EIGHTH MEETING OF THE YEAR 2005 -

MARKHAM THEATRE ADVISORY BOARD

TOWN OF MARKHAM

 

Canada Room, Markham Civic Centre

Monday, September 26th, 2005

 

MINUTES

 

ATTENDANCE:

 

Members

 

Brian Harvey, Chair

Evelyn Bailey

Alex Chiu

Neil Fernandez

Genny Landis

Michael Landry

George McKelvey

Mario Miranda

Elaine Rubin

Frank Scarpitti

Joyce Scobie

 

Regrets

 

David Banfield

Leslie Johnstone

Jim Jones

Pat Kincaid

Jim Sales

Gary Unitas

 

Staff

 

David Scott, Theatre Manager

Debbie Watson, Theatre Secretary

Bonnie Armstrong, Facility/Production Manager

Barb Roth, Director, Recreation & Culture Services

 

 

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 Friday will be David Scott’s last day prior to going on his leave of absence.  Bonnie Armstrong will take over as Acting Theatre Manager during this time.

 

1.1     APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON AUGUST 22ND, 2005.

 

          RECOMMENDED:  THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS BOARD MEETING HELD ON AUGUST 22ND, 2005, BE APPROVED AS CIRCULATED.

 

1.2     SEPTEMBER Events

 

          David Scott reported that October is the beginning of the 2005-2006 Profes- sional Entertainment Season.  Saturday evening is “Pink Floyd – Dark Side of the Moon”, sponsored by Kylemore Communities.  The Unionville Gala has been cancelled due to low ticket sales and competition from tonight’s event.  A fund- raiser for the Ontario Society for the Prevention of Cruelty to Animals is being held on October 29th.

 

          In response to a question by Michael Landry, David Scott advised that they will be charged the base building rate.

 

2.0     FINANCIAL REPORT

 

2.1     Finance Committee - Mario Miranda, Chair, Michael Landry, Pat Kincaid, Joyce Scobie

 

(a)      September Month End

 

          Mario Miranda advised that the current net deficit of $109,000 is greater than last year.  The year-to-date expenses are also higher than in 2004.  There has been an effort to reduce the operating materials and supplies.  Overall revenues are in a slightly better position than last year, as are rental revenues.

 

          He went on to say that camp registrations were less than expected.  Sponsorships are at $73,000 to the end of the year, compared to $100,000 at the same time last year.  The current deficit is likely to exceed the budgeted deficit and is projected to be in the $180,000 range.

 

          The draft 2006 budget has been received and discussed by the Finance Sub-Committee.  The projected deficit has been increased from $160,000 to $180,000.  The Sub-Committee feels this is aggressive and difficult to achieve, and were of the opinion that a more realistic amount would be $200,000.

 

          Brian Harvey wondered if they felt they were getting support from the Finance Department.

 

          Mario Miranda responded that they did not think so and were requesting a meeting with the Finance Department.  There are three different revenue streams – PES, community and education.  They want to know how much it costs to put on each type of performance and what the return is.  Hopefully further information will be available by the next meeting.

 

(b)      Comparative Statistics – August

 

          Mario Miranda noted that the number of days rented, the number of performances, tickets sold, and attendance, are all down over last year.  The combined theatre rental revenue, however, is up by $3,700.  The decrease is primarily in education and community events.

 

          David Scott added that the most alarming statistic is the lower atten- dance.  It also seems that a “glass ceiling” has been hit with regard to rental rates.  Every charge is now being questioned by the rental clients.  Even today, for the first time in memory, an invoice was sent to Markham Little Theatre because they didn’t sell enough tickets to their recent performances to cover expenses.

 

          Michael Landry pointed out that there is a decline in the number of people not using the box office for tickets.

 

          In reply to a question by Brian Harvey, David Scott said that if Unionville High School brings 300 students for an assembly, they are counted as attending.

 

3.0     MANAGER’S REPORT

 

3.1     P.E.S. Sales Update

 

          David Scott reported that the fall 2005 tickets sold are at 59% capacity, and spring 2006 is at 63%.  There are a number of shows already in a profitable position, but a couple are still a high financial risk.  Stuart McLean is presently at -$15,000 because the CBC strike has kept it from being mentioned on air.  The average capacity of ticket sales for fiscal 2005 is 77%.  The overall 2005-2006 season is at 61% sold.  Total ticket sales are at $590,165 for fiscal 2005, which is only $33,800 below budget.

 

          Elaine Rubin wondered if a second show of the Irish Rovers would be added.

 

          David Scott suggested that there could be a matinee, but there are no other dates currently available.

 

          George McKelvey wondered about the competition from banquet halls.

 

          David Scott advised that he was unaware of specific competition but some schools are holding their graduations at locations where they can have a combined dinner/dance.

 

          Bonnie Armstrong added that the same is true for some fundraising events.

 

4.0     ACTION ITEMS

 

5.0     UPCOMING TOPICS

 

6.0     COMMITTEE REPORTS

 

6.1     Sponsorship Support Committee – Genny Landis, Chair, Neil Fernandez, Pat Kincaid, Jim Jones

 

          Genny Landis reported that a meeting had been held the previous week to discuss the action plan.  There will be some minor revisions made to it.  They are still looking for more people to sit on the committee and it was suggested that they try and make the work more attractive to prospective members.  They are also going to review the sponsor package in order to enhance it.  More shows are needed at a lower dollar value.  Jim Jones has been a lot of help, however, she was asking for contact information from the other councillors.

 

          Brian Harvey pointed out that as the board moves to eight community members, it will be important to get community sub-committee members with the appropriate background and skills.

 

          Mario Miranda wondered if more than one company could be approached to sponsor a specific show.

 

          Genny Landis explained that each show has a specific sponsor dollar value.  Those at $5,000 have been repackaged at $2,500.  The package will be revised for the next season to provide more shows at the lower level. 

 

          Evelyn Bailey suggested that, since a potential sponsor night not like a specific type of show, that they be asked where their interests lie, in order to match them up accordingly.

 

          Genny Landis went on to say that the previous corporate evening was held too late in the year, so they want to propose one at an earlier time.

 

          Brian Harvey expressed his concerns with four levels of sponsorships.  Some- times there is too much choice.  The product should be simplified, with the company being allowed flexibility.

 

          Genny Landis pointed out that some sponsor receptions have cost more than the original donation.  Jim Sales has suggested adding perks from other depart- ments within the town.

 

          Evelyn Bailey thought perhaps they could be allowed to pick what they want from a list.

 

          Alex Chiu added that a $10,000 donation could be split into more than one show.

 

6.2     Bruce Cockburn Fundraising Committee – Evelyn Bailey, Randy Barber, Brian Harvey, Neil Fernandez, Ross Sutherland, Elaine Rubin.

 

          David Scott advised that there has not been a recent meeting.  Wendy Woof-Severn has been organizing the event.  We are unable to obtain our own lottery licence and have been unsuccessful in arranging for a community group to do it.  Wendy has been dealing with a potential sponsor, however, nothing has been confirmed.

 

          He went on to say that 50 tickets have been bought by Allstate so that they can distribute them to emergency service workers in Markham and York Region.

 

          Evelyn Bailey added that they are proposing things such as a red carpet, in order to help people notice a difference in the event.

 

7.0     OTHER BUSINESS

 

7.1     Complementary Tickets for Sponsored Events

 

          David Scott pointed out the new policy which limits the number of tickets to five per show, with one per person.  This will not necessarily preclude you from having two tickets, however, this will be subject to availability.  If you do get a ticket, you are requested to attend the reception.

 

          Genny Landis added that it is also very important that the sponsors know who the board members are.  She will be forwarding company information to the board ahead of time, and hard copies will be available prior to the performance.

 

          Frank Scarpitti suggested that there be a short audio announcement as well.

 

          Board members were in agreement, as long as it doesn’t become a commercial message.

 

8.0     DATE OF NEXT MEETING

 

Monday, October 26th, 2005, 5:30 p.m.

Canada Room, Civic Centre

 

9.0     ADJOURNMENT

 

There being no further business, the meeting adjourned at 6:40 p.m.