MINUTES OF THE MARATHON COMMUNITY THEATER
BOARD
OF DIRECTORS – December 18th, 2007.
The
meeting was called to order by President Fred Hundhammer at 6:01 pm. Present were Paul Buckley, Sylvia Rickett,
Loretta Geotis, Alicia Merel, C.J. Geotis, Tom O’Neil, Claudia McEwen, Natalia
Gimer, Lauren Spinelli, Arnie Steinmetz and Kim
Capps. Rita, Paul, Tom, Rita and Kim had to leave early to rehearse. Suzanne
Terpos, Ginger Michael and Gail Burnett were absent excused. Absent were Sandra
Holland, Nancee Rainaud and Pat Robenolt.
Approval
of the Agenda: There
were a couple of changes:
Fred
gives word to Rita, who mentions that some theater rules are not being followed
and this is somewhat disruptive to rehearsals. Rita asked that all in charge of
their groups make sure to let cast and crew know what they can and cannot do.
Fred mentions that this will be done for Me and My
Girl, and asks all to do the same.
Bob
was coming in from the cinema and will speak when he arrives.
Motion
to approve with changes, seconded and passed
Minutes: Motion to approve, seconded and passed.
Staff
Report:
1
OFFICE REPORT
a)
Body count for November is 1115.
b)
Three-show season packages are still
available and make great Christmas gifts.
c)
California
Suite ticket sales totaled 925.
2
CINEMA
Other stuff
a) A
“snowbird” volunteer school will be held on Wednesday, January 16 at 4:00 p.m.
in the Gallery. Please pass the
word. I will be writing a press release
and posting notices.
b) Please help me distribute flyers and
brochures in your businesses and offices where possible.
c)
I will need help collating programs for The Smell of the Kill anytime after
Christmas.
d) The Artists in Paradise
Gallery is joining with the Bougainvillea House Gallery to hang art in the
Gallery for The Smell of the Kill. They will be hanging on Monday, January
7. Also, the FKWS will be holding a
general meeting here in the gallery on Saturday, January 12 at 10 a.m. until
shortly after noon.
e)
Recent publicity appearances include:
i)
Cal Sutphin’s
Friday show from Tranquility Bay – promoted the Christmas Concert, season
tickets for Christmas gifts and MCT in general.
ii)
Public service announcement on Morning
Mix for Christmas Concert.
iii)
There is also an ad in the phone book
Please remember, I am available to groups and
organizations to talk about MCT at any time.
f) Christmas Concert was a huge success. A couple of areas need some tweaking before
next year. The cookies that were left
over went to the Higher Love Mission via Marilyn Tempest. Thank you Paul for all the
beautiful decorating.
g) I will be contacting organizations such as
Rotary, Jaycees, Fishermen’s, Chamber, Switlik, etc.
to see if they would be interested in attending plays together as a group. I can offer the 10 or more discount and then
recognize the group when they attend. I
will also encourage these groups to volunteer as a group and call it “Rotary
night,” “Chamber night,” etc. This will
hopefully increase ticket sales and volunteerism as well.
h) I continually make note in my monthly reports
about the importance of housekeeping in the theatre.
I would like to
re-emphasize how important it is to help maintain the building and to treat it
with the same respect that you would your own home.
If you open it, close it… if you unlock
it, lock it back… if you spill it, clean it up… if you create trash (or even if
you don’t), don’t be above helping carry it out to the dumpster… if you borrow
it, return it…. If you need something, please ask Paul or me…. We probably have
it and know where it is… if you splash water around, wipe it up… if you turn it
on, turn it off… if you drop it, pick it up…. If it’s yours, take it home with
you…. we don’t need it.
I would like to
request that bicycles be parked at the bike rack outside instead of bringing
them in with you. We need every inch
available at this particular time of year for rehearsals, preparations etc.
Note:
Lsg will explain key situation and
reasoning. There is a key on the
inside of the door. If you come in during the day, lock the door behind you
with that key so that the theater door is not open and unattended.
Loretta
asks if she can put a slide up for less than 3 months, for example for special
events. In this case the request is for the Pigeon Key Art Festival. Claudia
mentions that maybe the board should come up with a policy and Loretta mentions
that a price for a monthly needs to be found. The price was decided at $150 for
non-profits and $200 for anyone else.
(At this time the people mentioned above
left for rehearsals)
i) Directors/Producers -
Don’t forget to email me any changes/additions/deletions to your rehearsal
schedules, cast information, meetings, use of rooms etc.
Committee Reports:
Fred introduces Bob from the cinema, mentioning an invitation to
sit in on board meetings so that we are all – Cinema and Playhouse - aware of
ongoing issues. This is an important relationship, since the cinema is
responsible for paying most of our mortgage!
Bob
mentions the ongoing problem with parking in the center of the parking lot.
People coming to the cinema see the parking lot full and frequently drive off.
Fred mentions that we address this problem continuously, and reminds us all to
remind people constantly.
The cinema
is off 20% in tickets, and 18% in sales.
The
quality of films hasn’t been the same as other years. Movies are kept for a few
weeks for contractual reasons when they are released nationally. If they come
in later, then they can be kept for only a week. Bob also mentions that people
ask why two different movies can’t be played on the same night – this is also a
contractual limitation from the movie companies.
A lot of
the South Florida weekend people are not coming down and we are losing that
business too.
Prices at
concessions will be raised about $0.25 per item; this is due to higher freight
cost.
Arnie
mentions (and we all agree) that the cinema facility looks worn, and Bob
mentions that there are many areas needing attention, such as painting and
carpeting. Upkeep is tough because of the oily air and high traffic areas.
Fred
mentions that it also may be necessary to review the revenue allocation between
the cinema and the playhouse. The allocated portion of expenses and financial
responsibility for cinema and playhouse needs to be reviewed.
Loretta
mentioned that when she is doing promotional talks she is mentioning that the
cinema is a part of our non-profit organization – many people are not aware of
this. Please make sure to spread the word as opportunities arise.
Fred thanks
Bob for the report. Lauren underlines the importance of the cinema and good
communication flowing both ways.
Bob
mentions that in the not so distant future, projection equipment for cinemas
will be changing. This will occur when movies go digital. The equipment is
extremely costly and likely to put many smaller movie theaters out of business.
It is possible that by joining many small theaters together to purchase the new
equipment in bulk might decrease costs slightly. There are cinema associations
working to make this happen, but only time will tell.
Fred
mentions that a committee has been appointed to address some of the issues of
the cinema and that we should all work to maintain the information flowing both
ways.
Thank you
Bob!
Finance:
Alicia reported that the profit and loss statement for 2007 may look skewed.
This is because California Suite numbers have not yet been included. Playhouse $17449, Cinema $871, Capital Improvements $14219,
Operating reserves, $ 24.394 for a total of $56.933, plus the TIB CD at $21051.
An additional payment of $1000 was approved and made to the mortgage.
An
improvement is planned for the accuracy of the inventory of the concessions at
the cinema.
Accounting
for inventory in the playhouse concessions is sometimes tough, especially when
items are used for cast parties, etc. Locking up the storage area would close
access to the refrigerator, so one would be needed for the greenroom. The
proposal would involve the stage manager for each production assigning someone
to clean the fridge. Arnie mentions that he might have a refrigerator. Claudia
made a motion to lock up the storage room and open it only for setting up
concessions when there is a play on. This was seconded and approved.
VP Production: Fred mentioned that Smell of the Kill is
onstage, Me and My Girl is in rehearsal. The winter
reading is planned for April 11th and 12th.
Playreading: Arnie reported that a lot is going on and
that the committee members are reading and making comments. The committee
should be ready to vote in a month or so.
Stage
Committee:
Building: Paul reported that the emergency lights have
been tested and are functioning well. Loretta needs some things done and will meet
with Paul once Smell of the Kill opens.
Entertainment: Opening night party for Smell – need
to delegate two people from the committee. Loretta is going to send an email to
Sandy Holland so that two people can be appointed.
Membership: Lauren
mentions that there are 8 to 10 people between cast or crew of current plays who
are not members and asks the Board for direction on how to proceed. Fred said
that Mrs. Benvenuti was taking care of that for him
in “Me and My Girl” and asked Lauren to meet with her about it. He suggests
other directors follow up as well. Lauren proposed Ruth Alice Campbell for
lifetime membership. Fred would like the full board at the meeting before
discussing life membership. Claudia mentions that there are some life members,
but there is no official list.
With respect to the continuous
problem of obtaining fees from some members, Lauren asks if we are actually
required to charge dues to the membership for purposes of insurance. Claudia
mentions that this needs to be found out, including current insurance coverage
not only for cast and crew, but also for volunteers, etc. Alicia is going to
look up this information before further discussion can take place.
Quarterly General
Membership meeting dates
March
5, 2008
June 4
September 3
December 3
Cinema: The committee has met and Bob has agreed to be on it. No one can
put their finger on policies, procedures and job description for the staff that
works at the cinema. Committee members are working on gathering this
information.
By-Laws:
Nominating Committee: C.J. reported that
he has initiated the process of finding members for the committee.
Historical:
Other:
Old Business:
New Business:
Good of the Order: Good meeting!
Adjournment: The meeting was adjourned at pm.
Submitted
by Sylvia Rickett, Secretary
