Theatre in the Woods

Monthly Meeting
July 8, 2008
Members present:
P Laurie Bakkum P Donna Barnes-Haesemeyer (presiding) A Troy Benham
P Carolyn Burnett A Ron Carlson P Megan Conners
P John Cook P Patti Fox P Shirley Hile
P Kathy Mitchell (recording) P Sam Nadon-Nichols A Margaret Olsgard
P Clay Scharein P Carol Seehafer A Roger Sweeney
A Karen Quam A Barb Behan P Jean Speaker
P Karen Kaufman P Flossy P Mary, Jerry, & Gary Schneider

1. Meeting was called to order at 7:35 pm after the picnic on the lawn.

2. Additions to the agenda – Humanities Council Grant (9.f.), SLAC to use the facility on 8/14/08
(9.g.), Volunteer help from Northwest Passage (9.h.), and Nominating Committee (9.i.).

3. Corrections were made to the June minutes – Clarified that Donna would be the point person for
the breast cancer benefit on 7/13 and that Cook would help.

4. Treasurer’s Report – Reviewed the account balances - bank accounts are at $13,796 and the
investments are at $45,689. Inflows for the month were $1,559 and outflows of $532.
Treasurer’s report will stand as presented.

5. Committee Reports
a. Finance - Reviewed the following:
i. The CD that is coming due on 7/9/08 will be rolled into a money market account
so that the cash can be used for The Crucible budget.
b. Building – Roger will be gone for the next couple meetings.
c. Scheduling – reviewed the following:
i. The fall concerts have been cancelled due to the construction of the set for The
Crucible. Carolyn felt it would be easier to cancel them now rather than closer
to the performance dates. They will be asked to come back later.
d. Fundraising – work is done.
e. Entertainment - the committee will be meeting on 7/22/08 to plan the new year and the
theme for the PGP which is set for 9/27/08
f. Marketing – need to meet.

6. Correspondence - reviewed:
a. Northwest Heritage Passage and Washburn tourism – book with map of the area.

7. Events / Productions (Review and Preview)

a. Youth Show Excalibur – We had 172 adults and 27 students. Parents were helpful
during the show. Suggestion for next year that we have a strike agenda. Motion was
made for Patti to arrange for a “smiley/frowny” face for the Emily’s in recognition of their
3rd year directing.
b. Concerts – Small Potatoes & Roxy Cruz – Shows have been cancelled – see 5.c.1.
c. The Crucible – In progress
** Reminder to let Shawn know dates of events so that he can update the website.

8. Ongoing Business
a. Curtain Call deadline is 2/15, 5/15, 8/15, 11/15. Articles to be submitted for the chair
plaques, PGP, Youth Performance.
 9. New Business
a. Stage entrance proposal – Sam. Reviewed trim around entrances – stage design.
Tabled for this meeting.
b. Lighting proposal discussion – Darryl Hirsch met with several board members to review
our lighting needs. Reviewed our priorities: add more ellipsoidal fixtures, positioning of
lights, additional channels, add new dimmers, new board, new light bar. Carolyn added
that we do have some limitations of where lights can be hung. The final proposal from
Darryl will be emailed to the board.
c. Cancer benefit on 7/13/08 at 2pm. Donna will be the House Manager. Patti will also
help. Concessions will cover the cost of the air conditioning.
d. Construction crew and additional crew for The Crucible – Sam will be coordinating
building project on Saturday for a few hours. We need someone to be in charge of props
– Patti offered to help. Donna will email out a list of props that are needed. Also need
help with sewing.
e. Nathan Tisdell would like to borrow 120 folding chairs on 8/9/08. Approved.
f. Humanities Council Grant – Donna prepared a grant application for $2000 for the
curriculum being used for The Crucible. Patti made a motion for Donna to apply for the
grant, Jean seconded the motion. Approved.
g. Shell Lake Arts Council would like to use the facility on 8/14/08. Will need to see if the
stage can be used due to set construction.
h. Northwest Passage offer of volunteer help. Sam will see if he needs the help and will
follow up.
i. Nominating Committee – committee members were selected – Patti, Laurie and Megan.

10. Quam Day is set for 8/9/08 starting at 9am. Kathy to send an email to the full email list. Please
show up. Focus will be set work, yard work, and aluminum can collection.

11. Next Meeting will be Tuesday, August 12, 2008 at 7pm.

12. Motion to adjourn by Donna, seconded by Clay. Motion carried. Adjourned at 8:20 pm.

Respectfully submitted,
Kathy Mitchell