MARATHON COMMUNITY THEATRE

Board of Directors

23 September 2003

The meeting was called to order in the gallery of the playhouse at 6:00 pm by the President, Marilyn Tempest.

Present: Marilyn Tempest, Jane Madden, George Woodward, Claudia McEwen, Carolyn Black, Gail Burnett, Paul Buckley, Ruth Cadman, J.D. Cullen, Bert Estlow, Ron Ferguson, Ann Hart, Laura Hutt, Shannon Kraycs, Terry McBroom, Sandy Saylor, Paul Steinman, Suzanne Craig, GBM and Rita Irwin, past president.

Excused Absence: Heidi FerrellUnexcused Absence: None

The Agenda was approved as presented; The minutes of the August 26^th meeting were approved as distributed.

STAFF REPORTS:

(1)        TECH DIRECTOR: Paul Buckley reported for Dan Gallagher that Paul Steinman has hung all the art work from the rehearsal room in the green room; the fire doors are in and being painted; the cage is cleaned and new shelving is going up; Marilyn reported that all has been inspected and passed the fire marshal.

(2)        GBM: Suzanne submitted her written report to all board members. Today is Rhianna’s last day and Suzanne has been working to get up to speed on the box office computer programs. She is advertising the position. Six applications in, but no interviews as yet - ad still running. She is also doing a procedure manual for the box office. Ticket sales of One Weekend Only are going well. The OWO ads for L’Attitudes in the Keynoter are set. We also need a Wednesday ad. We will also have a 1/4 page ad in the new Marathon Weekly. Jane asked about the guest column Bonnie used to do for the Free Press. She volunteered to fill in as did Suzanne

COMMITTEES:

(1)        FINANCE: Gail distributed the new balance sheets. Grant revenue is down, however, not all TDC submitted since Bonnie left. Good cinema month. Playhouse advertising did not budget for advertising for the GBM position (didn’t know we would need to when the budget was done). We have received $499 in donations at the cinema to be used toward the new chairs we purchased. The donation fish bowl at the cinema needs a new sign and a thank you to the patrons. Also a new slide for the ads. Yeaer-end financials did not get printed.

(2)        PRODUCTION: VPP George W. reported that Taking My Turn cast and crew would like to do the show again on 11/7, 11/8 & 11/ 9/03. The final P&L showed a net income of $1,947.00. Lengthy discussion of the pros & cons of the timing, effect on the opening show, etc. Many suggestions as to other times, etc. but total cast not available. George moved that the show be performed on 11/7, 11/8, & 11/9/03. Motion died for lack of a second. J.D. reported that Continental Divide is in rehearsal. Sue Deery is stage managing and would like someone to work with her. Several productions have “co-producer” and/or “co-stage manager” and anyone interested see the producer, director or stage manager you would like to work with and see what can be arranged. Who’s Afraid of Virginia Wolf needs a stage manager.

(3)        AUDITIONS had a good turnout with a number of new people and all four shows were basically cast. Budgets are finalized for each of the productions and in the folders n the box office - directors and producers, please check the boxes. George is still waiting for the producers’ staff reports which were due on 9/15/03. Only J.D has turned hers in. would like to work with and see what can be arranged.

(4)        ONE WEEKEND ONLY: Llaura reported rehearsals are going very well - full run-thru planned for 9/30/03 and again on 10/5/03. Shannon reported that she and Ginger Michael are taking donations and welcome volunteers for the silent auction. Sandy Saylor is working of the Food list; Posters will be available at the 10/0 general meeting;

(5)        BUILDING: Ron reported that the burglar alarm is not being used. He has talked to Mid Keys Security about an outside lock that is key operated for setting and turning off the alarm. The rehearsal room should be isolated from the rest of the building for the alarm only. Lengthy discussion of various suggestions and options from not needing a key system if the rehearsal room is isolated to checking out the entire system for an up-date. Jane moved and J.D. seconded that we move ahead with the plan for an outside key operated lock with a maximum expenditure of $1,000.00. Motion passed with one opposed. The sign out from is still not painted - Ron is in touch with the painters. Paul B. performed the monthly test of the emergency lighting system on 9/21/03.

(6)        MEMBERSHIP: Carolyn B. reported a good response to request for dues and her numbers match. The committee discussed “Life Membership” and concluded it should be brought forward individually on a case by case basis.

(7)        STAGE: J.D. reported that the paint won’t adhere to the floor and the committee is suggesting a new masonite floor at a cost of about $400.00. Jane moved and Sandy seconded that we proceed immediately. Discussion - Ron pointed out that the original floor was a special floor that they had shipped in and was not Masonite. Ann suggested checking the file for the old information. Tapping is the issue. Motion passed with 3 opposed and 1 abstention.

(8)        OTHER: Rita requested permission of the other directors to begin work early on the stair case for Follies. It will be 9' long and 4' wide and will be stored out of the way. Ok with everyone.

OLD BUSINESS:

(1)        Marilyn gave an update on the capital projects list: Headsets are on order - $268; new lighting instruments are on order - $510; high speed printer is in - $249; working of file space above the stairs; Paul B. has people for moving the mirrors and putting up lighting in the rehearsal room; Carolyn and Harold are working on the microphone hook-up - they need a tape recorder with a mike input (Bobby has one in the projection booth - Paul will talk to him) - may have a no cost solution; the computers are being networked by DigitalSails;

(2)        Sandy reported year-end financials did not get printed.

NEW BUSINESS:

(1)        Jane is moving to Bon Aire in April. Her resignation from the board was not accepted and she will participate as time and preparations allow. We take all the help we can get.

(2)        Rita noted that there is an October 7^th deadline for capital projects grant applications and we have several items on our list that would qualify: Agenda Items a-11 keyboard & sound system; a-5 rehearsal room floor; a-12 cinema balcony; and a-10 ceiling tile in the rehearsal room; George W. moved and J.D. seconded that we move forward with the grant application. Motion passed without opposition.

GOOD OF THE ORDER:

(1)        Happy birthday to Rita tomorrow (9/24).

(2)        The next meeting is Tuesday, October 28, 2003 at 6:00 pm at the playhouse.

The meeting was adjourned at 7:35 pm.

Claudia McEwen, Sec.