FOURTH MEETING OF THE YEAR 2006 -

MARKHAM THEATRE ADVISORY BOARD

TOWN OF MARKHAM

 

Canada Room, Markham Civic Centre

Monday, April 24th, 2006

 

MINUTES

 

 

ATTENDANCE:

 

Present

 

Evelyn Bailey

David Banfield

Alex Chiu

Neil Fernandez

Jim Jones

Leslie Johnstone

Jennifer Kah

Pat Kincaid

Genny Landis

Michael Landry

George McKelvey

Mario Miranda

Frank Scarpitti

Natalie Talsky

 

Regrets

 

Jennifer Kah

Genny Landis

Gary Unitas

 

Staff

 

Bonnie Armstrong, Acting Theatre Manager

David Scott, Programmer

Barb Roth, Director, Recreation & Culture Services

Jim Sales, Commissioner of Community & Fire Services

Debbie Watson, Theatre Administrative Clerk

 

 

 

The meeting convened at the hour of 5:35 p.m. with Evelyn Bailey in the Chair.

 

1.0     Royal Conservatory of Music Proposal Update

 

          Jim Sales advised that since he last spoke to the board about the proposed expansion project, it has been received by Council.  A working group is to be established to explore opportunities and partnership arrangements.  A joint feasibility study is to be prepared between the Town, the York Region District School Board and the Royal Conservatory of Music.  The Town’s architect has prepared a conceptual site plan based on the previous feasibility study done for the theatre, together with the requirements of the RC of M.  It shows an access to the rear of the site onto Warden Avenue, and a temporary parking lot by the school.  Members of the theatre board and theatre staff are needed to look at proposed programming. An RFP will be prepared for a $45,000 feasibility study.  The RC of M have vast experience in fundraising and currently have a $100M campaign under way for their downtown site.  This is estimated to be a $15M development. The Dean is very optimistic regarding the fundraising.  Naming rights alone could generate $10M.  Each of the three groups would be respon- sible for raising $5M of the total $15M.  Markham is the biggest supporter of the RC of M, with Richmond Hill second.

 

          In reply to a question by David Scott regarding the timing of the feasibility study, Jim Sales said that there will have to be a number of meetings of the programming committee within the next few weeks, with a report by September.

 

          Leslie Johnstone questioned who the school board member was.

 

          Jim Sales responded that originally it was Bill Crothers, but they now want the arts and music departments involved.  The RC of M says that 30% of the proposed floor space would be for their own needs, with 70% open to the public.  A lot of the programs occur after school.

 

          Evelyn Bailey wondered if anything has changed since the last feasibility study was done.

 

          Bonnie Armstrong replied that the music space would have to be upgraded to a concert hall.

 

          Jim Sales added that data is needed to take to Council in order to get the OK to go ahead.

 

          David Banfield pointed out that at $5M, it will cost the town less than it would have done to do the original addition at $7M.

 

1.1     Remarks from the Chair

 

          Evelyn Bailey welcomed Mario Miranda back.

 

1.2     APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS ADVISORY BOARD MEETING HELD ON MARCH 27TH, 2006                                                                                                          .

 

          RECOMMENDED:  THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS advisory BOARD MEETING HELD ON MARCH 27TH, 2006, BE APPROVED AS CIRCULATED.

 

1.3     May Events

 

          Bonnie Armstrong reported that the Season Launch is on May 1st.  May is the start of the busy season with schools and dance schools using the majority of dates. 

 

2.0     FINANCIAL REPORT

 

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

 

(a)      February Month End

(b)      Comparative Statistics – March, 2006

 

          Michael Landry reported that an additional show has caused a major problem in that only parts have been included.  There is a loss to date of $26,000.  It is estimated, however, that the Joe Junior show will ulti- mately show a profit of $3,500.  Ticket handling charges and corporate sponsorships remain a problem.  There are also timing issues with the reporting.

 

          David Banfield pointed out that the day-to-day expenses are more or less on track.

 

          Evelyn Bailey added that the financial reporting is now being done on a level we’ve never had before.

 

          Michael Landry went on to say that the attendance figures are up 28%, but ticket sales are down 24% and revenues are down 14%.  In fact, the spring ticket sales are only half of what they were at the same time last year.  This is too large a drop so the number will have to be rechecked.

 

          David Banfield added that the Joe Junior show needs to be included and the numbers adjusted accordingly.

 

3.0     MANAGER’S REPORT

 

3.1     P.E.S. Sales Update

 

          Bonnie Armstrong had nothing further to add.

 

3.2     Mayor’s Dinner for the Arts Update

 

          Bonnie Armstrong reported that she is still waiting for the Mayor’s Dinner report.

 

          Jim Jones said that it was a good event with a good crowd.

 

3.3     Season Launch Update

 

          Bonnie Armstrong advised that the season brochure was delivered today.  The 7:00 pm season launch performance is sold out but there are still a few tickets available for the 9:00 pm show.  There will be four surprise artists in atten- dance.

 

3.4     Audience Survey

 

          Bonnie Armstrong noted that the survey was done prior to the new ticket prices being released.  There have been very few negative comments so far but those few have already been addressed.

 

          Evelyn Bailey wondered if the demographics of the show attendance match that of the town.

 

          Bonnie Armstrong replied not, but the shows where the surveys were handed out were intended for the seniors.

 

4.0     UPCOMING TOPICS

 

5.0     SUB-COMMITTEE REPORTS

 

5.1     Fund Raising and Sponsorship Development – Neil Fernandez, Vice-Chair, Jim Jones, Jennifer Kah, Genny Landis, Natalie Talsky

 

          Neil Fernandez advised that Loblaws, Kylemore Homes and TACC are all good prospects for returning.  Whiteplace Painting and Miller Paving are in the process of picking shows.  CIBC was approached but have not yet responded.  The current focus needs to be on obtaining new sponsors.

 

          Jim Jones added that Times Developments will probably return.

 

          Evelyn Bailey said that she was talking to A.T.I. 


 

          Neil Fernandez concluded by saying that the advertising budget is $18,000 and we currently have $16,700.

 

          In response to a question by David Scott, Bonnie Armstrong said that the proceeds from the Mayor’s Dinner will go towards sponsorship.

 

6.0     ACTION ITEMS

 

6.1     Appointment to the Royal Conservatory of Music Programming Sub-Committee

 

          David Banfield agreed to sit on the sub-committee but his term would be expiring at the end of the year.

 

          Natalie Talsky is able to help at this time but may not be able to later in the year.

 

          It was agreed that the theatre staff would be Bonnie Armstrong and David Scott.

 

7.0     OTHER BUSINESS

 

          In reply to a question by Natalie Talsky, Bonnie Armstrong said that the new web site would be up and running May 2nd.

 

8.0     DATE OF NEXT MEETING

 

Monday, May 29th, 2006, 5:30 p.m.

Canada Room, Civic Centre

 

9.0     ADJOURNMENT

 

There being no further business, the meeting adjourned at 6:35 p.m.