BOARD OF DIRECTORS – April 18, 2007.
The meeting was called to order by President Fred Hundhammer at 6:01 pm. Present were Claudia McEwen, Rita Irwin, Paul Buckley, C. J. Geotis, Sylvia Rickett, Loretta Geotis, Suzanne Terpos, Ginger Michael, Terry McBroom, Tom O’Neil, Christine Leird, and Natalia Gimmer. Absent were Dona Beckman, Gail Burnett and Arnie Steinmetz.
Approval of the Agenda: Motion to approve, seconded and passed.
Minutes: Motion to approve, seconded and passed.
General Manager:
a) Ticket sales are slow so far for “Clouds Over the Sunshine Inn.” Talk it up.
b) Body count for March is 2964.
2 CINEMA
a) The new triple sink is still being installed.
Other stuff
a) I am interested in updating the Policies and Procedures Manual and adding some information about specific event procedures such as Pampered Palms, corporate sponsorships, entertainment committee events, advertising sales, cinema slides, etc. anything that we do on a regular basis that is not covered in the current procedure manual. My suggestion is to have each of those who hold positions and serve on current committees to look over the manual and see if any changes are necessary or not. I will be happy to coordinate this effort and bring all additions/corrections/ deletions/questions/concerns etc. back to the board for discussion/approval/disapproval. I am not suggesting changing any by-laws (unless it needs to be), just more detail to refer to regarding positions and event management. We have a lot of new people directing, producing, working back-stage, coordinating workshops etc. that may benefit by having a copy of job descriptions. Fred agrees that the Manual would benefit from a review..
b) My focus at this point is to get the Cultural Umbrella grant application completed and submitted. I have solicited support letters from volunteers and businesses and have had a terrific response already.
c) As soon as the grant is complete, I will begin to prepare letters to local businesses to solicit corporate sponsorships for next season. If any of you have a business or know someone you would be comfortable in approaching, please contact me. I will assemble a list of names to consider.
d) I will in the next couple of months begin assembling the playbill advertising procedures. Please be thinking about this as well. I have volunteered to put together a committee and will chair that committee since it all comes through me for coordination anyway. If you would like to help, please let me know. I won’t begin until the grant is completed and submitted (May 11). Loretta will chair this, Fred, Sylvia and Suzanne offered to help call businesses. Rita brings up that advertising has not gone up for a few years. She made the motion that prices be raised in increments of $5 per quarter page. The motion was approved, seconded and passed.
k) We will be needing donations of snacks for the opening night party for “Clouds ….” on May 4. I already have wonderful volunteers lined up for that evening, but will need people for the remainder of the performances. Call or email me if you can work.
l) I received a very nice letter from a patron in California who attended Gigi and took the time to write and let us know how much he enjoyed the production.
m) Our new computers are working, I am having the additional one prepared to set up in the box office as a backup and/or second computer so Wintix can be accessed by Ginny and myself at the same time. (This will be especially helpful during pre-show hours.)
n) A&B Exterminating has decided to discontinue their trade with cinema advertising so we will be charged $75 per month for pest control. We may want to discuss this further for other alternatives. This news came in too late to be included in Cheryl’s proposed budget. This service will need to be maintained despite it’s non-inclusion in the current budget. Loretta is going to find out if the company is interested in an ad in the playbill instead. This leaves an open slide in the cinema.
o) I plan to take some vacation time May 30 – June 4, but as always, am reachable by cell phone.
Committee Reports:
Finance: Budget. Fred asked that this be discussed later.
VP Production: Early auditions occurred, with about 8 people in attendance. The current show rehearsals are going well and the set is being painted. Thomas said that “Clouds” would not be able to be the piece for the summer reading. Rita asked Ginger if she could bring hers up from next year. Ginger will consider this, pending her ability to get some time off work.
Playreading: Adrienne Hutt submitted two scripts for a possible reading in February. This would be cast after the main shows so as not to interfere with those. Playreading is looking forward to read these scripts, and the idea of a reading in February is exciting.
Stage Committee: Tom is finding out about fixing the lights, but doesn’t have enough numbers yet to discuss. This will not affect the current show.
Building: The emergency lights will be checked tomorrow. The new triple sink is being finalized; there was a problem with some of the PVC.
Entertainment: Pampered Palms will have the theme “The Ship Went Down at Midnight: Come as you are”. Everyone should bring a dish. June 16th at 7pm.
Membership: New members have signed up due to their interest in Dancing with the Starz!
Other: None
Old Business:
Nominating Committee Report: Natalia and Suzanne passed out a sheet of people willing to run for the Board. The By Laws state that Some of the people are not able to attend all the meetings, since they are not full time residents in the Keys. This can cause problems getting a quorum, and is also stipulated in the bylaws. Bill and Adrienne were removed for this reason. Claudia mentioned that if we aim for 17 or 18 board members, we can still maintain the minimal 15 if someone that was elected needs back out for any reason. Dona will be approached regarding her ability to attend the meetings more consistently and whether she would like her name to remain on the nominating list. This decision falls to the nominating committee. Rita mentions that she is uncomfortable having the same number of people as there are slots, and recommends that the vote be taken for 9 additional board members, instead of 11, bringing us to 18.
New Business: Adrienne Hutt came to the general meeting, proposing to conduct an acting workshop. This has been scheduled for Sunday November 11th between 1 and 5 pm. Location is not a problem, and since it does not need to take place on stage, it will not interfere with the show due to open the following week. CJ moved to approve, and the motion was seconded and passed.
Any event that is scheduled needs to go through Loretta so that it can be coordinated with the VP of production. The current innovation is Tuesdays and Thursdays, with a dance/cardio dancing class with Laura Hutt, this is expected to continue at least through the end of the year.
Christine asked whether there was feedback about opening night parties, and about the possibility of patrons being willing to pay an extra $5 for that night. The question arose for budgeting purposes, since some of the drinks that have been donated have been by Christine personally. Most of the Board did not realize that Christine was donating the drinks personally, and while they have been appreciated, this is not expected. When we brought the opening night parties back, the idea was not to charge extra for it, to have theatre members donate food and to run a cash bar. The patrons seem to enjoy the time spent with the cast, production team and crew and it is thought they will not mind purchasing a drink if they want one.
Budget: In Gail’s absence, Fred provided the monthly report, the summary of which is that total cash reserves are $110,000. The figures for Gigi are not out yet.
A copy of the budget as proposed was distributed to all. The numbers represent expected or actual increases and reductions as best predicted by the finance committee. The vote for approval of the budget could be done either at this meeting or at the next one.
One of the items to be discussed is an increase in ticket prices. The musical was increased last year, while the other plays remained the same. The proposal this year is to maintain the musical and increase the other plays to $18 (with applicable discounts when packages are purchased). This represents a small difference to the individual, but a large difference to MCT.
Meeting was recessed to have additional copies made.
The only change from traditional in this budget is “Scholarship” a restricted fund that was developed for kids who have been with us for years and who are likely to move on in the area of theatre. This year no one applied for (or received) the scholarship. The finance committee proposes that this become a static fund, at $3000, until there is the need to reenact it. There is $500 allocated as a budgeted expense for next fiscal year, in the event the board deems someone eligible. The tip basket is the source of these funds, and it is proposed that they be reallocated to unrestricted donations instead of scholarships. If this occurs, the sign of the tip jar will need to be changed. Unrestricted donations can be used for anything the board approves, as opposed to restricted donations, which can only be used for a specific purpose.
The fiscal year budget shows a booked loss of $25,000. Fred pointed out that this is not a cash loss, since the budget includes a depreciation expense of about $ 44000, which is a non cash item. Therefore the actual results of the budget should show a cash flow increase of about $20,000. We are still in a catch-up year, from both the roof and below average turnouts for both playhouse and cinema.
C.J. had a few questions as he looked the budget over, some of which required consulting one of the balance sheets that was not a part of the original package copied for the meeting today. These questions were addressed using Fred’s copy, and a copy is to be sent to all Board members by email.
Tom made the motion to approve the budget as it stands; the motion was seconded and passed with all in favor.
Natalia intervened to speak about “You’re a Good Man Charlie Brown”. All seemed to be going really well. The day before auditions the principal approached Natalia telling her to put the project on hold. While we have given Natalia the authority to do her best, the school also will need to do their part in order for this to proceed.
Good of the Order: Rita: When acting on behalf of Marathon Community Theater, as a volunteer, or hiring someone to work for the organization, keep in mind that it is MCT’s name is on the line and not yours personally. “It’s our name and not yours”.
Adjournment: The meeting was adjourned at 7: 33 p.m.
Submitted by Sylvia Rickett, Secretary