FIRST MEETING OF THE YEAR 2006 -

MARKHAM THEATRE ADVISORY BOARD

TOWN OF MARKHAM

 

Canada Room, Markham Civic Centre

Monday, January 30th, 2006

 

MINUTES

 

ATTENDANCE:

 

Members

 

Evelyn Bailey

David Banfield

Alex Chiu

Neil Fernandez

Leslie Johnstone

Jim Jones

Pat Kincaid

Genny Landis

George McKelvey

Frank Scarpitti

Natalie Talsky

 

Regrets

 

Jennifer Kah

Mario Miranda

Jim Sales

Gary Unitas

 

Staff

 

Bonnie Armstrong, Acting Theatre Manager

Debbie Watson, Theatre Administrative Clerk

David Scott, Programmer

Barb Roth, Director, Recreation & Culture Services

 

 

 

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

 

1.0     RATIFICATION OF THE APPOINTMENT OF EVELYN BAILEY AS THEATRE ADVISORY BOARD CHAIR FOR THE YEAR 2006.

 

          It was

 

          Moved by David Banfield

          Seconded by George McKelvey

 

          THAT the appointment of Evelyn Bailey as the Theatre Advisory Board Chair for the year 2006, be ratified.

 

Resolution carried.

 

1.1     RATIFICATION OF THE APPOINTMENT OF MARIO MIRANDA AS THEATRE ADVISORY BOARD VICE-CHAIR FOR THE YEAR 2006.

 

          It was

 

          Moved by David Banfield

          Seconded by George McKelvey

 

          THAT the appointment of Mario Miranda as the Theatre Advisory Board Vice-Chair for the year 2006, be ratified.

 

Resolution carried.

 

1.2     Remarks from the Chair

 

          Evelyn Bailey welcomed everyone to the meeting and introduced Natalie Talsky as one of the newly appointed Advisory Board members.

 

1.3     APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS ADVISORY BOARD MEETING HELD ON NOVEMBER 28th, 2005.

 

          RECOMMENDED:  THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS advisory BOARD MEETING HELD ON NOVEMBER 28th, 2005, BE APPROVED AS CIRCULATED.

 

1.2     Revised February Events

 

          Bonnie Armstrong explained that Markham Little Theatre is using a whole week.  Their new rehearsal space is now open.  Joe Jr. has come from Hong Kong to appear for two days, and the show is expected to do very well.  Unionville Theatre Company is performing “Anne of Green Gables” at the end of the month.

 

2.0     FINANCIAL REPORT

 

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

 

(a)      December Month End

 

          David Banfield reported that there has been no substantial change to the year-end results.  The actual deficit is $161,900, while it was budgeted at $133,500.  Some minor adjustments still to come will reduce the deficit to about $144,000.  This is only $11,000, or 8%, higher than budget.  He felt this to be a very commendable result.

 

          He went on to say that that ticket sales for fiscal 2005 were budgeted at $624,000, however, total sales were $708,100.  This means that ticket sales have been ahead of budget for the past four years.

 

(b)      Comparative Statistics – 2005 Year-End

 

          There was no discussion of this item.

 

(c)      New 2006 Financial Reporting

 

          Bonnie Armstrong advised that the new system is now in place and it is hoped that the new figures will be available for the February meeting.

 

3.0     MANAGER’S REPORT

 

3.1     P.E.S. Sales Update

 

          Bonnie Armstrong reported that the Christmas shows did very well.  The per- centage of tickets sold for the season is at 90.5%, with three months left to go.

 

3.2     Status of Endowment Fund Report to Council

 

          Bonnie Armstrong explained that in 2005, the theatre received two sponsor donations for the Professional Entertainment Season where no benefits were desired.  Current policy does not permit allocation of donations to the PES budget; they must go to the Endowment Fund.  Staff recommended that this policy be changed to enable the sponsor or donor to decide where the money is allocated.

 

          In reply to questions by David Banfield and George McKelvey, it was explained that tax receipts can be issued if there are no benefits received.  Corporate sponsors can use these receipts as a business expense.

 

 

3.3     2006 Audio Capital Project

 

          Bonnie Armstrong explained that a grant application to the Federal Department of Canadian Heritage could pay for 50% of the new audio equipment.  Pre-approval is required from Council to submit the application.  Council recommended that the balance of funding come from the Endowment Fund, but approval of the Theatre Advisory Board is required to do so.

 

          Frank Scarpitti asked for a clarification with respect to the use of the Endow- ment Fund.

 

          Barb Roth explained that it can be used for major equipment replacements not normally covered by the capital budget.  Council felt that this use qualified.

 

          David Banfield questioned if there was a contingency plan in place if the grant application was not successful.  He also wondered if the cost is firm.

 

          Barb Roth replied that, even though it is in the 2006 budget, the total project would be deferred until 2007.

 

          Bonnie Armstrong added that, with respect to final cost, the matter still has to go to proposal.  The existing analog system is requiring increased repairs and because the equipment is below industry standards, the rental of additional equipment is often necessary.  An audio system has a life span of 10 to 12 years.

 

          Frank Scarpitti pointed out that Council would prefer the money come from the Endowment Fund rather than the taxpayers.  Not using the Endowment Fund could result in deferral of the project.  There has been an audio mixing system purchased in the past, creating a precedent for this type of expenditure.

 

          David Scott noted that the Fund is to be used for items that wouldn’t otherwise be supported through taxes, i.e., a piano vs. a concert Steinway grand piano.  He felt that the purchase of digital audio equipment to be a very appropriate use.

 

          David Banfield agreed that there is clearly a precedent for this type of use of the fund.

 

          It was

 

          Moved by David Banfield

          Seconded by Pat Kincaid

 

          THAT the Markham Theatre Endowment Fund be used for the Town-funded portion of the Heritage Grant Application to upgrade the theatre audio system, to a maximum of $82,950.

 

Resolution carried.

 

3.4     Mayor’s Dinner for the Arts

 

          Bonnie Armstrong advised that the Mayor’s Dinner for the Arts is being held on March 30th at the Hilton Suites.  The entertainer will be Martin Dubé.  Tickets are $150 each or $1,200 for a table of 10.  They are also looking for donations of items to be used as prizes.

 

          Evelyn Bailey added that the proceeds will be split equally between the three cultural venues.

 

          George McKelvey suggested that the theatre donate tickets as prizes.

 

3.5     Season Launch

 

          Bonnie Armstrong noted that the Season Launch will be Monday, May 1st.

 

3.6     2006-2007 Professional Entertainment Season Line-up

 

          David Scott noted that a number of artists have now been confirmed.  Some have not appeared here before, whereas some who have sold well in the past are returning.  There are a couple of retro shows and some especially for seniors.  On the whole, the line-up is intended to have a little broader appeal.

 

          He went on to say that there is no artist confirmed for the gala as yet.  He is trying to book Melissa Manchester but the gala date would have to be switched.

 

4.0     ACTION ITEMS

 

5.0     UPCOMING TOPICS

 

6.0     SUB-COMMITTEE REPORTS

 

6.1     Sponsorship Support Committee – Genny Landis, Chair, Neil Fernandez, Vice-Chair, Jim Jones

 

          Genny Landis read a list of companies who attended the Christopher Cross sponsor evening, and a follow-up letter has been sent.  The sub-committee will be meeting to discuss what to do next.

 

          Neil Fernandez added that there was a good turnout with good feedback.

 

          Natalie Talsky wondered if companies sponsor single shows or make multiple commitments.

 

          Genny Landis explained that the dollar value of a sponsorship is geared to the performer.  They are given advertising and recognition at the event, as well as a plaque.

 

          Bonnie Armstrong added that there is an opportunity to sponsor the season as well as the tickets and ticket envelope.

 

          Jim Jones suggested that they look at obtaining a sponsor for the entire fall line-up, then have a different sponsor for the spring shows.

 

6.2     Special Events

 

7.0     OTHER BUSINESS

 

7.1     Sub-Committee Terms of Reference

 

          Evelyn Bailey advised that the Sub-Committee terms of reference have been drafted with the same type of approach as the Advisory Board terms of reference.

 

          David Banfield suggested that the last sentence of the Nominating Committee be changed by deleting the word “applicant” and replacing it with “persons to apply”.

 

          Jim Jones felt the committee title should be “Volunteering”, however Evelyn Bailey pointed out that the town standard is “Nominating”.

 

          David Banfield suggested that the matter be deferred to the next meeting, which was agreed to by Board members.

 

8.0     DATE OF NEXT MEETING

 

Monday, February 27, 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.