Marathon Community Theatre

Board of Directors Meeting

September 28, 2004

Minutes

 

The meeting was called to order in the Producers Room of the playhouse at 6:00 pm by the Secretary Claudia McEwen, standing in for President Rita Irwin (out due to surgery) and Vice-President Marilyn Tempest (out due to husband’s surgery).

 

Present: Ann Hart, Claudia McEwen, Gail Burnett, Paul Buckley, Howard Dabney, Ron Ferguson, Heidi Ferrell, Laura Hutt, Terry McBroom, Marty Potratz, Leigh Sanchez, Paul Steinman, Christine Leird (OWO Chair), Dan Gallager and Wanda Whitehouse, GBM.

Excused Absence: Rita Irwin, Marilyn Tempest, J.D. Cullen, and Glen Robinson

Unexcused Absence: Suzanne Terpos

 

The agenda was approved as presented. The minutes from the August 24th meeting needed a correction showing that Marilyn was to contact Teal Technologies not Digital Sail regarding the networking system being down, and then approved as amended.

 

STAFF REPORTS:

Tech Director – On a personal note Dan informed the BOD that Rita was doing much better. He stated that he had spoken to 3 of the 4 producers regarding the stage sets but has not yet met with Sandy Saylor regarding The Cemetery Club set yet. Gallager also stated that the City of Marathon will be celebrating their anniversary of incorporation and he had suggested MCT for its venue. Ann stated she thought the date of November 6th was available as long as the event was completed by 5pm due to the production of Proof being on stage that night.

 

GBM – Wanda submitted a written report and reported a total of 429 people utilized the theatre in August. Carol LaGraves is working Mondays, Wednesdays and Fridays in the Box Office and Scarlet Duffy is coming back in November and is expected to pick up some hours as well. One Weekend Only is the next big production. Ads and posters were printed and have been printed and will continue the next two weeks before the fundraiser dates. The Theatre has enjoyed some great newspaper coverage from The Key West Citizen to the Marathon Weekly. Marathon High School is requesting that the Theatre run an ad again this year the cost is $90.00 same as last year. The board felt this would be fine to do again. Several of the Cinema advertisers need to renew contracts and is on the agenda as soon as OWO is over. The Chamber of Commerce rented the Producers Room for a meeting on September 29th and potentially 5 more will be scheduled. Whitehouse presented 2 different telephone plans for a system that has two lines. The BOD gave instructions for the new system to be purchased as soon as possible. Whitehouse also suggested that instead of replacing the carpet in the upstairs office that getting it cleaned might work. She had a bid of $60.00 to get it done and BOD stated it was worth a try instead of replacing the carpet. Whitehouse will make arrangements for this to be done.

Committee Reports:

 

OWO – Committee Chair, Christine Leird reported that J& J would be donating a flower arrangement for the buffet table. Paul Steinman will make sure that we have Champagne pourers for both nights. Suzanne Craig will be putting together the program. Sandy Saylor will take care of the food donations and the donations for the silent auction. Jasper ? will be filming the shows. Laura Hutt stated that everything was going well and that Diane Waters would be helping backstage. Leigh Sanchez confirmed that Donna Beck and Paul Buckley as well as she would be distributing the last of the OWO flyers.

 

Building Committee - Ron Ferguson reported that the parking lot had been re stripped. He also stated the committee is looking to change the floor in the Producers Room.

 

VP Production – Ann Hart stated that there would be a schedule change Proof will now be the first production and Massage Therapy will be the last. Auditions went well and all of the shows were cast except Massage Therapy, which will be cast sometime in January. The idea of having a New Years Eve performance of The Cemetery Club was brought up with a champagne toast. This will be decided over the next couple of weeks after discussed with Sandy Saylor, Director of The Cemetery Club. Proof was cast with 4 members, The Cemetery Club with 6 members and Kiss Me Kate with 30 members.

 

Finance Committee -  Finance Committee Chair, Gail Burnett reported that August was a very difficult month due to the hurricane situation. Due to less cinema attendance, fewer concessions sold at month end we were $7,258.00 over budget. Mrs. Burnett suggested that the board consider an Emergency & Catastrophe Procedures Policy in the near future. The petty cash needs to be redistributed, with $100.00 in the Box Office instead of $200.00, $150.00 in concessions, instead of $200.00 and $100.00 in the upstairs office instead of $50.00. The board readily agreed to make this change.

 

Policy and Procedures – Ann stated that these completed books also needed to be given to the production staff of this season’s plays as well as board members.

 

Play Reading Committee – Ann Hart reported that Mary Hansley is Chair this year. The group will be reading Call Me Madam, Chicago Mame and 42nd Street and Jacque Burelle is Alive and Well.

 

 

Old Business – None

 

New Business – Green Room – Dan Gallager stated that the “Green Room” needed a clean up and suggested to the group that the date be Saturday October 2nd at 8am until 10am. The group agreed but suggested that it be posted on the web site for membership to also participate in the clean up.

 

Good of the Order:

The next Board of Directors meeting will be Tuesday, October 26, 2004, at 6:00pm.

 

The meeting adjourned at 8:20 pm.

Minutes respectfully submitted by Wanda Whitehouse, General Business Manager