MARATHON COMMUNITY THEATRE

Board of Directors

29 July 2003

The meeting was called to order in the Producers Room of the playhouse at 6 pm by the President Marilyn Tempest.

Present: Marilyn Tempest, Jane Madden, George Woodward, Claudia McEwen, Carolyn Black, Gail Burnett, Paul Buckley, Ruth Cadman, Suzanne Craig, J.D. Cullen, Bert Estlow, Ron Ferguson, Heidi Ferrell, Laura Hutt, Shannon Kraycs, Terry McBroom, Sandy Saylor, Paul Steinman, GM - Bonnie Greenberg, TD - Dan Gallagher

Excused Absence: None

Un-excused Absence: None

Others: Rita Irwin

The agenda was approved with the addition of a GM discussion

The minutes of the June 24^th meeting were corrected to show Terry McBroom had an excused absence and approved as corrected.

GM: Bonnie reported Taking My Turn has already sold a total of 214 seats - a half house of Friday 7/25, full house Sat. 7/26 and a half house for next Fri, 8/1 already. This is her last meeting and she read a memo thanking the board for her experience here and provide transition packages to the president and OWO event chairman.

TECH: Dan reported we have the plans - four sets of custom fire doors - fire wall between theater and green room and the upper storage area above the new door area. Financing so far is half from the TDC Capital Improvement Grand and half from us for a total of $13,180. Our state grant application was approved but not funded (none were). We have applied for a $5,000 FL Keys Community Foundation grant and will hear next week. Contractor will do the permits. George moved and multiple seconds to approve the plans and contractor and move ahead ASAP. Discussion of financial concerns and tight time frame. Passed without opposition.

FINANCE: Suzanne had no report. Finance committee has not met. Carolyn reported from last financial statements that we are waiting for confirmation on the mortgage balance, revenues are down, but no special areas, working on reconciliation of gift certificate balances, and net income as of 6/30/03 was a positive $36,00.00.

VP PRODUCTION: George reported that Taking My Turn is going well; Island Opera has contracted for 2/13 and 14/03 Gilbert and Sullivan concerts; rental Sept. 17 to Edward Jones; producers meeting on Sat. 8/9 at 10:30 am where they will get budget, job description and go thru the expense approval process. Carolyn will be at the meeting to discuss membership. Tech director will be there to talk about staging, set building, etc. Directors and stage managers welcome. Still need a producer for Who’s Afraid of Virginia Wolf. Auditions are 9/13 and 9/14. Need a brief synopsis of each show, characters, age range, potential rehearsal schedule etc. Jane offered t do the forms for the auditions.

ONE WEEKEND ONLY: Shannon reported on progress. See attached report. Riet will coordinate volunteers who are needed for set up, clean-up, food pick-up; champagne drop off box for white champagne donations. Aug. 25 is the last date to join the chorus for OWO. Discussion of t-shirts. Carolyn moved to look into the cost of set up, initial order, reorder, etc and lead time requirements. Multiple seconds. Passed unopposed. Discussed the 50/50 raffle and consensus Oked. Decided to open doors at 7:15 pm. Auditions 8/9/03 10-2; need more comedy skits. Cost is $40.00 per person. Lengthy discussion of dress rehearsal paid guests. Laura moved and sandy seconded to sell dress rehearsal seats at $20 if both performances are already sold out for a limited number - NO balcony. Lengthy discussion of pros and cons, other ideas. The motion and second were withdrawn. Jane moved and Laura seconded to close OWN dress rehearsal, have the box office track requests for tickets after sold out and consider another performance next year if warranted. Passed without opposition

MEMBERSHIP: The committee consisting of Carolyn, Ruth Cadman, Grace Bailey, Shannon Kraysc and George Lancaster has met. Membership year is 8/1 to 7/31/03 Suggest foregoing the birthday/anniversary listing as not being done and no one seems to miss it. She is setting up a new database which will be on the theater computer and her computer at home. They have a new system for getting collected monies to the committee with an envelope in the drawer for use by the committee members

BUILDING: Ron reported that Paul has done the monthly check of the emergency lighting and exit signs - 7/28/03. The shrubs are trimmed and the sign will be painted. Our share of the sign cost is $1550, 25% of the total. Discussed lighting in the rehearsal room. Ron has some furniture that an be used for sewing tables - Paul B. will help move.

BY-LAWS: Claudia said it is time for the committee to meet face to face to go over all of the recommendations and the proposed changes.

POLICY AND PROCEDURE: Ann and Jane will work on the manual.

COSTUMES: Lock was cut through - will look into a combination lock for better access.

CODES: Box out front got a new code. It is no longer HAM. Too many people know how to get in. If you forgot, ask someone. Discussed the alarm system that has not been set for some time - Ron will check with Bobby.

OLD BUSINESS: Project list: Mirrors upstairs will be moved; Ann Lynch will be falling about the gallery lighting; heads sets are being priced; lighting instruments information is going to finance; Carolyn and Harold are working on the mike hook-up; B&W high speed printer for office to finance; Paul Steinman will come in and hang the art work from storage in the green room;

NEW BUSINESS: 1) General Business Manager job description changes distributed and discussed. Bert moved and Claudia seconded to approve the new job description. Passed unopposed. 2) GM year end review reported as a consensus of the executive committee - no bonus, salary ↑of 3 %. Claudia moved and George seconded to approve the committee recommendation. Marilyn, George, Ann and Rita all explained the evaluation process. Passed unopposed. Marilyn announced Bonnie’s resignation officially.

SEARCH COMMITTEE: Chair is Rita, members are the executive committee - Marilyn, Jane, Claudia, George. Suzanne has submitted a resume so she is no longer on the committee. Four other resume’s so far. August 1 deadline. Discussed the boards feelings about hiring an internal candidate. Special board meeting set for Sat. August 9^th at 9 am to hear search committee recommendation and do final interviews. Same salary.

PRESIDENT: Day to day operations of the playhouse: brochures are at the printer; Marilyn is checking the phones; Rhianna will be back 8/25 and can do the bulk mailing; Paul B. will work with Bobby re: deliveries, inventory

Next meeting: Special meeting 8/9 at 9am; regular meeting, Tues. 8/26 at 6 pm. Both at the playhouse.

Meeting adjourned at 8 pm.

Claudia McEwen, Sec.