Oklahoma Community Theatre Association Inc.
PO Box 57626
Oklahoma City OK 73157
Tax Exempt Status Public Supported Charity
Organization Does Business As (DBA) Name(s)
Organization DBA
OCTA
Mission Statement
OCTA's mission is to promote excellence in community theatre. 
 
Its goals are:
To unite and support all community theatres, organizations and participants, in Oklahoma; and to further connect them with other community theatres in the region and nation.

To foster communication and dissemination of ideas among OCTA members and other theatre participants in Oklahoma.

To encourage high standards of excellence in community theatre production and management.

To celebrate and promote the achievements of community theatre in Oklahoma. 
OCTA Governor Arts Award 2014
Contact Information
Contact Name Darrelyn Hoffman
Contact email info@oktheatre.org
Address PO Box 57626
Oklahoma City, OK 73157
Phone (405) 840-0788
Fax 405-879-6757
County Oklahoma
OK
How to Give
Donate with Credit Card http://oktheatre.org
Donate to Endowment http://occf.org/octa/
Other ways to donate, support or volunteer You may mail a donation to the OCTA office at PO Box 57626, OKC, OK 73157-7626 or use Paypal at  http://www.oktheatre.org
Financial Summary
 
 
Projected Revenue $29,857.00
Projected Expenses $33,939.00
History and Background
Former Names
NameYear
NA
Year Founded 1976
IRS Ruling Year 1976
State Registration Expiration Mar 2016
Statements
Mission
OCTA's mission is to promote excellence in community theatre. 
 
Its goals are:
To unite and support all community theatres, organizations and participants, in Oklahoma; and to further connect them with other community theatres in the region and nation.

To foster communication and dissemination of ideas among OCTA members and other theatre participants in Oklahoma.

To encourage high standards of excellence in community theatre production and management.

To celebrate and promote the achievements of community theatre in Oklahoma. 
Background

  As the representative organization for community theatres in Oklahoma, OCTA has a membership of approximately 33 theatres, 1 Associate Corporation, 5 college and university theatre departments, and 138  individuals (adults and youth).
 
  OCTA was the first statewide association of community theatres to be incorporated in the United States, and was the first such organization to hire a full-time director. OCTA was founded with assistance from 14 theatre groups (13 of which are still actively producing plays each season). Founding theatres were located in Ardmore, Bartlesville, Claremore, Clinton, Duncan, Elk City, Enid, Lawton, Miami, Oklahoma City, Ponca City, Stillwater, Tahlequah, Tulsa, and Woodward. Founding individuals involved in establishing the organization were Bill Crawford (Lawton), Jeanne Adams Wray (Stillwater), Curt Schwartz (Oklahoma City), and Lil Williams (Ardmore).

  OCTA is governed by an elected Board of Directors and an appointed Advisory Council.
 
  Since incorporation, membership has grown from 16 founding theatres and 30 individual members. During the time of greatest membership expansion in the '80's, O.C.T.A.'s membership involved almost 80 theatres over 400 individual members. At that time O.C.T.A. established 11 regions and a system of Regional Representatives for better communication and support.Amended by-laws in 1982 provided that the O.C.T.A. board of directors would appoint these representatives, who would then become advisorsand sitting members on the O.C.T.A. board.The by-laws were again amended in 1993 to omit the regional representative process to streamline the board structure.

  In its role of supporting theatre arts at the state, regional and national levels, O.C.T.A. is a dues paying member of the American Association of Community Theatres.

 

Impact

PAST YEAR ACCOMPLISHEMENTS:

The Oklahoma Community Theatre Association is extremely proud to be a 2014 recipient of
*The Distinguised Merit Award from the American Association of Community Theatre (AACT)
in recognition of contributions made to promote and develop the highest standards for
community theatre.
*The Oklahoma Governor's Arts Award in Special Recognition of the organization's unique
contributions in support of the arts.


Third Annual Spring Youth Workshop - students of all phases of theatre attended from all over the state of Oklahoma.  This is one of four anchor events provided to our membership and the public.  The OCTA board is building upon our strengths and focusing on those projects that have been most successful in providing support and educational opportunities  in line with our mission statement: 

OCTA's mission is to PROMOTE EXCELLENCE IN COMMUNITY THEATRE. 

Our Goals: to UNITE and support our community theatres; CONNECT with other regional and national community theatres; FOSTER idea sharing and communication among members and other theatre participants;PROMOTE the highest standards of excellence in theatre production and management; and to CELEBRATE the achievements of our community theatres.


GOALS FOR THE CURRENT YEAR:

Continue to promulgate and work towards our stated goals.
Bring the focus of inclusion and diversity to all Oklahoma nonprofit theatres.
Maintain an active advocacy for the arts of Oklahoma.
Reach out to donors and funders for additional support, which has not been done in almost 10 years.
Grow OCTA membership by 100.


 




Needs

We must grow our volunteer base by including them in OCTA Committees. 
We must grow our current Board and be more diverse in its makeup, possibly drawing from
an expanded volunteer base.
Like all small nonprofit organizations, we must find alternate funding options as our
Oklahoma Arts Council continues to have its budge cut each year - we need to set a goal
for $25,000 per year. 
OCTA anticipates a growth in membership that might allow hiring a part-time Executive
Director - $20,000 per year - 20 hours per week.
In order to grow our programs, which are biennial summer Educational Conference,
biennial OCTAFest, Fall Leadership Forums, and Spring Youth Workshop, we seriously need
marketing help. 
Our website should be upgraded - $5,000-$10,000.
 

CEO/Executive Director Statement

Founded in 1969, the Oklahoma Community Theatre Association (OCTA) is the oldest state theatre organization west of the Mississippi, the first association of community theatres to be incorporated in the United States, and a membership of 36 theatres, 7 universities, 111 individuals, 2 organizations, 40 youth, and 2 theatre professionals.  OCTA offers an online newsletter, a library resource center with over 2000 scripts and theatre materials, website, networking, educational events, production reminders, and a clearing house of information on theatre personnel, props, costumes, set pieces, and scripts.

OCTA is a staunch advocate for the arts.  We encourage our theatres to inform their audiences on how they are funded and the politics of community art projects.  OCTA supports Oklahomans for the Arts and is a visible, vocal presence at the State Capitol and local governing bodies.

The OCTA Board of Directors is all volunteer, active in local theatres and communities across the state, and committed to improving and expanding opportunities in the arts.  One serves on the AACT Board of Directors, one is a Festival Commissioner for AACT, several serve as president of their home theatre Board and are members of their community arts council.  OCTA officers have
taken the Oklahoma Center for Nonprofits Standards of Excellence and Oklahoma Arts Coutil Leadership Arts training, and attended Sarkeys Foundation and Oklahoma Arts Council Conferences.

OCTA holds workshops in the spring and fall, during summer Educational Conference and OCTAFest; they are open to anyone interested in the performing arts.  While arts programs in schools are being decimated , OCTA is focused on providing events where youth can experience theatre arts.  OCTA holds its
Spring Youth Workshop on campus at Oklahoma State University in Stillwater in March, open to students ages 12-18. Theatre professionals, OAC artists, OSU professors, and artistic directors present. 

The 2013 Conference highlight was The Penguin Project (r) which is designed for children with special needs to develop creative skills related to theatre arts.

The statewide play festival, OCTAFest, is open to the public; theatres present their best artistic productions in a competitive setting to audiences drawn from across the state.  It is the first step in the national American Association of Community Theatre (AACT) festival.  OCTA leads the nation with  first and second place awards at regional and national festivals, and Oklahoma theatres have performed at international festivals in Monaco, Ireland, Canada, and Germany.



 

 
Board Chair Statement

All OCTA Board of Director members are encouraged to complete the Standards of Excellence training offered by the Oklahoma Center for Nonprofits.This process was begun with our president and president-elect and will continue in the future.Board members who complete the training are required to share highlights of the sessions at future board meetings.Using the board development strategies learned in this training, we have begun to seek out new board members by first involving them as non-board members on various committees.Changing the mind-set that board members must do all the work of a board and head all committees has been a challenge, but we are beginning to see positive things happening as a result of our outreach to theatre "movers and shakers" throughout the state.These people have new and fresh ideas combined with a willingness to see things happen. As a statewide organization, fundraising for OCTA is a continuing challenge.Benefactors naturally prefer to donate to their local community theatres where they have enjoyed performances for most of their lives.Few of these local donors know of the behind-the-scenes work that is done by OCTA in support of their theatre and others throughout the state.We are beginning to address this issue by making our presence and our benefits of membership more visible.Board members are contacting and visiting member and non-member theatres throughout the state to promote the benefits of OCTA membership.OCTA's first Theatre Management Forum is scheduled for this fall.The forum will bring small and large theatre company management together to share concerns, ideas and successes with each other. My passion for this organization began when I was in the 3rd grade, and one of the original creators of OCTA, Jeanne Adams Wray, happened to be my neighbor. Because of her early drama classes, I became deeply involved in theatre and even attended an AACT (American Assn. of Community Theatres) conference with her when I was a theatre student at OSU.I credit Jeanne for starting that "theatre spark" in me and honor her memory with the Jeanne Adams Wray Scholarship in the OSU Theatre Department, and by serving as the current president of the Oklahoma Community Theatre Association. Deborah A. Sutton, 2014-16 President

Area Served
Area Served
Geographic Area Served
Oklahoma - Statewide
the entire state of Oklahoma
 
Service Categories
Secondary Organizational Category Arts,Culture & Humanities/Performing Arts
Tertiary Organizational Category Arts,Culture & Humanities/Professional Societies & Associations
Programs
Description Oklahoma’s live theatres are invited to compete for the opportunity to advance to regional and national festivals within the American Association of Community Theatre (AACT) system. Professional adjudicators evaluate one hour performances of licensed plays and musicals according to rules competition and in 2011, Broken Arrow Theatre advanced to national competition with their production of “The Gin Game.” OCTAFest was founded in 1970 as a biennial competition and educational event for Oklahoma theatres. Performances of licensed plays and musicals are scheduled during the afternoons and evenings with theatre workshops during the morning hours. Productions are open to the public.
Strategy
Population Served General/Unspecified General/Unspecified General/Unspecified
Description Community Theatre enthusiasts from all over the State of Oklahoma, Past Presidents and Board Members, former OCTA members, all those currently interested in Oklahoma Theatre, and Students and Youth of future theatre gather together for an OCTA conference every ‘odd’ numbered year. The location is close to central Oklahoma to make travel easy for everyone statewide. The day consists of morning workshops, award luncheon, followed by afternoon workshops. Registration dates are announced in advance, but anyone can attend the day of festivities. What greater reason to have a Celebration than to bring Oklahoma Theatre people together in Fellowship? And in addition, what a wonderful opportunity to celebrate the exciting work that Theatre and Volunteers have done throughout the year! There is so much to brag about!
Strategy
Population Served General/Unspecified Adults
Description After a long absence of Youth Workshops, OCTA now offers the Youth Workshops annually in the spring during break.  9-10 instructors provide classes on all aspects of theatre, from costuming/makeup to acting/directing to musical theatre/monologue prep to theatre etiquette. Workshops take place over 2-3 days at an actual performing arts center.
Strategy
Population Served Children and Youth (0 - 19 years) US Families
Program Short-term SuccessHelpDescription of short-term achievement(s) or improvement(s) that will result from this program. By the end of the Youth Conference, participants will have learned and been educated in many fields of theatre: makeup, costuming, stage combat, improve, acting, directing among many other categories.
Program Success MonitoringHelpDescription of the tools used to measure or track program impact. Surveys provided to participants and parents/adult sponsors to get feedback of what was most beneficial and suggestions for any changes for future youth conferences.
Examples of Program SuccessHelpSpecific examples of changes in behaviors or testimonies of changes that demonstrate program success. 33 participants in Spring 2014.  First Youth Conference by OCTA in many years and hope to continue as an annual event during the latter part of Spring Break with increasing numbers of participants each year.  (2015 increased to 42 students and 44 in 2016.)
Description

The Leadership Forum was introduced Fall 2015. Questionnaires are sent weeks in advance to Theatre Management personnel for their feedback on what they would like to discuss. Round table discussions will be conducted per subject matter by the facilitator throughout the day. This will be a one day event to help other Theatre Management learn new things or help to improve what is already in place. Very educational for new or existing theatres.

 

This was such a hit for the theatres, the theatres wanted more!!  REGIONAL FORUM sessions will now be conducted throughout the state.  OCTA will be targeting rural community theatres in specific 'regions' of the state. These forums will be presented with no fees.   This is OCTA's way of helping member theatres help themselves with problem areas, issues, or anything they would like to discuss.  It also gives theatres in the region a chance to meet and share ideas that work for their theatres.  A great team-builder for community theatre boards and personnel.
Strategy
Population Served Adults Adults Adults
Program Short-term SuccessHelpDescription of short-term achievement(s) or improvement(s) that will result from this program.  This program will further promote OCTA's mission of 'promoting excellence in community theatre across Oklahoma', providing a valuable benefit to our members and NON members and introducing the benefits of OCTA to everyone.  Goal is to build OCTA's Theatre memberships at the same time educating and networking  with all theaters in the state.
Program Long-term SuccessHelpDescription of the ultimate change(s) that will result from this program. This may be far into the future or represent an ideal state. The first Regional Forum was held in March 2016, hosted by Stagecoach Theatre in Perry.  Theatres in the 'region' invited 3 months in advance. 19 people attended representing 11 OCTA member theatres and 8 NON members.  Surveys for topic of discussions sent well in advance to attendees.  Facilitator led the discussions and kept on topic.   Evaluations by attendees indicated how helpful, useful, informative the day was..many comments about 'sparking new ideas' and a host of topics on how OCTA can further help theatres in development, grant process, networking, etc.   Long term success will depend on other 'region' attendance, but from the results of the first one, this is what theatres crave and attendees wanted to know 'when is the next one'??
 
Description

OCTA is collaborating with The Penguin Project (c) to bring to OK theatres.  Goals:

  • provide an opportunity for special needs children to develop creative skills related to theatre arts
  • provide opportunity for the same children to participate in a community theatre experience
  • facilitate interaction between special needs children and their age-level peers thru join participation
  • facilitate appreciation of challenges faced by special needs children and their families
  • identify impact of community theatre experience on communication skills, socialization, self-confidence and self-esteem of special needs children
  • interaction among medical, developmental, educational, and theatre professionals thru a common community project


Strategy
Population Served People/Families with People of Developmental Disabilities Elderly and/or Disabled Families
Program Long-term SuccessHelpDescription of the ultimate change(s) that will result from this program. This may be far into the future or represent an ideal state. OCTA became aware of 'The Penguin Project (c)' in 2014.  After viewing a Penguin Project play in Lincoln, NE, the decision was made to see what role OCTA might have in bringing this life-changing project to its member theatres.  Dr. Andy Morgan, founder and director of the Penguin Project, was the guest presenter at the OCTA 2015 Conference.  OCTA took the opportunity to ask Dr. Morgan if OK could be the first state organizing to be an intermediary for the Penguin Project.  Dr. Morgan agreed.  The project has been presented to almost all theatres across the state of Oklahoma.  The goal is to 'get the word out there' to the theatres that will interact in their communities with special needs children and youth 'mentors' to accomplish the task of a play.  OCTA is the first point of contact for the Penguin Project and to obtain the information.  During the project, Dr. Andy Morgan makes several appearances to the presenting theatre for help in casting, rehearsals, costumes, etc. 
CEO/Executive Director
CEO/Executive Director NA NA
Start Date Jan 1976
Email info@oktheatre.org
Senior Staff
NameTitle
Darrelyn HoffmanOffice Manager
Staff
Number of Full-time Staff 0
Number of Part-time Staff 1
Number of Contract Staff 0
Number of Volunteers 3
Staff Retention Rate 100
Are professional development opportunities provided? No
Does CEO/Executive Director have formal evaluations? N/A
Management reports to board? N/A
Organizational Plans
Fundraising Plan No
Policy against commission-based compensation for fundraising consultant No
Communication Plan No
Strategic Plan Yes
Management Succession Plan Yes
Organization Policies and Procedures Yes
Collaborations
  • Oklahoma Arts Council
  • National Endowment for the Arts
  • American Association of Community Theatres
  • Oklahomans for the Arts
Awards
Awards
Award/RecognitionOrganizationYear
Special Recognition AwardGovernor's Arts Award2014
Distinguished Merit AwardAmerican Association of Community Theatres2015
Government Licenses
Is your organization licensed by the government (federal, state and/or local)? No
Board Chair
Name Ms Sharon Burum
Company Affiliation Duncan Little Theatre
Term May 2017 to July 2018
Email info@oktheatre.org
Board of Directors
List Current as of June 01, 2017
Board of Directors List
NameAffiliationStatus
Ms Sally Barnes Broken Arrow Community PlayhouseVoting
Mr Charlie Burns Community Volunteer WoodwardVoting
Ms Sharon Burum Community Volunteer DuncanVoting
Ms Diane Chapel Community Volunteer EdmondVoting
Ms Gina Flesher Community Volunteer DuncanVoting
Ms Rebecca Fry Shawnee Little TheatreVoting
Advisory Board
Advisory Board Members
NameAffiliation
Thomas Cowley Community Volunteer
Shonda Currell Elk City
Steve Reese Lincoln County On-Stage, Shawnee Little Theatre
Comments on Board & Governance
CEO/Executive Director/Board Comments

OCTA’s challenges are those facing community theatres in our state. Aging audiences, a plethora of entertainment options, a growing burden of providing social services by non-profit foundations that previously were met by government programs, and more demand on corporate funding to meet local social services. These challenges provide opportunities for theatres as well. Baby boomers, who are now retiring, are seeking new avenues of interest which gives theatres a new pool of volunteers, including actors, technicians, and box office workers. Theatres are challenged to look at their season of plays and find fresh, new works that may bring in new younger audiences. Theatres may look at partnering with a local social service agency to provide a play that has subject matter connected to that agency, which may benefit both entities. Including opportunities for youth in a theatre season is essential to building future audiences, and providing an arts program for youth is critical for a community in which the arts programming in schools is disappearing. OCTA provides resources, statewide workshops, and leadership forums to discuss how individual theatres are addressing these challenges and providing ideas to meet these needs.

 

Current Fiscal Year
Fiscal Year July 01, 2016-June 30, 2017
Current Year Budgeted Total Income $29,857
Current Year Budgeted Total Expenses $33,939
Financial Documents
IRS Letter of Determination
Prior Three Years' Financial History
Revenue SourcesHelpThe financial analysis involves a comparison of the IRS Form 990 and the audit report (when available) and revenue sources may not sum to total based on reconciliation differences. Revenue from foundations and corporations may include individual contributions when not itemized separately.
Fiscal Year201520142013
Contributions------
Foundation and
Corporation Contributions
------
Government Contributions$0$0$0
Federal------
State------
Local------
Unspecified------
Individual Contributions$11,590$11,205$14,148
------
$11,147$5,741$6,451
Investment Income, Net of Losses$2,390$2,276$1,313
Unrealized Gain/Loss------
Membership Dues$4,730$3,610$5,950
Special Events------
Revenue In-Kind------
Other------
Expense Allocation
Fiscal Year201520142013
Program Expense$36,171$17,994$30,900
Administration Expense------
Fundraising Expense------
Payments to Affiliates$1,090----
Total Revenue/Total Expenses0.801.270.90
Program Expense/Total Expenses97%100%100%
Fundraising Expense/Contributed Revenue0%0%0%
Assets and Liabilities
Fiscal Year201520142013
Total Assets$14,932$22,336$17,498
Current Assets$14,932$22,336$17,498
Long-Term Liabilities------
Current Liabilities------
Total Net Assets$14,932$22,336$17,498
Solvency
Short Term Solvency
Fiscal Year201520142013
Current Ratio: Current Assets/Current Liabilities------
Long Term Solvency
Fiscal Year201520142013
Long-Term Liabilities/Total Assets0%0%0%
Funding Sources
Top Funding Sources
Fiscal Year201520142013
Top Funding Source & Dollar AmountIndividuals $11,590Individuals $11,205Individuals $14,148
Second Highest Funding Source & Dollar AmountEarned Revenue $11,147Earned Revenue $5,741Earned Revenue $6,451
Third Highest Funding Source & Dollar AmountMemberships $4,730Memberships $3,610Memberships $5,950
Endowment? Yes
Endowment Spending Policy Percentage
Endowment Spending Policy Percentage (if selected) 5 %
Credit Line? No
Reserve Fund? No
Capital Campaign
Currently in a Capital Campaign? No
Capital Campaign Anticipated in Next Five Years? No
Comments on Financials
CEO/Executive Director/Board Comments State funding decreased 7.5% 2015-2016 from OK Arts Council
Foundation Staff Comments
All prior year financial information is from IRS Form 990s. 
 
NOTE:  FY2015 Other expense $1,090 was a money transfer to their OCCF Endowment Fund.
 
Organizations with a GiveSmartOKC profile are responsible for updating information annually within 45 days following the end of their fiscal year.
 
Address PO Box 57626
Oklahoma City, OK 73157
Primary Phone 405 840-0788
Contact Email info@oktheatre.org
Give with Credit Card http://oktheatre.org
Give to Endowment http://occf.org/octa/
CEO/Executive Director NA NA
Board Chair Ms Sharon Burum
Board Chair Company Affiliation Duncan Little Theatre