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Page 1 of 3 Friends of the Tybee Theater Regular Board Meeting November 16, 2011 PRESENT: Carrie Efird, Kay Fortner, Keith Gay, Karen Kelly, Jim Kluttz, Maria Lancaster, Dick Smith,
Shirley Sessions, Terry Spatz, Virginia Ward ABSENT: Jane Bridges, Jay Burke, Paul Gilker, John Herdina, Sarah Jones, Gordon Matthews, Jenny Orr, Camille Searcy STAFF: Amy Kagan CALL
TO ORDER: Jim Kluttz called the meeting to order at 9:04am MINUTES: Maria Lancaster motioned that the Minutes of October 26th be approved and Terry Spatz second. The Minutes were approved.
INVITED GUEST – CULLEN CHAMBERS: Cullen Chambers reported on the progress of construction inside the theater. He informed the board that the small scope of work that had been recently
approved was almost completed, including hardware installed on the front and side doors; restoring the louvers; installing a light over the side entrance, as recommended by Ray Hord;
blocking up the door on the south end with brick; filling in concrete near the stage; and digging troughs for electrical systems and water. The hardware on the front doors needs to be
changed and the French doors will need to be painted. Cullen is now working to develop new scopes of work – integrated into one to two phases. The price for Neil Dawson’s architectural
work for ADA restrooms, concession area and stairs to upper mezzanine is $6,000, broken down as follows: Design development phase – 20% -$1,200 Construction documents phase – 60%
-$3,600 Construction phase – 20% -$1,200 The project includes all required architectural, mechanical, electrical and civil engineering services. It only includes the toilet exhaust
systems and duct work and diffusers for connection to a future heating and A/C system. The required heating and A/C will be completed as part of the future phase of renovation. Lighting
will be tied to the existing temporary power panel and designed for future connection to the permanent power. Since no permanent fire alarm system exists, the design will include rough
in for future fire fire alarm devices. Neil’s price also includes six (6) site visits, supervision of contractors, review of submittals and work change orders and request for payments.
Through on-site meetings and discussions, it was decided that the men’s ADA restroom would be located downstairs on the south front side with the concession stand on the auditorium side
accessed by the two existing but modified doors. The women’s ADA restroom will be on the north front and shall require relocation of the existing stair system. This will also provide
for storage underneath the stair system.
Page 2 of 3 INVITED GUEST – CULLEN CHAMBERS (con’t): Mechanical engineering prices for the bathroom phase are as follows: Charlie Vandenbulck -$2,500 Rick Sebring -$1,950 Mechanical
engineering prices for Phase 2 are: Charlie Vandenbulck -$3,200 Rick Sebring -$6,325. Because of the wide range between the two mechanical engineers, Cullen arranged an on-site meeting
with Neil Dawson on Tuesday, November 22nd to clarify the scope of the work and make sure Charlie and Rick are on the same page. There will be a requirement for structural engineering
to accommodate noise in theater as well as to design steel structural support at the rear of the theater for the HVAC system. He received two bids: W. Hunter Saussy 3,500 Cody Tharpe
– 2,500 Cullen proposed that the board look closer at the bids and come up with the most qualified and least expensive. Neil Dawson recommends using W. Hunter Saussy. In addition, the
fabrication of the structure is not included in engineer’s price. Maria Lancaster mentioned that her husband, Jerry, may consider doing the steel work at cost. Jim Kluttz indicated that
Billy Doniel had offered plumbing labor for free and that Johnny Russell volunteered to help with electrical work. Jim Kluttz stated that last month the board had voted on going forward
with Neil Dawson and his plans for the bathrooms and plumbing. Carrie Efird motioned for $6,000 in additional monies for designs and plans for the electrical upgrade and heat/ac. Maria
Lancaster second. Vote was unanimous in favor and gave Cullen the go ahead for the plans.. FINANCE: Jim Kluttz handed out profit and loss and balance sheet statements from January through
October 2011 which included Neil Dawson’s original schematics for tiered seating. Net income is $26,501.01. Total Liabilities and Equity is $945,190.34. VOLUNTEERS: Terry Spatz indicated
that Amy Kagan had taken the bulk of the responsibility in recruiting and instructing the volunteers for the past two events. MARKETING: Maria Lancaster provided a synopsis of a November
15, 2011 meeting with the marketing committee -Maria Lancaster, Dottie Kluttz, Virginia Ward and Amy Kagan. Dottie Kluttz would like to put together a media entertainment spring sale
on the lawn in front of the theater – in association with the Tybee Island Historical Society’s Flea Market and other local non-profits. The sale would include donated items such as
CDs, DVDs, iPods, etc. Maria suggested that a Development committee be created to help with ideas for soliciting members and developing membership packages.
Page 3 of 3 MARKETING (con’t): Virginia Ward spoke with Bahama Joes, which was able to add an order of 3,000 white long-sleeve t-shirts for the Polar Plunge to an already-existing order
for the Enmark Bridge Run. The cost for each shirt – printed – would be $4.45. Bahama Joes will be working on a design to include a globe logo on the back with the Tybee Polar Plunge,
world record and date. Jim Kluttz informed the board that both South University and Southern Eagle had backed out of being sponsors. EVENT AND ACTIVITIES UPDATE: Amy Kagan updated the
board about the Tony Arata/Jill Knight and Tybee’s Got Talent events held in the theater. Both events were sold out and each netted a little bit of income. Tybee Arts Association received
one-half of all contestant fee and ticket income for Tybee’s Got Talent, minus the $300 cash prize and sales tax. 2012 WINE & CRAFT BEER FEST – April 12-15, 2012: Jim Kluttz indicated
that a 4th event would be added to next year’s Wine Fest – on Thursday, April 12. Pat Hackney is is creating a demonstration and tasting luncheon with three local chefs, including Martha
Nesbit. The event may be held at the Tybee Lite Shrine Club. Jim is waiting to speak with David Cornelius about the availability of the Club. STATUS OF LOAN WITH THE TYBEE ISLAND HISTORICAL
SOCIETY: Jim Kluttz said we wouldn’t know anything or have any numbers until their board meets in early December. He indicated that they would probably not do a long term loan. Until
we got bids for construction plans, we would not know exactly how much money would be needed. It would probably be at least $50,000 but could be as much as $150,000. The question would
be how much the board would commit to and how we would go about raising the money. The loan would probably have to be paid back in a year. It is still unclear how much construction may
be needed in order to get a permanent Certificate of Occupancy to increase of the seating capacity. CONFLICT OF INTEREST POLICY: We need to find the language for the conflict in interest
policy. TERRY SPATZ: Jim Kluttz informed the board that Terry Spatz is moving off Tybee Island and has resigned from the Board. He thanked her for all of her hard work. AMY KAGAN – COMPENSATION
CONTRACT: Amy Kagan's contract was discussed. Jim Kluttz said that with the Polar Plunge and Guinness events happening, he had extended her contract thru Jan 15th, 2012, with a doubling
of her pay. The money FOTT is paying for Contract Services (Amy) is still within the total amount approved in April. Next, it was moved and seconded to offer a contract to Amy thru 2012
at the new higher rate. It was approved unanimously. DECEMBER MEETING DAY AND TIME: A December meeting was discussed. Jim said, if there was a need for it, he would notify the Board
of the date and time. Meeting adjourned at 10:15am. Amy Kagan, for Jane Bridges, Secretary