BOARD MEETING MINUTES

January 12, 2004

CALL TO ORDER: President Lilah Crowe called the meeting to order at 3:00 p.m. after the Winter Retreat had ended. Present were Jody Allen Crowe, Board Members Donna Benson, Blenda Hagberg, Dave Anderson, Naomi Anderson, Anthony Wiese, Mary Barthel, Stephanie White, Katy Matich, Jill Evans and Darlene Hendrickson. Board Members not present were Bob Nelson and Sharon Hartley. Also attending were Gina Hill and Arielle Schnur.

Secretary’s Report: Dave moved to approve the minutes as e-mailed to board members, seconded by Mary, motion carried.

Treasurer’s Report: Jody reported we have approximately $1,000.00 in the bank. Bob Nelson was not in attendance and had not submitted a formal report.

Consent Agenda: The agenda was changed to move Neither Dave nor I have copies of the agenda, so I don’t know specifically what was added/changed.

OLD BUSINESS

Credit Card: Jody reported that Bob will be getting the credit card. It was suggested that a credit card machine be secured for the Radio Show so we can sell pre-purchased tickets and get a better count of how many people to plan for. Donna so moved, seconded by Jill, motion carried. Lilah offered to make arrangements for a credit card machine

Website Report: Mary reported that she had not worked too much on the website. Anthony reported that he has done quite a bit of work on one and will work with Mary now. Mary explained where we were at and that someone from the college would help.

NEW BUSINESS

Radio Show Committee Report: Jody gave an up-dated committee report on the radio show and addressed David Allen Pundt’s proposal items in his absence.

Proposal #1: The Board of Directors of the Rhythm of the Rails develops a business plan for a Radio Show that would entail a weekly one-hour taped show to be re-broadcast the following day on KLKS.

Jody stated that Jill Broadmarkle would work with the Radio Show Committee to do a business plan and report back to the Board. Darlene moved to have the business plan written, Jill seconded, motion carried. Discussion included how many people would be involved, who would do the writing, that seasonal taping would be done, then repeated shows were a possibility.

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Board Meeting Minutes – 1/12/04

Radio Show Committee Report (cont.)

Proposal #2: The Board of Directors of the Rhythm of the Rails establish the Radio Show as a separate entity from the Rhythm of the Rails summer show, but include similar language in its mission statement so as to identify it strongly with the Rhythm of the Rails organization.

Dave Anderson moved that Rhythm of the Rails use the chart drawn at the Retreat as our organizational structure chart minus the theme park for the time being – the Radio Show, Summer Show and Promotional Revue were included, seconded by Katy, motion carried. Mary requested a copy of the chart to be used for the website.

Proposal #3: The Board of Directors of the Rhythm of the Rails direct that at least two more shows be done this spring, before the end of May, the first on Valentine’s Day, February 14, 2004, as an experiment to see if a more frequent Radio Show enterprise is practical.

Donna moved that the Board authorize the committee to produce two more radio shows prior to June 1^st, seconded by Mary, motion carried.

Proposal #4: The Board of Directors of the Rhythm of the Rails direct this Committee to report after the second show and make recommendations whether or not it should continue and in what form.

Darlene moved that the committee submits a follow-up report after the second show, seconded by Mary, motion carried.

Proposal #5: The Board of Directors of the Rhythm of the Rails adopt the following mission statement for the Radio Show: The Mission Statement of the Radio Show is to provide meaningful, family-friendly broadcast entertainment through the use of romantic railroad lore and area history by showcasing local talent, promoting the Rhythm of the Rails organization, activities and performances.

The Mission Statement for the Radio Show, with changes as written above would be recommended to the Radio Show Committee.

Proposal #6: The Board of Directors of the Rhythm of the Rails authorize a budget of $1,000 for expenses for the Valentine’s Day Radio Show on February 14, 2004.

Darlene move to authorize a budget of $1,000 for expenses for the Valentine’s Day Radio Show and dinner before the show on Feb. 14, 2004, along with $600.00 for food cost providing we do it ourselves. Darlene was authorized to offer 10% of the door to Camp Confidence if we were able to use their facility for the evening, seconded by Jill, motion carried. Some expenses and idea were discussed. Lilah offered to take pictures at the show for those who came dressed in that era of clothing and sell pictures to others who wanted their picture taken. Old tyme clothing and hats for other to use were suggested, and Gina said she had lots of hats to use.

Proposal #7: The Board of Directors of the Rhythm of the Rails establish a Radio Show Production Team and direct them to complete the spring inaugural season through the end of May, 2004.

This proposal was previously addressed.

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Board Meeting Minutes – 1/12/04

Radio Show Committee Report (cont.)

Proposal #8: The Board of Directors of the Rhythm of the Rails select a name for the Radio Show. The committee made a few suggestions.

Donna moved that we name our show Rhythm of the Rails Radio Hour, and that various portions of the show be named different railroad words, seconded by Anthony, motion carried. Names for other facets of the show(s) were discussed, and it was suggested the performers for the Radio Show be called the “Box Car Players” and the children in the summer show be called the “Coal Car Kids.”

Vision Statement: The possibility of an additional long-term Vision Statement be developed was discussed, but no action was taken.

Promotion Group: Jody recommended that we establish the Rhythm of the Rails Revue along with the established job descriptions and rules and responsibilities – Jill so moved, seconded by Darlene, motion carried. (The Pullman Car Players were suggested for this group.)

Board Member Responsibility: Responsibilities and attendance at meetings were discussed. Jody recommended that we follow the process in the By-Laws for changing the Board Member responsibilities as listed in the Retreat notes. Dave moved to have Lilah chair a By-Law Committee to revisit the Board Member responsibilities and setting up of committees and review them for other necessary changes. Lilah read the process as given in the By-Laws. Lilah, Jody, Dave, Donna, and Naomi volunteered to be on the committee.

The Jaycees Ice fishing Contest was discussed along with the large donations we have received in the past. Volunteers to be at the Contest this year were Lilah, Jody, Mary, Jill, Darlene, Dave, Naomi, and Marcie.

C&I Show – April 2-4,2004: Discussion was held as to whether or not we want to participate this year. Mary moved to have a booth at the C&I show this year for $360.00, seconded by Darlene, motion carried. Jill commented on last year’s show the good response we received, the excellent number of names received from people interested in helping with or being in the show. She commented that the selling of peanuts went over very well and recommended we do it again this year. Jill will head up and form a committee to put together a nice booth and, if possible, presentation on our plans for this summer and the future. The group felt we should “Wow” the public this year in order to create excitement for our new location and future plans.

Next Meeting: Feb. 13^th will be the next meeting at the Sawmill Inn (if they have space).Board members will be e-mailed or called to confirm..

Adjournment: Mary moved to adjourn the meeting, at 4:00 pm., seconded by Darlene.

Respectfully Submitted, Naomi Anderson, Secretary