CLINTON COUNTY SHOWCASE
BOARD OF DIRECTORS
MONTHLY MEETING MINUTES
May 23, 2007
The following were in attendance; Steve Klostermann, Betty Henze, Lori Wahl, Deb Stratmann, Jen Gillespie, Dustin McSparin, Mike Huelsmann and Rachel Luebbers, Greg Streetman, and Greg Kuper. Guests included Glenn Saltamachia, Dorothy Dumstorff, Paul Klostermann, Cale Loddeke, and Donna Goetz.
The meeting was called to order by Steve Klostermann at 7:30 p.m. Steve mentioned that this was a transitional meeting of sorts with retiring board members preparing and passing along items to the new board members.
SECRETARY’S REPORT - Last months minutes were reviewed and a change to the minutes to read that Jennifer Gillespie resigned from Box office before she was elected to Publicity, and clarify when Greg Streetman and Greg Kuper actually took over their board positions of filling vacant spots. Motion was made by Mike Huelsmann to accept the amended minutes, seconded by Dustin and approved.
TREASURER’S REPORT – Betty Henze passed out the written report ( in attachments ). She also reported to us that a 10 month CD has been purchased at 5.25% at Aviston bank in the amount of $15,000. Additional bills not already included in the attached report are as follows: $1150.00 Trenton Sun for Season brochures; $250.14 Mike Huelsmann for replacement of body mic and body pack, $1242.00 Steve Klostermann for Badger ladder for the scaffolding. Totaling an extra $2642.14 in additional bills.
Additional income totaling $2984.00 has been received from membership, ads and season tickets. She estimates that $9220.00 has been collected in Membership thus far.
She reminds us that year end is May 31. Please forward all bills to her before that time so she can close out the books. She has contacted Excel to get there final bill of the fiscal year.
Steve passed out some paperwork showing financial results on a spread sheet. All in all a spectacular season.
PRODUCTION COMMITTEE – Rachel Luebbers reported asked Lori to report on “Bye Bye Birdie” auditions. Production Manager/Co-Director Lori Wahl reported that 90 plus were at auditions, and the show has been cast. All is going well.
Rachel reported that “West Side Story” auditions had 32, Lynn Venhaus tells her that more men are needed and she is also in need of an Assistant Director and Tech help.
Scholarship requests can be obtained through the website or Steve or Lori.
Steve handed out an article he thought we would be interested in from Dramabiz magazine. It was about the importance of Community theatre.
PRODUCTION SUPPORT – Deb Stratmann reported that the Clinton County Fair parade us July 16 with the theme Summertime Fun. We will plan on a float with summer casts, and provide pizza and soda afterwards for participants as usually done.
Letters to organizations for scholarship money needs to be started on to have the donations back in time for handing out the last night of “West Side Story”. Steve will handle the writing and mailing of these letters. Debbie will provide him with the contact person for each organization.
Park board letter to move trailer needs to be sent if that is happening with the time that the trailer is being moved out there. Steve must inform them. Or, are we putting a permanent structure out there? Diane Connelly and Jennifer Klostermann plan to pull parents and anyone else who can assist, and start purging and cleaning the current costume trailers. Possibly pull the costume building out there? Build a building? It is city property; we must talk to the park board and city before we do anything. Steve will get with Charlie Hilmes and let us know.
Deb announced that Pat Mesnard ( Patsy Cline ) is performing at Beyond the Garden Gate on 6/2/07 to benefit St. Pat’s center for ???????? and Clinton Co Arts from 6-9. She has been receiving lots of requests to perform as Patsy.
Mike Huelsmann tells us that a microphone body pack needs to be replaced/repaired and it will be about $100.00. He asks if it is ok to have repaired? Yes, all approved. Then he states that they are very fragile, please be careful and we were all given a lesson on how to use and wear them.
Mike H also mentioned that a lot of our lights need to be repaired, and the old company we used to get replacement parts from is no longer in business anymore. Any suggestions? Steve will get a hold of a light company or two and investigate for parts.
Rachel reported that the new flats for the outdoor stage that Pat Kreher is making are almost finished and that Duane is making new angle iron brackets to anchor the walls to the stage to create quick and easy put up and tear down. Quoted price of $200-$300. Mike asked if they will be safe? Will they hold the flats up in the wind and storms; will the brackets create having to step over something, etc? Yes, they will be C-clamped together and braced with metal at the top, and nothing to step or trip on. Mike motioned to make them, and make them right spending up to $500.00, Dustin seconded, motion carried.
Deb S. mentioned an idea for something different for the soda/popcorn/concessions at the park, instead of all the coolers? Possibly a trailer, or just for tap soda or anything to make less labor intensive work with all the coolers? Go ahead with investigating any possibility to make things easier, but there is not much room in those working food trailers to serve from, and tap soda would require cups and lids and straws. Deb will see what she can come up with.
MEMBERSHIP - Dustin Mc Sparin reported it appears that people are upgrading there selections this year. Also, many new memberships have arrived that we have never had before. Approximately 60% of the mailings have been returned as of this meeting. We just need to keep selling and promoting showcase.
Guardian Angels were then discussed and decided upon. They are as follows:
City of Breese Park Board – yes
Becker Jewelers – yes
TBH Lumber – yes
Rich Strubhart/webmaster – yes
Archicepts – Roger Rolves – no
Becker Bricklaying – lifetime yes
R Joe and Barb Richter – lifetime yes
St Paul Kirchenfest – yes
Strat-o-span – yes
Anita Berner – no
Logos and More – yes
Excel Bottling – yes
It was then discussed what Angels should receive…they currently receive 2 tickets for each show. Possibility to change that? Constitution meeting will touch on this topic; possible new ideas will be discussed, mainly to avoid those empty seats. Discussion ensued. Mike H. made a motion that Guardian Angels will receive a membership card that tell them that 2 seats are available for them, but they need to call ahead to reserve the seats. They will not receive tickets ahead of time only the membership card with instructions. Dustin seconded motion passed.
SPONSORSHIP – Glen Saltamachia states that there will be a sponsor for every show!!! He promises. He will follow up with Hempen Funeral Home and the others.
BOX OFFICE/NEWSLETTER – Greg Streetman reported that he and Jenny Gillespie have transferred the committees items and he is getting organized with everything to be ready for the youth musical.
PUBLICITY - Mike H. has transferred everything to Jenny Gillespie. The season brochures are here!!! Everyone take and hand out and keep replenishing.
BUILDING COMMITTEE – Greg Kuper had nothing to report. Deb S. stated that there was a bird in the theatre; she believes it is coming in where the letter is kept in the tech loft. Lori W. will bring a clip board to keep at the theatre. As things are seen and needed to be done they can be written on this clip board list and Greg and check it and work on things as time permits.
AD HOC/BUILDING RENOVATION – Engineer report handed out and all read report. What do we propose to tackle first? Much discussion ensued. The roof appears to be the worst of the problem, possibly create a strategic plan, take care of safety issues, and start in phases? Mike H. made a motion to accept TEAM 4 bid of up to $4000.00 to come in and get this project started and headed in the proper direction. Rachel seconded the motion, all in favor motion passed. Possible June 9 as first meeting, Steve will contact Mr. Lippert and will notify us.
NEW OR OLD BUSINESS – Under old business, Steve informed us that the Constitution committee has met and many things were discussed and looked at. Some items to consider and possibly change (remember these are merely suggestions at this point). In the Bylaws, under Membership, we may want to consider offering higher levels $1000, $500, offer a youth membership free just to participate? In the Constitution, reword some things that aren’t even enforced anymore concerning the date of a non-paid member and the annual audit of the books.
Also, Duties of the Officers and Committee heads that encompass the board of directors. All duties and responsibilities need to be relooked at and retooled and split apart a little better. Some seem to do a lot and some seem to do a little.
In addition, the Bylaws and Constitution just need to have some language cleaned up, need more ideas and more suggestions. Steve stresses the need for committees. There is no need for the head of the committee or the officer to do everything under the job title. Farm the jobs out, work as a team, be a team. They plan to meet again and bring more for us before everything is complete.
NEXT MEETING IS June 27 at 7:30 pm
Dustin M. moved to adjourn at 9:26pm with a second by Jenny G. motion approved.
Respectively submitted,
Lori Wahl
Secretary