CET Booster Club Board Meeting

Minutes, July 10, 2025, Approved

Present: Barb Chaffer Authier (treasurer), Trudy Gates (house manager), Cara Genesio (treasurer emerita), Sascha Matish (president), Margie Morris (producer), Alisse Portnoy (secretary), Emily Wilson-Tobin (director).

The meeting was called to order at 5:42 pm.

  1. Welcome Barb Chaffer Authier, new treasurer!

  2. Minutes from the May 28, 2025 Booster Club general meeting were approved. Going forward, the board will review and approve general meeting as well as board meeting minutes.

  3. Treasurer Report

    1. The bank balance as of July 6 is $31,382.60. Activity has been quiet, as expected over the summer. 

    2. The State of Michigan filing is due soon. 

    3. Emily Wilson-Tobin reported that show rights need to be paid soon for the 2025-26 shows. Given transitions, Margie’s card will be used to make the payment. 

    4. Barb and Sascha will move treasurer files from older drives into the CET workspace, in the treasurer’s folder. 

  4. Bylaws

    1. Basic changes such as correcting typos and shifting to gender-neutral language were made.

    2. Proposed amendments were discussed and accepted, including details about appointing the House Manager, permitting an at-large member if president and producer were held by the same person, and formalizing that the nominating committee will put forward a slate (one person per office) within the timeline delineated by the bylaws. Each of the amendments passed, and the current bylaws are the Bylaws amended July 2025. 

  5. CET Workspace

    1. Margie will look into adding additional users, email aliases, and the like, as well as whether there are ways to include multiple numbers for recovery and/or signing in. 

    2. We want to continue to discuss who has access to the workspace, using it more (e.g., for treasurer files and emails), as the consistency and transitions between and among officers may be helpful. Once we get pricing information, we can return to the topic. 

  6. Email Lists

    1. Uses/Needs

      1. There are two kinds of lists we use regularly:

        1. The big list (alums, family of alums, etc.), and all current CET folks, which gets used (1) for communicating with fans about things such as reunions or capital campaigns, and more so (2) holding all the emails for announcing the season, mass meetings, auditions, callbacks before show lists are ready, etc. This list gets used maybe 3-6 times a year. 

        2. Cast and crew emails: three lists per year, one per show. 

    2. Options for listservs include businesses such as Mail Chimp, Constant Contact, and Rivo. Squarespace actually now is comparable for their email services. Margie has a call arranged and will find out more, so we can consider a service before the school year begins. 

    3. We agreed to consider separating the “big list” (cet2009) into one list of alums, their families, and other folks attached to CET but who aren't current families and then a general list of folks currently involved with CET (or perhaps just using the show lists). 

    4. Graduation year will be included as a category on forms that generate lists moving forward (in addition to grade level). 

    5. Important things to consider, in addition to the numbers of emails and email addresses: will the domain be okay with AAPS, how are bounce backs handled, and can folks self-unsubscribe. 

  7. Ticketing for Shows

    1. LUDUS is the new system, no more Cur8. 

    2. It’s about the same cost (established in follow up email). 

    3. LUDUS offers a waitlist, which means we can retire the ticket exchange (though Trudy still would be very involved, as it’s a waitlist, not an automatic system). 

    4. LUDUS offers ticket insurance but it’s a whole process and the board agreed there’s no need. 

    5. Student tickets and the sales process stay the same. 

  8. Props Room

    1. Locked cabinet: Adam put it together, and it’s in the props room. There are two keys: Sascha has one and Margie has the other. We need spare keys for several people, including Emily. 

    2. The props room is a work-in-progress and more work will happen this summer. 

  9. Upcoming Shows

    1. For the play, cost is around $800 for the rights plus $3000-4000 for the scripts. For the musical, between $3000-$5000. 

    2. Margie can help facilitate payment as the treasurer and credit card transition from Cara to Barb. 

    3. Dates

      1. Play: Mass meeting August 27 at 3:45 pm; auditions 9/8 and 9/9, callbacks on 9/11. Family/caring adult meeting week of 9/15 or on 9/25. Shows probably the week before U.S. Thanksgiving (as usual), which is November 20, 21, and 22. 

      2. Musical: Likely show dates are March 12, 13, 14, and 15. 

  10. Matters Arising

    1. Banquet indoors: people were very positive about the banquet being indoors this past year, and the consensus was that indoors is the way to go moving forward. 

    2. Cara has documents from before she was treasurer (two boxes). Barb and Margie volunteered to go through it, figure out what can be tossed, what needs to be saved, etc. 

    3. Instagram: Booster board can use the basic CET instagram account, by collaborating with the student publicity officer when we want/need to post something. Alisse will communicate with Lucy about that. 

    4. Continue including the Student Board as a standing item agenda for Booster Board meetings; Alisse will communicate with Paige and Mallory about that. 

The meeting was adjourned at approximately 7:10 pm.

Respectfully submitted,

Alisse Portnoy, Secretary