Jody Allen Crowe, Producer

                                                                                                                        711 Todd Street

                                                                                                                        Brainerd, MN 56401

                                                                                                                        (218) 825-8125

 

BOARD MEETING MINUTES

April 16, 2004

 

CALL TO ORDER: President Lilah Crowe called the meeting to order at 6:44 p.m. in our new office conference room.  Present were Producer Jody Allen Crowe, Board Members Darlene Hendrickson, Blenda Hagberg, Katy Matich, Donna Benson, Jill Evans, Mary Barthel, Dave Anderson and Naomi Anderson.  Board Members not in attendance were Sharon Hartley, Anthony Weise and Bob Nelson.  Others in attendance were Dan Hegstad, Barb Matich, Gina Hill and new staff member for JAC Productions, Cindy Olsen.

 

CONSENT AGENDA:

Agenda:  Darlene moved to accept the agenda as proposed, seconded by Jill, motion carried.

 

Secretary’s Report:  Dave moved to approve the minutes from 3/12/04 as e-mailed to Board Members, seconded by Donna, motion carried.

 

Treasurer’s Report:  Bob Nelson was at Legacy Choral, but Jody said there was approximately $1800.00 in the account.

 

OLD BUSINESS

 

Commerce and Industry Show:  Jill reported about 25 people were interested in either being in the show or volunteering.  Names of the 9 drawing winners for summer show tickets were given to the secretary.

(See list at end of minutes.)  Jill thanked all that worked the show.  Dave commented that Rod Skorich made arrangements for his booth and 2 booths for Rhythm of the Rails to be next to each other on the east end of the Gold Arena next year.  Rod also talked to Mary Gottsch, C&I Show Coordinator, about donating the booth cost for Rhythm of the Rails in exchange for performing during the show.  Details will be coordinated closer to next year’s show.

 

Popcorn Popper:  Donna reported she had not had a chance yet to look into it.

 

 

NEW BUSINESS

 

Radio Show.  The next show will be May 22nd at 8:00 pm.  The script calls for about 20 people in the cast.  Dan says “Watch out for “Momma Widdosucker!”  The preliminary script was written April 12th, and the next meeting is scheduled for April 26th.  Auditions will be Wed., May 5th at 7:00 pm, and Sat., May 8th at 1:00 pm.  Rehearsals will be Sat., May 15th and Sat., May 22nd (There may be more.) Dress rehearsal will be at 3:00 pm the day of the show – May 22nd. Cindy will be directing the show but deferred to Dan Hegstad, David Allen Pundt and Blenda for the script.  Cindy requested helpers for concessions, tickets, ushers, etc.  Jody requested that auditions be internal for the Radio Show as auditions for the summer show will be about the same time and will be publicized.  Income from the last radio show was about $1300.00.  Jody handed out a proposed budget with and without JAC Productions for the Radio Show and reviewed it.  Promotion for the show would be done by JAC Productions this time.

 

Board Meeting Minutes – 4/16/04                                                                                                     Page 2

 

 

NEW  BUSINESS (Cont.)

 

Producer/Name Change:  Jody recommended that his title be changed from Producer to Executive Director as that is the title that is better understood in the business world.  His responsibilities would not be changed, only his title.  Donna so moved, seconded by Jill, motion carried.

 

Agenda Change: Jody asked the agenda be changed to include a report on this year’s summer show.

Donna so moved, Jill seconded, motion carried.

 

Summer Show Report:

 

      Newsletter:  Jody would like to publish a periodic newsletter for site and show updates and have it available on our website as well. 

 

      Summer Show Staff:  For this year’s show, JAC Productions has hired Mike Lundin as Director, Cindy Olsen as Assistant Director and Sarah Aamodt-Lundin as Music Director. 

 

      Office Staff:  Our new office space has been rented, and Cindy Olsen will be employed by Jody on a personal basis to do work for himself and Rhythm of the Rails.

 

      Location:  Our temporary site will be in the Northern Pacific Center part of the clock tower building.  It is already being used for storage until the end of the show, and the locomotive will also be built there.

 

      Casey Jones:  Jody will be meeting with two of the Awsumb brothers on April 21st, 2004 to further discuss their involvement in our long-term project.

 

      City Council:  Jody will be meeting with the Brainerd City Council on Monday night, April 21st.  They will be doing a site evaluation regarding possible contamination prior to transfer of property from the railroad.  The latest e-mail between them contained the verbiage “proposed donated property” which would be favorable for us.

 

      Ticket Pre-Sale:  Now that our office is established, Jody would like to bring staff on board to promote the summer show.  Cindy has already started to promote pre-sale of tickets for the summer show.  She has tentative sales of close to 500 tickets.  Seating for up to 1000 could be available at the temporary site.

 

      Bus Tours:  Rhythm of the Rails representatives will be attending a bus tour conference in Fargo on Wed.-Thurs., May 19-20th.  JAC Productions will also be contacting the area banks and other companies regarding bus tours.  A goal of 18 bus tours has been established.

 

      Board Committees:  Jody said that we have “moved to a different level” and staff will work with committees from the Rhythm of the Rails Board and their chairpersons regarding progress.  The present Promotions Committee is Jody, Naomi, Rick Cole and David Allen Pundt.

 

 

 

 

 

 

Board Meeting Minutes – 4/16/04                                                                                                     Page 3

 

 

NEW  BUSINESS (Cont.)

 

Summer Show Report: (Cont.)

 

      Mississippi Belle:  Jody met with Nick Radamacher of the Mississippi Belle out of Lum Park regarding the Rhythm Revue providing a show for their dinner cruises each Wednesday night this summer.  It may be possible sometime in the future to include a cruise on the Mississippi Belle along with Rhythm of the Rails dinner and show or other options such as This Old Farm.  Future negotiations could be made to promote the Mississippi Belle with local resorts whereby we would contract for a portion of the sale.   Lots of possibilities!

 

      Rhythm Review:  This group needs to start practicing as soon as we get the show troupe together.

An agreement has been made to do three 45-minute shows in Pine River with possible compensation

of $1,200.

 

      Donated Items:  A clothes washer and dryer, dishwasher and microwave were donated to Rhythm of the Rails.  The washer and dryer have been sold, but the other two items are available for purchase.

Six Gateway computers were donated to Rhythm of the Rails.  Three of them were given to the Senior Center in exchange for costume storage space at the Senior Center.

 

      Locomotive:  A former railroad shop welding foreman has been contacted to build our locomotive.  He will be looking for other retired railroad people to help with this project.

 

      Parades:  We want to have a first class presence in the area summer parades so people are made aware of who Rhythm of the Rails is and when our shows will be taking place.

 

      Kids Train:  Jody has purchased an 1880’s locomotive in Ortonville, MN, that runs on a 75-foot diameter track.  Nancy Cross, from Community Action which coordinates the July 4th activities, has agreed to let us set up the train between the football field stage and the high school hill.  We would

run the train giving rides all day the 4th in order to promote the Rhythm of the Rails shows and make some money.

 

Contract with JAC Productions:

 

      Contract:  Jody distributed a proposed contract between the Rhythm of the Rails Board and JAC Productions to be reviewed.  It was reviewed and changes made as needed.  Dave moved that Rhythm of the Rails, Inc. enter into an Entertainment Alliance Agreement with JAC Productions LLC, seconded by Blenda, motion carried.

 

      Management Chart:  Jody distributed a Rhythm of the Rails Management Chart reflecting Board and JAC Productions management and coordination.

 

      Radio Show Budget:  Jody proposed that Rhythm of the Rails, Inc. adopt the Radio Show Budget Proposal with JAC Productions (top proposal on the page) to handle program ads, ticket sales including pre-sale tickets, show promotion and concessions.  Darlene so moved, Katy seconded, motion carried. 

 

      Summer Show Budget:  Jody reviewed proposed summer show budget, entertained questions and some changes were made to the proposal.  It will be reviewed at the next board meeting.

 

Board Meeting Minutes – 4/16/04                                                                                                        Page 4

 

 

Committee Reports:

 

      By-Law Committee:  This committee met earlier tonight and are a bout 45% finished.  Since it has been so long since being updated, it will reflect major changes.  Proposed changes will be brought to the next meeting with the intention to be voted on at the following meeting.  Naomi will retype them.

 

Policy Proposals:

 

      Safe Children Policy:  Jody recommended a policy be written and form made to be signed by members of the Rhythm of the Rails Troupe who work with children.  Mary moved to write and adopt such policy, seconded by Jill, motion carried.

 

      Management Chart:  Review of proposed Management Chart for agreement will be done at next meeting.

 

Committee Recommendation:  Jody recommended that a Policy and Procedures Committee be developed.  Dave so moved, seconded by Katy, motion carried.

 

Pictures and Resumes:  Appointments at Woody’s Photography should already have been made and need to be taken right away, and resumes turned in right away  for inclusion in promotion material and on our website.

 

Next Meeting:  The next meeting will be held on Friday, May 14, 2004 at 6:30 pm in the new office conference room (803 Kingwood St. – one block north of Washington St. and 8th St. – north of  Cousin’s Subs.)

 

Adjournment:  Mary moved to adjourn the meeting at 8:30 p.m., seconded by Dave, motion carried.

 

 

Respectfully Submitted,

Naomi Anderson, Secretary