2025 11-17 Board Meeting Minutes

Ouachita Little Theatre Board Minutes

Guests: Judy Kropp, Sharon Bollmeyer, Robert Canterbury and Justin Sattler

Zeke called the meeting to order at 5:35 p.m

Secretary’s Report– 

• It was confirmed that Alex made the motion to accept the minutes of the September 18^th board meeting, and Mikayla seconded the motion.  The motion carried, and the minutes from September 18th have been updated to reflect that action.
• A motion was made by Alex to accept the minutes of the last meeting as corrected, Mikayla seconded, and the motion passed.
  

Treasurer’s Report- Mikayla (Through Email) 

• Arvest: Opening Balance for November: $ 3,224.08
  Balance so far: $3,452.17
  
  
• Union: Opening Balance for November: $1,149.87 

There have been no charges to this account since the beginning of November; therefore, balance remains the same.

• First Financial: Opening Balance for November: $2,548.86 

There have been no charges to this account since the beginning of November; therefore, balance remains the same 

• Edward Jones: No Report as of right now, but I am planning on meeting with them sometime this week!
  
• The Capital One Community card has been discontinued. Mikayla is looking into other options.
  

Publicity Report-Zeke 

• Social media is doing well. TikTok has gained many more followers thanks to Kallie. 
• Due to the contract with Frozen Jr., the theatre can not do any radio or news articles stating anything using the name Frozen. The posters have been printed for Frozen and are in the lobby. 
• Since books and stuff are moving, Zeke has not been able to go over to do a promotion with them for Frozen. 
• Rudi mentioned that if the theatre does have articles in the paper, they should be put out sooner, due paper getting out to the rural areas later in the week or sometimes the next week. 

Office Report-Alex (Through Email)

• Last month, we received several donations for Bill’s memorial. Each has been mailed a personal thank-you letter. 
• Almost through with Frozen bios/program material. Need a few more bios!
• The Google Drive update continues–working on recent shows right now.
• We have a busy time coming up, so a deep clean will have to wait, but Alex is doing some preliminary cleaning/tidying in the office this Thursday.
• Alex has been able to get a lot more done in the office for the past couple of weeks!
• We need more stamps!
  
  

Membership Report- Alex (Through Email)

• Polk County Democrats agreed to renew their Commercial Supporter membership (talked to Imelda over the phone; she will send a check this week).
• Alex took a look at social media to see which businesses and organizations have sponsored recent events like the Veterans’ Breakfast, etc, and sent letters to them inviting them to sponsor us. This includes: McDonald’s, Mena Regional Health System, Baywash, and First Financial. McDonald’s has sponsored us in the past under different management; hopeful that we can continue that partnership under “new” ownership. 
• Also, sent a letter to Union Bank, which used to be a Major donor before we reorganized our memberships into commercial and non-commercial categories. Hopeful that they will respond. 
• A discussion followed about the direction of the Membership committee and possibly sending people out to get in touch with businesses in person. In the past, this has been a challenge, but people might be more willing to do so now. Kallie is interested in visiting businesses when her schedule frees up from Frozen Jr.
• Alex is hoping to be able to make some phone calls from the office this week and will send out more letters soon!

Artistic Director and Play Selection Report- Judy 

• Frozen Jr. is going well, and Judy is hoping everything will go smoothly. Judy also asked that the poster get up around town as soon as possible, and to make sure that they go in front of the businesses and not in the lounges for workers. 
• Play selection has not met since she returned home. Jered did cancel the set for The Play that Goes Wrong, so we do need to find a play for next fall and next winter. Judy is open to ideas. 

House Report-Zeke  

• Zeke installed new locks on the office doors and the back door. They are key pad locks, with a code only the board knows. The keys to the new locks are with Zeke and will be given to the president and vice president only at this time. 
• Zeke would also like to install a magnetic lock on the front entrance door. It will have a push exit button installed as well. This will be installed instead of a deadbolt, due to the integrity of the door. Rudi mentioned that we might need to contact the fire marshal to see if it is up to safety code for emergency exits.
• There is still a leak somewhere, as the water department left a slip stating it. It is not effecting the water bill, but it will be looked into.
  
  

IT Report- Zeke and Lexie

• Zeke mentioned that he and Lexie would get together and go over the website, since Jered had the most control of it. 
• Rudi also mentioned that we should get with Logan in Suite A for advice on anything we need. 

Box Office-Amanda

• No Report
  
  

Social Committee-Linda

• Update for the Christmas parade: the social committee has asked for cookie donations for the cookie and hot chocolate stand. If you do bring cookies, please place two in a bag and label what type of cookies they are, due to allergies. They will also be handing out flyers for the play that have a QR code that links to the website to buy tickets to Frozen Jr. 
• Judy Kropp met with the social committee to discuss a volunteer Christmas party. Details include: (Through Email)
  

1. The date will be Sunday, Dec 21, from 2:30 pm-5:00 pm
2. We will ask people to bring a plate of finger foods. We will set up 2 tables in the lobby-one for savoury, the other for sweets.  The concession stand will have bottled water and small cans of drinks.
3. Those with small children may bring wrapped gifts with their child’s name on them, which will be given to them when they go see Santa.  Santa will be on stage left, and pictures with Santa can also be taken.  Santa (Scotty Jenkins) and an elf ( LaDonna) will be ready around 4:15-4:30.
4. When you enter the, th the Christmas music will be playing through the sound system (hopefully Alexis will take care of that-I will supply the CDs)
5. Around 2:45, Zeke and I will thank our volunteers for coming and ask them to file past us.  We will again thank them and have a small gift ready for them.   They will file past us and go to the lobby for refreshments.
6. We will play some Christmas charades or games of some sort before Santa arrives.
7. The lobby will already be decorated from Frozen, and we will use the painted peris behind Santa for pictures.
8. The social committee will help get the two tables out and covered with a tablecloth and possibly a chair for Santa to sit on. I am asking Alex to make up a poster to send out to our membership and to include in the Frozen program.
9. I will be in charge of plates, napkins, purchasing the drinks and the gifts.
10. Those invited will be the Board members from 2024 and 2025, cast members from this year’s shows (Too Many Wives, Kindergarten, Chitty Chitty, Death of a Salesman, and Frozen) and all those who are on box office, concession, costumes,  social, play selection, lighting, sound, and set building for the past year.
    

New Business

• Zeke appointed Robby Burt as vice president until the elections in May. As Robby was a board member, a new spot opened. Zeke offered the spot to Sharon Bollmeyer and she accepted it. This is also until elections.
• The storage unit that Jered purchased has a total of $180 that we need to pay for this month. Zeke mentioned that we should clean out the storage unit and get rid of it by the end of the year. Amanda motioned that we do not rent a storage unit, and Mikayla seconded the motion. The motion was carried. The storage unit will be canceled at the end of the year.
  

Old Business

• Zeke opened the floor for a final discussion on Jered’s resignation. Zeke also mentioned that if the board wanted to talk in private that the officers are more than willing to talk to anyone on the matter. 
• The topic of an Anonymous box should be put somewhere for people to submit issues or problems they are having. Also have a designated person to read them. No further discussion was made on the topic to approve this.

Adjournment:   Rudi made a motion to adjourn the meeting, Drew seconded, and all approved the adjournment.

The meeting adjourned at 6:52 p.m

Next meeting is December 15th @ 5:30 pm 

Respectfully submitted,

Lexie Payne Secretary

October 16, 2025