MARATHON COMMUNITY THEATRE

Board of Directors

25 November 2003

The meeting was called to order in the gallery of the playhouse at 6:10 pm by the President, Marilyn Tempest.

Present: Marilyn Tempest, George Woodward, Claudia McEwen, Carolyn Black, Gail Burnett, Paul Buckley, Ruth Cadman, J.D. Cullen, Bert Estlow, Heidi Ferrell, Laura Hutt, Sandy Saylor, Paul Steinman, Suzanne Craig, GBM and Rita Irwin, past president.

Excused Absence: Jane Madden, Ron Ferguson, Ann Hart, Shannon Kraycs, Terry McBroom

Unexcused Absence: None

The Agenda was approved as corrected: Country Nights, not County; Woolf not Wolf.

STAFF REPORTS:

(1)        TECH DIRECTOR: No Report.

(2)        GBM: Suzanne submitted her written report to all board members. A) Still evaluating new box office help. Not moving along as quickly as would like. B) Good ticket sales for Continental Divide - 539 for six performances. Calling season ticket holders if they have not yet made their reservations. C) The Holiday Concert tickets say 8pm. The concert is at 5pm. D) Cinema slides are in for our playhouse productions. E) Sponsor acknowledgment poster is up. F) Labels for brochures re: Follies date change have been made and high school kids are putting them on for us. G) Cinema slide advertising is being renewed and three new advertisers and four more potential advertisers. H) Still looking to fill bookkeeper/accounting position. One possibility on the horizon. I) The TDC included the fire doors in their reimbursement. The new capital improvements grant covers the Dimarco Room floor and ceiling. J) Drama Club is not meeting - the school bus won’t drop the kids at the theater - we have to pay to have them do it. as much as $140 per trip. Also question of grade school drama club put on future agenda. K) Public Area Defibrilator program at MCT - equipment and training would be provided by Fishermen’s Hospital. After a lengthy discussion George Woodward moved we decline the offer. J. D. Cullen seconded. Motion passed with one opposition. Marilyn and/or Suzanne will inform Fishermen’s. L) George W. moved we invite up to 15 residents of Marathon Manor to 11/30/03 matinee of Continental Divide. Laura Hutt seconded. Discussion of costs, publicity, etc. Motion passed unopposed. M) Marathon Dance Center (Suzanne’s group) requested the auditorium for a free holiday dance show for the parents of her students on 12/12/03 at 7:30 pm lasting about 45 minutes. Discussion of parking problem. Bert Estlow said Ok to use his stage which will be set by that time. Laura moved we approve and Bert seconded. Motion passed unopposed. N) Computer problems are getting worse. Suzanne has asked Marathon Computers to come in and take a look. Bert also helping out. O) Hospital Auxiliary has requested Laura Hutt speak at the Yacht Club about the theater on 12/5/03. George W. moved and Ruth seconded approval. Passed unopposed. P) Tropical Tappers will be tapping at Marathon Manor - no specific date yet. Q) GEMS have requested people from the musical for their January meeting.

COMMITTEES:

(1)        FINANCE: Gail B. distributed P & L and Balance Sheet as of 10/31/03. A) At the meeting the committee changed the cinema cash balance from $40,000.00 to $30,000.00. B) Playhouse financing is way behind in grant money, but ahead in unrestricted donations. C) The large accounts payable is TDC money which has come in since this report. D) George W. commented on concessions and the new cash register - difficult system? Paul S. thinks it works well. It was moved by Ruth C. and seconded by Sandy S. to accept the report. Passed unopposed.

(2)        PRODUCTION: VPP George W. reported A) Ann Hart is chairing the Play Reading Committee. B) Reviewed numbers on Continental Divide - comments good, advertising and PR working well. C) Who’s Afraid of Virginia Woolf is in rehearsal. D) Rehearsals start 12/0 for Follies. E) Chorus needs board approval for two performances: Yacht Club on 12/12/03 and Rotary meeting on 12/17/03. Bert moved and Sandy seconded approval. Passed unopposed. F) Lisa Tipsword has withdrawn as director for the summer reading for “personal reasons.” Thomas Cullen has agreed to direct A Night at the Theater. Ruth moved and Bert seconded to accept the change. Passed unopposed. Harold Black has agreed to produce. G) The file folder for every show is the box office desk, lower left. H) Reminded producers and directors to work through George and Suzanne re: publicity, advertising and photos.

(3)        BUILDING: Ron F. reported A) Successful showing of Master and Commander for the Yacht Club Group. B) Bobby will be getting back to Marilyn re: cinema employee Christmas bonuses. Laura moved, Bert seconded to approve one week pay as Christmas bonus for Bobby. Passed unopposed. C) Paul B. performed the monthly test of the emergency lighting system today. D) The new alarm system is ready to go and will be activated as soon as the keys are distributed. Alarm will be on from midnight to 9am. Keys to Paul B, Bobby, Suzanne, Dan G., Gail B. - Will develop key control sheet. George W. wants his name of f the emergency contact list. E) the mirrors are up in the rehearsal room. F) May need to replace upright freezer behind cinema concession area next to ice machine. Dana’s A/C has put in Freon. Replacement cost $400-600. George W. moved and Gail B. seconded that we allocate up to $600.00 for freezer replacement. Passed unopposed.

(4)        MEMBERSHIP: Carolyn B. reported A) $980 in membership dues collected. B) e-mail list went out today to board. C) she has a book of what members have expressed interest in. E-mail Carolyn if you need someone. D) Wayne Dapser (Nick in Virginia Woolf) came into the meeting and spoke to board re: compensation for actors and the necessity of joining the organization. Lengthy discussion after he left the meeting

(5)        STAGE: J.D. reported A) lighting instruments are in and will be hung after this show is completed.

(6)        OTHER: Bert commented on Intermission: time should be set and adhered to - not he stage manager’s job - job of front of house. Also, the center speaker for dialogue at the cinema is “off” Rita said Bobby said the sound system needs to be rebalanced.

OLD BUSINESS:

(1)        Marilyn gave an update on the capital projects list: lighting instruments in; mike hook-up and tape deck in and instructions are being written; networking of computers proceeds; new Dimarco Room floor and ceiling tiles are in the new grant; keyboard and sound system were nixed - portable.

(2)        Building Security - sign about new alarm system out front to remind people to check the light status

(3)        Reviewed bookkeeping vacancy. Need to up the pay scale. George moved and Ruth seconded to go up to $15.00 per hour if that is what it takes to get the appropriate person for the job. Discussion - interviews are being done by Marta and Finance Committee. Passed with one opposition. George moved and Carolyn seconded a $250.00 separation bonus for Marta. Discussion. Passed unopposed. Ruth moved and J. D. seconded that Marta be immediately increased to $15.00 per hour for her remaining time. Passed unopposed.

NEW BUSINESS:

(1)        Computer problems - already covered by GBM.

(2)        Keyboard - sound system: Kathryn found a Yamaha at COSTCO that had “everything” She is getting the information. We may be able to piecemeal a system

GOOD OF THE ORDER:

(1)        The December board meeting is cancelled because of the holidays.

(2)        Posters for Virginia Woolf are ready. Start putting up right after holiday concert.

(3)        The next meeting is Tuesday, January 27, 2004 at 6:00 pm at the playhouse.

The meeting was adjourned at 7:50 pm.

Claudia McEwen, Sec.