November 4, 2017
Betsy Froderman, Andy Harper, Bill Heckman, Eileen Jones, Chris Murphy, Georgia Osborne, Lori Prescott, Dan Slocum, Pam Solace, Dee Spain, Dovie Templin.
Treasurer Chris Murphy distributed the financial report showing revenue, expenses and balances as of November 1, 2017. The financial summary included all major expenses for the year with the exception of the 2018 liability insurance payment for which the bill has recently been received and is in the process of being paid. The report also did not include all of the committed costs associated with the renovation of the Playhouse restrooms which was approved by the membership in September 2017 and contracted in October 2017. Those costs will be billed and paid upon completion of the work. The report did include payments in arrears for flood insurance and the property tax allocation per the Playhouse lease. The closing balance of Capital and Operating accounts for 2017 will be approximately $45,000 after payment of liability insurance. Chris Murphy has also updated Pinewood Players Board of Directors, Officers and Statutory Agent information with the Arizona Corporation Commission.
Membership: Anne Hess submitted a report indicating that membership enrollment and revenue is up slightly from the same time frame in 2016. Scholarship donations are equivalent to last year at this time. Capital donations are down from the same period last year. Membership enrollment and donations usually peak when membership forms are mailed out after the first of the year.
Theater Maintenance: An inspection of the Playhouse building was done in October. Several critical repairs were identified. These repairs are the result of several years of deferred maintenance and include some structural repairs to posts on the patio among other things. The cost of these repairs is currently not known. Estimates will be obtained and presented to the board and repairs will be completed during the off-season. Roof repairs are needed and the Pinewood Country Club has submitted an insurance claim to determine if insurance will cover any of the roof repairs. The Playhouse was winterized and closed in accordance with the closing procedure checklist on October 14.
Joint PWP/PWCC Committee: Data was presented itemizing the equivalent value provided to Pinewood Players by Pinewood Country Club on an annual basis. The value list included items such as subsidizing the fair market value of the building rent, paying for hazard insurance, utilities and the majority of property tax, restroom cleaning services, parking for events, rehearsal space and meeting space, promotional support (web site page, weekly email promos, etc.), lobby space for ticket selling weekly and other items such as the opportunity costs/lost revenue incurred by refraining from club patio activities during performances, accommodating half-off dinner promotions and grandfathering. The equivalent value of the itemized items totaled $62,300 annually.
The Joint Committee members brought forward two recommendations which were motioned, seconded and passed by the Board. The first recommendation was to approve several proposed changes to the Joint Board Motions passed by both the Pinewood Players and Pinewood Country Club Boards in July 2017. The proposed changes resulted from the committee members listening to input from the Pinewood Players membership regarding certain language, audition restrictions and drama camp concerns. CLICK HERE to read the entire revised Joint Motions document which was approved.
The second recommendation involved giving the President authority to sign a lease amendment with Pinewood Country Club. The lease amendment would incorporate key parts of the previously revised Joint Board Motions having to do with member participation restrictions and also specifically define the allocation of expenses with regard to the Pinewood Playhouse. It obligates Pinewood Country Club to continue to pay utilities, property taxes and hazard insurance on the building. Pinewood Players will continue to pay a small portion of the property tax bill, the metered air conditioner electric bill and annual flood insurance. Pinewood Players is also obligated to continue to obtain and pay for liability insurance.
The Standing Committee document was updated to include some committees that have been added over the past several years such as Scholarship, Web Site, Ushers and Set Building. Chairpersons have been appointed for all major standing committees. A list of Committee Chairpersons for the 2018 will be published in a communication to the membership in the near future.
The Board approved two new plays for the 2018 season to replace the originally approved plays. This was necessary due to the resignation of two directors and the need to replace those plays. The new approved plays are Aspirin and Elephants directed by Les Maurseth and Southern Fried Funeral directed by Linda Sustman. Play synopses are being posted to the pinewoodplayers.com web site and a separate communication regarding the plays will also be sent to the membership.
A committee will be appointed to review and propose updates and revisions to the Bylaws. The Bylaws have not been updated since 2011 and are in need of review. The Board will hear recommendations from the committee and will bring all appropriate recommendations to the General Membership for a vote at the June General Members Meeting.
Dee Spain will lead an investigation and present a report regarding how the Fourth of July Carnival might be better supported and served in the future. The Board will hear this report not later than the scheduled April Board meeting so that any recommended appropriate actions regarding the Carnival can be implemented before the season begins.