BOARD OF DIRECTORS – July 17th, 2007.
The meeting was called to order by President Fred Hundhammer at 6:00 pm. Present were Paul Buckley, Sylvia Rickett, Loretta Geotis, Suzanne Terpos, Alicia Merel, Arnie Steinmetz, Gail Burnett, Pat Robenolt, Claudia McEwen, Kim Capps, Tom O’Neil, Lauren Spinelli, Rita Irwin and Sandra Holland. Natalia Gimer, C.J. Geotis and Ginger Michael arrived shortly. Absent was Nancee Rainaud
Approval of the Agenda: Motion to approve, seconded and passed.
Minutes: Motion to approve, seconded and passed.
Standing Committees
Executive Committee:
Fred Hundhammer, President
Claudia McEwen, Executive VP
Gail Burnett, VP Production
Sylvia Rickett, Secretary
Alicia Merel, Treasurer
Play Reading:
Gail Burnett, Co-Chairman
Kim Capps
Arnie Steinmetz, Co-Chairman
Jacquie O’Neil
Adrienne Hutt
Alicia Merel
Natalia Gimmer
Sylvia Rickett
Historical/ Library:
Paul Buckley, Chairman
Ward Saylor
Claudia McEwen
Stage Committee:
Tom O’Neil, Chairman
Rita Irwin
Bob Rowand
Nancy Rainard
Eric Myrmel
Bill Meyer
Building:
Paul Buckley, Chairman
C. J. Geotis
Tom O’ Neil
Loretta Geotis
Finance:
Alicia Merel, Chairman
Cheryl Wilcox,
Fred Hundhammer
Claudia McEwen
Lorreta Geotis
Lauren Spinelli
Special Committees:
Membership:
Lauren Spinelli, Chairman
Suzanne Terpos
Natalia Gimer
Loretta Geotis
Alicia Merel
Entertainment:
Ginger Michael, Chairman
Kim Capps
Pat Robenolt
Sandra Holland
Nancy Rainard
Natalia Gimer
Jan Lamkins
Terry McBroom
Loretta Geotis
By Laws:
Arnie Steinmetz, Chairman
Claudia McEwan
Rita Irwin
Sylvia Rickett
Nominating Committee:
C.J. Geotis, Chairman
General membership (non board) will be selected
Publicity and Programs:
Loretta Geotis, Chairman
Fred Hundhammer
C. J. Geotis
Rita Irwin
General Manager:
a) Body count for June is 206.
b) I will be opening the box office for “Vanities” on Thursday, July 19. Posters are available for distribution and a press release has been sent out.
2 CINEMA
a) Slide system still being researched.
b) I have a new cinema advertiser and a couple of others interested. C.J. is working on a deal involving a trade. This is a good source of revenue, as the slides are quite popular.
Other stuff
a) I received a check from the Florida Keys Watercolor Society for their 20% given back to the theatre from sales during the “Gigi.” This year, the check is for $874.60!
b) The season brochure is nearly ready. I am waiting on one logo.
b) Advertising for the playbill is coming in slowly. I need help in making follow-up phone calls. I will have a list of businesses to call for those who have offered to help make some of those calls.
c) Rotary is still interested in another work day; I need to tell them what day. I propose Saturday, July 21 or Saturday, July 28 – 8:30 a.m. – 2 p.m. Following is a list of job choices. If a couple of people would sign up for each project, we should be able to knock this out in a few hours. Rotary will bring about six people so we should need only about six. 10 people total is probably a good number, board members are welcome to come in and help. The date was settled for July 28th.
● Paint the stairs to rehearsal room / railing and doors
● Paint the cinema front door – inside and out
● Paint the gallery walls between the chair rail and the artwork track
● Paint in the main auditorium – the wood risers on the main floor and the balcony / also paint the poles and the ceiling under the balcony
● Take gallery tables outside, clean the table legs and spray paint
● Paint the steps and railing in the green room and apply no-slip strips –
● Do some cleaning and painting in the green room
● Pressure wash loading dock and walkways and paint including the upper level and lower level outside
● Remove outdoor sign for Renee to refurbish
d) I have the Christmas concert scheduled for Sunday, December 16 at 6:00 p.m.
e) Gail Burnett and I are working closely to collect all information regarding all the productions for next season. Please remember to copy Gail and myself on any schedules, copies of contracts, changes in cast or crew, meetings, etc. This will enable us to be better organized and all have the same information. In this regard, for better efficiency, I would like to suggest that all items ordered such as scripts, music, contracts, etc. be done by the VP of Production (or myself, if necessary), in coordination with the directors, rather than by various individuals. Too many contact names and addresses have in the past resulted in much confusion with the various companies and items have been sent to many different addresses and contact names. Let’s simplify it for everyone!
f) The playbill project was again submitted to the UPS store for a quote and they are not able to print a book of that size. I have left a copy of the season brochure with them for a quote on that item. This quote is still higher than Denny’s, so we will continue to work with him.
g) I have been contacted by the Marathon Jaycees (recently brought back to life) with an offer to help out with physical labor or projects around the theatre. I spoke with Stacy Howard and let her know that we will likely be calling on them. Loretta will probably contact them for a volunteer school, and then delegate them for volunteering certain dates for shows.
h) I was offered a 10 minute + spot on the Morning Mix on Thursday, July 12, to talk about the events at the theatre. I highlighted the reading, auditions, “One Weekend Only,” dance classes, the chorus, and next season. Loretta is trying to get on again for Vanities, and deciding on a radio advertising for Vanities.
i) I emailed immediately after the last board meeting, copies of policies and procedures that are being updated so you would have time to review them. So I don’t have to make lots of copies, please look them over in your email, or maybe you made copies, and let me know if you have suggestions, additions, etc. Riet has redone the costume policy forms and they will eventually be included in the P& P book. Also, please read the by-laws with the same objective in mind. Some things may be out of date, discontinued, etc. Claudia and Arnie are in charge of the by-laws committee and I plan to redo the by-laws books this summer. Loretta will try to join this in when the Bylaws get updated.
Additionally, the TDC reimbursement which was $ 8000.
The Vanities set is large, and Loretta wondered whether we could decrease number of available seats from 80 to 65 in order avoid a squeeze. Fred mentions that the show was budgeted for 80, and that people actually seem to enjoy “rubbing elbows”. The readings were discussed, the main conclusions being: taking the show onstage would increase royalties, and the ambiance of the reading provides a very different theatrical experience for our patrons. If it did get packed, there is always the possibility of adding a show if all involved were available.
Terry is going to be our Sunshine Lady.
Denny called Loretta saying he got an letter about the shrubs around the septic, which need to be trimmed. He expects us to foot the bill, but the consensus is that since the septic is used by the three of us, this bill should also be divided by three. Loretta will finalize this with him.
Committee Reports:
Finance: Alicia reported that all the necessary signatures were obtained. There was no Finance Committee Meeting this month.
VP Production: Gail urges all board members to check their files in the ticket office as well as checking and reading emails, both of which are very helpful in maintaining communication. Gail attended a rehearsal of Vanities and the play is coming along nicely. Laura reported that things are coming together for the fundraiser, and asks all to assist by providing any patriotic materials you might have. She still needs a large American flag. Auditions for One Weekend Only are on August 18 and 19. Fred urges all board members to perform, help or attend this event, to support it and turn it into a success. Audition packets for our Open Auditions for next season are being worked on, and a production meeting is being planned for early August. Rita reports that Smell of the Kill “rocks!” Elite will be donating the set (high end kitchen furnishings), so they will need sponsor level recognition. Fred reports that Jackie has started dancing classes for Me and My Girl, and that Dan has already made a model of the set.
Playreading: Arnie enquired about any results forthcoming from the questionnaires that were included in the playbills. Loretta mentioned there were a few responses and she will look them up. Arnie mentions that anyone interested in directing a specific play next year please let the Committee know. The Playreading Committee has to send out an email to all who are qualified to direct at MCT. Rita reviews the qualifications to direct: someone who has directed at MCT before, or who has assistant directed and taken the director’s workshop. Once you are qualified, you can direct a reading or the fourth production, after which you become fully qualified.
Stage Committee: Tom reports that trying to figure out better means of communication between front and back in order to improve this area.
Building: Paul reported that the emergency lighting has been tested and is fine. Loretta went over the projects for the Rotary. The slide projector still requires additional research – there are many types and specifications that need to be understood. The board needs to be aware of the costs involved (maybe as much as $3000), and whether to move on or not. The current slides are of really poor quality and it is recognized that we should do our best to improve the quality of projection. Paul will work on it and bring a report to the finance committee.
Entertainment:
Membership: Lauren discusses the email from Loretta about the membership. Lauren brought up the suggestion to change the membership year to coincide with the fiscal year. Claudia provided some historical perspective: the annual meeting and elections were in the summer. The consequence was that people would become member for a short period of time and then vote on something they didn’t know anything about. The Pampered Palms has moved us to an earlier time, which makes elections come at the end of the year, which helped resolve the problem. Fred mentions that the bylaws can be revised, with the recommendations from the membership. Lauren also mentions ideas to attempt to streamline membership renewals, such as 2 or 5 years. Membership renewals are due August 1st, and Lauren urges the board to renew if they haven’t already done so. Claudia suggests that we attach the renewal form to the email, and or mail it to those who don’t have email. Lauren goes over the reasons why formal membership is important.
Other:
Arnie mentions that the Bylaws Committee should get their notes ready and to prepare to stay 10 minutes after the next meeting.
Rita suggests that outgoing chairpersons pass on the historical information that may be necessary and relevant to the incoming chair people.
Kim mentions more about the difficulty people had knowing who was running for the board on voting night and that it would be good to get this information out earlier as well as including absentee ballots for those who might not be able to attend. Fred mentions that this is the reason C.J. will be working on improving the timing and trying to separate the voting from Pampered Palm night. Claudia mentions that while general members need to select the candidates, the ro the incoming chair people.
Kim mentions more about the difficulty people had knowing who was running for the board on voting night and that it would be good to get this information out earlier as well as including absentee ballots for those who might not be able to attend. Fred mentions that this is the reason C.J. will be working on improving the timing and trying to separate the voting from Pampered Palm night. Claudia mentions that while general members need to select the candidates, the running of the election can be a board role, so board members can ensure that things such as printing absentee ballots occur. Rita adds additional historical perspective, mentioning that this is one of the problems that replacing the monthly member meetings with quarterly meetings has caused. The increased use of electronic communication may help offset this problem.
Old Business:
New Business:
a. Suggestion to change membership year to coincide with MCT fiscal year. Fred referred this to the Bylaws Committee committee.
Good of the Order: Claudia mentioned she wanted us all to know that Jim passed on last Saturday.
Adjournment: The meeting was adjourned at 6:57p.m.
Submitted by Sylvia Rickett, Secretary