TENTH MEETING OF THE YEAR 2005 -
MARKHAM THEATRE ADVISORY BOARD
TOWN OF MARKHAM
Canada Room, Markham
Civic Centre
Monday, November 28th, 2005
MINUTES
ATTENDANCE:
Members
Brian
Harvey, Chair
Evelyn
Bailey
David
Banfield
Neil
Fernandez
Pat
Kincaid
Genny
Landis
Michael
Landry
Mario Miranda
Elaine Rubin
Joyce Scobie
Regrets
Alex
Chiu
Leslie
Johnstone
Jim
Jones
George
McKelvey
Jim
Sales
Frank
Scarpitti
Gary
Unitas
Staff
Bonnie
Armstrong, Acting Theatre Manager
Debbie
Watson, Theatre Administrative Clerk
David
Scott, Programmer
Barb
Roth, Director, Recreation & Culture Services
Guests
Lorri
Whetham, Senior Financial Analyst
The
meeting convened at the hour of 5:30 p.m. with Brian Harvey in the Chair.
1.0 REMARKS FROM THE CHAIR
Brian Harvey welcomed everyone to the
meeting, noting that it would be his last.
He commented that the performance by The Smothers Brothers was, in his
opinion, the best show he had seen in many years.
Pat Kincaid and Evelyn Bailey also
noted the high quality of both Goodnight Desdemona and Bruce Cockburn.
1.1 APPROVAL OF THE MINUTES OF THE MARKHAM
THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON OCTOBER 24TH,
2005.
RECOMMENDED:
THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS BOARD
MEETING HELD ON OCTOBER 24TH, 2005,
BE APPROVED AS CIRCULATED.
1.2 DECEMBER, JANUARY AND FEBRUARY Events
Bonnie Armstrong reported that, while
January will be fairly quiet, both December and February will be very busy. There are quite a number of Christmas events
taking place. Markham Little Theatre and
Unionville Theatre Company are each using a full week in February.
2.0 FINANCIAL REPORT
2.1 Finance Committee - Mario Miranda, Chair,
Michael Landry, Pat Kincaid, Joyce Scobie
(a) November Month End
Mario
Miranda reported that the year-to-date net deficit of $170,000 is better than
last year at the same time. Expenses of
$1.415 million are the same as last year for the same period, but are slightly
better than the budget of $1.471 million.
It is recognized that the projected deficit will be higher than budget
for the year. Even though revenues, at
$1.245 million, are better than last year’s actual of $1.197 million, they are
worse than budget for the year-to-date, which was $1.289 million. Actual sponsorship revenue of $35,500, is
lower than both last year’s and the budgeted amount, and could result in a
shortfall of $50,000. In conclusion, we
are tracking towards a deficit of $180,000 rather than the budgeted deficit of
$205,000.
(b) Comparative Statistics – October
Mario
Miranda noted that all rental statistics, with the exception of revenues, are
consistently lower, as they were last year.
The decrease in the number and type of events is primarily in the
education and com- munity events.
(c) New
2006 Financial Reporting
Mario
Miranda advised that the new four-stream financial reporting system should be
in place by the beginning of the new year, and he thanked David Scott and
Bonnie Armstrong for all their work in making this happen.
In
reply to a question by Michael Landry, David Scott said that ticket sales are
not included in revenues, and only part of the front-of-house fees are
included.
Lorri
Whetham, Senior Financial Analyst, was present to explain the new financial
reporting system. It will be a very big
reporting change but will ultimately provide better information.
Mario
Miranda agreed that it would provide better information because there would be
new cost centres which will mean everything can be correctly allocated.
Evelyn
Bailey pointed out that the Professional Entertainment Season is just that – a
season, and is not necessarily meant to make money at each show.
Board
members agreed that everyone had done a great job in bringing this financial
reporting change about.
3.0 MANAGER’S REPORT
3.1 P.E.S.
Sales Update
Bonnie
Armstrong reported that fall ticket sales have reached 86%. A number of fall shows have sold out and
others are about 70% sold.
She
went to say that the Bruce Cockburn fundraising event showed a net profit of
just under $12,000, with $3,500 being raised at the silent auction.
Evelyn
Bailey thanked the theatre staff for their hard work in making this event
successful. She noted that Allstate
donated 50 tickets to the staff of Markham-Stouffville Hospital, who were thrilled
with the evening.
David
Scott pointed out that it was the first time the theatre has done a fund-
raising event for itself rather than as a partnership. The last Mayor’s Dinner made a profit of only
$8,000. He also thanked the theatre
staff for doing an amazing job.
Mario
Miranda noted that the Stuart McLean performance was originally fore- cast to
show a loss of $10,000 but the final net loss is about $3,000.
David
Scott added that we would have charged more for tickets, however, as per the contract,
the amount we could charge was capped.
Genny
Landis wondered why an artist is dictating the ticket price.
David
Scott replied that Stuart McLean did not want anyone to have to pay more than
$40 to see the show. Therefore, the net
profit on a ticket is less than what it might be at another facility. It also enables him to play larger halls
where it is more worth his while.
Brian
Harvey pointed out that it wouldn’t have been a problem if the show had been
sponsored.
4.0 ACTION
ITEMS
5.0 UPCOMING TOPICS
6.0 COMMITTEE
REPORTS
6.1 Sponsorship Support Committee –
Genny Landis, Chair, Neil Fernandez, Vice-Chair, Jim Jones
Genny Landis advised that a corporate event is being planned for December 9th, prior to the Christopher Cross performance. Not all invitees have confirmed, however, there are number of new potential sponsors that will be attending. To date, there have been 34 confirmations. The reception will start at 6:30 pm, and it is intended to be more of a sales event than in the past. She was hoping that Board members would take a more active sales role.
Neil Fernandez added that the show is being advertised on 97.3 EZ Rock.
6.2 Special
Events
7.0 OTHER BUSINESS
7.1 2006 Theatre Advisory Board Meeting
Schedule
Brian
Harvey mentioned the meeting schedule for the next year.
7.2 Christmas Lunch
Brian
Harvey noted that the Christmas lunch will be on Tuesday, December 13th
at The Bluestone Bistro.
7.3 Terms of Reference
Brian
Harvey advised that the Town wants to create new Terms of Reference for each
Sub-Committee. A draft of roles and
responsibilities will be available at the January meeting.
7.4 Appointment of Theatre Advisory Board
Chair
Brian
Harvey reminded everyone that he would be stepping down after this meeting. Evelyn Bailey has been approached about being
Chair for the next year.
It
was
Moved
by Brian Harvey
Seconded
by David Banfield
THAT
Evelyn Bailey be appointed to the position of Chair of the Markham Theatre
Advisory Board for the year 2006.
Resolution
carried.
Brian
Harvey thanked those Board members whose terms have expired – Michael Landry,
Joyce Scobie, and Elaine Rubin.
David
Scott added that they are welcome to stay as Sub-Committee members, if they
wish.
Evelyn
Bailey added her thanks to Brian Harvey for his work as Chair during the past
year.
Brian
Harvey went on to stay that Mario Miranda has expressed interest in returning
for another term. He will remain as
Chair of the Finance Sub-Committee.
It
was
Moved
by Evelyn Bailey
Seconded
by Neil Fernandez
THAT
Mario Miranda be appointed to the position of Vice-Chair of the Markham Theatre
Advisory Board for the year 2006.
Resolution
carried.
David
Scott noted that both appointments will have to be ratified at the January,
2006 meeting.
Brian
Harvey thanked everyone for their support during his term as Chair.
8.0 DATE OF NEXT MEETING
Monday,
January 30, 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.