Monday, July 31, 2000

Home of President Pat Lyons

Members Present: Pat Lyons, Joan Cooling, Steve Arnold, Linda Radcliffe, Larry Adams-Bowers, Ron Baldwin, Le Cox

Visitors Present: Shirale Hanson, Marcy Horst

The minutes from the previous meeting were read and corrected. On the second page, item XIII, the third and fourth line should read: "Ron seconded the motion," instead of "Ron seconded the nomination."

Motion: (Linda/Ron) To approve the minutes of the previous meeting as corrected. Motion carried.

1. Slate of Officers: Pat directed Steve to prepare a list of the officers names and addresses for Bob Fischer to turn in to the state for our annual forms.
2. Season Tickets: Linda reported that sales of season tickets amounted to something over $400, with twenty some sold.

Discussion: Marketing of season tickets and duration of sale was discussed. Possibilities were to reduce the price of season tickets for the remainder of the sale since one show has concluded. Joan also volunteered to sell Season Tickets at her studio during her fall registration. Also, at the Variety Show, an additional booth could be set up for the purpose of selling season tickets.

Motion: (Steve/Joan) To keep season ticket prices the same and continue to market them through the run of Variety Show, with the "Charlotte’s Web" coupon in the remainder of the books sold usable for any production. Motion carried.

Motion: (Le/Ron) To allow all season ticket holders able to reserve tickets two weeks in advance of the start of general public sales. (An additional incentive for purchasing.) Motion carried.

3. Development Initiatives: (Joan) Joan reported the Palace gems campaign had netted $3950.00. Joan was commended for her efforts.
4. Treasurer’s Report: Linda reported that there is currently $10,052.44 in the checking account. The receipts for "Charlotte’s Web" amounted to $6,174.00. The gross profits from the Cruise were $1505.30, which totaled approximately $1,100 in profits. (Expenses amounted to $403.17 for Pop and Other Stuff.) Linda was commended for her efforts on the Cruise.

Motion: (Le/Larry) To approve the Treasurer’s Report. Motion carried.

Motion: (Ron/Steve) That the remaining 20% of the money paid ACT I by the Palace Trustees which had been withheld be applied to debt reduction. Motion carried.

5. Trustee Meeting Attendance: Pat reported that the next meeting of the Trustees would be August 8 at 7:00 AM at the Coffee Shop.
6. Producers: There was a discussion of assigning producers for the remainder of the shows for the current season. The following individuals were recommended after discussion:

Variety Show – Steve

My Fair Lady – Pat

Harvey – Le

Two Readers Theatre Productions – Larry

Poetry Reading and Recital – Ron, Linda

Motion: (Steve / Le) To approve the producers for the season. Motion carried.

Steve reported on the Variety Show, directed by Mary Horst. The show will be entitled "Encore, Encore," and will be in keeping with the season theme of "Classics." Auditioners will be encouraged to prepare "oldies but goodies" for the program. In addition to the performances, Mary will have a photo exhibit in the lobby called "Picture This." Entrants may enter up to three photographs for display.

Auditions for "Encore, Encore" will be held Saturday and Sunday, August 19 and 20 at the Palace Theatre.

7. "Charlotte’s Web:" The board discussed the recent production with the directors, Marcy and Shirale. The production was very well received by the public and the board commended the directors for a job well done. There was a frank discussion of various production concerns.
8. Box Office Policy: Pat presented ideas for strengthening box office policies. The possibility of eventually purchasing ticket software for use in the Palace Box Office, which would benefit both ACT I and the Trustees.

Motion: (Le / Larry) To propose to the Trustees that we look into ticketing software with them. Motion carried.

9. Job Descriptions: Steve and Larry presented their document with proposed job descriptions for various ACT I positions. There was a brief discussion. Steve recommended that board members read these over before the next meeting so that consideration could be given them at that time.
10. Clingmans: The upstairs over Clingman’s store has been visited by most of the board members for consideration as a possible location for storage and rehearsal space. The space includes a large room (formerly the Knights of Columbus hall), which in addition to a large room with hardwood floor also has two additional rooms adjacent which could be used for storage or cast meetings. (There is also an outside door which opens to the air, where a fire escape had been before being rammed by a truck.) Also, a large efficiency apartment, which might become our costume shop, as well as two additional smaller rooms which could be used as office, meeting, work, or storage space. John Clingman has indicated we could use the space for the cost of the utilities. (He reports there are three meters, with a current combined cost of around $45.00 monthly.) The space is very dirty and needs a thorough cleaning; also it is not handicapped accessible and there is only one exit (other than jumping from a second story window, door, or roof), which causes concern for using the space for rehearsals. Also, the Republicans may want the apartment for office space until after the election. John has already indicated to them that they may have it if they wish, so if the Republicans take the space we would not be able to move into that space until later in November.

11.   Harvest of Walls: Linda proposed that we consider operating a booth 
        during the Harvest of Walls over Labor Day weekend.

Discussion: Concern was expressed over the lack of a proper fire exit and whether code would allow us to use the space for rehearsals. However, whether or not it is viable for rehearsal the consensus of the board was that we want it at least for storage.

Motion: (Linda/Le) That we want the space if it works for us to have legal egress and if the liability would not be prohibitive. Motion carried.

Pat directed Steve to inform John Clingman formally that we are interested in the property and that we will pursue the concerns further.

Discussion: Several board members were not willing to commit to being in town during that weekend, although all agreed this would be a good idea if there was enough man power.Motion: (Ron/Larry) To empower Linda to explore the possibility of a food booth and to proceed if she deems it possible. Motion carried.

It was decided the next meeting would be Tuesday, August 15 at 7:00 PM at Ron’s house.

Motion: (Ron/Linda) To adjourn the meeting. Motion carried.

The meeting was adjourned at 11:05 PM.

Respectfully submitted,

Steve Arnold
Secretary

 

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