This is the communication portal for some of our informal topics. Please let us know if there are other topics you are more interested in. You can quickly get back over to main site by going to: Below is a compilation of the questions that were submitted, via email, prior to our November 2nd Meeting; followed by a summary of the answers.
1. What is the current CYT budget?
The budget for 2009 has changed significantly, due to our current financial situation. The budget for the remainder of the year our budget will be fairly fluid. We are working on prioritizing our expenses right now so that we make sure we can put on our productions and pay down some of the debt that has been incurred.
2. What layers of accountability are in place at our CYT to prevent future mishandling of funds?
We will return to using Quickbooks in the manner that is was created; over the past year, our bills have not been entered into this system. CYT National has given guidance on how to use this system correctly. We, along with CYT National, are creating stronger system of checks and balances.
3. What is the purpose of the Financial Advisory Committee? Who are its members? What is its authority?
Members: Roger Castro, Derrek Chinn, Garren Thatcher and David Valear.
The Financial Advisory Committee has been formed is there to help us and advise us on financial issues. They have been asked to conduct an audit of our books and Roger Castro is working on that. They will also offer advice on the financial business practices of CYT so that moving forward, the operations of CYT are more business-like and better tracked.
(Note since Monday – in order for our audit to be independent, Roger will not be a member of the committee; as he is conducting the audit.)
4. What does CYT National do for our local organization and how are they supporting us in this?
CYT National gives its affiliates manuals for each key staff position, along with guidelines for our Board of Directors. They are available to advise our Board; and they have helped other CYT Areas through similar situations.
5. What is our accountability to CYT National?
At the end of each session, we send financial reports to the National Office. They also hold us to the “CYT Model”, Vision, Mission and Values.
Total owed is $50,000. Nearly half of that debt is owed to our teen camp venue, The Evangelical Center. We are working to set-up a payment plan with them, along with the rest of the businesses we owe money to. The Financial Advisory Committee is helping our Board prioritize the order in which we pay our outstanding bills.
7. Who is or will be making hiring decisions?
The Board will hire an Executive Artistic Director when we have the money to do so. Our Interim Executive Director will hire other staff as needed.
Due to venue prices and ticket sales, Vancouver and Vancouver-East have done fairly well, covering their own expenses with a little left over; while Portland Eastside has faired poorly. We have set new area budgets on recent ticket sales in each area.
9. Besides choosing shows w/ lower loyalty fees, limiting the committee's budgets, having the Gala what have been the other ideas for increasing the profit of each show?
We have been working on many ideas to help us raise our income. We will be raising our Production Fee, to be more in line with CYTs nation-wide. We will also be requiring that each cast family sell a minimum number of tickets. Ticket sales are the best way to increase our show profit. Increasing class enrollment in each area is the best way to boost our tuition income. We are also looking for more affordable space for our office and warehouse.
CYT National gives us guidelines to follow. Each area bases their pay on their local economy, fees and their staffing needs. Our pay scale is low in comparison to CYTs across the nation.
Board minutes are available in the CYT office if anyone wishes to view them. Check our website for office hours. Along with that, Board Meetings are open, except for when issues must be discussed in Executive Session (which include personnel issues).
Currently we have the same operational set-up with our Area Coordinators being responsible for their individual areas, the only difference is that instead of answering to an Executive Artistic Director, they will be answering to our Interim Executive Director Bethany Larson, who reports to our Board. Bethany will be stepping aside as a Show Coordinator to take on the duties of running the day-to-day operations of CYT for the time being. We hope to one day in the near future – a year or so – be able to hire a permanent Executive Artistic Director again. When we look to fill that role, the Board will focus on finding an individual who is much more suited to handling business and financial affairs than we have in the past.
It is the understanding of the Board that new areas should be self-supporting within two years of being started up. Based on the fact that Area Coordinators have not been unaware of the costs that go into making their area a success, we have put together strict guidelines that our Area Coordinators will follow to make sure their area is not loosing money. If expenditures in an area cannot meet the requirements laid out, cuts will have to be made in that area – or alternative sources of funding will need to be found.
Talk to us – let us know if you have questions, we’ll answer them as best we can.
Continue to be involved – we’re a family and we’ll pull through as long as we work together. And sell tickets! This isn’t only a great way to help us organizationally, but it’s a great way to help yourself too by earning CYT bucks which can help pay your kids’ tuition and production fees.
15. How can this situation help us teach character to our kids?
This situation can help us teach character to our kids as we model to them that tough experiences can bring about good results. We have seen other CYTs go through similar experiences and come out stronger on the other side.
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