SEVENTH MEETING OF THE YEAR 2003

SECOND MEETING OF THE YEAR 2006 -

MARKHAM THEATRE ADVISORY BOARD

TOWN OF MARKHAM

Canada Room, Markham Civic Centre

Monday, February 27^th, 2006

MINUTES

ATTENDANCE:

Members

Evelyn Bailey

Alex Chiu

Jim Jones

Jennifer Kah

Pat Kincaid

George McKelvey

Frank Scarpitti

Regrets

David Banfield

Neil Fernandez

Leslie Johnstone

Genny Landis

Mario Miranda

Natalie Talsky

Gary Unitas

Staff

Bonnie Armstrong, Acting Theatre Manager

Debbie Watson, Theatre Administrative Clerk

David Scott, Programmer

Barb Roth, Director, Recreation & Culture Services

Jim Sales, Commissioner of Community & Fire Services

Guests

Wendy Woof-Severn, Marketing & Development Coordinator

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

1.2 Remarks from the Chair

Evelyn Bailey welcomed everyone to the meeting and introduced Jim Sales, Commissioner of Community & Fire Services, who wished to speak to the Board.

1.3 Proposal by Royal Conservatory of Music

Jim Sales explained that Mr. Jeff Melanson, Dean, Royal Conservatory of Music (RCM) had recently appeared before Council to discuss the concept of moving to Markham. The Markham area accounts for their largest number of students. They are looking for 26,000 square feet of space that would accommodate recitals, exams, lessons, etc. A Working Group has been established by Council. The Theatre Advisory Board had looked at the need to expand the existing theatre, and this might be an opportunity to do so. The potential site has not yet been chosen. The theatre is in a unique position with the existence of the Arts York program at the Unionville High School.

In reply to a question by David Scott, Jim Sales said that there would be a multiple rooms used for different purposes. He added that there would need to be fundraising partners involved.

George McKelvey noted that they are a non-profit organization but get no funding. They successfully raised $68M during a fundraising campaign for the new performance and learning centre currently being constructed in downtown Toronto (TELUS Centre for Performance and Learning).

Evelyn Bailey felt that the Board would be interested in pursuing the idea, and that there should be a Board member on the Working Group.

Jim Sales said that theatre staff could also be added.

Jim Jones suggested that they be asked to attend the next Board meeting in order to make a presentation, and Jim Sales agreed to check with them.

1.2 APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS ADVISORY BOARD MEETING HELD ON JANUARY 30^TH, 2006 .

RECOMMENDED: THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS advisory BOARD MEETING HELD ON JANUARY 30^TH, 2006, BE APPROVED AS CIRCULATED.

1.3 March Events

There was no discussion of this item.

2.0 FINANCIAL REPORT

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

(a) January Month End

Bonnie Armstrong reported that January was the first month using the new financial reporting system. The actuals are not too far off budget. Some staff time sheets have not been completed for a couple of com- munity events.

(b) Comparative Statistics – January, 2006

There was no discussion of this item.

3.0 MANAGER’S REPORT

3.1 P.E.S. Sales Update

Bonnie Armstrong reported that spring ticket sales for the season, including complimentary tickets, are at 94% of capacity, as are the season sales. Of the spring shows completed to date, only “Charlie Brown” lost money.

3.2 Mayor’s Dinner for the Arts Update

Bonnie Armstrong noted that an information package, including a ticket order form, was handed out to all Board members. Extra copies are available if needed.

3.3 2006-2007 Professional Entertainment Season Line-up Update

David Scott advised that all but four shows are now confirmed. The highlights include Ian Thomas, Blind Boys of Alabama, Jesse Cook, Natalie MacMaster, and The Messiah. Perry Chan, Network Productions, wants to co-produce a couple of cultural shows. There may also be a speaker series for both the business community and a couple of partners, but this is still in the works. Matinees performances have been scheduled for both schools and seniors.

4.0 ACTION ITEMS

5.0 UPCOMING TOPICS

6.0 SUB-COMMITTEE REPORTS

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

Evelyn Bailey noted that there are still some sponsor opportunities available in April. Deloitte & Touche are returning as sponsors for the Season Launch. Jim Jones and Genny Landis will be approaching the developers who are current sponsors in order to see who will be returning. It was suggested at a sub-committee meeting held last week, that season coverage be given for an as-yet-to-be-determined dollar amount. This would give the sponsor more visibility than just one night. Another idea was the selling of the boxes as corporate boxes for the entire season. The cost would have to be set at between $15,000 and $25,000. It was suggested that company signage be on the box, with a plaque on the wall.

Frank Scarpitti expressed some concern, pointing out that anything would have to match the aesthetics of the theatre.

David Scott added that it would depend on the response. Not all boxes would have to be sold at once. There right be only one sold the first year.

Pat Kincaid disagreed with the idea. She wondered if any other theatre had done something similar.

Jim Jones pointed out that anything would have to be very tastefully and professionally done or companies would not buy the boxes.

Evelyn Bailey said that the Sub-Committee would cost out the proposal and come back to the Board with further information.

Jim Jones suggested the addition of 30 second information sponsor videos prior to the shows.

Wendy Woof-Severn noted that if a sponsor does not want a reception, it will receive extra show tickets instead.

7.0 OTHER BUSINESS

7.1 Sub-Committee Terms of Reference

Evelyn Bailey advised that she had not received any requests for changes to the draft terms of reference, which are in line with the terms of reference for advisory boards.

It was

Moved by George McKelvey

Seconded by Pat Kincaid

THAT the Markham Theatre Advisory Board Sub-Committee Terms of Reference be approved as attached hereto.

Resolution carried.

8.0 DATE OF NEXT MEETING

Monday, March 27^th, 2006, 5:30 p.m.

Canada Room, Civic Centre

9.0 ADJOURNMENT

There being no further business, the meeting adjourned at 6:10 p.m.

Markham Theatre Advisory Board Sub-Committee Terms of Reference,

Page 2.

Composition of Sub-Committees

Sub-Committees will be comprised of at least one member of the Advisory Board and one member of Theatre staff. The remainder of the Sub-Committee shall be Community Members and interested members of Theatre staff and Council.

Selection of Sub-Committee Members

Sub-Committee members may step forward as volunteers or be nominated by members of the Advisory Board or Sub-Committee.

Sub-Committee Member Length of Service

The term for Sub-committee members will be one year. Sub-Committee members may stand for more than one term. Sub-committee members may be invited by the chair to continue to sit on a Sub-Committee after their term on the Advisory Board has ended.

Meetings

It is recommended that all Sub-Committees meet on a monthly basis. These meetings will be scheduled by Markham Theatre staff in an effort to support the day-to-day business operations of the Theatre.

Special project Sub-Committees will meet as deemed appropriate by the mandate of the project.

Selection of Sub-Committee Chair

The Sub-Committee Chair will be elected by the members of the Advisory Board for a one year term. Sub-Committee Chairs may stand for more than one term.

Role of the Sub-Committee Chair

Serving as the primary liaison between members of the Advisory Board and the Sub-Committee, the key mandate of the Sub-Committee Chair will be to support the Markham Theatre staff member responsible for the specific area relating to the Sub-Committee. The Sub-Committee Chair will also work to support the mutually beneficial goals and objectives of the Theatre, at the same time supporting the recommendations of the Advisory Board.

Responsibilities of the Sub-Committee Chair

The Sub-Committee Chair will be responsible for:

creating an agenda for Sub-Committee meetings, in consultation with Theatre staff;
preparing reports for the Theatre Advisory Board in consultation with Theatre staff, for inclusion in the Advisory Board agenda;
presenting reports and making recommendations to the Theatre Advisory Board at Theatre Advisory Board meetings.

Markham Theatre Advisory Board Sub-Committee Terms of Reference,

Page 3.

Existing Sub Committees

(1) Fund Raising and Sponsorship Development

The Fund Raising and Sponsorship Sub-Committee shall be comprised of Theatre staff and Community Members from the Theatre Advisory Board, as well as Associate Members from within the community. Its role will be to support the solicitation, cultivation and recognition of new and existing corporate and individual sponsors and supporters of the Theatre, through liaison with Theatre staff.

Sub-Committee members will be invited to initiate contact with potential sponsors, however, Theatre staff will be the “prime” contact. All correspondence with potential sponsors will originate from Theatre staff and will be on Theatre letterhead, together with approved Town of Markham corporate logos.

Sub-Committee members will maintain strict confidentially with regard to the names of sponsors and potential sponsors.

Sub-Committee members will keep theatre staff informed with regard to all potentials sponsors that have been approached with regard to sponsorship.

Sub-Committee members will be expected to participate in sponsor receptions and where appropriate, the Sub-Committee member who has cultivated the sponsorship may assist the Markham Theatre Manager in public recognition activities.

(2) Special Events

The Special Events Committee will be comprised of Theatre staff and Community Members from the Theatre Advisory Board, as well as Associate Members from within the community. Its role will be to support, help plan, and execute special events undertaken by Markham Theatre. This Sub-Committee will only be active when a special event is planned.

(3) Financial Performance and Business Plan Tracking

The Financial Performance and Business Plan Tracking Committee will be comprised of Theatre staff and Community Members from the Theatre Advisory Board, as well as Associate Members from within the community. Its role will be to support, help plan, and track the business components of the Theatre operation on a regular basis. This may include research and recommendations on the Theatre operations and its monthly financial performance, as well as ensuring that key performance indicators are accurately tracked and monitored each year.