CLINTON COUNTY SHOWCASE
BOARD OF DIRECTORS
MONTHLY MEETING MINUTES


August 21, 2007

The following were in attendance; Board officers Dustin McSparin, Betty Henze, Deb Stratmann, Rachel Luebbers, Greg Streetman, Glenn Saltamachia, Greg Kuper, and Guests included Mike Huelsmann, Charlie Huelsmann, and Jill Klostermann as substitute secretary for Lori Wahl who arrived late.

Meeting called to order at 7:30 by Dustin. (Steve was running late due to work)

Secretary Report
Betty had a small correction from the treasury report from the previous meeting. Glenn also wanted the previous minutes to show that there was a building meeting as well as a constitutional meeting. Greg S. moved to accept the minutes and Betty seconded.

Building Report
Allen Litteken from Litteken Construction appeared at the meeting to present his quote on the master plan previously laid out. The presentation started with an overview of the master plan to re-familiarize everyone. Allen went through and explained that for phase one there was different options to replacing the walls and ceiling. During that process, regardless of which method was chosen, the seats near the walls would have to be removed. The price quoted for phase one would be $ 128,000 and the price for phase 2 would be $ 53,600 if Litteken Construction was chosen for the project. Allen reminded the board that these were maximum estimates. Most of the numbers were close to the original mast plan. Mike Huelsmann asked if time was going to be a problem once the project was started and Allen said it should not be. It was also suggested that replacing the floor would be added to phase one. Glenn asked why there was a price difference from the original master plan and Allen said that their quote was off to start with. Dustin pointed out that the major price difference between the two quotes in the roof demolition. Mike asked if donated labor would be accepted from Litteken and Allen said yes as long as they were protected from insurance claims. Allen said that a timeline for phase one and two would be two months. Doing phase one only would be a few weeks shorter. Mike then questioned about the moving of the furnace upstairs. After reviewing the original mast plan, it is discovered that that had already been provided for. Before Allen left he assured the board that if his company was chosen for the project they could start right away. Board begins to discuss what their next steps will be in the project. Dustin reminds the board that they are still waiting on a quote from Rehkemper Construction. Glenn wants Rob Lippert to take a look at the quote to see why there was a difference in price. Discussion over what the difference could be from ensues. Deb added in that Mark would give CCS a good price if they decided to do a metal roof. Charlie was going to get an estimate from another contractor. Mike and Steve have been to the bank to secure the line of credit for the project.

Treasurers Report
Betty handed out the attached written report and informed us of the additional income received from season tickets that total $60.00. Total extra bills are $286.49 they are for $164.85 to Lynn Venhaus for WSS Costume/Props and $121.64 to Deb Stratmann for misc. bills and park expenses. Betty informs us that the taxes are due in September totaling $417.90. And lastly $11.49 from TBH Lumber for angle iron and spray paint. Betty has some non-paid Ads; she will contact Jenny Gillespie in regards to these non-paid accounts.

Betty has some correspondence from the Crime Stoppers asking for a donation for the golf outing, our answer is no, we normally do not donate to these types of functions.

Betty brought up the fact that the tents at the park that we used for the first time this summer seem to have short poles, therefore making the interior height of the upright tent lower than what we were used to when borrowing them from the Kirchenfest. She did some research and found that longer poles would cost $138.80. Discussion ensued. Dustin made a motion that Betty can pursue purchasing the longer poles or trading in the shorter poles, whatever is better, Greg Kuper 2nd the motion, Motion carried.

Executive Director Reporter
Steve Klostermann reported that the last construction meeting was basically brainstorming and the committee was actively working, better communication is the underlying theme.

Steve will be attending a better business bureau non-profit seminar and Jill Klostermann is taking a class all about non-profit. They both hope to come away with valuable information for us.

Production Committee
Rachel Luebbers gives a post production report from Lynn Venhaus, Director of WSS. Rachel summarizes it for us, all in all great performance, and great cast. Rachel is still missing 10 Libretto’s, the rest have been returned.

Steve Klostermann, Producer of “Oliver” reports that the show is going well, costumes are coming along, the show is music driven, lots of dance, sets are basically finished.

Production Support
Deb Stratmann reports that she needs all of us to let her know when we are able to assist at “Oliver” for 50/50, Ushering, or Concessions. She also is asking for help moving the trailer out for the bad boys to put up the chairs and fence. They are putting chairs up 9/5/07 at 9:00 am (Wed). Steve and Greg Kuper will move the trailer out before Wed. Tech will go up at the park on Wed 8/29/07 at 5:00 pm scaffolding and lights will be hung.

The letters to the merchants for the merchant night for Thursday night show and festivities prior to have been mailed, she will also send to our patrons. Barb Vonalst will have food ready. Glen Saltamachia and Steve to take care of the presentation to the guests.

Membership
Glenn Saltamachia has nothing at this time to report, but would like the current database from Greg Streetman.

Publicity
Jenny Gillespie was not in attendance

Box Office/Newsletter
Greg Streetman reports all is going fairly well, presale for “Oliver” will be Thurs 9/30/07 6:30pm at the park.

Building
Greg Kuper has no report

New Business
Discussion ensued in regards to the light board. During WSS, it did not work and LGP’s board was borrowed for the show. The board was sent to be repaired, and it came back fine, nothing wrong. Steve brought our needs back on the table, what do we need? What do we want? But a light board now or later with the new building renovation? Much discussion ensued. Possibly hold off for now since our board works fine and the upcoming expense of the building? Larger board gives more flexibility, more lights. Motion to put off decision to purchase a light board until building is done, Dustin 2nd, motion passed.

Grant discussion about the Hometown Helper from Hamburger Helper.com. Great idea, anxiously awaiting the outcome, currently at the time of the meeting we have about 30 hits on the website.

Anhueser Busch requires a lot, still working on this.

Wal-Mart Community grants, Steve sent a letter for this grant

Building Committee report – Mike Huelsmann would like to see special meetings be held to keep things moving, don’t wait for monthly board meetings. Possibly get approval now from the banks for the construction loan to be ready for the contractor. Get ahead so when a contractor decision is made the money is ready, no more waiting. Glenn Saltamachia made a motion to borrow a line of construction credit up to $200,000.00, Dustin McSparin 2nd the motion, all approved, motion carried. As we go, keep paying the loan off. A note for the future bookkeeping once the building starts…charge each show a “Building expense” to cover the building loan fee? An immediate first bill off each show after the rights?

Next boarding will be 9/26/07 7:30pm

Motion to adjourn by Dustin and seconded