MINUTES OF
THE MARATHON COMMUNITY THEATER
BOARD
OF DIRECTORS – April 15th, 2008.
The
meeting was called to order by Alicia at 6:05 pm. Present were Paul
Buckley, Sylvia Rickett, Loretta Geotis, Lauren Spinelli, Rita Irwin, Suzanne
Terpos, Arnie Steinmetz, C.J. Geotis, Tom O’Neil, Natalia Gimmer and Sandra
Holland. Gail Burnett, Claudia McEwen and Nancee Rainaud arrived shortly. Fred
and Kim were absent excused. Ginger Michael and Pat Robenolt were absent.
Approval
of the Agenda: Motion
to approve, seconded and passed, moving the finance report to first on agenda.
Minutes: Motion to approve,
seconded and passed.
Finance
Committee Report:
Alicia handed out the finance reports to all and underlined a few items. She
reported that the extra $500 was approved for the mortgage payment. She also
reported that the Playhouse checking account balance is close to $37000. The
finance committee voted $20000 of this to shift to operating reserves. It is
still available, but it will be making interest in the meantime. On the profit
and loss sheet, we came out $228 ahead! As usual, should there be any
questions, please feel free to ask Alicia.
The
final budget came out with not too much change from the draft. Ticket price
will not be increased. The advertising income for the cinema was raised, since
additional slides are expected and can be accommodated. Production expenses may
need small amendments depending on the final choice of plays (the forecast was
done based on the average of previous plays). The royalty fees for Company are
a bit higher than normal, but not out of the realm of possibility. A 2% fuel
surcharge was added to Playhouse concessions. Expenses were upped by 5%.
Repairs and maintenance were upped 10%. Playhouse advertising was raised based
on previous needs for web, accounting, promotions and supplies. Salaries were
raised for the GM and cinema manager. The executive committee approved raising
health insurance for the GM. Salaried staff was raised 50c. Cinema staff raises
will occur when they become due. The budget for small operations and equipment
reflects the need for a new copier. The financial committee proposes that when
the TIB CD matures in June, the best way to reinvest it will be to break it up
so that $10000 is earmarked for the sewer. Audio devices are needed in the
cinema, but have not yet been fully investigated. They are legally required and
we do have the money. The value for them will be announced when known.
Lauren
brought up an item not in the budget that he would like to be considered for
the TDC grant: an improvement in the green room area. After some discussion, it
became clear this could be a prohibitive project, mainly due to the need to
install additional sprinklers and also for the many uses and needs that the
green room has, including being a functional area for building sets. It was
generally agreed that the best that can be done at this point is a thorough
organization.
Claudia
mentions that any additional miscellaneous items or expenses that are not
included in the budget will need to be brought to the attention of the BOD.
Alicia mentioned that we might be able to add another item under capital
improvements: the flats need to be resurfaced, at a cost of $400 to $600.
Alicia made a motion to add this to the budget and all were in favor. Lauren
moved to approve the budget, and all were in favor.
Staff
Report:
1
BOX OFFICE REPORT
:
a)
Body
count for March is 3676.
b)
Me and My Girl sold 2394 tickets total. This is actually more than 150
each evening due to the fact that we can sell some seats two times when people
turn in unused tickets.
c)
We have sold 247 Cactus Flower tickets thus far. This will pick up soon.
2
CINEMA
a) I have added a slide to the cinema
advertising presentation reading: “Advertise your business here!” She has
already received calls about this, so there has been good return for the time
spent. b) I have negotiated a trade with TravelHost Magazine for
advertising in the cinema in exchange for advertising in their magazine. This
will alleviate using TDC money for this magazine and free those dollars to be
used elsewhere.
Other stuff
a)
The advertising and public relations schedule for Cactus Flower
is in place and currently underway.
b) Besides
Cactus Flower, the TDC grant is my focus for the next few weeks.
The deadline is fast-approaching. I will be contacting some of you for letters
of intent to volunteer next year, contacting sponsors, etc. When you hear from
me regarding the grant, I will need a quick response. Thanks.
c) No
firm totals on the FKWS show as yet. My understanding is they sold eight or
nine paintings and were very pleased with the results.
d) Island
Opera will be performing here on Sunday evening, April 20, at 8 p.m. Tickets
are selling very well for this performance. Volunteers are in place. Thank
you.
e)
I will be requesting the second reimbursement from the TDC when all invoices
are in for MMG.
f) No answer yet about whether the Bricks & Mortar grant
will be available to use for the sewer hookup. Answer coming soon!
g) Marianne Motches will be displaying her artwork in the
gallery for the run of Cactus Flower. She is planning a small reception
on May 7, open to the public. More details to come…
h) Pat
and Kim and I met regarding Pampered Palms. Plans are in place, and I feel we
have a good handle on plans for this event. Ideas are in place and action will
begin soon.
i)
FYI – The BOD files, show files, Account Manager file, Dan Gallagher file and
expense forms have been moved to the large desk near the concession counter.
Bottom drawer, right side. Labeled. This permits easier access. Keep in
mind that no cash or sensitive information should be left there.
j) *Directors/Producers - Don’t forget to email me any
changes/additions/deletions to your rehearsal schedules, cast information,
meetings, use of rooms etc. Please check with myself or Gail to make sure we
are not duplicating scheduled time slots. And, pleeeease be considerate of
those who are rehearsing and in meetings, regarding noise, running in and out
and interruptions. Thank you. This can never be mentioned enough!
Committee Reports:
Finance:
As above.
VP Production: Gail reported that all are thrilled with MMG
and Cactus Flower. The set for Cactus was challenging, but it is going really well.
Other production topics are in Playreading.
Playreading: The
Playreading committee has met and come up with a proposal for next season. All
shows have been chosen, as well as directors, with the exception of the
director for the 4th show. This opens the possibility for a director
to step forward or for one of the people in the Directors Class to direct. They
will be eligible to do so based on having attended the class and participated
in directing the summer reading. The proposed season is as follows:
Open Auditions: Sat Sept 13 and Sun Sept 14
OWO Annual Fundraiser: Director Kathyrn Rummery. Friday Oct 17 and
Sat Oct 19
The Amorous Ambassador: Director Jackie O’Neil. Nov 13, 14, 15,
20, 21, 22, 28, 29, 30 (Mat), Dec 4, 5, 6
Christmas Concert: Sun Dec 14
Steel Magnolias: Director Alicia Merel. Jan 8, 9, 10, 15, 16, 17,
22, 23, 24, 25 (Mat), 29, 30, 31
Company (Musical): Director Heidi Ferrell. Mar 5, 6, 7, 12, 13,
14, 19, 20, 21, 26, 27, 28, 29 (Mat), Apr 2, 3, 4
Rumours: Director TBD. May 7, 8, 9, 14, 15, 16, 21, 22, 23
Additionally, the PRC made the following recommendations:
OWO performance shall be no more than 90 minutes in length without
an intermission. The production shall be performed with the set for the first
production in place (furniture and carpet may be moved, but structure shall
stay in place)
The Christmas Concert shall be performed with the set for the
second production in place (again, furniture and carpet may be moved, but
structures shall stay in place). The Christmas Concert shall begin at 5:00pm.
Rita enquires about the procedure to regarding the decision about
the director for the last production. It was decided that the participants of
the Directors Class (who already have expressed the desire to direct a show)
will each be able to put forward a proposal regarding the 4th
production. The PRC and the BOD will then make the final decision. It must be
made clear that the director for the 4th production will not be able
to participate in the musical. It was agreed that this is a great way of
introducing new directors. The motion was made to approve the PRC’s proposal,
and the motion passed!
Stage
Committee: Tom
reported that once the new fiscal year begins and the money for the new light
bulbs is available, he would be able to work on them. The date is July 1st!
Building: Paul reported that the emergency lights have
been tested and are in working order. There are many ongoing projects and these
get worked on a daily basis. THE AC LEAK IS RESOLVED! Claudia recommended that
the Building Committee have a meeting and pinpoint ongoing and necessary
projects, and present minutes to the BOD.
Entertainment: The theme for Pampered Palm is Keys Black Tie. The
Committee met to discuss ways of making a less expensive party. It was mentioned
that the same people always do the work, and other committee members should
participate more actively. For the opening Night party for Cactus Flower, the
same rules will apply: finger food only, cold food, disposable plates, etc.
Membership:
Quarterly General Membership meeting dates
June 4
September 3
December 3
Cinema: Has not met.
By-Laws:
Nominating Committee: Waiting on a
decision from the Executive Committee as discussed in the previous meeting.
This decision will be available no later than the end of the month, which will
leave the month of May open for final preparations by the Nominations
Committee. Anyone who wished to prepare a bio should send it to C.J., but it
should not exceed 100 words.
Historical:
Other:
Old Business: Discussion about the K seats (with
obstructed vision) resumed. They should either be removed from sales, be given
a different price or be reserved for volunteer staff. Arnie moved for sale at a
discounted price. The motion passes. Tom makes a motion that that price should
be 50% of ticket price, and that the seat should only be sold when the
playhouse is sold out and the seats are necessary. All were in favor and the
motion passed.
New Business: Regarding the BOD retreat, it is agreed that
there must be an outside facilitator. This continues to be in a developmental
phase and quotes have not yet arrived. Lauren mentions that there should be a
committee and goals. This will probably occur after the last show and once the
new BOD is in place.
Good of the Order: Gail mentions the great donation
of hats and gowns from Angelika! Lauren mentions Fred still in hospital and we
should all send our good wishes.
Adjournment: The meeting was adjourned at 7:40 pm.
Submitted
by Sylvia Rickett, Secretary
