I.B.M. Ring 362 Dr. James William Elliott Ring Bangor, Maine
Home Archive Constitution Bylaws Policy and Program Manual Index to Minutes Index to Executive Minutes Index to Ring Reports Hall of Fame		Minutes of Executive Meeting February 4, 2007 A meeting of the Board was held on Sunday, February 4, 2007, at the Chef King Restaurant in Ellsworth at 1:00 pm. In attendance were: President: Danny Baker Vice President: Carroll Chapman Secretary: Paul Szauter Treasurer: Randy Von Smith Sergeant-At-Arms: Geoffrey Miller

The meeting was run according to an agenda that had been made available in advance:

Several items were settled in advance of the meeting via email (marked as done). The agenda was adopted without amendment.

Ring Name Raffle. The Board considered names submitted for the Ring Name Raffle. The Policy and Program Manual requires the Board to review names to ensure that they are not demeaning to magic and that they are not in use by another Ring. Three names were approved: Dr. James William Elliott Ring, The Maine Mystics, and Chung Ling Soo Ring. The Board considered a fourth name that had been submitted, Ralph Greenwood Ring. This name has been adopted by S.A.M. Assembly 174, as reported in the February 2007 issue of MUM. While S.A.M. Assembly 174 is not an I.B.M. Ring, it is the only other magic club in Maine. The members of the Board voted unanimously to disqualify this name.

The Board reviewed the mechanism of the Ring Name Raffle, to be conducted at the March meeting (3/18/2007). Members will be informed of the details of the Ring Name Raffle in the February and March issues of The Rapping Hand. Members will be informed of the approved names, and will be permitted to indicate their preferences by mail, with the Ring not providing return envelopes or postage. Each member whose dues are paid will be permitted one ticket. Any number of additional tickets may be purchased at $5 each. The Treasurer shall certify that each member has paid dues as their tickets are accepted, and keep a running tally of the number of tickets submitted for each name. Once all members have submitted tickets, one will be drawn at random at the March meeting. The ticket drawn will decide the Ring's name for the next twelve months.

Meeting Dates, Themes. Meeting dates and themes, as posted on the Ring's Calendar, had been approved in advance. Meeting dates have been moved from the third Sunday where necessary to avoid Hank Lee's Convention, Father's Day, KIDabra, and the Saturday before Thanksgiving.

Teaching Tables. Teaching Tables had been scheduled in advance of the meeting, with Danny Baker scheduled for a Teaching Table on Impromptu Magic at the March meeting (3/18/2007), and Brother Don Paul scheduled for a Teaching Table on Mentalism at the May meeting (5/20/2007). Danny Baker will call for other members to schedule future Teaching Tables at the next Ring meeting.

Installation of Officers/Banquet. The Board discussed the scheduling of the Installation of Officers and a possible banquet as a single item. There was general agreement that the Installation of Officers should occur at a banquet. Danny Baker will look into the availability of the Muddy Rudder in Bangor for a Saturday night banquet from 6:00 - 9:00 pm in March or April. A speaker or entertainer of some kind will be scheduled for the banquet as well.

Parlor Magic Competition. The Board deferred the scheduling of the Parlor Magic competition to Brother Don Paul, who raised the subject at the January Ring meeting. The Board will assist Brother Don in writing the rules for the competition. Randy Von Smith offered to consider his donation of $20 for new checks as the beginnings of a Parlor Magic endowment, but did not name the contest.

Chung Ling Soo Stage Magic Competition. Paul Szauter presented the newly-written rules for the Chung Ling Soo Stage Magic Competition. The Board decided to schedule this event in September, placing it between the All-Star Magical Revue on July 4 and the October show associated with WEAR 2007 (10/27/2007). The Board will make sure that this does not conflict with the Common Ground Fair (September 21-23, 2007). There was a consensus that this event could be ticketed, and serve as a Ring fundraiser. Peakes Auditorium in Bangor (seating 800) was suggested as a venue.

Meeting Location. The Board discussed the location of future Ring meetings and decided to remain at the Friars' Bakehouse for at least the next six months, unless member turnout increases to the point that the Friars' Bakehouse is clearly too small. There was a consensus that any new location be in Bangor, possibly at a school or church with reasonable rents.

All-Star Magical Revue: Show Concept. Randy Von Smith, Talent Coordinator and General Show Chair for the All-Star Magical Revue, outlined his show concept. The show will begin with a preshow of clowns working the audience. The stage will be set with sideshow banners on mobile supports. A sideshow talker will open the show with a classic bally, as various performers parade across the stage and are previewed. Finally, the outside talker will turn the tip, with clowns buying tickets and entering. The banners will be moved forward and out to convey that the audience is entering the tent.

Randy Von Smith outlined several other ideas for the show: a running gag with a clown that has difficulty with a rope escape, a rope magic routine before the clown is tied, a two-person comedy sketch (Who's On First), a serious escape, and the closing act using the sideshow performer. Randy Von Smith has not yet given a general call for talent, but the following Ring members and friends have committed to the show: Danny Baker, Kim Hawkins, Sue McClatchy (Sign Girl), Professor Miller, Dr. Wilson, Eostara Dancers, and the sideshow performer. Randy Von Smith agreed that having the YMCA Rhythmic Gymnastics team (or a similar act) open the second act would be a good idea. Randy Von Smith will issue a general call for talent in the near future, looking for stage acts of 6-7 minutes duration.

There was some discussion of the sideshow closer and its unique technical requirements. The performer requires a water tank with a transparent front capable of holding a person. The weight of the water will approach one ton (2,000 pounds). Randy Von Smith and Geoffrey Miller will look into whether the Criterion Theatre stage can handle such a load; if not, the attraction might be featured somewhere other than the stage as a blow-off. Randy Von Smith hopes to have donors and sponsors cover the construction of the tank. Danny Baker had previously asked about insurance; the performer has $2 million liability insurance. Danny Baker asked that the performer be required to sign a waiver of liablity absolving the Ring and the Criterion Theatre from any injury. Paul Szauter said that the performer has agreed to all of this in principle, and is holding the date. Ring funds will not be used to compensate the performer.

All-Star Magical Revue: Publicity and Ticket Sales. Paul Szauter, Publicity and Ticket Sales Chair for the All-Star Magical Revue, submitted a written report that had been made available prior to the meeting:

Publicity and Ticket Sales for All-Star Magical Revue

Last year, the publicity for the All-Star Magical Revue consisted of:

• 200 black-and-white posters 100 (11" x 17") - about $35 with shipping
• Many 8.5" x 11" flyers distributed at events May - July
• Publicity stunt (The Perilous Garden) Memorial Day weekend
• Multiple newspaper articles and calendar listings
• Parade Unit in Bar Harbor July 4

The Ring was not charged for any of this; Geoffrey Miller donated funds for posters. Others donated materials, time, artwork, etc.

Last year, the Criterion Theatre received many calls for tickets in advance. They hadn't printed any. Colin Capers thought that it would be worth doing this next time. This will be an additional (slight) expense, and will require advance planning.

The publicity stunt was great fun, but some thought it would be better if it were done in mid-June. In June, Theater of Marvels resulted in newspaper coverage that mentioned the All-Star Magical Revue.

Three local businesses donated prizes. We did not print a program or sell ads.

Colin Capers and Michael Boland are not comfortable with discount coupons, so we dropped this idea.

This year, I propose:

• Posters and flyers
• Advance ticket sales
• Programs
• Paid ads with different levels of sponsorship
• Newspaper articles and photos over several weeks
• Radio appearance
• Breakfast Unit in Bar Harbor July 4
• Parade Unit in Bar Harbor July 4
• Ballfield Unit in Bar Harbor July 4

Posters and flyers. Printing 200 posters at 11" x 17" is about right. Black and white runs about $35-$50; full color would be over $300 without much more impact.

Advance ticket sales. If the cost of printing tickets is modest, we should do this. It will probably result in increased sales. The Criterion Theatre box office would handle sales. If the Ring wanted to sell tickets or hand out comps, the best way to do this would be to "buy" the tickets from the Criterion Theatre.

Programs. We didn't use programs last year, but we should. These would contain credits, contact information for the performers, and ads. The goal would be to sell enough ads to turn a profit on the programs.

Paid ads. I am proposing several levels of sponsorship. I would like to sell one "supreme" level of sponsorship at $100 or more. At this level, the sponsor (a hardware store, glass shop, metal shop, etc.) would receive: (1) their ad on the tarp covering the water tank on stage for the climax, (2) specific mention of their business in the script of the show for the closer, (3) mention of their business in press releases covering the closing act, and (4) a full-page ad in the program. If we are not able to use the water tank, we will figure out another way to feature the name of the business in the show.

For intermediate levels of sponsorship, we can place ads in the program, signs on the stage, and so forth. The bottom tier is a list of "patrons" on a program page for perhaps $5 - $10.

Newspaper articles and photos. We will release multiple news stories and photos in the weeks leading up to the show.

Radio Appearance. We could get a Ring member to appear on the radio doing magic (e.g. WERU); the station can also give away tickets (that the Ring has purchased from the Criterion Theatre).

Breakfast Unit. The Rotary holds a pancake breakfast on the Athletic Field starting at 6:00 am. Lines get very long! A member of the Bar Harbor Rotary has invited us to work the line and distribute promotional materials. Many people attend this! Close-up, balloon animals, anything goes here.

Parade Unit. Performers and extras will march in the Fourth of July Parade. Marchers can hand out flyers. If we can get an appropriate vehicle, it could carry a large display, e.g., sideshow banners.

Ballfield Unit. Non-profit organizations are permitted to operate on the Athletic Field from 11:00 am - 1:30 pm. This is the site of lobster races, carnival games, Rotary seafood lunch, etc. If we have several Ring members not involved in the show, we can run a tent on the ballfield. Minimally, the tent can promote the show and the Ring, but it could also be a site for sales of slum magic, fortunes, a carnival game, etc., resulting in income for the Ring as well as publicity.

There was some discussion of these ideas. It was generally agreed that the Pancake Breakfast and Parade Units were essential, but that it would be difficult for a Ballfield Unit to work the ballfield, strike the tent, and still be in the show. Unless a group of members volunteers for this knowing that they cannot be in the stage show, we will drop this idea.

Danny Baker agreed to look into adult ticket giveaways on the two Cumulus Broadcasting radio stations in exchange for promotion.

Randy Von Smith suggested that the program contain some kind of magical effect that was part of the show. In the general discussion that followed, several ideas were suggested: an image, a prediction, a card revelation, a knight's tour or a coded message.

There was a consensus for ad prices for the program: patron (name on list in program, $5), business card ad ($10), quarter page ($25), half page ($50), full page ($100). Donors giving $100 or more will be offered logo ads on the poster as sponsors, or "product placement" ads on stage.

All-Star Magical Revue: Stage and Theater Management. Geoffrey Miller, Stage and Theater Management Chair for the All-Star Magical Revue, gave a report. We will use Dr. Wilson's PD-250 sound system, wireless microphone, and stand microphones. For lighting, we must rent the follow spot used last year, and consider renting additional lighting, or seeing whether the Criterion Theatre can supply it. Geoffrey Miller will also revise his stage drawings and look into the load capacity of the Criterion Theatre stage.

Appointments. Danny Baker made the following appointments, some of which had been made prior to the meeting:

• Scribe - Paul Szauter
• Editor - Paul Szauter
• Webmaster - Paul Szauter
• Historian - Geoffrey Miller
• Financial Review Committee - Carroll Chapman, Wes Booth, Chris Florey
• Elliott Card Challenge Contest Chair - Paul Szauter
• Public Show Committee for the All-Star Magical Revue
• Randy Von Smith (Talent Coordination and General Show Chair)
• Paul Szauter (Publicity and Ticket Sales)
• Geoffrey Miller (Stage and Theater Management)
• Chung Ling Soo Stage Magic Competition Contest Official - Paul Szauter

Budget. Budget Committee Chair Randy Von Smith discussed an outline of the budget:

The budget for the Chung Ling Soo Stage Magic Competition will be set following the All-Star Magical Revue, and is not included here. There was a consensus that this should be a money-making show.

Financial Review. The members of the Financial Review Committee will review income and expenses for the prior year, a relatively easy task.

Policy and Program Manual Revision. The Secretary and Vice President are in the process of revising the Policy and Program Manual. The following items were discussed.

Chung Ling Soo Stage Magic Competition. The first draft of the rules are written. The contest will be judged by at least three nonmagician judges with backgrounds in theater or the visual arts. The competition requires performers to remain silent, although they may use music. Performers who speak, use written signs, or narration will be disqualified. Acts exceeding ten minutes will be disqualified.

Parlor Magic Contest. The Board agreed to request that Brother Don Paul formulate the rules for the Parlor Magic Contest.

Policy on Substance Abuse. Randy Von Smith will assist in formulating this policy.

Lectures. The fee for lectures will be changed from "free for members, $10 for nonmembers," to "set by the Board."

Dues. Dues for 2007 cannot be changed. Dues for 2008 were set at $10.

Auditions for public shows. Language permitting the Talent Coordination or General Show Chair to require auditions for any act before inclusion in a public show were modified to allow a member to appeal such a decision to the Board. There was a consensus that such an audition could be used as a positive opportunity to assist a member with costuming, prop finishing, or other aspects of performance.

Teaching Tables. A paragraph outlining Teaching Tables will be inserted into the Calendar section.

Youth Show. All references to a Youth Show will be removed until there is a viable Youth Program.

Website. Reference to availablility of the newsletter on the website will be removed (due to file size and bandwidth).

Hire a Magician. The annual cost of a listing on the Hire a Magician page was raised to $10.

October Show. The Board decided to build an October Show around the Worldwide Escape Artist Relay 2007. It was generally agreed that the show would close with Dr. Wilson's escape. The show should contain at least 1.5 hours of magic performance with an intermission rounding out the show to up to two hours. Because the date is set for October 27, 2007, the next task is to find a suitable venue; Peakes Auditorium in Bangor and the Alamo Theater in Bucksport were both suggested. The Public Show Committee was not named; there was a consensus that this should be done by April to give six months of lead time.

Parlor Contest. The Board will offer assistance to Brother Don for finding a venue and formulating the rules.

Chung Ling Soo Stage Magic Competition. Paul Szauter started the endowment with a $20 donation. He offered to be the Contest Official (and therefore eliminated himself as a contestant) and was appointed by Danny Baker. The same venues under consideration for the October show will be considered.

Raffles and Auctions. As long as donated items are available, there will be a monthly raffle at Ring meetings. Donated items with an estimated value over about $50 will be offered for auction; the final price will be used as a starting price on eBay, with members being informed of the beginning and ending dates of the auction via email.

At the close of the meeting, there was an informal discussion of the idea of organizing a group to perform strolling magic at hospitals, retirement homes, and the like. There was no effort to name a committee chair or to write this into the Policy and Program Manual.

February 7, 2007. The Policy and Program Manual was modified following this meeting. Please see:

• Policy and Program Manual 2006
• Policy and Program Manual 2007

February 22, 2007. An additional section was written to the Policy and Program Manual following discussion, exchange of email, and review of the draft document. This enlarges the proposed Policy on Substance Abuse to a section describing unethical, unruly, disruptive and demeaning behavior, and describing the actions that members and the Board may take against it.

Please see:

• Policy and Program Manual 2006
• Policy and Program Manual 2007
• Policy and Program Manual 2007 (revised)