CLINTON COUNTY SHOWCASE
BOARD OF DIRECTORS
MONTHLY MEETING MINUTES
August 14, 2006
The following were in attendance; Steve Klostermann, Pat Kreher, Betty Henze, Lori Wahl, Mike Huelsmann, Dustin McSparin, Roger Rolves, and Rachel Luebbers.
The meeting was called to order by Steve Klostermann at 7:30 p.m.
SECRETARY’S REPORT - Last months minutes were approved.
A request for a ticket donation for St. John’s United Church of Christ Christmas raffle was presented by Lori Wahl, and approved to donate whatever was donated in years past. Jennifer Gillespie confirmed that 2 seats for the February and 2 seats for the March/April shows have historically been given. Jenny Gillespie will take care of the certificate and forward them to Lori Wahl to get them to St. John’s.
Steve then brought up the subject of sending out reminder postcards to patrons, members, and possible committee people, anyone eligible to attend our open board meetings. After discussion, it was decided to go ahead and try it for a few months and include meeting date and time and encourage attendance. As time goes by include blurbs about committee work or special prop or set needs. This new project will be overseen by the Secretary.
TREASURER’S REPORT – Given by Betty Henze includes the attached reports to these minutes and these additional bills: $22.90 costumes, anything goes; $104.85 Fabric for reupholstering chairs; $36.95 Set, anything goes; totaling $164.70. Betty announced that she had received the $200.00 finishing the Youth musical grant.
Steve read the Phillips Sign Co bid to replace the lights behind the lettering on the Neon billboard. The bid was $2330.00. This issue has been tabled for now, as the board feels this is not a current priority. The neon’s have been fixed and look great.
Requests for donations of tickets are as follows: Matt Langenhorst Benefit, Friday Aug 26, 2006 – We will donate 4 tickets to the Sept production of My Fair Lady; Scott Detmer Benefit, - We will donate 2 Season tickets; Mike Bedard Benefit, Sept. 15, 2006 – We will donate 4 Season Tickets – also Deb Stratmann will see that 2 of the Blues chairs [currently on EBay (housed at Stratospan) with proceeds split between showcase and Breese Little League] are also donated to that benefit. All approved for donation. Lori Wahl will contact Jennifer Gillespie in her absence from this meeting and inform her of these donations.
PRODUCTION REPORT - Rachel Luebbers reported that she is hoping that the play analysis information will be compiled and available on line for anyone to view a script or information about a script through our website. She will contact Rich Strubhart in regards to this.
Rachel is still actively pursuing workshops to present, she would like to have a hands on technical workshop including lights and sound to show how to plug in cords, where to plug in cords and why to plug in cords. Hoping to possibly coordinate with the tech staff of the upcoming show, Rachel will keep us informed.
Rachel announced that the Patron’s Choice awards have been reviewed and revamped slightly. There is now an impartial anonymous nominating committee that will compile the nominations for the final ballot. Directors will have input to provide to the committee, the committee must see every show, and the ballot will be compiled and sent to every patron for voting. By doing this, we hope more people will vote, and we hope the voting will be a little more fair.
Rachel announced that the Directors Handbook has also been looked at and is in the process of being retyped for proofing. It will be entitled Production Handbook and will focus more on the Production Manager and business aspects to put a show on, to basically allow the directors to direct; hopefully putting on a better product on the stage. Rachel is recommending that the board buy the book “Play Directors Survival Kit” 3 copies for the directors to borrow at any time. They will be kept by her or at the theatre for the directors to borrow. It was approved to purchase.
An email was received through our website and forwarded to us from Rich Strubhart from a grad student Neicole Hillard, who is interested in directing. Rachel will contact her and see if she fits any of our needs.
Lori Wahl, Producer for My Fair Lady, reported on the shows progress. All seems to be going fine, the show is cast, music is learned and they are at the park blocking. Glenn and Lori talk all the time and Lori and Deb are working on his props and furniture list. Mike Huelsmann reported that at auditions, the men did not seem to come out for this show and Glenn had to make many phone calls to cast this show.
PRODUCTION SUPPORT – In Deb’s absence, Lori Wahl stated that Sept 8 between 6-6:30 we will put up the fence and put the chairs pat the park for My Fair Lady. Please pass the word and all help and bring help if you can.
Equipment – Mike looking at blown speaker. Mike purchased 1 microphone; a couple microphones went bad during anything goes. Hermie and Mike identified them and Mike is taking care of repairs or replacing. They are very delicate, and when put on and off and sweat into they just need to be replaced.
BOX OFFICE/NEWSLETTER– In Jennifer Gillespie’s absence she sent a written report:
There was 1 complaint at the box office of Anything Goes in regards to the ticket price, and they left.
In the future, the message on the answering machine will state that you will only receive a return call if we cannot fulfill or have a problem with your reservation.
Lastly, she mentions that presale for Anything goes was minimal, but that call-in reservations was good.
PUBLICITY - Mike Huelsmann reported that everything is going as scheduled with advertising in the 3 newspapers. He is investigating possibly doing a radio spot with the Carlyle station, but will keep us informed.
Our programs cost us $1.13/pc., wondering how many to order for the next show. After much discussion, it was decided to order 700 and recycle form night to night as we can.
MEMBERSHIP – Dustin McSparin reported that he is still diligently working on trying to keep our membership growing. He showed us a sample letter of what he sends to welcome and encourage participants. (i.e. youth musical parents and volunteers) He also showed us a letter that he is hoping to send ex-participants to get re-involved. Those people who maybe went away to college or did just a couple shows etc. He is attempting to make contact with them to get them re-energized and involved again with showcase.
BUILDING – Roger Rolves reported no new business at this time.
ASSISTANT EXECUTIVE DIRECTOR – Pat Kreher reported that he will be picking up black vinyl this week to reupholster all 150 chairs at the park. Some need new plywood, that Roger will help with and then the vinyl with foam padding and air vents will go on. Pat hopes that they will all be complete by the seating of My Fair Lady. He estimates the cost at no more then $300. AWESOME!!!
Side notes – 1. when we return from the park – we need to empty that park trailer right away out at Stratospan, put up lights and sound, and move current costumes to the new costume building, then Roger can have the old costume trailer and the empty park trailer can be housed behind the theatre for overstock temporary storage when needed. Greg Kuper finished the wiring in the new building and the racks for the costumes are here.
Possible dinner theater – Jennifer Klostermann interested in compiling a Revue of sorts showing a history of showcase through the years. A possible fund raiser. In Jan/Feb maybe during national theatre week? Will explore with Beyond the Garden Gate some dinner avenues as they have the ambulance building so no steps issue to contend with, provide better tickets prices for them etc.
Lori to check with Rich Strubhart – post our minutes? Remind patrons when board meetings are and that they are open to them?
Next meeting will be Sept 11, 2006 at 6:30 pm Tear down at park after My Fair Lady
Meeting adjourned at 8:40 pm
Respectively submitted,
Lori Wahl
Secretary