BOARD MEETING MINUTES

May 14, 2004

CALL TO ORDER: President Lilah Crowe called the meeting to order at 6:35 p.m. in our office conference room. Present were Executive Director Jody Allen Crowe, Board Members Dave Anderson, Naomi Anderson, Mary Barthel, Donna Benson, Katy Matich, Jill Evans, and Blenda Hagberg. . Darlene Hendrickson arrived later. Board Members not in attendance were Sharon Hartley, Anthony Wiese and Bob Nelson. Others in attendance were Barb Matich, Gina Hill and A.J. Schnur

CONSENT AGENDA:

Agenda: Jody asked to include the Promotion Committee Report under Committee Reports. Blenda moved to accept the agenda with the addition, seconded by Donna, motion carried.

Secretary’s Report: Jill moved to approve the minutes from 4/16/04 as e-mailed to Board Members, seconded by Dave, motion carried.

Treasurer’s Report: Jody reported that Bob Nelson had told him there was about $900.00 in our account. Lilah said she would contact Bob to ask that more substantial reports be submitted for meetings.

OLD BUSINESS

Popcorn Popper: Donna reported she had not had a chance yet to look into it. Jody said that there was a possibility of having a popcorn machine donated.

NEW BUSINESS

Director’s Report:

· JAC Productions has formally started providing services, but Jody has not yet negotiated the dollar amount.

· Staff/Office: Cindy is working daily in the office. Business cards have been purchased and will say Rhythm of the Rails. Also it may be said that the Rhythm of the Rails Board now has staff and which will relieve them of many burdens. The copy machine is working and we will have an answering machine for the office some time in the next week. Receipt of more money is projected for next week from ticket sales. Tickets given to businesses/business people will say “Compliments of (the purchaser)”.

· Phone: The office phone number is 829-7109

· Terminology: Jody wanted JAC Productions and Rhythm of the Rails to be considered as just one entity – Rhythm of the Rails office and Rhythm of the Rails staff – rather than referring to JAC Productions staff.

Board Meeting Minutes – 5/14/04 Page 2

NEW BUSINESS (Cont.)

Director’s Report (Cont.):

· Roger Awsumb Family: Jody met with the Awsumb family Wed. night, May 12^th and gave them an information packet. Bob Awsumb, the oldest son, is an attorney. John, the youngest son, is a teacher. They immediately saw the RotR vision and said their dad would have loved it. They are completely on board with us as a 501(c) 3 and will be glad to have a portion of the proceeds in a foundation for education. They want to “celebrate the legacy” of their dad.

· New Site: The hurdle we need to get over now is getting the property donated to us. The City of Brainerd has requested a Phase II site inspection. Jody will ask the city to accept the land contingent on the site inspection.

· Promotion: Jody met with Carol Russell of Russell & Herder Advertising. They will be donating their time for the design of our promotional materials, and Lisa will be helping with our web page design. Mary Barthel will be working with Lisa. Monday, May 17^th Jody has a meeting with Lakes Printing so they will receive equal billing and not have duplication of effort on our promotional materials.

· Capital Fund Drive: Jody would like to announce our capital fund drive for the new site project on July 1^st. The timing would be good with the July 4^th celebration, parade and our upcoming show dates. Possibly the Awsumbs and maybe the governor would be in on the capital funds drive.

Summer Show: Auditions had 36 attending the first night and about 20 the second night. Possibly 75 people could be in the show including people returning from last year. Increasing visibility in the area increases the number of people who want to be in the show. Lots of kids turned out.

Budget: Jody would like to propose a 90%/10% figure to the board with 90% of proceeds used to produce the show and 10% going back to the Board to use. A $40,000 goal is set for this year’s show. People who are paid this year are: Director, Assistant Director, Music Director, Choreographer and office staff. Jody is applying for a Planning Grant from the Initiative Foundation for $25,000.

COMMITTEE REPORTS

· Promotion: Naomi and Cindy will be attending the Itineraries Minnesota Bus Tour show in Fargo. We will have a booth at the show and meet with planners from the five-state area and Canada

· Ticket Sales: Money is starting to come in.

· Service Contract: Donna moved to include in the service contract for JAC Productions the 90%/10% proposal for revenues received from the Rhythm of the Rails shows, seconded by Mary. Motion Carried.

· Rhythm Revue: The Revue group may not work in the Mississippi Belle venue as a one-time performance during the cruise. They are looking for a more segmented or continuous entertainment type of performance throughout the trip, possibly at several different times. Perhaps the Harmony Engineers would be able to provide that type of programming.

· Parades: Jody will get some parade information to Barb. The Crosby parade is at 11:00 am and Brainerd parade at 5:00 pm on July 4^th. It was suggested that possibly John Awsumb could play Casey Jones in this year’s parade. Jody will ask him.

Revenue Agreement Amendment: Mary moved that the 90%/10% agreement above with JAC Productions be amended to specifically state that production bills would be paid from the 90% portion of revenues, seconded by Katy, motion carried.

Board Meeting Minutes – 5/14/04 Page 3

Credit Card: Jody recommended that the Executive Director be authorized to use the credit card for Rhythm of the Rails production purchases. Blenda so moved, seconded by Donna, motion carried

By-Laws Committee Report: The By-Laws Committee has met once and will continue to work on the necessary changes.

Radio Show: A rehearsal will be at 8:30 on May 15^th. A piano player is still needed.

Summer Show: Rehearsals will be Tuesday and Thursday nights in May, 6:30 at this year’s site.

MANAGEMENT CHART: The chart was handed out at the April meeting for adoption at the May meeting. Mary moved to accept the Management Chart, Blenda seconded, motion carried.

MISCELLANEOUS:

Office Address: The Rhythm of the Rails office address is 803 Kingwood Street, Suite 205, Brainerd, MN 56401

Next Meeting: The next meeting will be held on Friday, June 11, 2004 at 6:30 pm in the new office conference room (803 Kingwood St. – one block north of Washington St. and 8^th St. – north of Cousin’s Subs.)

Adjournment: Dave moved the meeting be adjourned, seconded by Mary,

Respectively Submitted,

Naomi Anderson, Secretary