 for new speakers
recommended by Peck to replace the loaners.Kevin and Ralph
discussed the additional research performed by Peck on an appropriate
projection system for the size of the
auditorium. Peck recommended a Panasonic
PTDZ6700UL Projector 6000 Lumen WUXGA 1DLP Projector (No Lens) 16:10
Approx: $10,000; Lens: Panasonic ETDLE350 Power Zoom Lens Approx:
$2000.00. He also reviewed electronic, suspended movie screen and
estimated
a Da-Light Electrol HD motorized screen at $4000.00. The main reason for
the projector was that it was 10 times the lamp power of our currently
installed Sharp projector. Ralph estimated that the entire package, with
add ons and unplanned for expenses represented an expense of $18,000.
David reminded the group that FOLA’s present cash balance was about
$3,000.
In discussing the
fund raising necessary to underwrite such acquisitions, it was agreed that
a major fund raising effort will take place in 2013. Depending on the
results of this effort, the purchase of a screen may be deferred.As for operating
revenue for 2012, it was agreed that income would be derived from
membership renewals, donations, the pending $1,500 award from Town
Meeting, and, if possible, from grants.David explained the
status of the 501(c)(3) application, noting we had received notification
from the IRS that they had received the application and that it had been
given to someone in the IRS for review. The IRS said it would take
several months for it to be processed. David also reviewed the fiscal
status of FOLA indicating that we had about $3,000 of expendable cash.The question of
using PayPal was discussed. David indicated that his research, based on
FOLA being granted its requested tax exemption status, showed that PayPal
would take 2.5% of the monies paid through PayPal. The question arose as
to whether that percentage included or did not include credit card fees.
David said he would research that question. On a motion by Kevin, David
was authorized to setup a PayPal account, linked to our existing bank
account, once we had achieved 501(c)(3) status.The meeting
adjourned at 12:13 pm.
FRIENDS OF THE LUDLOW
AUDITORIUM
ANNUAL MEETING
January 26, 2012
Present: Board of Directors:
Ralph Pace, David Almond, Jean Eggleston, Janet Pace, Bruce Farr, Anita
Alic, Jim Alic, Kevin Kuntz, and Mary Jane O’Hara; Guest: Peter CrowleyThe meeting was called to
order at 7 PM by Chair Ralph Pace.
1. Chair Ralph Pace reviewed
the FOLA activities for 2011 (see the summary attached to the agenda
package).
2. David Almond reviewed the
financial status of FOLA through 2011. Kevin Kuntz asked why the piano
had to be tuned twice that year. Ralph explained that he was basing the
tunings on two factors: a, the need to ensure that the piano is tuned
before major FOLA-sponsored events citing two events in 2011 plus the
advice from Connie Wilcox on the need to tune the piano to adjust for
seasonal changes.
3. During the consideration
of the proposed 2012 FOLA budget, Ralph raised the question of modifying
the budget to mark $3,000 for the purchase of chairs for the auditorium.
Anita indicated her concern on the need for other priorities to be dealt
with prior to chair replacement, noting prior discussions about projector
replacement, improved audio quality, and a new screen. Jim noted that in
prioritizing we should also consider the need to blackout the backstage
windows in the auditorium. A motion by Kevin was passed that established
the priorities as sound, projector, and screen. It was agreed that, for
the time being, we would use tarps to cover backstage windows. David
explained the need to keep the average of the first four year budgets
under $10,000 to avoid an additional $500 processing fee from the IRS. As
David explained, such an increase in revenue would be contrary to our
intentions as described to the IRS. On a motion by Anita, the 2012 budget
as presented was approved.
4. David discussed the status
of the 501(c)(3) application for tax exemption donations to FOLA. He
noted that the application had been submitted to the IRS in mid-January.
He estimated that FOLA should receive a response from the IRS within two
months.
5. Bruce outlined planned
event activities for 2012. He noted that only the March 31 concert by the
Springfield Choral Group was definite but that a number of possible events
were being considered. These included several new musical concerts as
well as possible return concerts by Skip Gorman and Connie Dover as well
as comedy skits by Stan and Jane Hart. In addition, FOLA has a full
schedule for the year for its “1st Thursday’ movies along with
four movies included in the ‘Okemo Meets FOLA’ series.
6. Ralph indicated that, based
on the approved 2012 budget, fund raising activities for 2012 would be
restricted to membership renewal and donation solicitation from prior
donors. He said that the 2013 budget would include a major fund raising
effort in anticipation of costs associated with approved equipment
upgrading.
7. New officers for 2012 were
elected based on the previously agreed nominating poll of directors. They
included: Ralph Pace, Chair; Anita Alic, Vice-Chair; David Almond,
Treasurer; Janet Pace, Secretary; and Bruce Farr, Program Director.
8. In keeping with the
Articles of Incorporation, the current Board of Directors was reelected to
another one year term. These included the five newly elected officers
plus Jean Eggleston, Jim Alic, Susan McNeely, Kevin Kuntz, and Mary Jane
O’Hara.
9. Under Other Business, the
following items were acted upon:
creation of a FOLA web site
was approved. Ralph would be responsible for the design and maintenance
of the site.a new quorum rule was agreed
to that stated “three (3) or more directors present at any FOLA meeting
will constitute a quorum”. This represents an exception to Roberts
Rules of Order Revised that are the official procedural rules for FOLA
meetings.David, as compliance officer
for the Conflict of Interest Policy adopted by FOLA, reported that all
directors had advised him that they were in compliance with the policy.
He submitted the communications indicating this compliance which will be
on file for future reference.
The meeting adjourned at 7:55
pm.
Minutes of FOLA Meeting, November 15, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:31 am. Present were David Almond,
Jean Eggleston, Susan McNeeley, Mary Jane O’Hara, Anita Alic, Jim Alic,
Janet Pace, and Ralph Pace.
Ralph
opened the meeting with a review of the audio upgrade. He noted that all
the upgrade work had been completed and made operational with the
exception of the out-of-phase electrical work to be done by Cook
Electrical. He noted that Cook was tied up with renovation work related
to Tropical Storm Irene. David said that the cost to date was just under
$3,000. The committee agreed that the items purchased, which include 4
wireless headsets and transmitters, 2 wireless microphones, a large mixer
to control the small and large speaker systems, the wireless equipment,
and the snake used to interface with wired equipment and third party
equipment, should be formally turned-over to the Town of Ludlow. Ralph
was instructed to ask the Town to store the four wireless headsets and two
microphones in the balcony.
The results
of the recent 9 skit comedy performance by Stan and Jane Hart, with other
area performers, were discussed. Ralph indicated that the attendance for
the show was 175. David said that the donations for the evening totaled
$701.
Ralph
advised the committee that the People’s United Bank planned to award FOLA
$1,000 at its cocktail reception on November 17. The affair was a
celebration of the bank’s reopening following the impact of Irene.
Because of the award, Ralph asked if the committee still wished to pursue
the Town Meeting request for $1,500 for FOLA. David moved that FOLA not
request this amount of money from the town; the motion was seconded by
Susan.
During the
discussion on the motion, David said he felt that FOLA should stand on its
own and not request the money from the town. Anita indicated that FOLA
still should request the amount. Ralph cited the need for curtains
certain sections of the auditorium along with the need to upgrade the
projector for clearer pictures.
The vote on
the motion was 2 in favor and 6 opposed.
Plans were
discussed for the December 16 Community Christmas Celebration. A small
group headed by David and Janet will organize putting up the Christmas
tree on the stage a week before the event. Ralph noted that he was
working with Connie Wilcox and Cara White for school and musical numbers.
He also said that Bruce Farr was planning on doing a reading of “The Night
before Christmas”; the Harts intended to put on another skit as well.
Ralph urge all the embers to be present for the event citing the technical
for three or four people to handle balcony lighting, house lighting, and
volume control.
The 2012
and Okemo Meets FOLA movie schedule was reviewed. Susan suggested that we
have a brief introductory presentation before each movie describing any
unusual or interesting facets about the film. Jim Alic agreed to make
such comments beginning with the first Okemo Meets FOLA film, Young
Frankenstein.
The request
from the Winter Carnival to show films during the carnival, scheduled for
February 9 -12, 2012 was considered. It was agreed that FOLA could not
show films for each night of the carnival. The members did feel FOLA
should offer to show one film during the carnival as part of its efforts
to support community projects and events. David agreed to contact Liz
Crowley, head of the carnival, to determine the best time for a movie and
a movie selection. The only other event scheduled for 2012 now is the
March 31 appearance of the Springfield Choral.
Preparation
for the FOLA annual meeting, scheduled for January 26, was discussed. The
board felt that the current officers should be renominated. Ralph would
develop an agenda for board approval.
David
reviewed the financial status of FOLA. He noted that he had prepared an
income/expense document in the format required by the IRS. He said that,
with the receipt of the bank’s $1,000, FOLA balance sheet would be in the
positive zone. Due to delays on the part of Ralph in producing needed
documentation for 501c3, he had not yet filed the application for that
status. David said he had received correspondence from the IRS indicating
we should be filing for that exempt status. He said he would send a
letter to the IRS indicating we were in the process of preparing the
application and would submit the application in January. Ralph agreed to
prepare the documentation necessary to support this.
Under new
business, Ralph suggested trying to show films that would attract a
younger audience. Several members suggested contacting the schools and
the Ludlow Youth Center to see what films they would like to see.
David
recommended that FOLA present the Harts with an award following their skit
during the Christmas program. Ralph agreed to send same awards around to
the members so we could have an award ready by December 16 to honor the
work the Harts have done in supporting FOLA’s objectives and bringing
comedy entertainment to the Ludlow area.
The meeting
adjourned at 11:45 am.
Minutes of FOLA Meeting, September 19, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:31 am. Present were David Almond,
Kevin Kuntz, Janet Pace, Christine Fuller (guest), and Ralph Pace.
Christine
Fuller explained the intent of the Oct. 20 healthcare forum and displayed
the draft program for the event. She noted that she would be contacting
Stewart Ledbetter, event moderator, to get his input on the structure of
the panel questioning and the PowerPoint graphic that will begin the
event.
Ralph
reviewed the schedule for October through December. In addition to the 1st
Thursday movies, FOLA will be involved in 5 special events:
Oct 1 –
Gypsy Reel ConcertOct 9 –
Civil War/Mark Twain Era piano concert featuring Jacqueline Schwab
(cosponsored with the Town of Ludlow and Black River Academy MuseumOct 20 –
Healthcare Forum to discuss Vermont’s Act 48Nov 4 – 9
comedy skits written by Stan and Jane Hart performed by area talentDec 16 –
annual Community Christmas Celebration
Ralph also
noted that a firm date had been set for Springfield Chorus concert on
March 31, 2012. All the remaining special events for 2011 would be based
on donations only with the exception of the Gypsy Reel concert which is
$10 a ticket. FOLA is committed to $600 for Gypsy Reel. The Oct 9
concert commitment is $600 plus travel expenses, split three ways; FOLA’s
commitment is estimated to be $230 less donations, also split three ways.
It was agreed that the upright grand piano in the auditorium should be
returned before the Oct 9 concert.
The
schedule for the 2012 1st Thursday movie program was reviewed.
Ralph raised the question of whether FOLA should seek Okemo Mountain
Resort’s participation in an additional four films during the high ski
season. It was agreed that Ralph should contact Okemo to see if they were
interested in such a project and would use their vast email and
communications network to advertise these movies. Suggested timing of
these films would be late December, two in January, and one in early
February.
David
reported that the fund raising for 2011 had raised about $1,800. The
basis for the fund raising was membership renewals and contacts who had
donated to FOLA in 2010.
The
question of petitioning for a Town Meeting Article in 2012 was discussed.
It was decided that the membership would be polled via email to determine
if we should continue seeking funding from voter approved sources.
The audio
upgrade to be performed by Paul Terrasi was considered. David indicated
that the monies to support this project were available. Ralph indicated
that Terrasi would try to get the project done in mid-October. Hre said
he did not know if it would be in time for the Oct. 20 healthcare forum.
The date
for the annual meeting was set for Thursday, January 26, 2012 at 7 PM in
the auditorium.
David
reviewed the financial status of FOLA based on income-expense documents
following IRS protocols. He indicated that we had received communications
from the IRS urging us to file for 501.c.3 status. He requested that
Ralph complete the necessary documentation so that the 501.c.3
documentation and application may be filed to comply with the IRS request.
The meeting
adjourned at 11:25 am.
Minutes of FOLA Meeting, May 23, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:31 am. Present were David Almond,
Bruce Farr, Janet Pace, Christine Fuller, and Ralph Pace.
The 1st
Thursday Movies were discussed. It was agreed that the attendance,
averaging 44 per film, was good. The quality of the projection of the
last film, Secretariat, was found to be wanting in two respects: 1, the
volume was too low and 2, the film was somewhat blurred in terms of
focus. To correct these problems, it was agreed that the film to be shown
at 7 PM in the future would be readied for projection at 6 PM to ensure a
correct focus. As for the sound, someone in the audience will immediately
alert the projectionist if the sound is too low (or too high). At
Christine’s suggestion, we will continue to have a cookie sale in the
lobby to increase revenue. It was also agreed that the short feature will
be discontinued.
Ralph
raised the question of adding additional films during the peak foliage and
ski season. It was agreed that an additional film would be scheduled for
the Christmas Week and Presidents’ Week to see if the demand for such more
films existed.
The matter
of operating the film projector and related equipment was discussed.
Currently there are three men familiar with the operation of the
equipment. Given the likelihood of vacations, unavailability, and need
for backup, FOLA should seek to train more people in operating the
equipment. Ralph noted that they should be adults to satisfy the
interests of the town regarding building security.
Ralph noted
that the Friends of the Fletcher Memorial Library had requested that they
co-sponsor the July 7 showing of “To Kill a Mockingbird”. Everyone agreed
that this was a desirable step to foster relationships with other town
non-profit groups.
In
discussing planned events for the remainder of the year, the following
items were discussed:
October 1
– Gypsy Reel: Bruce said he would contact them regarding financial
arrangementsOctober 9
– A Civil War Piano Concert by Jacqueline Schwab: in conjunction with
the Town and Black River Academy Museum; FOLA’s maximum commitment is
$240November
4 – a series of original comedy sketches by Stan and Jane Hart – need
for wireless mikesDecember
16 – Community Christmas Celebration
Other event
discussion focused on:
Working
with the Town 250th Anniversary Committee, scheduled dates
are September 16 & 17OYAP –
Ralph said he had tried to contact them five times with no response
Alternative Summer plans – it was agreed that movies would be enough for
the summer, especially in view of the frequent heat in the auditorium
during that period. FOLA will continue to investigate the purchase of
fans to cool the room during the summer monthsPlanning
a dance – Bruce will discuss the feasibility of this with the Ludlow
Recreation Department and others
David
reviewed the financial status of FOLA. He discussed the draft proposals
for the 501(c) (3) application in detail. He indicated that the Articles
of Incorporation needed to be amended to satisfy specific requirements of
the IRS. Among these were policies or narratives describing how officers
and directors are selected, policies for conflict of interest and record
retention, plus a detailed narrative describing the activities and plans
of FOLA from its inception through to the future. Separate documents need
to be created to 1, outline the nature of personal/familial relationships
of board members and 2, describe and explain the various entertainment
functions that FOLA fulfills as well as its use of equipment and services.
He also
noted that we had indicated that a FOLA web site would be created in our
990 filing. It was agreed by the board that a web site would be initiated
in the late summer or early fall of the current year. All filing
documentation for the 501(c) (3) application and any other policies
approved subsequently will be accessible via this web site for public
view.
It was also
agreed to revise the approved budget to reflect more current funding
activities and revenues.
Under Other
Business, Christine Fuller submitted her resignation as a Director. The
board and all the members of FOLA express their regret in accepting her
resignation and thanked Christine for the work and effort she had put into
helping FOLA become a reality.
The meeting
adjourned at 11:52 am.
Minutes of FOLA Meeting, April 11, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:31 am. Present were David Almond,
Bruce Farr, Anita Alic, Janet Pace, Christine Fuller, Jean Eggleston and
Ralph Pace.
Ralph
reported that the first FOLA movie, The March of the Penguins, attracted
an audience of 42 people with donations totaling $133. It was agreed that
the movie went over well. The schedule for the next series of movies was
discussed. Christine recommended that Secretariat be made the May movie
in keeping with its closeness to the Kentucky Derby. The 1st
Thursday movies for the remainder of the year will be:
May 5 –
SecretariatJune 2 –
Mamma MiaJuly 7 –
Butch Cassidy and the Sundance KidAug. 4 – To
Kill a MockingbirdSept. 1 –
Chariots of Fire or True Grit (depending on availability)Oct. 6 –
Close EncountersNov. 3 –
HarveyDec. 1 –
North by Northwest
Plans for
the April 16 gig with Skip Gorman and Connie Dover were discussed. Ralph
suggested that FOLA be at the auditorium at 6:30 PM. He noted that Gorman
had told him he would probably be setting up for the concert around 3 PM
to deal with any audio problems. We will have $250 in cash ready to
handle tickets at the gate.
The request
from the Okemo Valley Regional Chamber of Commerce was considered. It was
agreed to defer the membership until next year to ensure FOLA is included
in the chamber’s printed publications.
The
question of developing a web site was discussed. Ralph said it would cost
$195 a year for a web site using the address,
www.fola.us. The group decided to postpone consideration of a web
site until the next meeting.
Ralph
described the formal turnover of the motion picture and graphics
equipment, along with the shades, to the Ludlow Select Board on April 4.
He noted that the board thanked FOLA for its efforts on behalf of the
town.
David
reviewed the financial status of FOLA noting that the current balance was
$1,752. He reviewed the form 990 and associated forms submitted to the
IRS. David indicated that he expected to have the draft of the 501(c)(3)
application completed by late May.
It was
decided to forego any food at the May movie in keeping with Frank Heald’s
notification regarding food and beverage in the auditorium.
Ralph
explained that membership and donation revenue would probably be static
until July when membership and donation requests would start anew.
The group
decided that a request from Black River Academy Museum to co-sponsor a
Civil War piano presentation at the auditorium required more information
from the performer, namely, was the upright grand piano all right for the
concert and how much did she charge as her fee. Ralph said that he had
discussed the possibility of a three-way sponsorship with the town to
reduce financial commitments.
Christine
agreed to become the FOLA “Librarian” to hold all the blu-ray and dvds
used for the films.
The meeting
adjourned at 11:45 am.
Minutes of FOLA Meeting, March 14, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:35 am. Present were David Almond,
Bruce Farr, Anita Alic, Janet Pace, and Ralph Pace.
Activities
for the March 26 presentation by the Rutland Curbstone Chorus were
discussed. Donations will be collected inside the auditorium at the
door. A basket will also be placed there after the concert for any
additional donations. Ralph said he would be there an hour before the 7
PM concert start to review lighting and audio needs for the concert.
Bruce, Anita, and Janet said they would help collect donations. Christine
Fuller had indicated previously she would also help.
The April 7
movie, “The March of the Penguins”, was considered. It was agreed that,
for the first movie, FOLA would not precede the main feature with a short
documentary; David noted that he had ordered a DVD of award-winning short
documentaries per prior agreement. The question of food and beverages for
the movie was discussed. All agreed that it would be desirable to serve
them. We will first discuss the matter with Frank Heald to obtain the
Town’s permission to do so.
It was
agreed that a FOLA meeting would be held on Monday, April 11 at 10:30 AM
at Town Hall to assess the results of the first movie and develop plans
for subsequent movie showings.
Regarding
the planning for the April 16 gig featuring Skip Gorman and Connie Dover,
Ralph indicated he would meet with Gorman on Wednesday, March 16 to
discuss audio and lighting requirements. He also raised the question as
to whether FOLA should plan to have printed tickets (via computer)
available for sale before future performances. It was agreed that, in the
future, major concerts or performances would have pre-performance ticket
sales. We will contact Peoples United Bank, the Wine and Cheese Depot,
and the book store to see if they are willing to handle such sales for
FOLA.
David said
that curtains had been ordered for the auditorium to provide room
darkeners. The color of the curtain will be a red that closely matches
the interior wall color of the auditorium. Cassandra’s will be
responsible for acquiring and installing the curtains. FOLA will absorb
the full cost of the endeavor which will amount to about $1,450. It was
felt it would be wiser for FOLA to do this and maintain an “arms-length”
distance from the Town for tax and 501 (c) (3) purposes. Ralph will ask
Frank Heald to have the existing fixtures in the balcony windows removed
so that the new curtains may be installed there.
David
reported on the financial condition of FOLA. Ralph added that he needed
to send out membership renewal requests covering January-March
memberships.
Ralph
advised that the agreed-upon transfer of FOLA’s movie equipment would be
made at the April 4 Select Board meeting. He had asked that FOLA be
placed on the agenda for that purpose.
The meeting
adjourned at 11:40 am.
Minutes of FOLA Meeting, February 22, 2011 at Town Hall
The meeting
was called to order by Ralph Pace at 10:35 am. Present were David Almond,
Anita Alic, Janet Pace, and Ralph Pace.
The report
from the Program Committee that met February 21, 2011 was reviewed. It
was agreed that the Rutland Curbstone Chorus event, scheduled for March
26, would have a ticket price of $8. It was agreed that the April 16
concert featuring Skip Gorman and Connie Dover would have a ticket price
of $12. There was uncertainty about the guaranteed gross for the March 26
event. Ralph agreed to ask Bruce Farr to clarify this. The guarantee
gross for Gorman/Dover is $1,000.
Ralph
advised that he had contacted two representatives of Okemo Young Artist
Program about June-July concerts but had not heard from either. It was
decided that if no response was received from them by April 15, FOLA would
open the Saturdays from mid-June through Mid-July to other possible
engagement activities.
It was
agreed that the tentative October 1 date for a Gypsy Reel concert would be
confirmed. Ralph also advised the group that he had asked for Town Hall
on December 16 for a Community Christmas Celebration.
The date
for the Springfield Chorus may have to be in April of 2012 but Bruce will
be in contact with that group to confirm a date.
In
discussing the manner of darkening the windows in the auditorium for
movies, it was agreed that the proposal submitted by Cassandra’s would be
the basis for placing shades on the windows. The number of windows to be
shaded was reduced to 17 in the auditorium plus 1 backstage. Ralph will
discuss the town’s involvement in funding this effort along with a FOLA
contribution. David agreed to discuss the actual total cost with
Cassandra. Ralph will see if the town can handle the installation.
It was
agreed that the first movie should be shown on April 7 starting at 7:30
PM. A preliminary showing for FOLA to “get all the wrinkles out” should
precede that date. The first movie will be “March of the Penguins”.
Efforts will be made to get a second copy of that film to run
simultaneously with the projected film so that we have a fall-back
mechanism in the event the primary film source fails.
No fixed
“suggested” donation price will be posted for the movies; an announcement
will be made, however, to let people understand that it is there donations
that underwrite FOLA’s ability to show movies.
David noted
that he will discuss the cost of director’s insurance with Sharon Bixby.
He also reviewed the current financial status of FOLA, noting that we had
about $2,100 available for operating expenses.
It was
agreed that the film and graphic equipment FOLA acquired would be formally
turned over to the town at the April meeting of the Select Board.
Christine Fuller had agreed to inventory the equipment and Ralph will
value it for insurance purposes.
The meeting
adjourned at 11:35 am.FRIENDS OF THE LUDLOW AUDITORIUM
ANNUAL MEETING
January 19, 2011
Present:
Board of Directors: Ralph Pace, Christine Fuller, David Almond, Janet
PaceMembers: Susan McNeely, Guests: Lois Brown, Jim Wallis
The meeting
was called to order at 6:30 by Chair Ralph Pace.1. Chair
Ralph Pace presented his summary of FOLA activities for 2010, includingprograms, acquisition of equipment for movies and financial activities
(see attachedsummary).
2.
Treasurer David Almond presented the financial report for 2009 – 2010.Total
revenue for the period was $11,800; with expenses of $9,583.David
then presented the budget for 2011 and 2012; with the major expense beingrelated to an audio upgrade to the Auditorium.
On a
motion by Christine and second by Lois, the budgets for 2011 and 2012 wereapproved unanimously. (See attached budget)
3. David
reported on the plans to file for a 501 (c) (3). Many of the details are
in place,and
forms ready to be finalized. They will need to be reviewed by a lawyer;
hopefullypro-bono.
4. Program
plans for 2011 are still tentative; although they will include a
country-westernperformance by Skip Gorman and Connie Dover in April. Periodic movies
will be playedonce
the equipment is in place, using the new screen purchased by the Town.Suggestions included the Kinkaid music school, the Weston Opera, Chris
Kleeman, Karioke,a
Cabaret night, and continuing the Christmas program.5. Fund
Raising for 2011 will encompass memberships, donations, and pursuing
grants.6. The
Nominating Committee presented the slate of officers for 2011:Chair – Ralph Pace
Vice-chair – Anita Alic
Treasurer – David Almond
Secretary – Janet Pace
Program Director – Bruce Farr
On a
motion by Christine and second by David, the slate of officers was
approved aspresented.
7. New
Business: There was a discussion about FOLA having a web page. It was
decided toleave
this until the full Board could meet.Susan
McNeely expressed an interest in joining the Board.The meeting
adjourned at 7:15 pm.
FRIENDS
OF THE LUDLOW AUDITORIUM
BOARD
MEETING
JANUARY
5, 2011
Present: David Almond, Jean Eggleston, Bruce Farr, Anita Alix, Janet Pace
The
meeting was called to order at 2:00 pm.
The
budget for 2011 and 2012 was reviewed (see attached). It was agreed that
the Grants figure for 2011 would be kept at $3500, in an attempt to keep
the average income below $10,000. All other numbers seemed reasonable.
On a
motion by Jean, and second by Anita, the Budget for 2011 and 2012 was
approved.
David
reported on the status of the 501c3. He has sent for the most current
information on the process. He is also getting the forms for 2010 income
tax filing. By-laws are being written.
There
was a discussion on adding new Directors to the Board. People who will be
approached include Susan Kneebone (as artistic consultant), Betsy McGee
Andrade, George Thomson, Fred Marin, Graham Parker, and possibly Connie
Wilcox.
Ralph
is investigating Board Liability Insurance.
He will
also schedule training on the movie equipment.
The
Officer slate for 2011 will be:
Chair: Ralph Pace
Vice-chair: Anita Alix
Treasurer: David Almond
Secretary: Janet Pace
Program Director: Bruce Farr
Anita
announced that the program for Sat., April 16 will be Skip Gorman.
The
meeting adjourned at 2:45 pm.
Minutes of FOLA Meeting, November 8, 2010 at Town Hall
The meeting was
called to order by Ralph Pace at 10:30 am. Present were Bruce Farr, David
Almond, Christine Fuller, Anita Alic, Janet Pace, Jean Eggleston, Susan
Kneebone, and Ralph Pace.
Ralph reviewed the
financial status of FOLA, indicating that the group had a current bank
balance of $1,779.19 and an available balance of $1,279.19.
The Gypsy Reel
concert held Saturday, November 6 was discussed. The total revenue from
the event for FOLA was $330 which consisted of:
Food sales – $ 52
Raffle tickets – 147
Donation – 20
Gypsy Reel CD profit on sales – 40
Gypsy Reel donation from gate – 71It was agreed that
the concert was a success. It was suggested that, due to the age of the
auditorium seats, we approach the Town to see if newer, more comfortable
seats may be purchased as a number of attendees complained about the
discomfort of the seats.
Ralph advised that
the screen being purchased by the Town was still on backorder and that no
plans were being considered by the Town as to alternative sourcing. He
said he would contact David Giancola regarding his wishes for training
FOLA and high school students in the use of the equipment.
The group
reaffirmed that Friday, December 17 at 7 pm would be the time for the
Christmas program. Ralph passed out an email from Connie Wilcox as to her
suggestions for the program which included a number of student segments.
It was agreed that a Christmas Program committee consisting of Ralph,
Anita, and Bruce would develop a detailed program working with Connie.
Ralph was asked to convey a message to Sam and Barbara Lloyd advising them
that the proposed program segment concerning them had been eliminated due
to time concerns.
The meeting set
January 19 at 6 pm as the date and time for the annual meeting in the
Auditorium.
With respect to the
501 (c) (3) status of FOLA, Ralph suggested that $400 be reserved so that
David could pursue filing for this exemption status with the IRS. David
commented on the complexities of the filing and the various documents
needed to support it. It was agreed that a special FOLA meeting would be
held on Tuesday, November 30 at 2 pm to review and prepare a filing
document.
Ralph raised the
question of investigating whether FOLA could underwrite the enhancement of
the auditorium audio system so that third party users, such as LPC-TV,
could tie into the auditorium’s audio system. Currently, such an
interface is not possible resulting in lost and/or poor transcriptions of
third party audio when video taping events sponsored in the auditorium.
Ralph said he would contact Frank Heald, Town Manager, to obtain contact
information on the group that installed the audio system in the
auditorium.
Ralph raised the
question as to whether FOLA would seek funds at the annual Town Meeting.
The board agreed that we should do this. The amount to be raised should
be determined by an estimate based on improving the audio system.
Bruce, Anita, Jean,
and Susan agreed to form a committee responsible for establishing FOLA-sponsored
programs in the auditorium in 2011.
Janet and Christine
agreed to form a Nominating Committee for officers to be presented to the
annual meeting.
Ralph noted that
letters to contributors need to be prepared before year end to advise them
of their contributions to FOLA, FOLA’s achievements and plans, and the
annual meeting.
The question was
raised as to insurance covering the FOLA directors. Ralph agreed to
contact Sharon Bixby to obtain information on premiums and coverage for
non-profit board members.
The meeting
adjourned at 11:35 am.
Minutes of FOLA Meeting, August 3, 2010 at Town Hall
The meeting was
called to order at 10 AM by Chairman Ralph Pace. In attendance at the
meeting were Christine Fuller, Bruce Farr, David Almond, Jean Eggleston,
and Ralph Pace.
Ralph reviewed the
results of the fund-raising to date. He noted that the net results
indicate that FOLA has reached the basic $7,500 needed for the motion
picture equipment being arranged by David Giancola of Edgewood Studios in
Rutland – if you add in the $3,000 from the town and $1,000 grant awarded
by Ben & Jerry’s. This will still keep a bank balance of just over $500,
the minimum needed to avoid service charges on the account.
The board voted to
authorize Ralph to give David a check for $3,500, the initial payment for
the motion picture equipment he is arranging through a New York City
advertising firm. Ralph indicated that he still expected some additional
funds to come in as the fund raising effort draws to a close. He reported
that the cost of the fund-raising effort was $850.
The board also
discussed the probable need for funding for permitting to show movies.
However, board members asked Ralph to find out how Woodstock, Cavendish,
and Bellows Falls handle this situation. The need to gain 501.c.3 status
was also discussed. David said that we needed a full year of experience
to apply for this status plus $750 in IRS fees. David indicated that FOLA
needed to adopt several new documents to satisfy the requirements for
501.c.3 approval by the IRS. He also suggested that some legal assistance
may be required.
The board reviewed
the Okemo Young Artists Program concerts and the July 29 Democratic Party
gubernatorial debate. The consensus was that both sets of events went
well, excepting for the uncontrolled impact of heat and humidity for the
final OYAP concert. In discussing the proposed October 14 general
election gubernatorial debate, Ralph advised that he was having difficulty
getting the Dubie campaign to acknowledge any of the four communications
he had with them inviting the Lt Governor to participate. The board
agreed that if the Dubie campaign fails to communicate with Ralph by
Friday, August 6, it will be assumed that Dubie has no interest in
participating in the debate; additional debate possibilities will be
considered under those circumstances.
The board discussed
the November 6 concert agreed to by Gypsy Reel, starting at 7:30 pm.
Gypsy Reel will accept the gate donations as remuneration. They will also
donate the profit portion of its CD sales to FOLA. FOLA will conduct a
50-50 raffle, raffle tickets to be priced at $3 or 4 for $10. In addition
to the 50% winnings, the raffle tickets will be used to draw for a free
CD.
The details of a
Christmas program, scheduled for December 17 at 7 pm were discussed.
Ralph noted that Sam and Barbara Lloyd had been invited to participate by
letter but no response had yet been received. He was urged to follow this
up with a phone call. He also noted that Connie Wilcox would try to
arrange to have bell ringers play several songs. Bruce Farr agreed to
read “A Child’s Christmas in Wales” by Dylan Thomas. He said he would
seek the help of a classical guitarist to supply background music.
Everyone agreed that we should conclude the event with a sing-along of
popular seasonal and Christmas melodies and Noels. Ralph would ask Frank
Heald if the town could make copies of the lyrics.
It was agreed by
the board that the proposed dinner, “Around the World in Seven Courses”,
be deferred until next year.
There were mixed
reactions by board members as to the effectiveness of FOLA at the Friday
Farmers Market. It was agreed that FOLA would end its participation with
the last market date in August.
With regards to the
revised logo, drawn by Susan Kneebone, the board enthusiastically approved
the revised logo with the addition of a rose. Ralph was asked to contact
Susan to see if she would color the rose red.
The board set
Thursday, January 21, 2011 as the date for the annual meeting.
The meeting
adjourned at 11:10 am.
Minutes of FOLA Meeting, May 4, 2010 at Town Hall
The meeting was
called to order at 2 PM by Chairman Ralph Pace. In attendance at the
meeting were Anita Alic, Janet Pace, David Almond, Jean Eggleston, and
Ralph Pace.
Ralph explained
that, thanks to Anita’s help, an upright grand piano was being donated to
the Town by Glenn Brown and Joan Collar of Ellison Lake Road, Ludlow.
Photos of the piano had previously bee sent to the board. Frank Heald
called a moving company in Rutland, Todd Moving, and got a $400 quote to
move the piano to the auditorium. In negotiations with Frank, Ralph
agreed that FOLA would cover half the cost of this move. Anita agreed to
contact Brown’s caretaker to start moving arrangements. Based on a motion
by Janet, seconded by David, it was also agreed that a formal letter of
thanks would be sent to Brown and that a metal plaque would be prepared to
note the gift to the town.
The board then
reviewed the projector package that David Giancola had prepared (refer to
letter previously distributed to all members on May 4). It was agreed
that FOLA had the $3500 deposit to be paid for the $7,549.80 package once
the new town fiscal year began. Ralph saoid he had filed a $3,000 request
with the Enterprise Fund for the projector; he also had sent requests for
grants to Ben & Jerry and National Life Insurance for $1,000 and $900
respectively. Ralph noted that he estimated the package to represent a
$25,000 value that included equipment that could satisfy future needs of
the town and FOLA for slide shows, switching between movies and
computer-generated graphics, plus providing new audio speakers and
cabling. In a motion by Janet, seconded by David, the board approved the
package. Payment of the initial deposit will be due within 90 days; the
balance is due by 12/31/2010.
Regarding the
placement of a FOLA table at the Farmers Market, Ralph agreed to contact
Christine as to dates. David also noted that Leslie at the Wine Depot
might offer some help. Ralph said he would prepare a draft handout for
members review so that we could seek new members and donations at the the
market.
Ralph updated the
meeting on the status of the two debates planned in July and October. He
noted that all five Democratic candidates had agreed to participate in the
July 29 debate. He noted that he had heard nothing from the Lt. Gov.
Dubie’s camp regarding the General election debate scheduled for Oct 14.
He also noted that there might be a larger than expected number of
independent and lesser party candidates participating in that debate
unless FOLA developed a policy on who would be included. Ralph suggested
using the rules adopted by the League of Women Voters. On a motion by
Janet and seconded by Jean, the board established the policy for the
General Election gubernatorial debate, only candidates who represented
parties that had received at least 5% of the vote in the last election or
candidates who had received 5% of the votes in recent statewide polls
would be invited to participate in the debate.
In discussing fund
raising, Ralph indicated that, based on the cost of the projector and
available FOLA funds, the use of the postal permits researched by
Christine Fuller, would not be practical. The board came to the consensus
that it would review a mailing label list, to be prepared by Ralph, of all
residents and second home owners. From this list they would select a
smaller set of people to be solicited for contribution, based on the
letter prepared by Bruce Farr and revised by Ralph to include a donation
section. Following a lengthy discussion of how membership should be
handled, it was agreed that, on a motion by Jean and seconded by Anita,
membership would always be based on a 12 month cycle following the month
the membership dues were paid and that membership would be $25 for an
individual and $45 for a family.
An as yet to be
scheduled meeting will review the mailing list prepared by Ralph from the
Grand List and decide on the initial letters to be sent out for membership
and general donation requests.
The meeting
adjourned at 3:25 PM.
Minutes of FOLA Meeting, April 12, 2010 at Town Hall
The meeting was
called to order at 10:30 AM by Chairman Ralph Pace. In attendance at the
meeting were Anita Alic, Christine Fuller, Bruce Farr, Jean Eggleston, and
Ralph Pace.
Ralph discussed the
status of a movie project. He noted that he had been in disciussions with
B&H of New York and Edgewood Studios in Rutland regarding equipment. The
projector being considered was a Panasonic PT-4000U with a Panasonic lens
(to produce a 20 ft horizontal image from 45 feet) ETL200. The projector
was priced at $3,000 and the lens at $2,950. Ralph indicated he would
like to review this configuration with David Giancola of Edgewood Studios
in Rutland, especially in setting it up. The members agreed with the
concept. The screen will be purchased by the Town. See notes below
regarding funding for this equipment.
The committee
agreed that we should go ahead with the purchase of a used piano from
Craigslist, eBay, or local residents. Ralph said he would seek the help
of Connie Wilcox. Bruce suggested that he contact Carol Devine of Belmont
who is also familiar with musical instruments.
Ralph said that the
Okemo Young Artist Program (OYAP) concert dates had been set as June 19
and 26 and July 3 and 10 (all Saturday’s at 7 PM). Frank Heald indicated
that a grand piano, to be rented by OYAP, could be brought into the
auditorium via the fire escape. Christine suggested that we reissue the
press release concerning our need for both a grand piano and a regular
piano.
The matter of fund
raising was considered at length. It was agreed that a 7 course dinner
will be held on September 18, each guest being charged $75. Christine
suggested that we could all provide the china and silverware for the
dinner. It was also decided that Bruce would prepare a letter to be used
for a mail fund raiser. Christine agreed to look into the costs of
mailing permits for the mailing. Anita provided input from her
experiences in capital campaigns with the museum. It was also decided to
request funding from the Enterprise Fund; the preliminary dollar amount
would be $2,500. Christine also agreed to contact the Farmer’s Market to
arrange a table for FOLA.
Two dates were set
for political debates: Thursday, July 29 for the five Democratic
candidates for Governor and Thursday, October 14 for the gubernatorial
candidates for the General Election. Ralph said he would start making
arrangements for these debates.
The meeting
adjourned at 11:45 AM.
Minutes of FOLA Meeting, February 17, 2010 at Town Hall
The meeting was
called to order at 2:04 PM by Chairman Ralph Pace. In attendance at the
meeting were Anita Alic, Christine Fuller, David Almond, and Ralph Pace.
Ralph reviewed the
financial status of FOLA, noting that the current bank account balance was
$1,000. He distributed a detailed review of transactions and current
membership. Anita noted that the membership list did not indicate that
she had paid $50 for membership for herself and her husband but that an
entry was listed for $50 from “unknown”. Ralph indicated he would
correct the list.
Anita discussed her
conversations with Lisha Klaiber, representative of the Feminine Tones
musical group. She indicated that the group was hesitant to make future
bookings in Ludlow for two reasons: 1, apparent lack of adequate audience
in previous Ludlow concerts and 2, the need to be assured that the group
would raise funds to cover musical support personnel. It was agreed that
any future discussions would be premised on the success of the Summer
concert series FOLA is arranging with the Okemo Young Artists Program (OYAP).
The Feminine Tones
discussion led into consideration of the importance of a good piano,
preferably a grand piano, in the auditorium for any type of musical
program. Ralph noted that Connie Wilcox had informed him that the current
piano in the auditorium was formerly used in Ludlow schools and was
probably only satisfactory for use in school drama productions. Ralph was
requested to contact Marko Dreher, OYAP Director, to clarify if OYAP would
rent a grand piano.
Ralph updated the
meeting on the work to date on Movies in the auditorium. He noted that
Frank Heald, Ludlow Town Manager, was assessing the purchase of a large
motion picture screen and discussing the type of projector needed to
support a large screen image. Frank and Ralph are in discussions with
Jamie Ward of Mt Holly who is involved in theatrical productions. Ralph
said that they were still waiting for some concrete information from
Ward.
The election of new
officers followed. New officers for 2010 are: Ralph Pace, chairman;
Anita Alic, Vice-Chairperson; Bruce Farr, Treasurer; and Janet Pace,
Secretary.
Ralph asked if the
group felt that fund raising efforts should begin. It was agreed that,
following the Twon Meeting vote on the requested $3,000 appropriation, we
should begin fund raising efforts. FOLA has acquired a copy of Ludlow’s
Grand List which can be used for mailings. Christine noted that bake
sales and fund solicitation should also be used.
Ralph indicated he
would contact Marj Graf of the Chamber to see what the plans were for
ZucchiniFest this year.
The meeting
adjourned at 3:01 PM.
Minutes of Meeting of November 11, 2009
The meeting was
called to order by Ralph Pace at 3 pm. Those present were:
Christine Fuller
Janet Pace
Bruce Farr
Jean Eggleston
David Almond
Ralph Pace
(Anita Alic submitted email comments)
Christine Fuller
moved that the minutes of Sept 22, 2009 be accepted without change. The
motion was seconded and agreed to unanimously.
Ralph reviewed the
financial status of FOLA. The bank balance is $700; of this total, $200
is available funds since the checking account requires a $500 minimum
balance to avoid bank fees.
David Almond
explained the detailed requirements for filing for a 501 (c) (3) status
from the IRS. He outlined the specific documents and plans we would have
to file along with the do’s and don’t’s associated with this status. On
David’s recommendation, it was decided to defer filing for a year so that
FOLA would have a year’s experience to support the filing.
The members
discussed the need to begin fund raising efforts. Anita Alic, via email,
and the other members agreed that Christine and Jean would prepare drafts
of fund raising letters for review in January 2010. Ralph said he would
send them copies of such letters that had been prepared for United
Church. It was agreed that the letters would indicate that contributions
were tax deductible without citing 501 (c) (3) status.
Ralph reviewed the
status of the piano for the Okemo Young Artists Program (OYAP). He said
that he had received two calls on the piano request in the media but
neither met the needs of OYAP or the long term needs of the auditorium.
The group agreed that continued media releases should be used to advertise
the need for the grand piano; it was suggested that advertising in area
weeklies might be appropriate.
Regarding possible
new programs for the auditorium, the following was reported:
a) FeminineTones (Alic by email) – group not available until sometime in
Spring of 2010; Anita will continue to stay in contact with themb) High School drama (Pace) – the teacher at BRHS who used to handle the
drama productions is no longer doing so; future plans up in the airc) Arts and Photography (Bruce) – will contact some professional area
photographers to see if an interest exists in exhibitsd) VSO String Quartet (Pace) – VSO contact said they are interested in
performing in Ludlow in 2010; cost is in the $1,600 – 2,000 rangee) CounterPoints (Pace) – VSO related choral group; Ralph said agent
initially put cost at $8,000 but reduced it to $4,000. Still too much for
us to handlef) Christmas Program (2009) – group agreed it was too late to do anything
g) Christmas Program (2010) – Ralph said he discussed a school program with
Connie Wilcox and that a December performance was possibleh) OYAP (Pace) – five Saturday evening concerts planned for mid-June thru
mid-July – still need piano funds ($1,600)i) Debates (Almond/Pace) – with coming elections in 2010, we could sponsor a
candidate forum (but must remain impartial)j) Band Concerts (Pace) – will contact Springfield band to see if they are
availablek) Movies (Christine/Bruce) – Bruce will contact Weston, Christine Cavendish
to see how they run their programs; Ralph will contact Bellows Falls
Ralph indicated that a blog had been created for FOLA
(www.friendsofludlowauditorium.blogspot.com) .
There being no other business, Christine moved for adjournment at 4:05 pm.
Friends of Ludlow AuditoriumMinutes of Meeting of September 22,2009
The meeting was called to order by
Ralph Pace, Acting Chair, at 3 pm. Those present were:
Christine Fuller
Anita Alic
Janet Pace
Bruce Farr
David Almond
Ralph Pace
Frank Heald
Christine Farr moved that Ralph Pace
be elected Chair of FOLA, seconded by Bruce Farr. The motion was passed. Christine
then moved that
Christine Fuller
Anita Alic
Janet Pace
Bruce Farr
David Almond
Ralph Pace
Jean Eggleston (not present)
Be named directors. David Almond seconded the motion. The motion was passed.
Christine then moved that Bruce Fan be elected Treasurer and Janet Pace be elected Secretary. Anita Alic seconded the motion. The motion was passed.
Ralph Pace then reviewed a suggested mission statement for FOLA. Following a discussion, the following was
consensually accepted as the mission of FOLA:
The purpose of Friends of Ludlow Library is to encourage the use of the auditorium for all appropriate forms
of the performing arts and educational purposes, as determined by the Board of Directors in keeping with the Town of Ludlow’s interests, for the benefit, entertainment, and education of the residents and visitors of Ludlow and the surrounding area. FOLA may act as the agent to engage such activities when appropriate.
The following organization and procedural guidelines were consensually accepted:Organization:
· FOLA will invite all Ludlow and Black River area residents and property
owners to participate in membership in FOLA
· FOLA will be managed by a Board of Directors consisting of five to nine
members duly elected by the membership
· Election of new and expired term Directors will occur annually in January
· Directors term will be three years
· Operational management of FOIA will be handled by a chairperson elected by
the Directors at the January meeting for a one year term
· A director will be appointed to function as Treasurer, elected by the
Directors at the January meeting for a one year term
· A director will be appointed to function as Secretary, elected by the
Directors at the January meeting for a one year term
· All other organizational and procedural matters will be determined by the
Board of Directors subject to approval by the members
· An organizational meeting will be scheduled in January by the Board of
Directors for all the membership
· The fiscal year for FOLA will be the calendar year Procedures:
All procedures of meetings will follow Roberts Rules of Order, Revised,
with the following exceptions:
· . Aside from the January meeting, correspondence via email and/or
telephone may be used to conduct Board of Director meetings
· The agenda for all such email and/or telephone meetings will be determined
by the Chairperson, subject to the Board of Directors approval
Pace indicated that, through the donations of three people, the sum of $500 had been collected to serve
as the minimum balance for a non-profit bank account at Chittenden Bank. He said that he would create the account after all steps had been taken to satisfy the banks requirements.
Anita Alic noted that she would contact the FeminineTones group to see if they would be interested in performing at the auditorium. Ralph Pace advised that five dates had already be set for performances of the Okemo Young Artists Program at the auditorium. He added that the OYAP director, Marko Dreher, said that a grand piano was needed for these concerts. Ralph suggest that $1,600, the rental and moving cost for a piano for the month,
should be the first objective of FOLA. The five dates set for OYAP at the auditorium are:
Saturday, June 19
Saturday, June 26
Saturday, July 3
Saturday, July 10 and
Saturday, July 17
David Almond
offered to investigate and prepare the’paperwork to obtain a 501(c)(3)
status so that donations to FOLA would be tax exempt. He also noted that,
even without that status, certain contributions to FOLA may still be
treated as tax-exempt.
ln discussing
future projects, Bruce Farr recommended that “Country Western” be replaced
by the term “Acoustics”. lt was also suggested that showing classic movies
be considered since the area lacked a movie theater.
It was agreed that
a membership fee would be set at $25 per year.
Ralph was asked to
investigate the cost of director’s insurance. He indicated he would also
contact Ann Gardner at Black River High School/Middle School to see if
FOLA may be of any assistance with dramatic productions using the
auditorium. Frank Heald noted that this Fall the school planned to produce
Miller’s, The Crucible.
On a motion by Christine Fuller, the
meeting adjourned at 4:10 pm.
Friends of Ludlow Auditorium (FOLA): Statement of Mission and Procedures
Mission:
The purpose of FOLA
is to encourage the use of all appropriate forms of the performing arts in
the auditorium of the Ludlow Town Hall for the benefit, entertainment, and
education of the residents and visitors of Ludlow and the surrounding
area. Where appropriate, FOLA will directly act as the agent toengage such
activities.
Procedures and
Organization :
Organization:
· FOLA will invite all Ludlow and Black River area residents and property
owners to participate in membership in FOLA
· FOLA will be managed by a Board of Directors consisting of five to nine
members duly elected by the membership
· Election of Directors will occur annually in January
· Operational management of FOLA will be handled by a Coordinator appointed
by the Board of Directors. The Coordinator’s term will be at the
discretion of the Board of Directors.
· A director will be appointed to function as Treasurer, the term of the
appointment being at the discretion of the Board of Directors
· A director will be appointed to function as Secretary, the term of the
appointment being at the discretion of the Board of Directors
· All other organizational and procedural matters will be determined by the
Board of Directors
· An organizational meeting will be scheduled in January by the Board of
Directors for all the membership
· The fiscal year for FOLA will be the calendar year
Procedures:
All procedures of
meetings will follow Roberts Rules of Order, Revised,
with the following
exceptions:
· Aside from the January meeting, correspondence via email and/or telephone
may be used to conduct Board of Director meetings
· The agenda for all such email and/or telephone meetings will be determined
by the Coordinator, subject to the Board of Directors approval
