MINUTES OF THE MARATHON COMMUNITY THEATER

BOARD OF DIRECTORS – December 19, 2006

Meeting was called to order by President Fred Hundhammer at 6:01pm. Present were Claudia McEwen, Rita Irwin, Christine Leird, Paul Buckley, Tom O’Neil, C. J. Geotis, Sylvia Rickett, Loretta Geotis, Arnie Steinmetz and Ginger Michael. Absent were Terry McBroom, Gail Burnett, Natalia Gimer, Suzanne Terpos and Dona Beckman.

Approval of the Agenda: Approved without changes.

Minutes: Motion to approve, seconded and passed.

Staff Reports:

1 BOX OFFICE REPORT

a) You Can’t Take It With You was very successful with a total ticket sales of 1235 for the 13 performances.

b) Body count for November was 1346 not counting the flu shot days.

c) Advertising has started for Goodbye Charlie and single tickets have started to sell.

2 CINEMA

Other stuff

a) Playbill insert for Goodbye Charlie will be printed soon and we will need help in collating.

b) The Visiting Nurse Association will be here Wednesday, December 20 for one more time giving flu and pneumonia shots. They said this has been the best location for the shots. Hopefully we can offer the space to them again next year. Claudia has heard many people mentioning how well it works at the Theater, especially with respect to parking. Additionally it is good PR for us.

c) Coldwell Banker was here for the week renting the gallery for training. It did produce additional income for us and they were very happy with the space.

d) The computer situation is being handled. CJ contacted the school computer controller and he is willing to let us have three computer towers. CJ has put him in direct contact with our computer tech to configure the systems as we need them. We were notified that it may take up to three months to get them from the school system. The plan, if we get three towers, is to keep my tower, replace Cheryl’s tower upstairs and the one in the box office. We will install the additional one in the box office. Then should we be able to obtain an additional monitor and keyboard, Ginny and I can both work in the box office at times when necessary which is often during the musicals. This would also allow us a backup at only the cost of hooking it up. Total cost in this project should be the labor of the tech. The school donation now will take 3 months to occur (as opposed to the 5 days that were initially mentioned).

e) I am coordinating with the BHG and FKWS for hanging the two art shows during the next two productions. BHG will hang on January 8^th at 10 a.m. Rather than having “art sitters” in the theatre every day (which has become very difficult for them), I suggested holding a “Meet the Artists” day on Tuesday, January 23 from 11 a.m. to 4:00 p.m. All the artists will be on-site for that one day and the gallery will only be open during show times for the remainder of the show. MCT will sell drinks on “Meet the Artists” day and BHG will supply other refreshments. The theme for the BHG art show, to coincide with “Goodbye Charlie” is “Hello Art.” The artists will also offer additional artwork and prints on that day with 20% coming back to MCT. I will include “Meet the Artists” day in my PR and advertising and BHG will run their own publicity as well. Loretta said that while she and Ginny would be able to keep an eye on things and help out occasionally, the Theater would not be open all the time for art viewers as it is now. Fred mentions the concern about security, and some apprehension about Loretta being responsible in case of problems with the art. Loretta mentioned that the doors will be closed during the day, so people won’t be wandering around. They are working on improved advertising so people can get used to new times and scheduled. Sales will also probably affected. This subject will be discussed further. The “Meet the Artists” idea is good, including the Theaters ability to open concessions and sell drinks.

f) Alison Murphy is out of town during the holidays. Alison is the one coordinating the special showing of Goodbye Charlie for the Florida Keys Arts Council. I will be in contact with her as soon after January 1 as possible. She is aware that Goodbye Charlie is a go for them. Details to be worked out.

g) More information to come regarding the FKWS show to be hung during Gigi.

h) Request from Lyn Cox on behalf of Marathon Band Boosters? We do not have the budget.

i) Hourly rate to rent producer’s room to Maria Luther (Dave Kaplan’s wife) for yoga classes? Details with Loretta. We cannot guarantee a period of quiet for her. The revenue that would be generated would not be significant and the liability involved too great.

j) Sink stoppage in green room. Long story short … the plumber was here three times Thursday after numerous attempts by Paul to avoid that. Plumbers are expensive. As a reminder, anyone using the theatre, especially the green room, please be careful of putting anything in this drain other than liquid. While we’re on that note, I would like to, respectfully, ask that ANYONE and EVERYONE using the theatre, any room to any extent, please treat it as your own. If you see the trashcan overflowing, feel free to empty it. The dumpster is behind the cinema. Don’t leave a message for Paul to do it. This is a volunteer organization. The definition of a volunteer is: “one who offers service of his own free will.” If you see something you think should be done, offer to help with it. There is an extreme amount of maintenance in this building. My hope is that everyone should share in that responsibility. We all love this theatre, which is why we are here. It’s your theatre home. Please help take care of it. The Board is not necessarily the target for this, but we have a lot of people using the theatre that aren’t as attached to it as we are so the point of all this rambling is to please graciously pass this on to others, i.e., directors, producers, back-stage help, and especially the casts and users of the building. It will be MOST appreciated and help to keep maintenance costs down. And thank you so much. The Board agrees that this can be as simple as picking up behind you and asking producers and directors to remind all involved. Fred asked Loretta to type something up which he can sign and send out. We should also mention it to the movie house staff. This is an ongoing issue, and we should all do our best for the message to trickle up and down through the ranks.

k) I will be gone to Illinois Wed – Fri after Christmas returning to work on Jan 2. My cell phone is 305-797-1704. Please don’t hesitate to call me if necessary.

l) The roof handled the recent rains well!

Committee Reports:

Finance: Fred had Gail’s report in hand: Rita presented insurance audit spreadsheet, which was very useful. The additional principal of $200 was approved for this month’s mortgage payment. Body count in cinema for November was 2723 (2909 last year), for the year, however we are up: 11819 (11161 last year). Playhouse numbers were 1346 (641 last year). Cinema profit: $2004 and Playhouse loss: $9702. MCT’s current total cash position is $86089.

VP Production: Rita reported that show that closed. Approximately 300 tickets more than usual for the 1^stshow were sold. Laura reported that the set is getting painted and the production is moving along well. Fred reported that Gigi is in second week of rehearsals and Jorg is organizing it well to date with Alicia’s great help. Blocking is down and they have a good schedule for the cast. Devin is doing great as usual, and other casting seems to be good too. Cheryl is also doing a great job of choreographing too. 4^th show lost two cast members and there will be auditions to fill these roles. OWO going back into rehearsals in January.

Playreading: approximately 10 shows are being read, some new and some from old recommendations. Fred has committed to direct the musical, while still not final, all are confident about Me and My Girl. Steel Magnolias has been brought forward as the first show and Rita is tentatively submitting her name as director unless someone else comes up. Alicia (twice assistant director and very active this season) has put forward as director for 4^th show. Rita is going to try to put together another workshop in the summer so Alicia can have that experience too. We are missing second show, and lacking one director. It is early enough not to panic.

Stage Committee: Tom reported a small glitch in the Christmas show, which they think were the CDs, since once they were changed; there was not another problem. They are also watching the equipment just in case.

Building: Paul reported that the emergency lights were tested and are in order. The building, roof and AC are OK and there are some plumbing issues. Arnie mentioned that the shut off water valve for playhouse and cinema is common, which can cause problems to both sides if the need arises for it to be shut down during a performance or a movie. Fred asked for a price on what separating the valves would cost – since we need to stay afloat. Brief description of plumbing issues and not so brief inclusion (from all) of a variety of “flowing” puns (Claudia allows a quote about “awful puns”).

Entertainment: Christine reported on a good Christmas Concert where everybody seemed to enjoy themselves. Opening night party for Charlie. No additional cost on the tickets, we will ask volunteers to bring food/snacks, and there will be a cash bar. This provides an opportunity for patrons to meet with the cast. Paul mentions that the cast is of only 7, so additional help with snacks will be needed/appreciated. We should help spread the word. Fred mentions that the responsibility of the party should not be on the cast or directors. A couple of board members volunteered on the spot!

Membership: Fred checking that all who are participating in productions have renewed membership.

Other: Loretta: Richard Grusen, who wrote Clouds Over Sunshine Inn invited Loretta to Key West to take part in the early morning radio show. He was very gracious, and there were also people from the Red Barn and the Waterfront. It was a lot of fun and many people have heard the program and made comments to Loretta.

Old Business: Arnie brought up the suggested write up/insert for the program regarding suggestions by patrons and also Claudia’s idea of pre-auditions and volunteer information for people who may not be in town for regular auditions. They came up with some ideas, and Claudia read the initial ideas:

“Enjoying yourself?

Please help us entertain you even more.

We would love for you to let us know of any productions that you would like to have us stage. Please understand that we might not be able to accommodate you, but be assured that we will be grateful for your input. Please write your suggestion(s) on this sheet and drop it into the suggestion box in the entry hall.

We have a wonderful time doing this. If you would like to take part in our organization you will certainly be most welcome, be it for any range of activities, such as:

Usher

Director

Building maintenance

Actor

Make up

Producer

Costumes

Refreshment bar

Lighting

Sound

Advertising

Set building

Props

Etcetera

And more

Why did you come to see this production?

To see the vehicle

You love live theater