The meeting was called to order by Claudia McEwen at 6:00pm. Present were Paul Buckley, Sylvia Rickett, Loretta Geotis, Gail Burnett, Pat Robenolt, Alicia Merel, Tom O'Neil, Mike Edwards, Lauren Spinelli, Suzanne Terpos, Fred Hundhammer, Kay March-Adorno, Kathryn Rummery, and Marianne Benvenuti. Arnie Steinmetz arrived shortly. Rita Irwin, C.J. Geotis, Nancee Rainaud and Paula Pettorini were absent excused.
Approval of the Agenda: Motion to approve, seconded and passed. OWO party was added to be discussed under entertainment.
Minutes: Motion to approve, seconded and passed.
Executive: Claudia conducted the President's report: Flagler will be discussed no further at this meeting since no one checked it out to look at. Claudia asked that at least members of the executive committee to check it out and watch it. Anyone else who is interested in watching it should also do so and send comment emails to Claudia. There are concerns regarding last minute communications: when sending an email, expect at least 24hrs for an answer for not everyone checks their email at the same frequency. If there is the need for a faster response, use the phone.
Regarding the FKCC proposal, Loretta passed out the syllabus presented by FKCC. Claudia asked that we all read it and email relevant comments and whether it should be included in the next board meeting.
Staff Reports
1. BOX OFFICE REPORT
a) Body count for July is 295.
2. CINEMA
Nothing to report.
OTHER STUFF
Letters have gone out to last year's playbill advertisers, previous year's advertisers and 'never have advertisers'. I have had a good response so far with payments coming in. I have further assignments for the committee and ask that the board submit potential advertisers as well. I would like to send out an additional 50 letters to potential advertisers. While some responses come in as soon as the first letter is sent out, many phone calls are necessary for other supporters. If you are in the committee, please help Loretta make phone calls.
An advertising plan is in place and already being implemented to promote open auditions.
The season brochure is at the printer and should be ready for mailing within a couple of weeks.
The Florida Keys Council of the Arts has rented the gallery on Thursday, September 11 for a soiree by invitation only intended to promote the arts council and recruit members. I will be on-site that evening. Loretta will be coordinating with any existing rehearsals.
We are still working on maintenance projects around the theatre for the summer. If anyone has a couple of hours of free time, please call Paul or myself. Thank you to those who came out on Saturday, August 9.
I will have posters for distribution to promote One Weekend Only. Please take some and distribute around town.
PLEASE remember to turn off all lights and especially air conditioners, etc. There seems to be improvement in turning out lights and AC - good job!
Reminder: *Directors/Producers - Don't forget to include the GM and VP of Production in your rehearsal schedules, cast information, meetings, use of rooms etc. Please check with me to make sure we are not duplicating scheduled time slots. And, please be considerate of those who are rehearsing and in meetings, regarding noise and interruptions. Thank you.
As always, if any board member has any questions or concerns - please feel free to contact me directly in the business office at 743-0408 or via email at gm@marathontheater.org. Loretta Geotis, MCT General Manager.
Finance:
Lauren discussed the creation of financial reports and provided an abbreviated hand out for the first month of the new fiscal year, mentioning that additional details could be obtained from himself or Loretta. Fred mentioned that the sheet with the comparison for the previous year was useful to the Board, as well as the balance sheet for the month. After some discussion, it was agreed that the usual nine-page report is important for the financial committee, but that an abbreviated version composed of the highlights would be the most useful for the board. The financial committee will work on this idea for the next board meeting.
Lauren reported that the committee approved and annual petty cash count verification form, which would be for the GM, Box Office and Cinema, and would be done once a year at the end of each fiscal year. The outgoing and incoming treasurers could do this together to ensure reconciliation if need be.
Lauren also reported that the Finance Committee discussed Loretta's offer to act as back-up bookkeeper, which would require her to work more closely with Cheryl and review procedures to ensure that the system can be carried on in Cheryl's absence. Claudia expressed concern with the time Loretta would be required to spend on this, especially at times when the GM is already very busy, and suggested that there be a back-up back-up. Alicia mentioned that this was discussed at the committee meeting, and the idea would be that if there were an emergency need for bookkeeping in the middle of season, someone else could come in, whom Loretta would be able to point in the right direction. Marianne mentioned she was unable to be at the finance committee meeting, but she wants to discuss the need for additional control and checks and balances for the system. She is concerned about the lack of division of labor, and that our current system has room to be improved upon. She would like to pursue this in the finance committee to ensure the protection of all involved. Fred reiterated that Loretta already has a lot to do, and also brought up the need for a back up of the accounting system to be on premises so that someone always has access to it.
Lauren mentioned discussing a purchase item for the cinema with the cinema manager. In order to check procedure, Lauren consulted the by-laws and realized they do not state specifically that the treasurer has the right to enquire about cash expenses, and that there is also no mention of procedures for staff and so on. He proposes a revision of the by-laws. Claudia mentioned the previous discussion of the formation of a human resources committee to establish such practices, and that while the committee is currently ad hoc, this subject is being worked on. With respect to any discussions with the cinema, Alicia requested that everyone should please present topics to the cinema committee, so that they can funnel all the information through one set of people, therefore not imposing too much on Bob.
VP Production:
Alicia reported that there was a great production meeting with next season's directors. They are all on the same page (sets, auditions etc), and have began to put up posters in-house to get people involved and excited. Loretta has advertising for auditions lined up and we are ready to go. Kathryn reported that OWO auditions were good, especially Sunday, which was really fun and impressive. The show is lined up and individual rehearsals are going to begin. Anyone willing to work back stage, please contact Mike or Kathryn - the more the merrier, so that the show doesn't drag. Riet is stage manager with Alicia as assistant. Claudia asked who is going to be the event coordinator for the evening receptions - this is not yet established. Claudia asked the entertainment committee to contact Sandy and see if she is will to do this or if she will be unable to. There was some discussion about previous years', such as the Culinary Art School's participation. Kathryn asked Pat to make an envelope for donations for the reception, which will be hung during rehearsals. It was decided that the silent auction did not work well enough last year to justify the effort, however donation baskets seem to work just as well, for example on the champagne table, etc. OWO will not be longer than 90 minutes.
Kathryn also mentioned that the first choir rehearsal was good, and for all to be aware that the choir is a great way of getting new people involved in MCT.
Playreading:
Alicia reported that the committee has started reading plays and ordering scripts. They will also accept suggestions. Eligible directors will also be contacted for ideas.
Stage Committee:
Tom reported that the house lights are now green (75% lower bill). The dimmer pack is redone and labeled- you can find them! Booth ceiling has been raised, and there are only a couple more small projects to be done.
Building:
Paul reported that the emergency lights are tested and in working order. The roof repair is done and it turned out better than expected. Kelly Electric did some small electric work for nothing (from a previous credit), and there is hot water in the greenroom now.
Program:
No report
Historical:
No report
Entertainment:
Pat reported that the OWO reception was discussed above and she now has a list of things to work on.
Membership:
Suzanne reported that we are doing pretty well with renewal, including some additional members last night (choir and dance). Come to the membership meeting (September 3 at 7pm) and bring someone else with you! Remind directors that once the plays are cast, the whole cast must become members! Quarterly General Membership meeting dates
September 3
December 3
Nominating:
No report
Cinema:
Alicia reported that the cinema is required by law to have assisted hearing equipment, and ADA is suing people in non-compliance. Paul helped Alicia in researching options and they found a good deal for some which is compliant with ADA. For our cinema a set with 4 receivers is enough (the equipment includes the main amplifier, the receivers, headphones and signage). Cinema ushers will need to be trained in their use, and especially in retrieving the equipment at the end of the movie. The suggestion is that people requiring equipment should leave their driving license at the entrance to help remind them to turn it in. The cost of this is $1498, and the committee proposes the equipment be purchased. The motion was made, seconded and passed with all in favor. Fred mentioned a constructive conversation with the cinema manager, in which the importance of having more than one individual able to operate the projection equipment. One issue in this area would be the ability to pay projectionists enough for the job. Another positive conversation occurred with the man who picks the movies to be shown here. He has done this job for many years and makes the selection based on community size and make up. The ability to only have one show at a time makes this a difficult task. It did become evident that the man is open to bring in movies by request, and also that there are other people who perform this type of job. Please funnel suggestions about movies you want to see to the Cinema committee.
By-Laws:
No report
Human Resources:
No report
Props/Costumes:
Riet had a meeting about props and costumes for the coming season and each of 4 people on the committee are going to be in charge of one of the shows. This will greatly assist things to be kept in order.
Other:
Old Business:
New Business:
The door code has been the same for several years and needs to be changed. An agreement was reached as to the code, and Paul will set it as soon as he can. Please make sure not to pass the code out unless needed, such as board and committee members, then to people who need to be here (directors) and will take responsibility for close up.
Tom brought up the fact that Michael Parker, the author of “The Amorous Ambassador” offers a 2-hour workshop entitled “Dying is Easy, Comedy is Hard”. This is normally done on a Saturday morning, and the author and his wife then attend the show in the evening. They charge for transportation and lodging, but allow the theatre to sell tickets for the workshop and keep the proceeds. (In other words, if we charged $20 for tickets, we would need about 21 people to break even). There was some discussion about the pros and cons, especially regarding timing. Arnie moved that we reject the proposal as presented. The motion was seconded. Lauren proposes an amendment to the motion, that we consider accepting the offer with better timing for us, for example September or October. The amendment was accepted and seconded. The amendment passed. Arnie's motion passed. In summary: we turn down the date proposed and will consider a proposal with a revised timeline. Alicia would also like to look further into the financial side, since $20 for a 2-hour workshop seems expensive. As Vice President of Production, Alicia will discuss the issue with Jackie (director of Amorous Ambassador), and then approach Mr. Parker.
In looking for furniture for productions (on loan from stores), Tom asked what can be offered back to them for the loan. After some discussion of other examples and what the norm is, a thank you notice and tickets seem to be the consensus, keeping in mind that this always depends on the quantity or uniqueness of what is loaned/given to MCT.
