SEVENTH MEETING OF THE YEAR 2003

1.0 APPOINTMENTS

1.1 Appointment of Theatre Advisory Board Chair for the year 2009

· Vice-Chair steps in if Chair not available

· Brian Harvey current Vice-Chair

· call for nominations for the position of Chair

It was

Moved by David Banfield

Seconded by Simon Gulden

THAT Brian Harvey be nominated for the position of Theatre Advisory Board Chair for the year 2009.

Resolution carried.

THERE being no further nominations for the position, it was

Moved by David Banfield

Seconded by Simon Gulden

THAT Brian Harvey be appointed Theatre Advisory Board Chair for the year 2009.

Resolution carried.

1.2 Appointment of Theatre Advisory Board Vice-Chair for the year 2009

· would work with Chair

· good year – 25^th Anniversary

· call for nominations for the position of Vice-Chair

It was

Moved by Simon Gulden

Seconded by Neil Fernandez

THAT Dennis Cline be nominated for the position of Theatre Advisory Board Vice-Chair for the year 2009.

Resolution carried.

· nomination declined and resolution withdrawn

It was

Moved by Brian Harvey

Seconded by Nancy Cogger

THAT David Banfield be nominated for the position of Theatre Advisory Board Vice-Chair for the year 2009.

Resolution carried.

THERE being no further nominations for the position, it was

Moved by Brian Harvey

Seconded by Nancy Cogger

THAT David Banfield be appointed Theatre Advisory Board Vice-Chair for the year 2009.

Resolution carried.

1.3 Outgoing Chair’s Remarks

· really enjoyed past two years; challenging and rewarding

· undergoing a change

· theatre staff done wonderful job

· everyone worked professionally, even through acting positions

2.0 CALL TO ORDER AND CHAIR’S OPENING REMARKS

· Brian Harvey took over as Chair

· thanked Mario Miranda for his leadership over the last two years

· unique challenges during that time

· 25^th year will be great

· David Banfield’s experience will be useful

3.0 ADOPTION OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS ADVISORY BOARD MEETING HELD ON NOVEMBER 24^th, AND DECEMBER 15^th, 2008.

RECOMMENDED: THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS ADVISORY BOARD MEETING HELD ON NOVEMBER 24^TH AND DECEMBER 15^TH, 2008, BE ADOPTED AS CIRCULATED.

4.0 ADDITIONS/CHANGES TO AGENDA

5.0 BUSINESS ARISING FROM THE MINUTES

6.0 MANAGER’S REPORT

6.1 January and February Events

· January traditionally quiet but more PES shows

· memorial service in lobby after a full military funeral; very touching

· Unionville High School and Markville Secondary School both did musicals

· February – 7 dark days

· Unionville Theatre Company – Peter Pan

· second PES Winterlude Matinee

· Opera York not returning; going to Richmond Hill

6.2 PES Sales Update

· both Christmas Carol and Nutcracker made money

· Jim Witter and Baby Boomers should show a profit

· still face challenges with the rest of the shows for the month

7.0 SUB-COMMITTEE REPORTS

7.1 Financial Performance and Business Plan Tracking - Brian Harvey, Chair, Mario Miranda, Pat Kincaid, David Banfield, Michael Landry

· year-end very much in line with predictions from mid-year; slightly better than thought

· December revenues strong but overall gap of $236K for year

· expenses $50.5K favourable

· audience numbers up slightly

· PES challenges continuing

· commercial made good contribution, despite having a shortfall of $58.3K

· 2009 PES programming – bringing back a lot of favourite artists for 25^th

· 2008 budget less than 2007 due to less money coming from the town

· 2007 subsidy of $225K used as base for 2009 budget

· struggling with where it should be

· history of good financial years

· used to apply successfully for grants to offset programming costs but grant program discontinued

· can still get capital funding grants

· no provincial funding

· competition might be good in the long run; can benefit both locations

7.2 Fundraising and Sponsorship Development - Neil Fernandez, Chair, Jennifer Kah, Genny Landis, Dennis Cline, Nancy Cogger, David Tsubouchi, Wendy Woof-Severn, Simon Gulden

· didn’t expect to meet budget

· $15K for month of December; $10K for 2008, some to season brochure and some to Peking Acrobats

· lost private donation of $5K

· some sponsors didn’t return due to fiscal constraints

· spring stronger than fall; $25K for spring

· going to brainstorm what can do differently due to economy

· PowerStream and Coke have contracts with the Town which say specific dollar value for sponsorship

· the Town doesn’t specifically “sponsor” a performance but grants yearly budget subsidies

7.3 25^th Anniversary Committee – Dennis Cline and Mario Miranda, Co-Chairs, Bonnie Armstrong, Simon Gulden, John Ryerson, Elizabeth Richardson

· act for Gala still under discussion; reviewed past performers

· Dennis Cline drafted a letter to the Mayor re Honorary Chair

· also going to do a community letter

· partner with some community groups; year long event as opposed to just the gala

· meet with Sponsorship Committee to get ideas and jointly raise funds

8.0 NEW BUSINESS

8.1 l send letter to Provincial Minister of Culture, Ministry of Education, Michael Chan, MPP, and John McCallum, MP, re 25^th Anniversary

· also issue of creating a Foundation; worth seeing if can meet standards of a charity

· Gallery donor wouldn’t give money to the Town but did to the Foundation

· need to know what investing in, i.e., children, education, etc.

· what would be the difference to putting money in the Endowment Fund?

· could also move away from an Advisory Board with only Markham residents

· problem – slow process

8.2 l position of Finance Chair now open

9.0 DATE OF NEXT MEETING

Monday, February 23^rd, 2009, 5:30 p.m.

Canada Room, Markham Civic Centre

10.0 ADJOURNMENT

· 6:40 p.m.