February 17, 2011

ILTC Dinner Meeting Minutes
February 17, 2011

Meeting called to order at 7:30.

In attendance: Char, Rick, Kelly, Bob & Jan, Steve & Cindy, Art, Jason, Dave & Meg, Margaret, Carol, Mary Lee

Minutes of January’s dinner meeting were read. Motion to approve made by Mary Lee and seconded by Margaret.

President’s Report

• Dave requested any members who want to have a say in the running of the theatre to volunteer as part of the nomination committee, needing to have a committee put together by the next dinner meeting so that they can start work on nominating people for next year’s board. He stressed what an important task volunteering for this committee is and reiterated how vital this is.
• To this point, Kelly said that she wants people who know how it’s run; people were asked “do you want to be on the board” who didn’t end up on the board. Mary Lee asked if it is possible to have more than 2 people run and have a vote. To clarify, Jan said that the committee is to ask people if they want to run again – then when the slate was given at the May meeting, people could elect themselves and then have a paper ballot vote. Dave reiterated that the hardest part is to get willing volunteers for the Nom. Com. In the first place. Jan noted that nobody has deliberately been slighted and that perhaps an addendum to the by-laws would be necessary – Dave said he’d bring this up at the board meeting.

Vice President’s Report

• Kelly said that we need directors for the next season, as well as ordering any scripts since it’s getting to be that time again where we need to piece together the season – really, we’ve gotta get going here.
  

Secretary’s Report

• Megan mentioned that she sent in a quarter-page ad (along with the check Char made out) to the B-Sharp Club for their scholarship performance program.
• She also noted that she was going to be getting the newsletter together and requested any additional information (other than the already-discussed items, such as informing folks that the newsletter will be mailed only to those who specifically request it from this point forward; otherwise emailed).

Treasurer’s Report (given by Bev)

• Checking $3,706.08
• Savings $5,034.59
• CD $3,409.84
• Petty Cash $93.55

A letter was received from United Way (giving $40.10) thanks to donations made by Dave Dellecese and “Anonymous”.

Jan asked about heating costs; Char said that they’re higher so far, but we need to analyze the year-to-year comparison. It was mentioned that the extra show may account for the additional cost.

HOUSE: Art Wilks said that he’d be checking the security the next day and would be meeting with the codes enforcer on Tuesday for the annual codes/fire inspection. Art noted to push all plugs in all the way. (He also gave a report as to how “And Then There Were None” was going, saying that it was going great and that he had a great cast. At that time, he was planning on painting the floor brown, Meg was working on the background, and that they had figured out the curtain issue. Bob B. asked about a missing sensor, which Art wasn’t sure about. Art also asked for additional help on the set on Saturday, if anyone could make it.)

ADVERTISING: Mary Lee said that she had mostly taken care of advertising (and that she’d be going to FL the following week); Dave had helped with the O-D and WKTV’s web site. She contacted the Ilion PD in writing for use of their sign and was attempting the same with Remington Arms. She was going to contact the Telegram to do an article. Also, she had gotten most of the supplies for the first week, but requested that someone check in after the Sunday performance for additional supplies and water.

POSTERS: Bob asked that the board give him a list of posters to frame and he’ll get them done; Dave said that he’d email it.

FUNDRAISING: Char hoped to set up a meeting for the following week. She asked, also, how anyone doing the doors felt about selling raffle tickets for the baskets. Discussion was that it could be tough on busy nights, but having 2 people tag-teaming it helps. It might also be wise to stay to sell tickets at the end of the shows.

MEMBERSHIPS: N/R

OLD BUSINESS
- Bob asked about the architect’s report on the building. Dave summed up that the architect came to meet with the board with a general overview: the main concern was structure issues (cracks, bricks wearing away) that may be an issue, maybe not; roof concerns. He discussed grants that are out there (which he could help us apply to, as a part of his fees.)
- Bob also asked how the Seward grant was working out. Dave said that it could be a year before we knew, making it March 1st, so he was trying to be patient but would call and nag by that date.

NEW BUSINESS
- The next month’s dinner meeting needed to be moved to the fourth week of March – Thursday, March 24th, due to a performance of the current show on the third Thursday.
- Kelly requested that people sign up for the door.

Next meeting is 3/24/11.

Meeting adjourned at 8:20pm.

Motion to adjourn: Megan.
Seconded by Rick.