We are hoping to get this in a text file for those that cannot open pdf files. You can also read a posted copy in the Capitol Theater lobby, we hope that this gives clarification.

A letter from the staff will follow.
Sincerely,
Audrey Henley
OFS Theater Manager/Staff Rep to the BOD

Edit: transcribed from the .pdf file by enpen first thing in the morning prior to any coffee, so blame him for the errors but please understand the circumstances.

September 1, 2007

Dear volunteers, community members and patrons of the Olympia Film Society,

This letter from the OFS Board of Directors is in response to the August 26th, 2007 letter to the Board from a group of OFS volunteers, expressing concern about the process of termination of Jeffrey Bartone. We appreciate the attendance at last Saturday's meeting, the openness in communication and ability to dialogue respectfully and clearly about really difficult issues.

First of all we would like to say that the collective volunteer hours, efforts, and passions that you all and other OFS volunteers have poured into OFS over the years are invaluable. OFS' volunteers are its heartbeat and foundation, and have made OFS the wonderful, diverse, and creative place that it is. Also, thank you for recognizing our volunteer contribution to OFS.

You request in your letter that the decision to terminate Jeffrey be revoked, and a re-vote be taken. The OFS Board, including the new members (a total of eight members), has reviewed the request and has not consented to revote on this decision. After much discussion the general feeling of the Board is that we should move forward with the existing decision and try to work toward a better future for OFS. The Staff collective also supports moving forward with the existing decision.

We continue to believe the decision was made with the best interests of OFS in mind, and we want to move now toward healing, improved communication, inclusion, better understanding, and operating the theater. We would like to hear your ideas and thoughts about how we can improve communications and relations with volunteers (or any other aspects of running our unique organization). At the upcoming September 11th Board meeting*, there will be a section of the agenda for input and discussion about Volunteers communications. (Note, Board meetings are now held on the 2nd Tuesday of each month,. 5:30 p.m.).

Board members have been conscious of and concerned by the need to bring more members into the Board. We know this will make us work more effectively and alleviate certain burnout. Over the last year the Board has made concerted efforts to increase it's membership. Individual Board members have made public announcements before large events, we have signs posted in the theater, Board meeting s are consistently scheduled (now on the 2nd Tuesday of the month) and in an accessible location. Meetings have been shortened by a more efficient process, announcements including meeting agendas are emailed, and Board members have invited volunteers and OFS members to join. Our efforts have paid off and have added 4 new members just in the last couple months! We can always do more. We welcome your suggestions of how to bring more energy into the Board.

You have also expressed concern about what is going to happen at the theater to cover Jeff's duties. A hiring committee is being formed now. The first job of the hiring committee will be to review the job description (standard part of the OFS hiring process) to make any changes, clarifications, or shifts in duties that would be beneficial. Several experienced community members have stepped in to evaluate the technical aspects of our presentations equipment (audio and visual) to familiarize themselves with the theater systems, and to be available for repairs if needed.

We are working to fill volunteers projection shifts and hope very much that some of you will want to come back as projectionists. The Board and Staff of OFS want to let all volunteers know they are very welcome at the theater, and encourage their continued participation regardless of what their position is on this matter. All volunteers still are and will always be welcome.

We also want to state that the termination of Jeff is not intended to hearken a general shift in OFS' philosophy or tone. OFS' signature diversity and inclusiveness of all sorts of people and passions is very important to the identity of this organization and we have no desire to change that. We do want to find ways to improve and preserve our income so that we can keep the doors open for a long time. But, in doing so we don't want to make OFS an un-fun place to be for its members and volunteers. We hope we can balance all of these things and would invite the assistance of anyone who has ideas about how to do so.

Finally (for now), we hope that this letter is not the end of our communication with you and other concerned members of the OFS community. We need input, ideas and action from all of you to keep our beautiful and eclectic organization alive and thriving.

Sincerely,

The Olympia Film Society Board of Directors

Mike Cousino
Carrie Keith
Marcie LaViollette
Joyce Mercuri
Isaac Overcast
Paul Schuster
Dylan Sharp
Audrey Henley (staff Representative to Board)