MINUTES OF
THE MARATHON COMMUNITY THEATER
BOARD
OF DIRECTORS – May 19th, 2008.
The
meeting was called to order by Fred Hundhammer at 6:00pm. Present were Paul
Buckley, Sylvia Rickett, Loretta Geotis, Rita Irwin, Suzanne Terpos, Arnie
Steinmetz, C.J. Geotis, Tom O’Neil, Gail Burnett, Claudia McEwen, Pat Robenolt,
Kim Capps and Alicia Merel.
Nancee
Rainaud and Lauren Spinelli called in absent excused. Natalia Gimmer, Sandra
Holland and Ginger Michael were absent.
Approval
of the Agenda: Motion
to approve, seconded and passed.
Minutes: Motion to approve,
seconded and passed.
Staff
Report:
1
BOX OFFICE REPORT
a)
Body
count for April is 1235.
b)
Ticket sales for Cactus Flower have been slow, but audiences have
been wonderful. We have averaged nearly ˝ the house each performance so far.
General comments overall are extremely positive.
2
CINEMA
a) I am continuing to add new advertisers to
the cinema slide presentation. Have added Marathon Lumber this past week. (Conch
Air renewed).
Other stuff
a)
The Cultural Umbrella grant application is in the office of the Florida Keys
Council of the Arts as of Thursday, May 15. Deadline was Monday, May 19. The
Cultural Umbrella Recommendation Committee meeting is scheduled for Friday,
June 13th at 10 a.m. at the Marathon Government Center. The process
is the committee reviews the applications, makes a recommendation for funding,
presents those recommendations to the TDC in July and to the BOCC in August for
final approval. I will attend the committee meeting on June 13.
b) Plans
are underway for Pampered Palms scheduled for Saturday, June 14, in the
gallery. Kim and Pat will give an update with details during the committee
reports. PP meeting is scheduled immediately following the board meeting.
c) Marianne
Motches has the gallery display for the run of Cactus Flower. The
reception on May 7 was very successful. There were approximately 50 people in
attendance and two pieces were sold that evening.
d) Island
Opera’s performance was successful as well. We sold 107 tickets for that
performance.
e)
A reimbursement request to the TDC has been submitted last week in the amount
of $7,199.50.
f) Bricks & Mortar grant info regarding the use of this
application for sewer hookup has been denied. A copy of the letter was emailed
to the board on April 18.
g) Jackie has started a new beginner’s tap class that meets on
Monday’s at 6:30 rather than 4 p.m. in order to allow more opportunities for
working people. She currently has approximately 10-15 people in that class.
This schedule will run through August 4.
h) As an update to my suggestion for a board retreat, I have
spoken with Melissa Kendrick (recommended by Rita) to act as a facilitator.
This gives us a second person to consider in addition to the one recommended by
the FKCA. Melissa is
currently the acting executive director at Mel Fisher. She was treasurer
of the Tennessee Williams Founder’s society for a few years and is familiar
with general theatre issues. She has offered to direct an all-day workshop
here at MCT for $300 + a room for herself for the night before. I will check
on room rates with Sea Dell, Banana Bay and/or others. (Offered at $99 per
night).
I
would like to put together at this board meeting, an outline of areas that we
feel should be covered in the workshop in order to give direction to the
facilitator and to make the best use of our time. Melissa has three available
dates, Thursday, June 12 (I know, most people are working), Saturday, June 28
or Saturday, July 26. (More detail below).
i) I
have a list of projects to complete over the summer months.
1. First and foremost will be
the advertising for next season’s program. I will be contacting each of you
for help in that area in the upcoming weeks. Please keep this in mind when you
are dealing with businesses throughout the community and the Keys and ask for
support at any appropriate time and place.
2. I have five corporate sponsors who have already
committed to a $500 sponsorship for the 2008-2009 season. They are Edward
Jones, First State Bank, Coral Marine Construction, TIB Bank and Kelly &
Son Electric. Exit Realty is seriously considering the sponsorship. I am
offering a link on our website to each corporate sponsor this year and
requesting a reciprocal link if they are willing. As an additional benefit to
our sponsors, I plan to announce “Sponsors Night” on the evening of their
attendance. Other businesses have been contacted for sponsorships but are not
committed yet. If you have anyone in mind for a sponsorship, please let me
know prior to contacting them so as not to duplicate efforts.
3. Design and production of the
season brochure will begin soon. I will need logos at your earliest
convenience.
4. I have put out a call to
artists, with the help of Julie Joyce, for potential cover art for our season
brochures. If response is slow, I will write a press release to the public a
little later to ask for submissions. The background on this project is that we
have asked for artists to submit a painting that represents MCT to be
considered for our brochure cover art. The pieces are then voted on by the
board and used in the order of the number of votes. The art is donated to the
theatre and we frame it and display it in the entryway. The artist receives credit
on the cover of the brochure. I have one remaining piece that will be used for
the 2008-2009 season.
5. Additional plans for the
summer are continuous cleaning and organizing, painting the chairs in the
gallery, and numerous other housekeeping items.
j) The UPS Store is being completely remodeled and they are
selling all store fixtures. Paul has looked at some of the shelving and
storage units they will have for sale. Paul and I would like to purchase
some of those items (depending on price) to be installed in the cinema loft
area (going into my office) for storage and archives. I have asked the Cinema
Committee to ask Bob to clean up this area in order to make it more useful.
k)
Reminder: – The BOD files, show files, Account Manager file, Dan Gallagher
file and expense forms have been moved to the large desk near the concession
counter. Bottom drawer, right side. Labeled. This permits easier access.
l) Reminder:
*Directors/Producers - Don’t forget to email me any
changes/additions/deletions to your rehearsal schedules, cast information,
meetings, use of rooms etc. Please check with myself or Gail to make sure we
are not duplicating scheduled time slots. And, pleeeease be considerate of
those who are rehearsing and in meetings, regarding noise, running in and out
and interruptions. Thank you. (!!!!!).
m) Please
take a look in the entryway, the latest brochure cover artwork has been framed
and is hanging near the front door.
Committee Reports:
Finance:
Alicia passes out reports. When comparing months, please remember that monthly
discrepancies compared to previous years can be explained by when shows close
during a given month. Cash balance total $83,427. Alicia will be responsible to
split the TIB CD into two portions in preparation for the sewer project (as
previously voted by the board). MCT will look into any possible discounts for
upfront payment or the possibility of no interest payments for the sewer.
Alicia explained that the negative value in the Profit and Loss Previous Year
Comparison is due to the accounting for depreciation. In actual fact, the cash
net income is around $20,000. The net earnings from Me and My Girl exceeded
$40,000 with most nights a virtual sell out. Fred mentioned that MCT owns the
recording of the music for MMG. There is a party potentially interested in
purchasing it. Fred is waiting for their response.
VP Production: Gail reported that the performance of Cactus
Flower is doing very well and that the play is funny! Otherwise getting ready
for the summer reading and preparing copyright paperwork for next season.
i) Update on
Director’s Workshop – Rita Irwin.
Rita reported that there are five students signed up for the
class, and they continue to be very interested in directing. However, each
individual feels they should not commit to directing the 4th show
(as discussed last meeting) since they each have a strong interest in
participating in the musical. The musical has very strong singing roles, and it
is felt that all those interested should be able to audition – resulting in the
best possible casting for the musical. Fred has offered to direct the 4th
show in the event that a class participant is not available. It is his strong
recommendation a class member be the ultimate Director. Should this occur,
Fred is willing to assist as an assistant director slot. This would entail
working with the cast selected by Fred during auditions. This allows for the
continued possibility of having “new blood” in a director slot – which the
Board fully appreciates as important for MCT. C.J. made a motion that at the
conclusion of directors’ workshops, the teacher should provide the board with a
recommendation regarding each student’s participation in the class as well as
their estimated ability and commitment to direct plays for MCT. This would
allow the Board to make an informed decision about including new directors to
the list of directors eligible to direct at MCT.
Playreading: No
Report
Stage
Committee: With
Bob Rowand doing lights for Cactus Flower, Tom reported that he is happy someone other
than himself is doing lights!
Building: Paul reported that the emergency lights have
been tested and are in working order.
1. Project list and request to
Rotary for workday: List of summer projects is passed around, along with a sign
up sheet for assistance with those jobs. Please direct any questions to Paul.
Some of the items are more than one-man jobs. Resurfacing the flats was added
to the list. (Fred brought up the condition of the black curtains – these will
need to be replaced soon). Rotary is willing to come and help, so it may be
matter of coordinating dates. Discussion occurred about a date for working on
the projects, and it was decided that by the Membership meeting we should have
two possible dates and another sign up sheet would be passed around.
2. Roof inspection update: Roof
inspection coming up Thursday. Some of the seams are shrinking and there are
places where hurricane winds might tear it up. Roof is under warranty until
2012 at least. If it needs to be redone, it will not cost us. The manufacturer
will conduct the upcoming inspection.
The UPS store is to be gutted and shelving, workstations, cabinets
etc. will become available. We do not yet know pricing. There are many areas in
which such equipment may be used: production office, cinema balcony, and
make-up room. Should pricing be acceptable, we will need to move quickly and
maybe before next board meeting. A proposal can be discussed over email. There
is also the possibility of bartering an ad in the cinema, which might lower
costs and provide value to both parties.
Entertainment:
1. Pampered Palm report: Pat reported that
the PP will take place on June 14th at 7pm. Theme: Black Tie Keys
Style. This means casual black tie – really elegant or keys elegant – each
individual’s idea of whatever is elegant in the keys. Creativity allowed.
Invitations will be made in-house, and mailed by June 1st. Admission
approved at $10 tickets. T-shirts will be given at the entrance. Tickets will
be available at the door, however purchase ahead of time is recommended. This
will assist with ordering the correct number of shirts. Decorations will be
simple, but effective. There will be a raffle, with drawings every half hour.
Members’ donations are welcome and tickets or movie tickets may be available as
well. If the budget allows, there will be a DJ. Dinner will be Italian. Members
will provide deserts. Drinks from MCT concessions. Embroidered bags or shirts
will take the place of plaques, and it is agreed that this is a nice idea.
Membership: No report other than the mention that the
next General Meeting is election meeting!
Quarterly General Membership meeting dates
June 4 – election
September 3
December 3
Cinema: No report. The Committee needs to be reconstituted and schedule a
new meeting.
By-Laws: No Report
Nominating Committee:
1. Presentation
of ballot to date. After short discussion about which Board members will be
serving and running for reelection, CJ reported that there are 11 slots and 15
candidates running. The ballot will go out soon. Ballots will be sent by email
to the majority of members and by regular mail for those without email. Kim
mentioned that she has recently decided to leave the Keys and move to Colorado,
so another slot opens up. Therefore, this year there will be 12 elected. 9
two-year slots and 3 one-year slots open for election/re-election.
Historical: No Report
Other: None
Old Business:
1. Board member requirements:
Further discussion about Board requirements. Arnie reads a suggested attendance
statement. Kim mentions poor participation in committees. CJ mentions a list he
compiled about responsibilities. (These generally suggest that Board members
should maintain good attendance records, be involved in at least one committee,
volunteer, assist with PP, be aware of rehearsal schedules, solicit businesses
for ads and donations, and be an ambassador for MCT). Rita mentions how in some
other institutions, individuals are not eligible to be on the Board until they
prove themselves on Committees. There is discussion about how MCT could
redefine criteria regarding participation on the board. Especially keeping in
mind that the process can be improved to assist and adapt to the growth of the
theater. Claudia mentions that the general membership no longer has the
exposure they used to through monthly general meetings – and yet they are
expected/required to vote. The growth MCT has gone through, including the
acquisition of the building (and mortgage), may equate to the need for the
organization now being more board driven than membership driven as it has been
in the past. This important subject remains to be discussed – maybe as part of
the board retreat!
2. Board retreat update: Loretta
would like some things to be discussed and be listed so as to present the
information to the potential retreat facilitator. Some ideas immediately crop
up: Long range planning committee (mortgage, economy, etc) might be a good
addition to the current year-to-year basis planning. Board requirements (as
outlined above). We are in a unique situation where the board is also the
product: we want to do theater and put up with the business side in order to
achieve this goal. This unusual dynamic can cause some tension as we move forward.
(Most boards direct programs, whereas we direct ourselves).
New Business:
1. Fire/security system update: Mid-Keys
increased their prices without having informed us. The annual inspection
occurred, and it seems as though more smoke alarms are necessary and that there
is a shorted line in the panel. The quote for this work was very vague and
substantial, plus expenses for personnel and permitting (which were undefined).
The Finance Committee requested another quote, and Preferred Protection Plus (who
were referred) came onsite but the quote has not arrived yet. Loretta will keep
the board informed.
Going
green – Kim suggests we take a look at what we do, see if it can be improved
and maybe let people know about it!
Good of the Order: Fred thanks all for the healthy
fruit basket!
Adjournment: at 7:27pm
Submitted
by Sylvia Rickett, Secretary
