MINUTES OF THE
MARATHON COMMUNITY THEATER
BOARD OF DIRECTORS –
Meeting was called to order by Executive VP Claudia at 6:09 pm. Present were Rita Irwin, Suzanne Terpos, Terry McBroom, Arnie Steinmetz, Christine Leird, Claudia McEwen, Paul Buckley, Sylvia Rickett, Tom O’Neil, and GM Loretta Geotis. Absent were Natalia Gimmer, Dona Beckman, Ginger Michael, and Fred Hundhammer. Also in attendance was Laura Hutt.
Approval of the
Agenda: Approved with
addition of appointment of 15th board member.
Minutes: Motion to approve, seconded and passed.
Staff Reports: The General Manager’s report was made to the Directors:
a) A
total of 292 tickets were sold for Jake’s
Women.
b) A
total of 373 people used the theatre during the month of July, 2006.
2
CINEMA
3
Other stuff
a) The garage sale is planned for September 30. A notice has been sent to the members. A press release will be written and
distributed. I will get signs from the
Keynoter and put an ad in the Keynoter classifieds. I will schedule a brief meeting with
volunteers after auditions are completed.
It was decided to have it inside. Notice to membership to ask for
donations has been sent, but we cannot receive till after auditions.
b)
I am attaching a
separate schedule of events for the theatre outside our own production
schedule. Will be put on calendar format.
c) The playbill advertising is going well with responses
coming in. Follow-up phone calls have
been made to our current and previous advertisers. I need help with contacting potential new
advertisers, NOW! There are many. $5300
has already been made, plus additional commitments. Brief discussion about
asking help from membership, but Board would need to manage. Decision made to
have each Board member look at list and find people they know to call a few at
a time.
d)
I have scheduled
Marathon Rotary Club for a community project work weekend on September 23 and
24th. Paul and I have created
a list of projects for that weekend. We
need only supply the paint etc. (List of
projects available at the board meeting)
This work will be done by professional adults for free. We would like to request permission to order
pizzas and provide drinks and water for lunch for these workers. Pressure
wash, paint outside and railing, landscaping, etc. Insurance policies are to be
checked for safety. This will also provide additional positive publicity. Depending on the number of people to come it
may be cost effective to order pizzas, otherwise Sysco
may be contacted for platters.
e)
The brochure is
designed and waiting on a few pieces yet.
I went to the Blue Water printer in Summerland Key to talk about
printing costs, etc. They are higher on
the brochure and a bit lower on the playbill.
I plan to talk to Denny this week about our working relationship. Add
to brochure that Clouds Over The Sunshine Inn is a
world premiere. Loretta is going to work with the new person at Denny’ with
respect to getting brochures ready in a timely manner. The artist that made the
artwork on the brochure cover is interested in doing a 50/50 raffle/silent
auction. Despite the need for an extra volunteer, the decision was made to hold
raffle since this will likely make more revenue for MCT.
f)
I attended the City
Council meeting in KCB regarding waiving the fees for the use of the room for
OWO. They have granted that request with
a stipulation that we leave the place, especially the kitchen, as clean as we
find it. I assured them that would happen. I have supplied them with a “Hold Harmless”
agreement and a Certificate of Insurance as requested. I will make posters for distribution for this
event.
g)
I have recorded a
radio spot regarding auditions that will begin August 30 and run periodically
through September 15. Stations are US1
and Keys Radio Group. I have also scheduled
it to run in the Weekly, Keynoter and Free Press. I will also make flyers for distribution for
auditions.
h) The roof project is on-going. Thank you, Fred, for helping with this
project. As a courtesy, the City of
i)
The Conch Color (Tom Oosterhoudt)
is stepping up coverage of Marathon as obvious with the spread on Jake’s Women and Jackie O’Neill in the
last issues as well as other
j)
Chorus budget is $100, which goes
to Dick for accompaniment. They are currently making large volume of copies and
there is concern for equipment and cost of ink. It may be cheaper to have them
done at Office Depot. Kathryn will call Jorg, since
he has offered to make large volume of copies. Ongoing problem over the years,
will attempt to adjust budget again next year.
k) A green necklace was forgotten in the Theater. If you have
heard about this, please contact Loretta.
Committee Reports:
Finance: Gail left financial
statements for all to see. Save any questions for next meeting.
VP Production: Rita reported as VP of Production that the meeting with
directors and producers has occurred. They are prepared for auditions. Jorg is still having difficulty with the music, and
Building: Paul reported that roof had been discussed and that the
emergency lights have been checked and are fine. Rotary project sounds
promising.
Membership: Terry reported that renewal letter to be sent out his
week. The package contains a lot of good info about the Theater, with the goal
of gaining more renewals than only the people that are in current productions.
Entertainment:
Christine asked about the possibility for a budget for food and beverage for
General Meetings since there are fewer of them now, and refreshments are
appreciated and provide the opportunity for socializing after the meetings.
Since likely to be inexpensive, Gail will be approached to see if this can be
added to budget.
Sunshine Lady: Ruth
was delighted to accept being the MCT Sunshine Lady. Thanks!
One Weekend Only: It is unnecessary to meet about menu. Must
plan site visit for tech group, including number of tables and seating.
Details must not be overlooked since we will need to have everything we need
onsite. Loretta needs exact seating and how seating will occur, for program and
ticket sales, as well as seating chart. She will also need to know how we will
handle liquor sales.
Old Business:
Insurance review necessary to
ensure policies are good and coverage appropriate. This is difficult to obtain,
Terry is going to make initial contact with Jerry on this issue.
Additions to committees: All
board to help with Advertising, especially calling a minimum of 5 people for playbill
advertisement sales. Historical: Arnie and Claudia. Entertainment: Tom and
Jackie. Stage and Sound: Paul and Rita.
New Business:
Replacement of the board member
that resigned is necessary; the person with the next most votes (CJ) is to be
approached by Claudia tomorrow.
Arnie makes the motion that: Whereas the task
of the recording secretary is indeed daunting, and whereas the recording
secretary is seldom equipped with extrasensory perception, be it resolved that
all motions should be submitted in writing by the proposer
to the recording secretary. The motion was approved, following discussion about
how some motions can be planned ahead and that the wording “should” allows for
unplanned for subjects to be brought up.
Arnie makes a motion that: Whereas
the MCT must meet its financial obligations, and whereas the sales of tickets
of admission to performances is MCT’s primary source
of income, and whereas a highly significant amount of tickets are sold to
people who attend performances primarily to see friends and acquaintances on
stage, be it resolved that all advertising of performances should include names
of all on-stage performers. Overall, discussion surrounded the subjects of lack
of space for big productions, the question of backstage volunteers
names’, and that good PR coverage seems to achieve that goal. The motion failed
to pass.
Good of the
Order: Laura
talked to Ann recently. She misses us all, is doing well and traveling a lot.
She sent her regards to all. We miss her too!
Upcoming events: September 6th:
General Meeting, September 26th: next Board Meeting.
Adjournment: Meeting
adjourned at 7:30pm
Submitted by Sylvia Rickett