MARATHON COMMUNITY THEATRE

Board of Directors

28 January 2003

The meeting was called to order in the Gallery of the playhouse at 6:03 pm by the President Rita Irwin.

Present: Rita Irwin, Marilyn Tempest, George Woodward, Claudia McEwen, Carolyn Black, Paul Buckley, Suzanne Craig, J.D. Cullen, Bert Estlow, Ron Ferguson, Heidi Ferrell, Laura Hutt, Shannon Kraycs, Riet Steinmetz, and GM Bonnie Greenberg.

Excused Absence: Jane Madden, Sandy Saylor

Un-excused Absence: None

The condition of the rehearsal room and one Weekend Only were added to the agenda and th agenda was approved.

The November minutes were approved with correction of J.D. as un-excused absence.

GENERAL MANAGER Highlights of written report from Bonnie: 1) Box office - 1741 tickets so for Love, Sex & the IRS. We have added a matinee on Saturday, 2/8, closing day - two performances. The cast were all available and in favor. WE have 77 groups of three wit the 3 for Thursday promotion. The Keynoter is the #1 source of info for people buying tickets along with word of mouth. 2) Letter from the Watercolor Society. They sold 14 paintings so far and our 20% is $970. They have requested additional space for future shows and want to put in track lighting and ore hanging hardware. Ron F. moved and Bert seconded that they be allowed to proceed with hardware ad track lighting in th Producers’ Room. Passed unopposed. 3) We need new table clothes - passed to Finance. 4) Tom Butler from Keys Players has proposed informally that our two groups co-sponsor summer one act play program. Lengthy discussion of pros and cons, particularly tremendous amount of coordination and effort and technical restrictions.

VP PRODUCTION: Marilyn reported 1) final P & L for Open Season - net profit of $5100 +. 2) Finance has asked for guidelines for times when budget doesn’t fit the show as happened with Music Man. Suggested internal modifications of the budget if total production expenses do not exceed 10% of the overall budget. If the change is greater that 10% of the overall production expenses a modified budget is to be presented to the Finance Committee via the VP Production. It was so moved by Marilyn and seconded by Suzanne. Passed unopposed. 3) Chorus has two Garden Club events along with the Tappers, the Keynoter 50^th Anniversary celebration and Kathryn Rummery has volunteered to head up a spring show in the Gallery of the Playhouse the weekend after Easter - cabaret style. Marilyn moved and George seconded that the Keynoter invitation be accepted of possible. Passed unopposed. Claudia moved and Sandy seconded that the Garden Club dates be accepted with a donation for the talent. Passed unopposed. Marilyn moved and George seconded that we approve the plans for a spring chorus show as outlined. Passed unopposed.

FINANCE: Carolyn reported 1) on the P & L she handed out for July - December, 2002. 2) The mortgage interest rate is now 4.75%, down form 9.75% two years ago and the bank has applied $7000 of payments to principal. New payoff date at current payment schedule (a lot of extra principal) is April, 2008. If we make minimum payments, the payoff date is April 2010. The committee will be discussing this in relation to our “comfort level” as to our bank balances. 3) Carolyn has the accounts on her computer in Quick Books and you can call her if you need any details. 4) Playhouse concession inventory has had shortages. Change the code on the refrigerator and move keys from box office. 5) First nighters are fewer and fewer and it is a lot of work. We need good numbers on attendance and costs to make some decisions. First nighters for Music Man could be huge just because of the size of the cast. Marilyn will talk to Jill about the number of children, etc.

BUILDING: George reported 1) Paul has tested all of the emergency lighting for this month on 1/7/03. 2) The rest rooms are being painted. 3) We need 70 new cinema chairs at about $215 each for vinyl chairs. More research and bids, etc. Talk to Bobby.

ONE WEEKEND ONLY: Laura Hutt and Suzanne Craig have volunteered to direct next years show. Theme - MCT Does a Lot of Night Music. Marilyn moved and Ruth seconded that we accept their offer. Passes unanimously.

PLAY READING: Marila reported all books are in and they are making real progress.

NEW BUSINESS: 1) Island Opera is renting the gallery on 2/14/03 for a Gershwin Revue. Cost is $20 and we get $2 per ticket plus concession. We will do box office and they will handle all other details. 2) Marilyn led a discussion of the Chorus and other ancillary group issues. We need guidelines for responses to requests for assistance from other organizations. We want to be supportive without hurting ourselves. Marilyn will discuss with directors. 3) Summer Schedule - Ann Hart would like to do another movement workshop. Marilyn will start coordinating schedules. 4) Condition of rehearsal room - Carolyn says there isn’t enough room with all the stuff around the edges to mark out a stage area. It is dirty and has loose tiles. Building committee will look into it and we need to throw out or get more space. 5) Discussion of the contract regarding children in the theater. Get copies to the producers to re-enforce the rules. 6) Marilyn said we need to cut the parking lot brush. Paul said he would take care of it.

OLD BUSINESS: none

GOOD OF THE ORDER: Bonnie reported Doug has left us for the radio station ane she has hired Rhianna Quade for the box office and she is doing beautifully.

Adjourned at 8:07pm. Next meeting is February 25, 2003 at 6:pm at the playhouse.

Claudia McEwen, Sec.