CLINTON COUNTY SHOWCASE
BOARD OF DIRECTORS
MONTHLY MEETING MINUTES

JUNE 27th 2007
The following were in attendance; Steve Klostermann, Betty Henze, Rachel Lubbers, Glen Saltamachia, Jenny Gillespie, Greg Streetman, and Debbie Stratman. Guests included Rob Lippert and Jill Klostermann.

Steve called the meeting to order at 7:30pm and noted that the following members of the board were unable to make the meeting due to different time conflicts; Greg Kuper, Lori Wahl and Dustin McSparin.

SECRETARY’S REPORT- Last month’s notes were briefly reviewed the Rachel made a motion to accept the notes as they were and Greg S. seconded the motion.

TREASURER’S REPORT-Betty handed out copies of all the annual and monthly reports that she had compiled. She requested that the board review them and give her some feedback before she sends in the final copies to the accountant. Betty pointed out to the board that the advertising expenses were down from the previous year. Jenny and Betty discussed perhaps setting a new budget for advertising and Steve commented that the advertising overall was satisfactory. Betty said that she was very happy with the budget overall in comparison to previous years. As a change, Betty pointed out that the monthly report shows Capital Improvement as a new expense account to facilitate all the upcoming building changes. There was an additional $272 added for season tickets and membership and additional expenses were $727.70 for both the capital improvement and West Side Story set supplies.
Discussion of renting the covered truck for the summer shows began and several issues were addressed. The question arose as to who would be driving the truck by Rachel and Steve answered that anyone can but Lori is planning to for the kid’s show. Betty then asked if the board wanted to rent for one month or three and the decision was made that since there was no difference in price that CCS would rent the truck one month at a time. A rent payment was then made out for $600.

ROB LIPPERT PRESENTATION-Rob presented handouts for the four phases of the building improvement. He then walked the board through his ideas for the renovation. Phase one pertains to the outer building and wall and ceiling of the theater. Glen asked Rob if he believed that phase one could be completed by the October show and Rob believed that it could. Phase 2 focused on redoing the floors, seats, balcony and adding more handicap accessibility. Greg shares his concerns about the balcony getting too hot with the furnace being relocated up there but Rob assures him it will not be a problem and adds that noise from the furnace can be prohibited as well. Debbie interjects with concerns about removing the current front doors of the theater for historic purposes. Rob points out that the doors cannot be improved to serve the needs that the board requests.
Rob points out that even though he has broken down the renovation into phases the board can decide to update in whatever order they choose. He merely put projects in groups that were easier to finish together. He emphasizes that he thinks that updating the lights should wait until the ceiling is completely finished being updated.
Phase 3 is centered on building a new stage house area. This plan included the addition of a 9ft basement. There had been some minor tweaking of the plans since the previous meeting but all the needs are still met. Phase 4 is a combination of odd jobs that did not fit into previous phases. At this point Rob explains that for their to be a walkway along the outside of the building the city may need to be approached for permission. In the end it may no be too cost efficient. At the end of his presentation Rob reminds the board that the master plan should change as the renovation progresses to suit the needs of CCS.

5 MINUTE BREAK

After the break discussion begins on how to proceed with the master plan Rob had just presented. Motion was made and voted on unanimously to go to Mark Ottmer for a bid to begin phase 1 before the October show. Steve also announced the Building committee roster which consisted of the entire CCS board as well as Mike Huelsmann, Paul Klostermann, Jill Klostermann, and Charlie Huelsmann.

PRODUCTION COMMITTEE-Debbie reads a letter from Lori saying that the Bye Bye Birdie is going well all except it has been hard to get help from some of the parents. Suggestions for a schedule of help dates were suggested for the future to help with this problem. Debbie also announces that the scaffolding is going up July 5th at 7pm and the lights are being brought to the park July 7th in the morning.  Rachel asked Steve if there had been any progress on getting some lights repaired and Steve said he is still waiting to hear from those he had contacted about the problem. Steve added that Greg Kuper said he could work on the lights as well. The scholarships are going to be decided upon in the next monthly meeting. Steve also asked that Rachel have a roster of who is on her committee by the next meeting.

PRODUCTION SUPPORT-Debbie reports that All Saints Academy requested tickets for the Beach Blast and Steve said he would take care of it. July 16th is the Clinton County Fair Parade and those in the parade are meeting at the park at 5:30 that evening to head over to Carlyle. Pizza will be provided after the parade. Discussion begins on if there will be a problem if the kid’s show gets rained out since there will be no rain date and Steve said to hope for no rain. The West Side Story cast will be ushering on the Saturday night performance of BBB. Excel is letting CCS borrow wheel coolers for the outdoor shows so soda will not have to be hauled every night. Those doing community service will be at the park to set up the chairs and the fence before BBB opens. Lori also wrote that she is asking for parents to help with chairs on the 11th after 6pm.

MEMBERSHIP COMMITTEE- Glen turned his forms over to Greg so that he may enter the tickets. Betty commented that membership is defiantly up from previous years. Glen says that he wants to put together a letter to advertisers to come to a presentation at the theater about the master plan in hopes of some of them wanting to help with a membership or perhaps a pledge. Debbie said she would get Glen a list of those to invite. No date has been set but potentially in late July. Debbie also suggested that they could have the meeting at Beyond the Garden Gate. Glen said he would email the final draft of the letter to the board before it goes out. He also will be getting his committee names together.

NEWSLETTER/BOX OFFICE-Greg said he has sent out 91newsletters so far and would be working on it throughout the week. He also said he would be heading out to the kids show soon to sell tickets. The committee has not yet been confirmed. Reminder that the board is needed to help out at the park for the kids show.

PUBLICITY-Jenny reports that Becker Jewelers does not want to pay for their ad space and want to make a deal to keep their ad on the back page in color. The cost for this is $300. At this point Steve announces that Jims Formal has tuxedos that they would gladly donate or lend to CCS from their warehouse so there would be no need to ask Becker’s anymore. Steve then reminds the board that the back page should be reserved for sponsors of the current show. It is decided that the offer to be made to Becker is half of the inside cover. Logos and More also would like their ad to be a forth of a page and not half. Jenny has a meeting tomorrow with the Trenton Sun in regards to membership. Steve voices that the publicity account is almost not worth all the trouble. The publicity committee is Jenny, Lori Wahl and Lynn Venhaus.

CONSTITUTION MEETING
Steve say that there are a lot of great ideas floating around and that behavior dictates structure not the other way around. Suggests that if someone has an idea they would like to put into action then they should do it and then the board will consider putting it in the constitution. Glen questions if any action will happen without that kind of restructure to support it. Rachel requests there be another meeting for that discussion. Steve emphasizes that the whole board needs to delegate for more structure but agrees that there should be another meeting for that topic.

Motion to adjourn made by Betty at 9:30 and seconded by Jenny.

* the next meeting is on July 25th and will be led by Dustin since Steve will be on vacation.


Respectively submitted,
Jill Klostermann substituting for
Lori Wahl
Secretary