Titw Sept 08 Minutes

Theatre in the Woods Monthly Meeting September 9, 2008 Members present: P P P P A A

Laurie Bakkum Carolyn Burnett (presiding) John Cook Kathy Mitchell (recording) Clay Scharein Karen Quam

P A P A P P

Donna Barnes-Haesemeyer (presiding) Ron Carlson Patti Fox Sam Nadon-Nichols Carol Seehafer Bob Olsgard

A P P A A A

Troy Benham Megan Conners Shirley Hile Margaret Olsgard Roger Sweeney Jean Speaker

1. Meeting was called to order at 7:03 pm. 2. Additions to the agenda – None. Carolyn made a motion to accept the agenda as is and Carol seconded the motion. 3. Corrections were made to the August minutes – Building Committee report – window has not been installed yet (5.b.), Strike last sentence of (5.c.iii.), corrected the cost of Washburn County Tourism ad at $270 (6.b.) and clarified that Donna would lead discussions if the grant was not funded (7.b.i.). Patti made a motion to accept the minutes with the corrections, seconded by Carol. 4. Treasurer’s Report – Reviewed the account balances - bank accounts are at $13,078 and the investments are at $46,772. Inflows for the month were $2,730 – this included the $2,500 grant and donations. Outflows of $2,176, which included the insurance payment and the cost of the plaques. Reviewed the transfers, CD matured at Johnson Bank. We got a great rate at 4%. We have about $5,000 in liquid cash. Carolyn made a motion to accept the treasurer’s report, seconded by Laurie. Donna made a motion to suspend the agenda and cover the election of new officers, review the lighting proposal, and The Crucible project list before the committee reports. Laurie and Patti seconded the motion. 5. Lighting proposal – the following is a brief summary of the discussion (primarily between Carolyn and Bob) • Access to lights may be an issue – how to reach them • Lead time and training – 2 weeks lead time, installation in 2 days, additional cost if we do the installation in phases • Differences in the dimmer - smaller profile, different box, quieter • Looking at new board and new breakers • Discussed that we might need to hire an electrician – this would be an additional cost, we have hired Dahlstrom in the past • Suggested having a committee decide on details with the board determining the dollar amount, Bob and Carolyn have the expertise in this area. • Bob will follow up with Dahlstrom and Derry. Carolyn will be gone for a week. • Discussed that we would need a commitment from members to be trained on running the equipment • Discussed getting a second bid due to the size and cost of this project • Discussed funding for the project – the finance committee will determine a dollar amount, or should we borrow the money? • Patti made the motion to give Bob and Carolyn the directive to pursue lights for the theater with a budget of $6,000. Motion seconded by Laurie. 6. The Humanities Council Grant for $2,000 was received to fund The Crucible series. The funds will cover the cost of the UW personnel and publicity.

7. We need crew time for The Crucible on Sat, 9/13 – 1pm and on Sat, 9/20 – 1 pm. 8. Election of New Officers – Carolyn Burnett as President, Carol Seehafer as Vice President, Patti Fox as Treasurer (Fiscal Agent), Kathy Mitchell as Secretary, and Jean Speaker as Historian. Laurie made a motion to accept the ballot and Shirley seconded the motion. The gavel was passed from Donna to Carolyn. 9. Committee Reports • Finance - the budget is not done yet. Worksheets were passed out for review and final approval will be at the October meeting. Let the committee know your requests before the October meeting. • Building – Cook will look into a new lock for the door. Ron found a tag on the door for the meter, Megan said she could be around for them. • Scheduling – reviewed the following: i. Discussed rescheduling the concerts for April ii. Laurie and Tam are still considering a musical in March • Fundraising – no report. • Entertainment - RSVPs are coming in. We will have a news release in the paper. Shirley purchased fabric for the cubes. • Marketing – need to meet. 10. Correspondence - nothing to review 11. Events / Productions (Review and Preview) • The PGP – Saturday, September 27, 2008 – 7 pm

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The Crucible – October 24, 25, 26, 31, and Nov 1, 2, 2008 Collage – January 17, 2009 Stones in their Pockets – February 2009

Musical – March 2009 ** Reminder to let Shawn know dates of events so that he can update the website. 12. Ongoing Business • Curtain Call deadline is 2/15, 5/15, 8/15, 11/15. • Quam Day is 10/11/08 at 9am – yard work. 13. New Business – reviewed earlier in the evening. • SLAC is hosting a program for 3 – 6th graders on 10/9 and 10/10. Is anyone interested in helping out with this? Tam will share the details with Laurie and Laurie will share with the board. • Committee members – please let Carolyn and Carol know if you are interested in continuing with the committees you are on or wish to be on. Send interest to [email protected] or call 715-466-6674. Kathy will route a list of the committees to each member for review. • Kathy will send the volunteer cards to Patti. 14. Next Meeting will be Tuesday, October 14, 2008 at 7pm. 15. Motion to adjourn by the board. Motion carried. Adjourned at 8:20 pm. Respectfully submitted, Kathy Mitchell