I.B.M. Ring 362 The Maine Mystics 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 April 7, 2007 Approved by unaminous email vote 7/21/2007. A meeting of the Board was held on Saturday, April 7, 2007, at 1:00 pm at Chef King Restaurant in Ellsworth. Many items of business were settled in advance via email, as noted in the minutes. President: Danny Baker Vice President: Carroll Chapman (not in attendance) Secretary: Paul Szauter Treasurer: Randy Von Smith Sergeant-At-Arms: Geoffrey Miller

Agenda

Call to Order, Rules of Order, Approval of Minutes. President Danny Baker called the meeting to order under the revised Rules of Order. The Board adopted the agenda, which had been developed in advance via email.

Minutes. The minutes of the February Executive Meeting were unaminously approved without amendment in an email vote on March 23, 2007.

Treasurer's Report. Treasurer Randy Von Smith reported $10 in dues payments, $80 in raffle income from the banquet, and $82 in expenses from the banquet. This means that there is an $8 increase from the totals in the Treasurer's report from the March Ring meeting, hence the Ring's bank account has a balance of $875 and there is $256 in petty cash, for a total of $1131. The Ring funds include the following amounts in endowments: Elliott Endowment ($10), Ring Name Plaque Endowment ($40), Chung Ling Soo Endowment ($20), and Max Malini Endowment ($20).

Current Finances. Here is the budget from the February Executive meeting with year-to-date (YTD) numbers listed:

Financial Review. The Financial Review Committee (Carroll Chapman, Wes Booth, Chris Florey) has not contacted Randy, and apparently has taken no action.

Calendar. The Max Malini Parlor Magic Contest is scheduled for June 10. The Chung Ling Soo Stage Magic Competition is scheduled for September, with the date being somewhat dependent on the venue. It will not be scheduled on Labor Day weekend, or the weekend of the Common Ground Fair. There are three available Saturdays: September 8, 15, and 29.

Policy and Program Manual Revision.

Reinstatement Fee. In a email discussion, the Board decided to set the member reinstatement fee at $10. A member who allows their membership to lapse by failing to pay dues within 90 days of January 1 will be dropped as a member, and must pay a reinstatement fee of $10 to rejoin. See Policy and Program Manual.

Max Malini Parlor Magic Contest. The rules for the Max Malini Parlor Magic Contest have been written by Brother Don Paul, and will be added to the Policy and Program Manual. See Policy and Program Manual.

Youth Program. The report of the committee on Youth Instruction will be added to the Policy and Program Manual. The draft presented by Carroll Chapman at the March Ring meeting will be revised. As of the meeting on April 7, the revised report was not finished.

Appointments

Public Show Committee for Max Malini Parlor Magic Contest. At the March Ring meeting, Danny Baker appointed Kevin Roberge as the Contest Official for the Max Malini Parlor Magic Contest on June 10. On March 26, 2007, Danny named a Show Committee:

• Contest Official: Kevin Roberge
• Talent Coordination: Brother Don Paul
• Stage and Theater Management: Geoffrey Miller
• Publicity and Ticket Sales: Paul Szauter

Public Show Committee for Chung Ling Soo Stage Magic Competition. Danny Baker appointed Paul Szauter as the Contest Official for the Chung Ling Soo Stage Magic Competition at the February Board Meeting. On March 26, 2007, Danny named a show committee:

• Talent Coordination & General Show Chair: Paul Szauter (Contest Official)
• Stage and Theater Management: Randy Von Smith
• Publicity and Ticket Sales: Wes Booth

Public Show Committee for October Show. The show committee chairs for the October 27 show were appointed by Danny Baker on March 26, 2007. The committee is:

• Talent Coordination & General Show Chair: Carroll Chapman
• Stage and Theater Management: Randy Von Smith
• Publicity and Ticket Sales: Paul Szauter

Nominating Committee. The Nominating Committee must be appointed four months before the annual election in January, that is, by August.

Chung Ling Soo Stage Magic Competition. In the email discussion, several dates and venues were discussed. A Saturday night in September, avoiding Labor Day and the Common Ground Fair, was proposed as a date. There are three available Saturdays: September 8, 15, and 29.

The date will also depend on the selection of a venue, and that venue's calendar. The Alamo Theater in Bucksport was proposed. Danny Baker pointed out the very limited seating. Geoffrey Miller offered to look into Peakes Auditorium in Bangor. Danny Baker offered to look into the Brewer Middle School and Ten Bucks Theater in Brewer. At the time of the April 7 meeting, Danny and Geoff had nothing to report.

WEAR 2007 Show. In the email discussion, there was support for the idea of having the Ring's October 27 show, connected to the Worldwide Escape Artist Relay, at the same venue as the Chung Ling Soo Stage Magic Competition if possible.

All-Star Magical Revue

Report on Talent Coordination and Show Concept

a. Roster of Ring Members working the show

Performers:

• Danny Baker
• Kaitlyn Grassette?
• Scot Grassette?
• Kim Hawkins
• Professor Miller
• Alola Morrison?
• Dr. Wilson

Randy may require an audition of some kind for persons whose name is marked with a question mark. Randy will send a notice asking each performer what material that they have, asking for three or four ideas. The first rehearsal will be essentially an audition. Performers are required to have full costume and all props at the first rehearsal.

Crew:

• Matt Bennage
• Kevin Roberge
• Aubrey Smith?
• Randy Von Smith

We need a crew member to run the follow spot, a crew member to run sound, and a stage manager (Randy) with one extra member for miscellaneous tasks including moving set pieces.

b. Outside Talent

Performers:

• Sue McClatchy (Sign Girl)
• Belly Dancers
• MDI YMCA Rhythmic Gymnastics Team
• Sideshow performer

Sign Girl. Sue McClatchy (Sign Girl) will return.

Belly dancers. Eostara Dancers had expressed an interest in performing, but has essentially broken up, with some members joining Meredith's group. Geoff has contacted another group that is willing to perform. The contact person is Merrideth Norris. We need an name for the group, and some publicity photos.

Rhythmic Gymnastics Team. The contact person for the YMCA Rhythmic Gymnastics Team is their coach, Lynne Beverly-Staggs. Lynne has discussed this with the gymnasts and their parents, and promises at least three, and up to six or seven, gymnasts. They will perform up to seven minutes to open the second act, using music of their own choice.

Special Considerations for Outside Sideshow Performer

Technical Requirements. The act requires an onstage water tank with a clear front capable of holding a person completely submerged. The sides can be opaque. The weight of the water will be approximately 2,000 pounds. The stage (if the stage is used as the performing area) must be capable of holding the weight of the tank and the water safely. The performer will not supply the tank.

Insurance. The performer carries liability insurance limited to $2,000,000 (2 million dollars) for any one claim, and will produce proof of this upon request.

Waiver of Liability. The performer will sign a waiver of liability absolving the Criterion Theatre management and staff, and I.B.M. Ring 362 and its members, from any claim of liability associated with the performance.

Compensation. The performer agrees to perform in the All-Star Magical Revue without cash compensation provided that he receives:

• Two 4' x 6' sideshow banners depicting his act, painted by Paul Szauter
• Two night's lodging, July 3 and 4, at a private residence (not a public hotel or motel) that does not keep cats or dogs as pets
• Prominent billing in the advance publicity for the All-Star Magical Revue, not to include photographs revealing his appearance

Danny Baker pointed out that the first consideration is whether the Criterion Stage is rated to hold the weight. Geoffrey Miller contacted Colin Capers and is awaiting a response.

With respect to the other matters, the performer's insurance is adequate. The performer has agreed in principle to sign a waiver once the Board writes it. Paul has agreed to paint the banners. The performer likes the concept artwork. The performer will spend the two nights at Paul and Meri's house. There are no cats or dogs. The house is in a quiet area where he will not have to deal with lots of people seeing him. The performer is likely to be a big attraction, so giving him prominent billing makes sense for the Ring. We will use the banner images rather than photographs.

c. Construction of items for the show

The following items need to be built:

• Water tank for sideshow performer
• Mobile display stands for sideshow banners
• Sideshow ticket booth for stage
• Giant puppet for parade

The water tank and banner display stands are essential. The ticket booth is not essential, but is very easy to build. The giant puppet is not essential, but would add a great deal to the parade.

Randy discussed the construction of the tank using four layers of plastic film, steel cables and rods, as opposed to heavy welded sides and two-inch plexiglass.

Randy sketched out designs for the mobile sideshow banner stands. These would be built so that they could be easily turned to show a different banner on the other side.

Danny described a way to build a ticket booth from a rolling plastic trash can on wheels. Randy proposed building a threefold one from a lumber frame and painted canvas.

Randy proposed building the puppet head from "cloth mache." Paul reminded folks of Kim's proposal to carve it from foam.

The subject of funds for building these items was raised. Randy proposed that the builders save the receipts and settle up after the show if we make good money.

All-Star Magical Revue

Report on Publicity and Ticket Sales (Paul Szauter).

Advance Ticket Sales. Last year the Criterion Theatre received calls requesting tickets in advance; this year we will ask them to print tickets and handle ticket sales. This will permit the Ring to give away tickets by purchasing them in advance from the box office.

Publicity Stunts. There are some nice opportunities for publicity stunts before the show. Joy Kelly, who writes a column for the Bar Harbor Times, is raising funds for a playground at the Town Hill Community Hall. She is staging a world record attempt on September 9 as a fundraiser. A team is going to try to beat the record for laying a mile of pennies. We could help raise some of the pennies in a magic-themed publicity stunt that also promotes the All-Star Magical Revue. There are some other excellent opportunities for publicity stunts as well.

Threepenny Magic Show. One of the publicity stunts is an event on the sand bar in Frenchman Bay off Bar Harbor on Saturday, June 9, at noon (low tide). The Threepenny Magic Show features magic and other attractions. No fire, chains, or animals traps; refreshments served. Admission three cents. Benefits Town Hill Playground. Professor Miller and Dr. Wilson have agreed to perform. Others are welcome to join in the fun!

Program and Ads. The Board revised the program size to 8.5" x 11" (folded) with ad rates as follows: full page, $100; half page, $50; quarter page, $25; business card ads, $10; patron listing $5. A payment of $150 constitutes sponsorship; the buyer will receive a full-page ad plus an additional premium consisting of: 1) on-stage product or logo placement, and 2) mention of the buyer in press releases and product or logo placement in photos released to the press. Several printers were suggested, with the cheapest being Staples; we settled on Staples. Ad sales will begin on May 1.

Web Coverage. The Ring's website will have the logo, other artwork, performer photos, and downloadable ads forms by May 1. Performers are encouraged to publicize the All-Star Magical Revue on their own sites, and link to the Ring's ASMR page. We will submit the show to all available online event calendars that we are aware of.

Newspaper Coverage. Paul will seek coverage in the Bar Harbor Times, Mount Desert Islander, Ellsworth American, and Bangor Daily News for the All-Star Magical Revue. Press releases and photos will be reviewed prior to submission by the Show Committee and the Board. Calendar Listings will be submitted on a weekly basis beginning June 1.

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

Pancake Breakfast Unit. The MDI Rotary has accepted our offer to work the line at the Pancake Breakfast beginning at 6:00 am on the ballfield. Dr. Wilson and Kevin Roberge have committed to this activity, and we seek the assistance of others. We will distribute flyers and a limited quantity of kid's tickets. This will be the only way in which kid's tickets are distributed. The MDI Rotary contact for this event is Mike Gurtler (207-288-3545).

Parade Unit. The theme for the parade is "It's a Grand Old Flag." We hope to have some belly dancers in the Parade Unit. Dr. Wilson will carry a battery-operated amplifier and give a bally. Randy has talked about building a giant puppet (twice human size) operated by three people. Dr. Wilson will supply some red, white, and blue metallic beads and appropriate masks for some of the marchers. Kaitlyn Grassette, Scot Grassette, Professor Miller, Kevin Roberge, Matt Bennage, and Kim Hawkins are expected to be part of the Parade Unit; we hope that others will join us.

Kazoos. Danny Baker showed us some excellent, child-safe kazoos that are available with an imprint for about 40 cents each. He proposed a press stunt in which "Maine's Largest Kazoo Orchestra" is billed on the program. The audience members each get a kazoo and become the kazoo orchestra. The kazoos are available from:

www.kazoos.com

Everybody liked this idea, as long as the imprint is the Ring web site rather than a single event like the All-Star Magical Revue.

All-Star Magical Revue

Report on Stage and Theater Management

Geoff is awaiting a response from Colin Capers on the load-bearing capacity of the Criterion Theatre stage.

We must rent the follow spot used last year, and consider renting additional lighting. Danny has offered the use of his portable lighting as an onstage effect.

We will use Dr. Wilson's PD-250 sound system, wireless microphone, and stand microphones as the sound system.

eBay Auction of Donated Magic Item. One of the items donated to the Ring, Magical Rope Ties and Escapes by Houdini, is worth more than what we can raise from our members. The Board should consider auctioning this on eBay after a notice has appeared in The Rapping Hand.

Ring Quality Program. The International Brotherhood of Magicians has a Ring Quality Program to improve local Rings. Please see the guidelines for the Ring Quality Program at the I.B.M. website.

It is worth looking over these guidelines to begin to make further improvements in the Ring.

There are quite a few areas in which our Ring currently meets a high standard, and other areas worth looking into for further improvement. Here is an outline of the online document; those areas in which we are meeting the standard are marked as OK. I have also marked several areas as "Areas of Focus," meaning that if the Ring invests some time in development here, there will be a good payoff.

Goals and Areas for Improvement. The Board should identify key areas in which the Ring should improve, and set goals to achieve.

Working with the TVP. The Board should discuss ways in which to increase the participation of the TVP in the Ring. We were all very pleased with having Bob Nixon at the first Annual Banquet for the Installation of Officers.

Youth Program. The Ring's participation in SFOA is its first effort at a Youth Program. We should discuss other ideas.

Charity Performances. The Ring should document member's charity activities, and perhaps organize a more structured program to increase member participation. Geoff suggested that the Secretary and Historian act together to document member's charity activities on an ongoing basis. Randy suggested that youth performers could perform in such a setting. The Board agreed to consider setting up a committee to find a short list of charity performance opportunities after the summer.

Library. Members of the Board have discussed the pros and cons of a library owned by the Ring with a signout sheet (which requires some kind of permanent location), a virtual library in which members post their holdings (which probably won't count for the RQP), or a electronic library of PDFs, if the publishers will allow sale to a Ring and sharing among members. There was no clear consensus.

Outside lecturers. Members of the Board discussed resources available online and in print to find outside lecturers once funds are sufficient. No action will be taken in 2007. It is expected that lead time to schedule a lecture is about three months.