Board Retreat Minutes – Day 2 Aug. 12, 2015

Board Retreat Day 2 – August 12, 2015

Voting Board Members in attendance: Greg P., Ruben VK., Beth O., Stewert H., Kristina C., Laurie L., Matt L., Ben S., Leslie H., Leslie D., Gretchen N., and Jeannie B.
Non-voting EdTA Mentor: Michael F.
Beth’s Financial Report:
  • 100K end of year balance
  • Having three IE’s did well, overall
  • Unexpectedly low growth with State Festival.  Due to accidental no change in large-school cap
  • See attached “Budget Report 14-15” Addendum and contact our Treasure, Beth Orme for further questions or information

Budget Report 14-15

Summit Report – Stewart & Kristina

  • General feeling from Stewart: As a chapter, we are in really great shape relative to other states.
  • Kristina – Focus of Summit: Move from the idea of “Event Coordinators” to more of a “Business Mindset.”  EdTA is structuring itself to support the chapters in business management.  For example, in coming years EdTA will offer states micro-websites as well as registration software.
  • Some changes for us: There’s a new consent and acceptance form for nationals, but want the states to use it all events as well.  Does not replace the health form, it’s a protector for us.
    • The Process:
      • Teachers collect a master Health Form and Consent & Acceptance form from every student at the beginning of the year.  These forms list and cover ALL of the events for the year.
      • Teachers make two copies of each form for EVERY student and adult attending a given even.  One set of copies goes into the delegates badge.  The other set is turned in to the registration desk at the event, cross checked with the list of kids registered, and go into a folder for that school.  These copies are returned to the teacher at the end of the event.
      • If a teacher does not have the required forms for a delegate, this delegate must leave the campus.
      • The teacher must make new copies from their master for each event.
  • Crisis Communication Plan:
    • New template from EdTA to make a plan for each event regarding media contacts and managers.
  • Insurance: D&O now covered through EdTA at a much lower rate for us.  We will continue our general liability thru EdTA.  Will will relay on the individual district coverage for accident and medical insurance (the alternative would be buying dual coverage additional $1.75 per delegate per event).
  • EdTA Conference in Florida.  Kristina, Stewart, and Petra
  • New IE Forms.  EdTA is providing a training video tutorial that they would like us use in our adjudicator trainings.
  • Thespian Alumni Association—pass along to help keep our Almuni in the fold.  Will connect on WA Thespian Alumni
  • Honor Chapters thru EdTA.  Mirrors Honor Troupes at the State Level

Goal Setting

  • Three goals from Kristina & Stewart:
    1. Constitution & Bylaws.  Half done update of Oregon’s Bylaws, needs to be merged with Leslie VL’s documents
    2. Website Updating & new Constant Contact Registration
    3. Outreach to non-participating schools

BREAK

  • In-Service – Gretchen
    • 3 session teacher masterclass with Rich Brown (2 before lunch, break, 1 after)
    • Spaces at Garfield: 11.  Adults in black box, 3 spaces for Satori group for HS Acting Students, 7 spaces for Jr.’s & Tech.
    • Registration capped at 300 kids

LUNCH with Advisory Board

  • Values work with Michael Fischer: emerging values: Welcoming, Education, and Process
  • Small group discussion around Strengths, Weaknesses, Opportunities, Challenges of the three values.

FULL GROUP

  • New registration costs
  • No Large Troupe Fee

BREAK OUT WORK TIME UPDATES

  • INSERVICE
    • Space & Coffee – Stewart
    • Online Registration – Ben
    • Teacher Registration Table – Beth
    • Student Workshop Posters –  Kristina & Adam
    • Goody Bags – Julie O. (prep)
    • Clinician Check In and Helper – Gretchen
    • Name Badges – Kristina (Ruben Orders)
    • Sack Lunches – Ruben
    • Practitioners, Flyers, Q&A – Gretchen
    • Clock Hours – Leslie H
    • Health & Consent Forms – Laurie
  • COLLEGE AUDITIONS
    • Katie Greve & Laurie L will run college auditions
    • Julie & Adam will be on deck
    • Ruben, Greg, & Ben do signage
    • Clinician Food – Ruben
  • IE/STATE
    • Adjudicators with conflicts of interest: Adjudicators send kids they know to overflow room or a different room
    • Website/Email: “Ways to ensure student success” list of suggestions.
    • Timer does a countdown on the hands when students get to the final 5 seconds.  If a student goes one second over, they will be disqualified.  If a performance reaches 30 seconds over the limit, the timer will say “thank you” to cut off the performance.
    • Tech IE’s have their photo taken with their product during their IE slot at State.  If selected as a showcase winner, this photo will be shown during the slide show.
    • Confusion from top 10, top 20, and national qualifiers.

2015-2016 BOARD MEETINGS

  • Monday, September 21 – Leslie H.
  • Monday, November 9 – Leslie H.
  • Wednesday, January 6 – Leslie H.
  • Friday, March 18 – At CWU
  • Friday, June 10 – TBA

Board Retreat Minutes – Day : 1 June 17, 2015

AGENDA BOARD RETREAT 1.1

SYSTEMS – JOBS REQUIRED FOR ALL STATE EVENTS
INSERVICE
Building use: At Garfield, the biggest issue is always space. In PAC: blackbox, mainstage, cost shop, scene shop, health room, small gym, large gym (divisible), upper lobby, & lower lobby.
Possible tech needs depending on workshops (projector speakers etc…)
Food: coffee and continental items for teachers in AM. Sack lunches for all teachers and students.
Transportation: drivers for clinicians/college auditors from airport. Parking space
Pre-Event Paperwork: envelope stuffing, shwag bags, name tags etc…
Registration Desk: check in, clock hours, payment for teachers and students.
Pre-Event Registrar: online registration & communication
STO – Introduction to teachers. STO lunch with students
Clean-up: board member(s) plus host-school student volunteers

COLLEGE AUDITIONS
College Liaison – communication with college auditors. Coordinate logistics, transportation etc…
Pre-Event Registrar: online registration, communication with teachers, hounding for forms and deadlines
Registration Desk/SM: Check in kids, call for the next five kids, escort them to the stage, keep the kids moving through. SM attempts to alternate musical and straight acting to give students a chance to speak with the accompanist
Pre-Event Paperwork:
Applications and rules for students/teachers
Copies of all audition forms for each college, alphabetized in binders
Drivers – for auditors to/from hotel/airport/school
Food – Continental breakfast refreshments for auditors. Boxed lunches for adjudicators and board only
Dinner Party – hosted by a board member at their house for auditors.
Accompanist
Welcome Meeting MC: Explain the day and the process to all attending
Cleanup of all spaces

JR. THESPIAN FESTIVAL
Registrar & communication – online. Schedule IE sessions, assign rooms, email details to teachers registered.
Materials box: calculators, pencils and pens, stopwatches, wrist bands, binder for health forms, pencil sharpeners, a few highlighters, welcome & goodbye envelope for every school, jumbo sharpie, stapler, three-hole punch, giant sticky notes, masking tape, first aid, hand wipes, coin sleeves for any coin donation/collection, WA Thespian Banner and STO Banner.
Registration desk – take money, check schools in. Collect and organize health forms. Manage day-of changes. Participant/Observer bracelets.
Student volunteer runners, door guards, and timers
IE adjudicator coordinator & trainer
Workshop Clinicians
Host room for adults & lunches for adjudicator/clinicians
Tech Challenge: warm up area during IE’s and then Tech Challenge during workshop sessions
PAPER: Teacher packets, adjudicator packets, name tags, participation certs, ribbons. Make three ID labels for each entry: one for name badges, two for forms. Adjudication forms copied in different colors, stuffed into teacher packets.
Tab room – check and double check math. Tabulate scores into excel, sort forms back to school envelopes.
Treasurer: clock hours, checks for adjudicators/clinicians
Adjudicator training
Clean up

IE’S
Registrar & communication. Online. Schedule IE sessions, assign rooms, email details to teachers registered.
Materials box: calculators, pencils and pens, stopwatches, wrist bands, binder for health forms, pencil sharpeners, a few highlighters, welcome & goodbye envelope for every school, jumbo sharpie, stapler, three-hole punch, giant sticky notes, masking tape, first aid, hand wipes, coin sleeves for any coin donation/collection, WA Thespian Banner and STO Banner.
Registration desk – take money, check schools in. Collect and organize health forms. Manage day-of changes. Participant/Observer bracelets.
STO – Welcome and runners
Student volunteer coordinator. Recruit 2-3 schools to help the host school run the event. These schools can get thespian points, leadership experience etc. Go over map of school, get shirts or buttons to distinguish them as helpers, explain the day and the duties of runners, door guards, and timers.
IE adjudicator coordinator, trainer, & adult runner – check on rooms regularly, move kids to overflow, go to tab room regularly to take pairs of forms with discrepancies BACK to the rooms to tell the adjudicators to correct it.
Host room for adults & lunches for adjudicators.
PAPER CZAR:
Teacher packets: 2 forms per entry (different colors per event), map and list of rounds, three ID labels for each entry: one as a name badge, two for their forms. A cover sheet with instructions and check list.
Adjudicator packets: example forms, maps, copy of IE rules, name badges
Tab room – check and double check math. Tabulate scores into excel, sort forms back to school envelopes.
Tech Challenge: warm up area to familiarize kids with what to expect at state
Treasurer: checks for adjudicators/clinicians
Sponsors? PNTA sponsor IE North, Hollywood Lights IE South etc…
Clean up

STATE FESTIVAL
Registrar and communication. Send email blast with all rules and information regarding State.
Registration desk – take money, check schools in. Collect and organize health forms. Manage day-of changes. Participant/Observer bracelets. Clock hours. Sign up for teacher luncheon. Thespian scholarship interview sign ups. Tech portfolio presentation sign ups. Honor troupe book review sign ups.
Duckie Buddies – buy several grosses. Stuff each buddy into a ziplock with the celebrity name and the who-to-look-for. Set up table with cash box to sell.
Broadway Cares Auction – gather items sent from B’Way Cares. Set up auction tables. Tape silent auction bid sheets down. Recruit people to man the table.
Coin Wars (STO) – Collection jars and paper coin tubes.
Closing Bling: order ribbons & trophies.
Individual school welcome packets:
Mail merge registration lists to make name badges
Badge holders for all kids and adults
A few paper schedules
Swag from colleges/sponsors
School goodbye packet
Participation certificate
(All of the adjudication forms for the weekend)
Clinician/adjudicator packets
Paper schedule, including their partners
Maps
Forms for all of their events for adjudication
Envelope with per diem for lunches
Name badges
Emergency contact numbers for the board
Adjudicator coordinator. Recruit, communicate, & schedule adjudicators.
Chapter select: two adjudicators assigned to see all shows opting for Chapter Select consideration.
Thursday night: Early registration desk. Adjudicators for IE Showcase, mini adjudicator training, special forms, welcome speech explaining the process.
Guidebook and schedule czars. Build master schedule of workshops, cuttings, events, and Guidebook.
Tech challenge. Recruit timers and runners. Copies of tech challenge forms. Tabulate scores.
WIPS – MC’s to host. Gong, long hook, or “Goodbye!” music from Spelling Bee.
Closing ceremony coordinators. Power point announcing winners, set up trophies and ribbons, show winning film.
Building logistics: coordinate with university about number of spaces needed, tech support, food court hours, emergency contacts, dance & activities. College wi-fi access (at least for the board).
Workshop coordinator. Work with host school to get professors, add additional adjudicators to make a complete offering of workshops.
Host Room. Coffee, continental breakfast items, & bottled water
Dance and alternative activities (STO).
Teacher luncheon. Order boxed lunches
Tab room: data entry for show cutting scores, sorting forms into goodbye packets, ongoing cleanup, treasure signs checks and thank you notes for adjudicators and clinicians.
Materials box: calculators, pencils and pens, stopwatches, wrist bands, binder for health forms, pencil sharpeners, a few highlighters, welcome & goodbye envelope for every school, jumbo sharpie, stapler, three-hole punch, giant sticky notes, masking tape, first aid, hand wipes, coin sleeves for any coin donation/collection, WA Thespian Banner and STO Banner.

FORMING WORKING COMMITTEES – Going to do this at the August Retreat. See agenda below.

INSERVICE PLANNING – REPORT, GRETCHEN

WEBSITE
Needs: basic information accessible, easy for all board members to access and update, google forms integration for registration, payment system, videos and photos featured, keep domain.

CONSTANT CONTACT

AUGUST 12 WORKING AGENDA:
9:00am
Report from Summit
Budget
12:00pm-1:00 lunch, add board members at large. Add Petra at 1:00pm
1:00-4:00pm
Break out into event committee’s and assign duties from lists created June 17
Generate/update one-sheets explaining each main event (for example, Play Cuttings for Dummies, WIPS for Dummies, IE for Dummies, Applying for STO for Dummies, Chapter Select for Dummies).
4:00pm – High tea break
5:00-7:00 – Business meeting for voting board members

Minutes 3-20-15

People asking how to help or be on the board

The machine could use more parts – i.e. more hands at IE’s
At retreat: assign board members to bring the following people into committee’s: Adam from Seattle Prep & Katie Powell.  Leslie will invite via letter.  Greg will invite Andrew Ware Lewis
Motion to invite Kathy Dorgan and Leslie Day to join the Board.  Seconded and approved.  Ruben will follow up with the individuals
Kristina’s TD could apprentice with Chris to run tech challenge on Northwest
RETREAT: Motion to do a 2 day retreat.  Seconded and approved.  Ben to create a doodle for Summer dates
DATES:
October Master Classes & In-Service – October 9.  TBA Need to find space
College Auditions – October 10.  Roosevelt HS (Backup Seattle Prep)
IE East – January 16 (Adj. Training Jan. 9). Lewis & Clark
IE Northwest – January 16 (Adj. Training in the AM that day). Mountlake Terrace
IE Southwest AND Jr. IE’s – Feb 6 (Adj. Training in the AM that day). Olympia.
State: Thursday, March 17 (Evening) thru Saturday March 19

Board Mtg. Minutes Monday November 17, 2014

In attendance: Ruben, Jeannie, Petra, Laurie, Stewart, Leslie, Christopher, and Ben

New State Directors:
– Brief history of the position and how it is filled – Ruben
– Stewart Hawk and Kristina Cummins selected by the board
– Ruben’s term finished August 1

IE’s
– Price $30/$35
– Registration open close dates
– Tech at all 3 IE’s
– Tach challenge master class drop in
– Move Jan 6 meeting to TBS for packet stuffing party

NORTHWEST Jan 31 at ML Terrace
– Stewart
– Laurie
– Jeannie
– Petra
– Chris

SOUTHWEST – Feb 7 at Capital
– Ruben
– Beth
– Kristina
– Ben
– Chris

EAST – Jan 17 at LC
– Greg
– Matt
– Chris

State
– Clinicians: Mama Yeye (dance), Marci Colleen (rasa boxes), Amy Fienberg (teacher clock hours and table work for students), and tentative Mehron Makeup (clinics)
– Dance.  Concern about student behavior and risk management. Options: do old fashioned sock hop with 50’s costumes and lights on.  Give alternatives: scavenger hunt, improv, cabaret, open mic, lip sync competition – BYO track. Give expectation sheet to school ahead with chaperone expectations
– Beth will check with western about dance facilities
– Closing ceremony.  Gretchen and Greg offered to model closing after Nationals in terms of polish and flow.  For now, we hope to keep the same elements in closing but we’re hoping to streamline the experience.  Ruben will send them the sequence used in years past, Ben will forward the script used at Nationals.
– Jr. Thespians.  Ben will send STO needs list

Hall of Fame
– Postponed this year so we can re-evaluate.  Jeannie will make poster to advertise both HoF and Service Above Self awards.  We send to our distribution list with a presentation during the luncheon at State.

DRAFT Board Retreat Minutes 8/11/14

WA THESPIANS BOARD MTG

August 11, 2014

In Attendance: Matt Legitt, Laurie Levine, Greg Pschirrer, Kristina Cummins, Jeannie Brzovic, Petra Karr, Gretchen Nordleaf, Beth Orme, Ruben VanKempen, Ben Stuart, Chris Karr, Leslie Herlich, Andy Davison

1.Reflect on last year’s goals

  • Last year: increasing Board/Committee participation.
    • Results mixed.  12 voting members now, 5 non-voting committee members
    • Process to become a voting member is mostly self-selected.  How do we make our work as a Board more transparent for people interested in helping out?
    • The National EdTA Board charges a nominating committee with looking for people with specific qualifications
  • Last year: increase number of participants in ALL events and membership
    • What’s the actual data?
      • In general, all events and conferences increased in profit.  This is due to small increase in attendance but mostly the increase in registration fees.
      • In-service: no increase observed.  What would it take to take more people to come?
        • Getting time off seems to be the hurdle.  Could it be a half day?
        • Could we do it a different day?  SPS and Olympia appear to be the only districts still honoring the In-Service
        • What if we offer the In-Service at the same time as
      • IE East Side
        • Went from 193 to 211
      • IE West Side
        • Being reactive to the weather cancellation actually turned out to be positive.  Northwest/Southwest is here to stay.
        • Adjudicator training the morning of worked.  Lots of positive feedback.
        • Being proactive during session 1 regarding divergent adjudicator scores helped reduce inconsistencies earlier in the day.
        • 1 sheet for IE RULES to give to adjudicators.  Needs to be at all three IE Festivals and on website.
      • State Conference
        • Increase in Eastside school attendance: result of Greg going directly to Eastside teachers and spelling out the value
        • Incentive for “Go to State For Free” brought 6 new schools
        • Guidebook!
      • Jr. Thespians
        • Up to 150 delegates
  • Proactive vs Reactive.  When did we “put out fires” when perhaps a bit more preparation and foresight could have prevented the issue all together?  What have we learned?
    • IE PercanTAGE for nations meant undercooked WA Thespians could go to Nations but not qualify or WA Showcase.
    • Reactive to snow canceling IE, but it turned out for the best
    • Proactive about recruiting new schools for state…it worked!
  • What are our goals for this year?
    • MUST get DNO Insurance

2.Summit Report

  • Almost 250 attendees, only 2 States without chapters.  Importance of Summit seems to be increasing.
  • Ruben:
    1. IE scoring was the hot-button topic.  States can score any way they want, but the scoring for Nationals will be the same.
    2. EdTA is now requiring liability insurance for $1 per delegate per event.
  • Kristina:
    1. Increased understanding of the national standards
    2. Lots of talk about advocacy.  Need more WA Thespians action in Olympia.  Not defending our program, but marketing it.  It doesn’t have to be MORE work on top of what we already do, it’s about sharing what we already do with those who need to know.  Student letter writing competition,
    3. WA Thespians is unique: most Chapters do IE at State, we have PD for educators.
    4. Other states do a “Leadership Training” run by Thespian Officers to train Troop-based officers.  We’ve come a long way, still a long way to go.
  • Ben:
    1. Two track schedule for main gatherings at State.  Accommodates growth without having to upgrade to a larger venue.
    2. Vendors and sponsors.  Get Playbill to sponsor Hall of Fame?

3. All State Show:

  • Conversations from International/Summit:
    • States spend 1+ years casting and rehearsing a show, it’s adjudicated the same way as an individual school submission, may or may not be accepted at the end of the day.
    • Show needs to be put up and adjudicated in the Fall/early winter to have a shot at getting a spot at Nationals.  March is too late.
    • Big money: six figures minimum.
  • Key Questions:
    • What are the financial realities and is our state in a position to benefit, universally, from it?
      • Not really.  A play rather than a musical would be more realistic.
    • Does the 5th Avenue production serve a similar purpose and could we collaborate?
      • Possibly, but the 5th uses recent graduates…not allowed at Nationals.
      • Doesn’t represent educational theatre.  It represents professional theatre, not even Thespians in the show.
      • Could recycle tech elements from a local theatre, however.
    • In a perfect world, what does a successful Washington All State Show look like?
      • Could reinvigorate our organization and take us to the next level
      • Long-term process.  Need to have our act together before even considering it for adjudication.
      • Maybe the goal is to mount a State-wide show first and not have it adjudicated.

4.  Fiscal report from Beth

  • Across the board, all events paid for themselves and drew a net increase
  • See addendum for fiscal report cover, email baorme@seattleschools.org for expense/income breakdowns

5. Schedule for the year.

Board Meetings

• Wednesday September 17, In-Service Committee only

  • Tuesday November 11 at 10am, Leslie H’s House ALL BOARD
  • Tuesday January 6 at 7pm, Roosevelt ALL BOARD
  • Friday March 20 ALL BOARD

2014-2015 Dates and Places

  • October 10: In-Service/Hall of Fame at Garfield High in Seattle
    • Fee: $50
    • Registration now open.  Deadline Friday Oct. 3
    • Committee: Stewert, Laurie, Leslie Day, Leslie VL,
  • October 11: College Auditions at Roosevelt High in Seattle
    • Fee: $40 Thespians, $45 Non-Thespians, PLUS $15 Get-Accepted fee
    • Registration opens __, Deadline __
    • Committee: Ruben
  • January 17: IE Eastside at Lewis and Clark High in Spokane
    • Fee: $30 Thespians, $40 Non-Thespians, $10 Chaperones, $5 Student Observers
    • 1 free observer for every 5 Thespians, 1 free chaperone for every 15
    • Registration opens December 1, Deadline Wednesday, January 7
    • Committee:
  • January 31: IE Northwest at Mount Lake Terrace High in Mount Lake Terrace
    • Fee: $30 Thespians, $40 Non-Thespians, $10 Chaperones, $5 Student Observers
    • 1 free observer for every 5 Thespians, 1 free chaperone for every 15
    • Registration opens December 1, Deadline Friday January 16
    • Committee: Jeannie and Stewert in the tab room, Gretchen on adjudicators
  • February 7: IE Southwest at Olympia High in Olympia
    • Fee: $30 Thespians, $40 Non-Thespians, $10 Chaperones, $5 Student Observers
    • 1 free observer for every 5 Thespians, 1 free chaperone for every 15
    • Registration opens December 1, Deadline Friday January 16
    • Committee: Beth in tab room, Kristina running the event, Gretchen on adjudicators
  • March 19-21: State Festival at Western Washington University in Bellingham
    • Fee: $55 Thespians, $65 Non-Thespians, $10 Adult Observers, $55 Individual Adult Participant
    • FREE registration for 1 adult and up to 5 kids for new schools or schools who haven’t been in 5 years
    • Registration opens Monday January 19,  Deadline Wednesday February 25
    • Committee: Sponsors and vendors by Leslie Herlich
  • March 21: Jr. Thespians at Western Washington University in Bellingham
    • Fee: $30
    • Registration opens Monday January 19,  Deadline Wednesday February 25
    • Committee: Ben, Earlene, Shileah,

LUNCH Rotations:

•Tech IE’s

•Teacher Inservice

•Rubrics

6. Long-Range Planning

•What’s WA Thespians going to look like in 2017/18?

•What is the general state perception about the next leaders?  Is there an expectation from the membership that the leadership will simply come from within the current board or is there interest out there for different leadership?

•Is there just an expectation that someone “else” will just take over and it’s business as usual or are there competing interests?  If so, how does the board PROACTIVELY address those ideas and work collaboratively rather than competitively?

•What are the events of 2017/18?

•Fall:

•College Auditions?

•Teacher inservice/hall of fame?

•How many will attend these events in 2016?  2017?

•What will they need to learn?

•How are the records maintained for hall of fame?  Who does that in 2016?

•Winter:

•Acting Festival.

•Is this a growing event?  If so, what’s the ideal number?  The minimum number? The max number in each region?

•By 2016/17, how many kids participate in this?  How many scenes?  How many take scenes to the national IE?

•Spring:

•State Festival.

•Numbers & where:

•2015?, 2016?, 2017?

•Offerings:  Showcases?  WIPS? Workshops? Presenters? Awards & Recognition?

Accptd =

Positives – colleges can see student easily; one application process; colleges can look over portfolio prior to the audition

Negatives – Needs WiFi (still need to print out books), expensive for students

Do we continue to use Accptd for submission, or do we go back to the previous methods (application to Ruben)?

Ruben recommends that we do not use Accptd this school year.  Students can identify on their application whether they have an Accptd portfolio.  Board voted in agreement.

DRAFT Meeting Minutes 3/21/14

WA THESPIANS BOARD MTG
March 21, 2014

In Attendance: Stewert Hawk, Kathy Dorgan, Matt Legitt, Laurie Levine, Terri Grimes, Greg Pschirrer, Kristina Cummins, Jeannie Brzovic, Petra Karr, Gretchen Nordleaf, Beth Orme, Ruben VanKempen, Ben Stuart

’14-’15 DATES

June 23-28: International Thespian Festival
July 24-27: EdTA Conference
August 11: Board Retreat
October 10: In-Service and Teacher Fun Night
October 11: College Auditions
January 17: IE Eastside (Tentative, announced April ’14)
January 31: IE Northwest (Tentative, announced April ’14)
February 7: IE Southwest (Tentative, announced April ’14)
March 19-21: State Festival
March 21: Jr. Thespians
Discussion Items:
Tech event during In-Service? Agreement that we should keep this event for teachers.
Northwest and Southwest IE’s: Less chaotic, out sooner, more locally oriented. Less cost effective (although final numbers are not in), gives options for kids’ schedules, REQUIRES Board member assignments that do not overlap.
Discussions for August: revisit IE pricing structure.
Motion: 3 regional IE’s. Approved.
Motion: Move Jr. Thespians to Saturday of State. Approved

DRAFT Board Meeting Minutes 11/12/13

WA THESPIANS BOARD MTG

November 12, 2013

 

In Attendance: Anne Banks OSPI, Ruben, Stewert, Greg, Jeannie, Beth, Ben, Laurie

 

In-Service Debrief

Survey feedback, Laurie

Do we cater to Language Arts Teachers?

Anne: OSPI website has email lists, will look into getting In-Service officially endorsed by OSPI

 

Individual Events

Laurie, WIAA has dates up to date

Adjudication

From Terri: 3 adjudicators per room will require training additional adjudicators, hopes new rubrics will better generate a score that better represents the true performance (old new rubric skewed low)

42 adjudicators based on last year’s registration (not including tech) if we go to 3 per room

From Ruben: difficulty getting adjudicators to go to Olympia, new adjudicators from Olympia area had most erratic scoring

MOTION: We stay with 2 adjudicators per room (IE West).  Add extra rooms for Monos, Duos, and Solos with fewer performances per room.  We also schedule fewer performances in round one so adjudicators can review scores together and tab room can check for wild discrepancies sooner.  Seconded and approved.

Every school that attends must bring a student stage manager (who does not pay) to wrangle runners and serve as timers in rooms.

Timers will call TIME so that performers do not go over

Suggestion to do adjudicator training in a larger space so everyone can have a seat. Adjudicators do the initial tab with a custom times table cheat sheet, Runners/SM’s check the math

Jeannie will do a runner/timer training that morning.  Petra will do adjudicator training

Rubrics

If we go with the new international rubric, Ruben suggests we separate the key terms from the grid to allow a full backside for comments

Greg feels like the new one has way fewer criteria to score (in a good way), leaves time for comments

Board feels like the new rubric addresses the low skew brought up by Terri

MOTION: We adopt the national rubrics to approve the national rubric to better prepare our students to compete at the national level. Seconded and approved.

In adjudicator training, you SHOULD give feedback about whether you thought a choice was strong.  You should not tell a student whether a piece selection is appropriate for them (I.e. Don’t say “High schoolers shouldn’t be doing Shakespeare or Commedia del arte)

MOTION: We keep using 10%ile to qualify for nationals and showcase to protect our students from the new rubric and look closer at IE scores to reassess our assessment for next year. Seconded and approved.