APPENDIX A

 

 

 

The Town of Markham

 

 

PROPOSED

 

 

 

 

MARKHAM THEATRE ADVISORY BOARD

TERMS OF REFERENCE

 

 

 

 

 

 

September, 2005

 

 

 

 

 

Q:\Recreation\SITES\SIT029\Reports\2005\Appendix A Markham Theatre Advisory Committee5.doc

 

MARKHAM THEATRE

ADVISORY BOARD

 

Table of Content

 

 

Mission Statement                                                                                                            3

 

Strategic Direction                                                                                                            3

 

Mandate                                                                                                                           3

 

Board Functions                                                                                                               4

 

Board Name, Composition and Selection of Board Members                                            5

 

Liability of Advisory Board Members                                                                                8

 

Meeting Dates                                                                                                                  8

 

Selection of Advisory Board Chair                                                                                    8

 

Selection of Advisory Board Vice Chair                                                                            8

 

Role of Advisory Board Chair                                                                                           8

 

Role of Advisory Board Members                                                                                    9

 

Role of Town Staff                                                                                                           9

 

Reports and Recommendation from Advisory Board                                                         9

 

Amendments to the Board Terms of Reference and Mandate                                             9

 

Sub-Committee of Markham Theatre Advisory Board                                                     10

 

Responsibilities of the Sub-Committees                                                                           10

 

Accountability                                                                                                                 11

 

Review                                                                                                                           11

 

Organizational Chart                                                                                                       12

 

Code of Ethics                                                                                                                13

 

Declaration of Appointed Office                                                                                      14

PROPOSED

 

MARKHAM THEATRE ADVISORY BOARD

TERMS OF REFERENCE

 

 

Current Mission – No Change

 

Markham Theatre for Performing Arts is committed to enriching the cultural life of the community by developing and promoting a balanced and accessible environment based on the needs and desires of the community, within the framework of emphasizing customer service, while striving for financial self-sufficiency.

 

 

Current Strategic Direction – No Change

 

Markham Theatre, the Varley Art Gallery, and the Markham Museum comprise the Town’s cultural facilities.  The long-range plan for these facilities includes an integrating marketing approach which both enhances the unique capabilities of each venue, and promotes their collective attractiveness as part of the Town’s social and economic development strategy.

 

Current Board Mandate – No Change

The Markham Theatre Board, in conjunction with Town staff, carries out the Board functions to develop and monitor an annual business plan and creates the related policies to achieve the Theatre Mission, which is submitted to Council for approval.

 

Current Board Functions

1.                  The Board, in conjunction with staff, will develop the annual business plan for the theatre season, including:

·        Objective setting, both financial and operational;

·        Programming, policy and framework;

·        Customer service, box office operations, and maintenance;

·        Advertising and promotion;

·        Theatre season budgets;

·        Development and fundraising initiatives;

·        Community groups, usage;

·        Establishment of sub-committees required to meet plan; and

·        New opportunities.

 

2.                  The Business Plan, through the Board chair, will be submitted for Council approval by the end of September each year.

3.                  Theatre season budgets will be utilized in the development of the Town’s fiscal budget which will be submitted through the Chair to Council.

4.                  The Board will monitor the business results and participate in a quarterly business review with Council and Staff.

5.                  The Board, through the Chair, will provide input into the hiring and performance review of the Theatre Manager to the Director responsible for the Theatre.

 

 

Proposed Board Functions

 

1.         The Advisory Board, in conjunction with staff, will develop the annual business plan for the theatre, including:

*          Objective setting, both financial and operational;

*          Programming, policy and framework;

*          Customer service, box office operations, and maintenance;

*          Advertising and promotion;

*          Theatre budgets;

*          Development, sponsorship, fundraising, and special event initiatives;

*          Community groups, usage;

*          Establishment of sub-committees required to meet plan; and

*          New opportunities.

 

2.         The Business Plan will be developed according to the Town’s Corporate Business Plan guidelines and integrated with the Town’s Corporate Business Plan

3.         The annual operating and capital budgets will be developed by staff and reviewed by the Board and integrated with the Town’s Corporate budget.

4.         The Board will monitor the business results and key performance indicators.

5.         The Board will actively assist staff in raising funds for the Theatre through sponsorship, fundraising and special events.

6.         The Board will assist staff at increasing awareness and the profile of the Markham Theatre in the community.

7.         Advise, make recommendations and update Markham Town Council on any matters with regards to the Markham Theatre and its operations.

8.         The Board, through the Chair, will provide input into the hiring and performance review of the Theatre Manager to the Director responsible for the Theatre.

 

Current Board Name, Composition, and Selection

1.                  The Town’s Guidelines for Boards will be utilized as the frame of reference.  The Board will be involved in the development of the criteria for new appointees, and the Chair will be included in the selection process.

2.                  Official name will be The Markham Theatre Board.

3.                  A manageable Board size that does not exceed 10 community members will be established by a joint Council / Board Committee.  Members from Council and Education will be selected by Council.

 

 

Proposed Name

 

The proposed name is Markham Theatre ADVISORY Board

 

Proposed Composition

 

The board will be comprised of eleven (11) voting members. These will include:

 

Voting Members (11 voting members)

2 - Members of Markham Town Council

1 - Representative from the York Region District School Board

8 - Community Members

 

The board will also have various ex-officio members. They will have a vote when in attendance at meetings. These will include:

 

Ex-officio (3 members)

Mayor of Markham

Deputy Mayor of Markham

School Board Trustee

 

At all meetings will be a clerical staff member to record minutes for the Board. Other staff attending meetings but with no voting status include:

 

            Markham Theatre Manager

Director, Recreation and Culture Services

Commissioner of Community and Fire Services

 

Proposed Selection / Appointment of Advisory Board Members

 

The Town’s guidelines regarding the operation of Community Committees and Boards will be utilized as the frame of reference. The Advisory Board Chair will be involved in the development of criteria for new appointees, and the Chair will be included in the selection process.

 

Markham Town Council Members

 

These members will be nominated and selected from the members of Town Council by Markham Town Council. Both Ward Councillors and Regional Councillors may serve on this committee. They will sit as voting members of the Board.

 

York Region District School Board Representative

 

This member will be chosen by the School Board.  It is anticipated that this committee member will be a School Board Trustee or a senior administrator (principal or vice-principal) from a local school, i.e. Unionville High School.

 

Community Members

 

*          Community Members will be selected in a variety of ways. They may be selected from applications that are submitted from members of the community through the Clerks’ Department (based on the Town’s guidelines), or they may be asked by staff to submit an application for a position on the Committee through merit of work they have done on one of the various sub-committees of the Theatre.

 

*          They will be interviewed and assessed for suitability on the Advisory Board by the two members of Markham Town Council and either the current or past Chair of the Theatre Advisory Board.

 

*          Candidate selection will be based on proven business acumen related to Theatre business needs of the theatre operations and / or the ability to secure support from or connect with financial partners in the community. 

 

*          Proven leadership skills and / or personal ability to financially support and fundraise for the theatre will also be taken into consideration in the selection of Advisory Board members.

 

*          Community members for the Advisory Board should reflect the geographic and ethnic diversity of the Town of Markham where possible and should have an affinity for the performing arts.

 

 

Proposed Board Member Length Of Service

 

*          The Community members of the Advisory Board will serve a three‑year term.  Their appointment to the Board will be staggered so that no more than two community members will retire in any given year. The community members are able to serve for additional term(s) but must reapply through the regular nomination and interview process to be reappointed to the committee.

 

*          Members of Markham Town Council serving on this Advisory Board will be elected by Markham Town Council for a renewable three year term – January to December.

 

*          The representative from the York Region District School Board will be selected for a three-year term. Their appointment to the Theatre Advisory Board will be renewable.

 

*          No member shall serve any more than two consecutive terms.

 

*          Following a one-year sabbatical, a person may re-apply and be reappointed to the Board.

 

*          A Board member who is absent for more than three meetings during a one year term without cause may be replaced.

 

 

 

Proposed Liability of Advisory Board Members

 

As an Advisory Board, neither the Board nor the members of the Board are liable for their recommendations.

 

Proposed Meetings

 

The Board will determine the frequency of the meeting; however they must meet a minimum of six times in a year.

 

*          A quorum for a meeting will be considered as 50% of the members, plus one.

 

*          All meetings will have a formal agenda.

 

 

Proposed Selection of the Advisory Board Chair

 

One member will be elected to serve as Chair of the Board at the first meeting of the year. This member should be one of the Community members. This member may or may not have served as Vice-Chair during the previous year.

 

 

Proposed Selection of the Advisory Board Vice-Chair

 

One member will be elected to serve as Vice-Chair of the Board at the first meeting of the year. This member should be one of the Community members.

 

Proposed Role of the Advisory Board Chair

 

The Chair of the Advisory Board is responsible for:

 

*          Setting the meeting schedule for the Board

*          Creating an agenda for the meetings in consultation with the Theatre Manager

*          Chairing the Advisory Board meetings

*          Reviewing reports from other Advisory Board members in consultation with the Theatre Manager for inclusion on the Board agenda

*          Serving as the primary liaison between members of Town of Markham Council and the Advisory Board

 

 

Proposed Role of the Advisory Board Members

 

The members of the Advisory Board are responsible for:

 

*          Attending all meetings

*          Presenting reports and making recommendations to the Advisory Board

*          Serving as an active member on one or more of the sub-committees of the Advisory Board

*          Supporting the recommendations of the Advisory Board

 

 

Proposed Role of Town Staff on the Board

 

Members of Town and Theatre staff are responsible for:

 

*          Assisting the Chair in the creation of an agenda for meetings

*          Presenting background reports and making recommendations for consideration of the Board

*          Acting as a resource for Advisory Board members during meetings

*          Undertaking an orientation for new Advisory Board members when they are appointed to the Advisory Board

*          Taking minutes of the Advisory Board meetings

*          Distributing minutes of the previous meeting and the agenda for the upcoming meeting at least one week prior to each Advisory Board meeting

 

Members of staff do not have a vote on the Advisory Board.

 

 

Proposed Reports and Recommendations from the Advisory Board

 

A report is required to be filed when there is a need for the creation of a policy or the change to an existing policy or objective. Such reports would be written by staff and be reviewed by the Advisory Board. Following this review, the report would be vetted through the Director, Recreation and Culture Services and ratified by Senior Town staff. After the approval of these levels, it will be submitted to Markham Town Council for consideration and decision. Members of the Theatre Advisory Board are encouraged to attend Council meetings where such business is brought forward.

 

 

Proposed Amendments to the Advisory Board Terms of Reference and Mandate

 

Any amendments to the terms of reference for the Advisory Board must be approved by Town Council.

 

 

Proposed Sub-Committees of the Markham Theatre Advisory Board

 

Sub-committees will be struck or disbanded as deemed required by the Advisory Board. Some potential areas for formation of sub-committees include:

 

*          Fund Raising and Sponsorship Development

*          Special Events

*          Financial Performance and Business Plan Tracking

*          Nominating

 

 

Proposed Responsibilities of the Sub-Committees

 

Fund Raising and Sponsorship Development

 

The Markham Theatre Fund Raising and Sponsorship Committee is a sub-committee of the Markham Theatre Advisory Board. It is comprised of Theatre staff and Community Members from the Theatre Advisory Board and Associate Members from the community. Its role is to support in the solicitation, cultivation and recognition of new and existing corporate and individual sponsors and supporters of the Theatre.

 

Special Events

 

The Markham Theatre Special Events Committee is a sub-committee of the Markham Theatre Advisory Board. It is comprised of Theatre staff and Community Members from the Theatre Advisory Board and Associate Members from the community. Its role is to support, help plan and execute special events undertaken by the Markham Theatre. This sub-committee would only be active when there is a special event to plan or execute.

 

Financial Performance and Business Plan Tracking

 

The Markham Theatre Financial Performance and Business Plan Tracking

Committee is a sub-committee of the Markham Theatre Advisory Board. It is comprised of Theatre staff and Community Members from the Theatre Advisory Board and Associate Members from the community. Its role is 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 and its monthly financial performance as well as ensuring that key performance indicators of the theatre are accurately tracked and monitored each year.

 

Nominating

 

The Markham Theatre Nominating Committee is a sub-committee of the Markham Theatre Advisory Board. It is comprised of Theatre staff and Community Members from the Theatre Advisory Board. Its role is to help plan and advise the Theatre Advisory Board and members of Town Council with regards to the skills needed and stipulate the qualities required in incoming Theatre Advisory Board members. The committee may advise on details and possible methods of recruitment for new Board members. They may also actively solicit people to submit an application to the Clerks Department to serve on the Theatre Advisory Board.

 

 

 

Current Accountability

 

1.                  The Board reports to the Council of the Town of Markham through the Recreation and Culture Committee and will submit all reports requiring decisions to this Committee.

2.                  The approved minutes of Board meetings are circulated to Council.

 

 

Proposed Accountability

 

1.                  The Advisory Board reports to the Council of the Town of Markham through the General Committee - Community Services and Environment and will submit all reports requiring decisions to this Committee.

2.                  The approved minutes of Board meetings are circulated to Council.

 

 

Current Review

 

1.                  Council, Board, and staff reviews of Business Plan results will be held on a quarterly basis.

2.                  The mandate, functions, and structure of the Markham Theatre Board will be reviewed through a joint Council / Board process at least once every three years.

 

Proposed Review

 

1.         The Theatre Advisory Board and staff review the Business Plan results on a quarterly basis.

2.         The mandate, functions and structure of the Markham Theatre Advisory Board will be reviewed through a joint Council / Board process as required.

 

 

INSERT ORG CHART
CURRENT CODE OF ETHICS

No change

 

Recognizing responsibilities to the people, desiring to inspire public confidence and respect for government and believing that honesty, integrity, loyalty, justice and courtesy form the basis of ethical conduct, an appointed member:

 

·                    Puts public interest above individual group or special interest and considers the position as an opportunity to serve society.

·                    Recognizes that government service is a public trust that imposes responsibility to conserve public resources, funds and materials.

·                    Never offers, gives nor accepts any gifts, favours, or service that might tend to influence the discharge of duties.

·                    Never uses the position to secure advantage of favour for self, family or friends.

·                    Never discloses confidential information gained by reason of position, nor uses such information for personal gain.

·                    Never makes recommendations, while a member of a Board, on any matter that involves a business in which there is a personal direct or indirect financial interest.

 

 

 

 

                                                                                                                                            

Date                                                                            Signature

 

CURRENT DELCARATION OF APPOINTED OFFICE

 

No Change

 

 

 

I, _________________________________________________, do solemnly promise and declare that I will truly, faithfully, and impartially, to the best of my knowledge and ability, execute the office of ______________________________ to which I have been appointed in this municipality, that I have not received and will not receive any payment or reward, or promise thereof, for the exercise of any partiality or malversation or other undue execution of such office, and that I have not by myself or partner, either directly or indirectly, any interest in any contract with or on behalf of the Corporation except that arising out of my office as ___________________________________.