PACA Board Meeting, Tuesday, August 26, 2008, 5:30pm
Chewelah City Hall, Council Chambers, 301 E. Clay St. Chewelah, WA 99109

Board Members
President - Sharon Ludwig (Present)
Vice-president - Jessica Sety (Present)
Secretary - Dave Ferre (Present)
Treasurer - Louise Glenn (Absent)
Buildings and Grounds - Joe Wulczynski (Present)
Fund Raising - Bud Evans (Present)
Production - Tracey Rice (Present)
Volunteers - Kathy Childs (Present)

Others
Executive Director: Don McLaughlin
Building Design: Tom Bristol,
Interested Party: Larry Frownfelter

Proceedings
Meeting called to order at 5:30pm by President, Sharon Ludwig

Agenda Additions, Deletions, Changes
None

Mail Received and Announcements
Donation check for $240.00 received from Lori Comer; and expecting an invitation from Cutter Theatre in Metaline Falls to a cross-promoting meeting of area theatre groups. No announcements.

Current Events to have a PACA representative
Two venues were suggested to have a PACA display, donation box, and representative: (1) Chewelah Chamber of Commerce Auction in September; (2) Farmer's Market on Fridays from Noon to 6pm. Dave Ferre will send out an e-mail 1 or 2 days in advance to board members to see who might be available (if any) to setup the PACA display. It was noted that one of the two PACA displays is at the home of Dave Ferre/Kathy Childs (935-4309).

Consent Agenda for minutes
Approved.

Consent Agenda for Financial Report
There were two deposits to the PACA holding account to report: (1) $240.00 donation from Lori Comer; (2) $2020.63 donation from Ann Benedict as proceeds from her recent Festival. This brought the PACA holding account to $6534.00. After noting these deposits, the financial report was approved.

Committee Report - Buildings and Grounds
Nothing specific to report, however, a later discussion with the Executive Director (see below) suggested a meeting with Joe Wulczynski, Thomas Bristol, and the City of Chewelah to identify aspects of the facility to be created in Phase One, including costs for bricks-and-mortar, and design and engineering. The tentative date for this meeting was set for Friday, August 29th at the Town of Chewelah offices. The executive director reminded the board that all design, engineering, and construction would be with non-volunteer help, which is essential to meet codes, insurance requirements, time tables, and so forth. Volunteer help is essential in running the facility not in building the facility.

Committee Report - Production
A production schedule was introduced and completed so far as possible for the dates July 2009 through August 2010. Dates show the PACA building being used for Chataqua, theatre groups including a proposed new group specific to PACA, the PACA Center Theatre Company, Jenkins High School events, Park Avenue Players, State Time Theatre, and others. It was noted that the center may not be operational by July 2009 and all dates are tentative. It was further noted that several other groups are interested in the center for particular dates but only after knowing the PACA fee schedules, which have not yet been identified. These groups include Northern Music & Dance Festival (Anne Benedict) and Greenwood Institute d'Arts (Gina Greenwood).

Committee Report - Fund Drive
While there was nothing specific to report, there was a general discussion during the Executive Director's report (below) regarding a Capital Fund Drive for Bricks-And-Mortar -plus- an Annual Fund Drive (operating expenses), thus, two individual fund drives with separate purposes. It was noted the Capital Fund drive occurs first and would begin once the PACA non-profit paperwork is complete.

Committee Report - Volunteers
While there was nothing specific to report, Kathy Childs advised the board of her volunteer work within PACA, that is, to assist Treasurer Louise Glenn with the preparation of the 501c3 paperwork (see below).

Executive Directors Report
Refer to the Executive Directors Report (click here for copy as a PDF file). In summary, there was a detailed discussion of the scheduling of events for the first year of PACA operation including a suggested ticket price of $7 for general admission to PACA events and $5 for seniors and students to PACA events, then a general discussion of the budgeting of programs including what users of the PACA building can expect (PACA supplies volunteer help; productions supply lighting, technical direction, and so forth). Categories of donors for the Capital Fund Drive were suggested from Founding Benefactor ($125,000 and higher) down to Understudies ($1 to $499), with a total of nice categories. Finally, the executive director suggested assignments for board members to move things forward for Finance and Fund Raising, Production, Building and Grounds, and Executive Committee.

Old Business - 501c3 and Incorporation
Kathy Childs presented the board with the final draft of The Articles of Incorporation, which are essential and the first step towards becoming a non-profit 501c3 corporation. After a brief review, the articles were approved and signed by all board members, except for Louise Glenn, which will be accomplished on or before Friday, August 29th.

New Business - First Season and Building and Grounds Board Member
The first season was discussed at length during the Executive Director report and no further discussion was introduced. The note suggesting we needed to find a new Building and Grounds board member was unnecessary and due to a misunderstanding.

Adjournment
The board meeting was adjourned at 6:45pm by President, Sharon Ludwig.

Minutes submitted by Secretary, David Ferré, Wednesday, August 27, 2008.