PACA Board Meeting, Tuesday, September 23, 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 (Absent)
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

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

Agenda Additions, Deletions, Changes
None

Mail Received and Announcements
It was announced that with the Employer Identification Number (EIN) now received by PACA (see EIN), we can now open a bank account at AmericaWest in the name of the Chewelah Performing and Cultural Arts Center, Box 1113, Chewelah, WA 99109. It was voted and agreed to have three signers for the PACA bank account: Sharon Ludwig (President), Jessica Sety (Vice President), and Louise Glenn (Treasurer). It was further voted and agreed that checks for $1000 or more would required two signatures. However, Louise Glenn (Treasurer) may write any check for amounts already approved by the board with her signature only.

Current Events to have a PACA representative
It was noted that the concert at the Mountain Center of the Spokane Symphony a few days before this meeting should have had a PACA display, but did not, however, the board decided to be more diligent in future events.

Consent Agenda for minutes
Approved.

Consent Agenda for Financial Report
The financial report was approved. It was noted that with an approximate amount of $6000 in our PACA bank account (see above), that $4000 should be placed in 7-month CDs to earn interest for the time being, leaving $2000 in the account for expenses, for example, the 501(c)(3) filing is $750, plus miscellaneous expenses.

Committee Report - Buildings and Grounds
Joe presented a wish list for the building (see Wishlist) that was very complete and listed everything from office supplies to office furniture and beyond. Joe asked where wishlist items might be stored and it was agreed that we will use space in the Community Celebrations Building as a temporary measure. There was a general discussion about the building and grounds to estimate when PACA might take over the building, but until our non-profit status is complete, a date cannot be suggested.

Committee Report - Production
There was a general discussion about possible productions for the PACA Center Theatre Company for the 2009-2010 season. Plays such as "You Can't Take it With You" was suggested, with possible 2 or 3 productions, but probably not musicals given the high cost for royalties.

Committee Report - Fund Drive
While there was nothing specific to report, Don suggested he meet with Bud separately for some brain storming, and Bud agreed. Nothing more was brought forward at this point.

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
Don reviewed some of the problems for theater groups in Spokane and suggested ways for PACA to avoid these problems. In particular: exact, complete, accurate and timely Financials, including 501c3, all necessary local, state, and federal level forms and requirements be complete and accurate. Also, for PACA to avoid going into debt for any reason, even if the PACA center might be delayed for a year or even more. Financial health is essential for PACA.

Refer to the Executive Directors Report (Click Here for a copy as a PDF file). In summary, this report revealed progress in meeting with other groups such as Park Avenue Players, High School, and Middle School for using the PACA Center. There was a meeting with the owner of Silhouette Lights and Staging in Spokane to get a general idea of costs and work required, without actually suggesting a dollar figure at this point. Tom Bristol is working on a reduced design concept to be more in line with possible financial conditions. A general discussion concerned how PACA might be perceived by other non-profit organizations in and around Chewelah, with everyone agreeing that a harmonious relationship is essential and that PACA should avoid being insensitive to working with others. While we agreed that we had always believed the we were working in harmony with others, that we should be extra careful in this regard.

Old Business - 501c3 and Incorporation
Kathy Childs updated the board with her 501(c)(3) paperwork. It was noted that at one point the Chewelah Art Guild was wondering why we just didn't use their non-profit status and why did we want our own? The general answer was that the Chewelah Art Guild has no particular interest in taking over the Armory Building and creating this PACA center and thus a separate organization (PACA) would make the most sense. Kathy continued that a meeting was needed to complete sections of the 501c3, portions that she could not complete herself. Don suggested a meeting on Friday, September 26, at the Council Chambers be conducted for the 501c3 and Sharon, Kathy, Don, Dave said they would attend and invite Tom Bristol and Jessica as well. It is believed that after this meeting, all missing information will be identified and individuals identified that can complete the application.

New Business - Stage for the PACA Center

It was noted that a possible free stage might be obtained but it has some shortcomings for dance productions due to the rigidity of the stage itself, and that we might construct our own stage. Also, this free stage requires a number of events to obtain, thus, the board understands a new stage may need to be constructed.

Audience Comments
There was no audience and thus no comments.

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

Minutes submitted by Secretary, David Ferré, Friday,September 26, 2008.