CLINTON COUNTY SHOWCASE
BOARD OF DIRECTORS
MONTHLY MEETING MINUTES
March 26, 2008
The following were in attendance; Board officers Lori Wahl, Betty Henze, Deb
Stratmann, Rachel Luebbers, Glenn Saltamachia, Greg Kuper, and Greg Streetman.
Charlie Huelsmann, Jill Klostermann and Mike Huelsmann were also in attendance
as guests. Meeting called to order at 7:30 by Lori Wahl.
Charlie Huelsmann gave his production report for “Godspell” as he needed to get
to rehearsal. He stated that everything is going very good. Watching the water
levels closely. With all the rain, and holes in the roof, much leakage problems
are happening. Buckets are collecting the problem areas. Sets are good. 45
letters were sent to local priests, pastors, clergy, nuns PSR teachers etc to
invite them to the final dress rehearsal to preview the show. It will be
expensed as publicity to the show expense. All approved by the Production
Manager. Soda/Water/Popcorn/meat/cheese/crackers will be offered in addition to
the show. The Song Writers Guild evening is shaping up nicely. “Godspell” cast
will take care of box office, concessions, 50/50 ushers for general admission.
Song writers are taking care of the programs. All proceeds will come to
showcase, Betty will bring the start-up change for the evening. Doors open at
6:00 show at 7:00. 8 performers so far with an emcee.
Charlie continues his report stating that when he looked at the lights to ready
them for the “Godspell” production…some of the lights that were in the “didn’t
work” pile did work, they just needed a bulb or something minor. Also, we have
quite a few that don’t work. He would like to see a committee put together that
would work on what we have, repair, keep maintained, update board on when things
need to be purchased etc. If any specialty lighting needs are needed for shows,
don’t forget our contacts with the Diekemper’s DJ business. They have many
specialty lights that sit unused rather than us buying specialty items for one
use. Communication is a key factor here. This proposed committee would include
Charlie Huelsmann, Tim Diekemper, Greg Kuper, John Winter, and Greg Streetman.
All of these individuals have worked on the lights before or expressed an
interest in doing so. Also recommend that an inventory list be kept. Lori Wahl
made a motion that Charlie Huelsmann head up this committee ( as a sub committee
under Production [Rachel] ) to kick off now when “Godspell” closes and we have
to organize the equipment as the building gets tore down. Greg Kuper 2nd the
motion. The vote was taken all in favor, motion passed.
Secretary Report
Minutes from the previous meeting were reviewed and Jill Klostermann asked for
an addition/clarification to the minutes. Paul Klostermann name be added as
co-director of Beauty and the Beast as the August Musical.
Greg Streetman than made a motion to accept the minutes as corrected, Greg Kuper
2nd the motion, all in favor, motion passed.
Communications include a request from Central PAWS for a donation for the after
prom party. We will donate as we did last year. 3 sets of 2 tickets each to the
August musical.
Also a request from Trenton Fest to participate in their parade 9/6/08. After
discussion, we cannot participate, it is a show date.
Also, we received a letter from State Farm in regards to matching funds? Glenn
Saltamachia will call and investigate it.
Treasurers Report
Betty handed out the attached written report. Additional bills include $36.82
Adam Klostermann, props-Godspell; $18.45 Donna Goetz, postage-Godspell; $31.08
Lori Wahl, plumbing-theatre; $339.14 Mike Huelsmann, light bulbs-production;
$19.20 Mike Huelsmann, batteries-Godspell; $65.61 Deb Stratmann, Plastic tubs
for costumes-theatre; $520.32 Rachel Luebbers, playwrights Rumors, Best Xmas,
Rehearsal for Murder; $1880.00 MTI, playwrights Beauty/Beast; $1710.00 MTI,
playwrights Assassins; totaling $4680.12 in additional bills. Greg Streetman
made a motion to accept the report and pay the bills, with a second by Rachel
Luebbers, all in favor, motion carried.
Mike Huelsmann came out during intermission to present a fundraiser idea. He is
proposing a “Support the Arts of Clinton County” fundraiser. He took one of our
playbill holders and painted it black and gold (very sharp looking) to prepare
it for name plaques. As someone buys/donates a certain level of money, their
name will be engraved and added to the plaque to be hung somewhere in the
building. Each level of money will determine the size of the plaque and the
items or perks they would receive for their donation. For instance $150.00
donation would get a 1 ¾ X 3 plaque name for the board, ticket for show and
plaque to go home. $500.00 level 3 ½ X 4 ½ plaque name for the board, 2 tickets,
bigger plaque to go home, $1200.00 level 3 ½ X 9 name plaque for board 2
tickets, 2 dinners, bigger plaque to go home, $2500.00 plus 7 x 9 name plaque
for board, 2 tickets for show, 2 dinners, 2 invites to party with cast, bigger
plaque to go home. Depending on numbers of plaques sold in various sizes Mike
estimates a profit of $64,000.00. He estimates our cost of the 7 x 9 plaques
including the engraving to be $30.00 each. With a total estimate of cost at
$3300.00.
Discussion ensued: Do we think donations too high? Too low? Plaques to go home?
Certificates instead? Would this be a one time donation for people or coordinate
something to do yearly “supporters” also? Glenn Saltamachia made a motion to
approve Mike’s proposal in principal and allow actions to proceed and work
details out in committee to kick off at the gala. Greg Kuper 2nd the motion, all
in favor motion carried.
Building Renovation Report
Update from Steve – Talked to Alan Litteken to confirm renovation plans.
1. Litteken will begin on Exterior on April 14, this will not interfere with us
moving seats; he suggested we move the front rows first as that is where he
intends to begin once they move inside.
2. Old contract from August is still accurate; no need to revise
3. Litteken will use TBH as supplier since TBH has been a supporter of CCS
through the years
4. Litteken offered to loan us any tools he has for seat removal
Still need to do…
1. Secure paperwork with the bank
2. Secure volunteers to assist in the moving of the theatre seats
Discussion ensued – does phase 1 include replacing the theatre floor? How
careful do we need to be in taking out the chairs?
Seat removal will start 4/14. Bring tools and workers and be ready to work. Lori
will talk to Steve and remind him to contact the bank.
Executive Director Report
Steve sent a report in regards to the Public Relations Forum session he headed
up on 3/11/08. Great ideas were discussed with 12 enthusiastic people in
attendance.
The Fundraising Forum scheduled for 3/30/08 is being rescheduled.
Old Business
The Maxine Bruegge plaque is now hung.
The tin ceiling will come down like everything else, we are not concerned with
salvaging it, and it appears no one wants it.
If the Production Managers and Directors need help securing alternate locations
for auditions and music rehearsals, we as the Board of Directors and the
Producers must be willing and able to assist them. Lori Wahl and Jill and Paul
Klostermann are looking on their own presently. Lori Wahl is looking at St
John’s UCC and awaiting the approval of the church board. Jill and Paul
Klostermann and looking at All Saints Music room or possibly the basement at V &
H? Greg Kuper will check with them about availability and let Jill or Lori know.
Also a possibility is the Breese Senior Center. Deb will check with them.
Trailer repairs and painting before it is pulled to the park for the summer need
to be accomplished. Either air in the flat tire or a new tire and a paint job
are required. After we get the building underway then we will start on the park
stuff.
Revisiting of press night, merchants night etc., all will be addressed with the
fund raising and public relations forum.
New Business
Nominations for the Board of Directors:
Lori explained that this year the Executive Director, Assistant Executive
Director, Secretary, Treasurer offices are up for nomination and re-election in
April. As well as the following committee chairs Building Committee, Box
Office/Newsletter, and Production Support. She opened the floor up for
nominations for those offices and they are as follows:
Exec Dir: Mike Huelsmann
Dustin McSparin
Ass’t Exec Dir: Dustin Mcsparin
Treasurer Betty Henze – declined
Jill Klostermann
Secretary Lori Wahl
Building Comm. Greg Kuper
BO/Newsletter Greg Streetmann
Prod. Support Deb Stratmann
Steve’s notes informed us that Jennifer Gillespie is planning on resigning her
position as Publicity Chair – therefore Lori asked for nominations for that
position. Donna Goetz name was nominated. That vacancy will be handled when the
resignation arrives. Paul Klostermann was also nominated later.
The nominations will be open again before the voting at the April meeting, so
please inform Steve if anyone else should be added to the nomination list.
Production Committee
Rachel Luebbers reports that she has applied for all contracts for the next
season with the exception of “12 Angry Men”. It is currently restricted and she
is waiting to hear from the rights company. She will discuss with Dustin
McSparin if he is willing to switch shows if it is not available or if we will
need to find a different Director for a different show for the September time
slot. She is pressing forward with the program for the new season as best she
can.
Rachel Luebbers reminds us all that the gala is scheduled for 4/27/08 at 2pm.
She is concerned however that the ambulance building is too small. Do we need to
look for a different location? How about the Legion or the KC Hall? Greg
Streetman is a member of the Legion and will check with them and Steve is a
member at the KC hall and will check with them.
Production Support
Deb Stratmann reported Highland High School is performing Guys and Dolls and
they are borrowing some costumes. She and Diane Connelly are helping them.
Please tell Deb when you can help usher/concessions/house captain for “Godspell”
Membership
Glenn Saltamachia had nothing new to report at this time.
Publicity
Jennifer Gillespie was not in attendance.
Box Office/Newsletter
Greg Streetman reported that the season tickets letters are soon to go out.
Building
Greg Kuper stated the list from the clipboard of items to be done are DONE.
NEXT MEETING APR 23 7:30 PM
Motion to adjourn by Greg K. and seconded by Glen S.., motion carried 9:10 pm
Respectively submitted,
Lori Wahl
Secretary