Marathon Community Theater, Tuesday August 30,2005
Minutes of the Board of Directors
The meeting was called to order by President Rita Irwin at 6:00 PM.
Present were Vice President Laura Hutt, Vice President Ann Hart, Treasurer Gail Burnett, Secretary Fred Hundhammer, Board members Donna Beckman, Suzanne Craig, Ron Ferguson, Jorg Gobel, Christine Leird, Terry McBroom, and Manager Loretta Geotis. Excused was Ginger Michael,
The Agenda was approved as presented.
The Minutes of the July 28, 2005 meeting were approved. Moved by Jorge, seconded by Ann.
Staff Report: Manager Loretta Geotis presented her report which follows: Board action on various issues are underlined.
a) A total of 321 people/members used the theater space in July.
b) All nine performances of The Vagina Monologues were sold out. This totals 720 attendees not including the “extras” that we seated each night.
c) Carol LaGraves has informed me that she will no longer be able to work in the box office. Norma is available, but I will need to find an additional person to split the schedule with her once the season starts. I contacted Scarlett Duffy who has worked here in the past, but she is not interested in working this year. I will be looking for someone in the next few weeks to have in place by the beginning of the season at the latest.
d) There are several issues with the box office procedures as far as abilities of the computer program generating reports, making refunds, crediting credit card accounts, etc. I have a quote from Center Stage Software to upgrade the ticket software to a Windows Version 4 (the latest edition). We currently have a DOS format and a Windows 2.5 version. Cost for the upgrade is $495 without tech support. I am working with Center Stage to ensure that the upgrade will indeed be better than what we are currently using. If not, we’ll stay with the software that we have. My suggestion is, if in fact the upgrade is worth it, to do so as soon as possible so we can set up the new season and be prepared for season tickets asap. We are already getting calls.
Moved to approve software upgrade by Jorge, seconded by a Board member and passed.
Moved to require a credit card to secure reservations at the Box Office by Ron, seconded by Gail and passed.
a) Advertising for auditions is as follows: One ad in the Marathon Free Press for August 31. Keynoter Sat, Sept 3 and Wed, Sept 7. This does not include any radio. A press release has been forwarded to the newspapers (Sat. Aug 27 Keynoter ran this in L’Attitudes w/photo from last year) and the press release is posted to the Arts Council website.
b) Approximate balance left in the TDC budget for this year is $2300. Some of this balance will be needed for the printing of the season brochure.
c) Audition posters are ready for distribution. Riet has already distributed to Gulfside Village, the schools and Publix other places. Office Depot has a poster. We need people to get as many flyers out as possible.
d) Layout for the season brochure is prepared for your review. I have included a “letter from the GM” with some specific information regarding issues that will help streamline the box office procedures. Gemini has the cover art for scanning. Estimated date for completion of printing and mailing is end of September.
Other stufF
1) Thank you to everyone who so generously helped out with concessions and ticket taking. Jackie O’Neill was here every night taking tickets.
2) Letter read from Ruth Cadman/Betsi Green stating her appreciation for her audition and other very favorable comments toward MCT.
3) Flowers were sent to Leslie Estlow (who fell and broke her foot and has had surgery).
4) Playbill advertising has a few loose ends. Need to complete asap.
5) Finance Committee met August 16. Financial statements were left in the drawer for those who were not here.
6) Crane Point Hammock is looking for “actors” to help out with their “Haunted Hammock” this Halloween. Contact CPH for details.
7) Budget from MCT Chorus. Submitted by George Lancaster and approved by the Board for expenses of $175.00 net. (Income$100,expenses $275 = ($175.00)
8) George Lancaster has asked permission to leave Kathy’s photography in the producer’s room until we have another commitment. Approved by the Board
9) Monroe County Early Steps Easter Seals has requested permission to send a slide for Cinema advertising. Board decided to offer time on a space-available basis.
10) Loretta will replace the curtains on the front doors to the theatre.
11) Marine Bank has upgraded out credit card machine to comply with the new privacy laws.
12) Morning Mix radio has offered us five minutes of air time to promote the auditions. Laura Hutt offered to do the interview with a full round of applause from the Board.
13) Last but not least, please stop by my office for a peek at the “make-over.” Thanks to Paul for his brawn and to Tom O’Neill who helped move the safe. I have a few more touches to add such as painting the bathroom, the shelves etc.
Committee Reports:
Finance: Treasurer Gail Burnett presented the financial results for July, 2005. They are included and a part of these minutes. It was suggested that a year to year comparison be presented quarterly.
VP of Production: Vice President Ann Hart stated we need to get the word out about the upcoming Auditions on Sept 10-11. She also stated there would be a Producers/Directors meeting immediately following the General Meeting on September 7, 2005.
Building: Ron Ferguson reported: (1) The floors in the Producers Room are almost completed. The main floor was installed by Arnie Steimetz, Dan Gallagher, Jeff Hutt, and Ron. He received a round of applause from the board with much appreciation to all who participated. The threshold will be installed shortly at a cost of under $350.
(2) A technician from Ft Lauderdale will be here this week to inspect and review our cinema equipment at a cost of $45.00 per hour.
(3) Bobby has still not hired a back up projectionist, he claims $8.00 per hour is too low. A motion was made and passed to offer $10.00 per hour to train and hire a new projectionist.
(4) Report that our Hurricane shutters are not adequate. After a discussion, a motion was made and passed to spend up to $2200. for new shutters to withstand 150 MPH winds. All Keys will install within 16-18 weeks with a 2 year warranty.
Producer/Directors: Laura Hutt reported she still needs a few acts for OWO. Last auditions will be Sunday, Sept. 11th in the afternoon.
Membership: Terry McBroom will be collecting for membership dues at tonight’s meeting and the General Meeting on Sept 7.
Old Business: none
New Business: none
Good of the Order: Rita says we have demonstrated it all meeting.
Adjournment: 7:30 PM
Respectfully Submitted, Fred Hundhammer, Secretary