FIFTH MEETING OF THE YEAR 2005 -
TOWN OF
York Room,
MINUTES
ATTENDANCE:
Members
Brian
Harvey, Chair
Evelyn
Bailey
David
Banfield
Alex
Chiu
Neil Fernandez
Leslie Johnstone
Jim Jones
Pat
Kincaid
Michael
Landry
George McKelvey
Mario Miranda
Elaine Rubin
Frank Scarpitti
Joyce Scobie
Gary
Unitas
Regrets
Genny Landis
Staff
David
Scott, Theatre Manager
Debbie
Watson, Theatre Secretary
Barb
Roth, Director, Recreation & Culture Services
The
meeting convened at the hour of
Fifth
Markham Theatre Board Meeting - 2005,
Page 2.
1.0 REMARKS
FROM THE CHAIR
Brian
Harvey welcomed everyone to the meeting.
1.1 APPROVAL OF THE MINUTES OF THE MARKHAM
THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON
RECOMMENDED: THAT THE MINUTES OF THE MARKHAM THEATRE FOR
PERFORMING ARTS BOARD MEETING HELD ON
2.0 FINANCIAL
REPORT
2.1 Finance Committee- Mario Miranda, Chair,
Michael Landry, Pat Kincaid, Joyce Scobie
(a) April
Month End
Mario
Miranda advised that April is the first month with comparisons available to the
prior year. Expenses are in a more
favourable position that at the same time last year. Some expenses are still outstanding. The
professional entertainment season continues to be very positive. A comparison of monthly actuals to budget is
not necessarily a good indication of the current financial situation. It is still felt that the budget is too
aggressive, with the biggest impact being sponsorships.
David Scott
pointed out that an artist’s fee from 2004, in the amount of $5,150, was missed
and even though the show’s other transfers were done in 2004, the transfer of the
artist fee did not occur until 2005.
In reply to
a question by Michael Landry, David Scott explained that the staff
gapping recovery was prorated across the entire Commission, and the amount
shown is the theatre’s portion.
Brian
Harvey wondered about the difference in promotion and adver-
tising.
David Scott
said that it was simply a matter of timing, due to the season launch.
David Scott
went on to say that both rental and front-of-house revenues are down over last
year. Reasons for this may be less box
office handling charges being paid, and clients using fewer hours of rental
time per performance. Revenues are down
about 10% from where they tradition- nally are.
Mario
Miranda added that one of the reasons for wanting to meet with town financial
staff is to try and determine ways to maximize rental revenues.
Fifth
Markham Theatre Board Meeting - 2005,
Page 3.
3.0 MANAGER’S REPORT
3.1 P.E.S.
Sales Update
David
Scott expressed his excitement at how extremely well ticket sales are
going. The average capacity sold is
already at 40.3%, whereas it was only 19.8% at the same time last year. Total ticket sales are $243,700, compared to
$144,680 last year, which is an increase of 168.5%. Membership donations are also up substantially.
A second performance of “Unforgettable” has already been added. The shows with lower ticket sales will pick
up as it gets closer to the performance date.
There is a trend towards larger subscription orders, with the average
being around $600.
Michael
Landry offered his congratulations on the tremendous ticket sales.
In
reply to a question by Brian Harvey, David Scott said that there are options to
add additional performances of various shows if necessary.
4.0 ACTION
ITEMS
4.1 Theatre
Board Draft Terms of Reference
Brian Harvey noted that the number of
community volunteers shown on page 8 of the proposed terms of reference, should
be eight rather than six.
George McKelvey added that the quorum
for a meeting should be 50% of the voting
members, plus one. He also pointed out
that since Council members are appointed for a three year term, they should be
appointed to the Committee for the same length of time, rather than one year,
as suggested on page 7.
Jim Jones pointed out that the Mayor should
also be listed as an ex-offico member.
He felt that the representative from the Board of Education should be
from
Mario Miranda expressed his concern regarding
the reduction in the number of community volunteers. They are the ones that will drive the committees. We’ve seen that sponsor revenues have come
down. When doing a fundraising drive, it
is more important to have additional people because everyone is trying to
attract dollars. In fact, we should be
trying to get prominent people to sit on the board.
Brian Harvey responded by saying that
it is the intent that the sponsorship sub-committee have many people who are
not board members. One of the reasons
for the review, which was asked for by the board earlier in the year, was
because of the number of past meetings that did not have a quorum.
Fifth
Markham Theatre Board Meeting - 2005,
Page 4.
Mario
Miranda argued that it is not costing anything to have additional people on the
board because, as volunteers, they are doing it for the good of the com- munity and not to get paid. At times they invest their own
money in the theatre. If you want to
raise money, you have to have the people on the board to do it.
Frank
Scarpitti noted that he was originally in agreement as the community is the
heart of the theatre. The board,
however, was up to a complement of 18 members, which is a big number of people
for any board and becomes unmanageable.
It has been difficult at times to get a quorum. It is better to try and achieve an effective
board where each of the four communities get people
who can contribute. The intent is not
that it be staff-driven with no community roll.
Mario
Miranda pointed out that the list of past board members contains a number of
high profile people. Sponsorship was a
big issue and raised a lot of money. If
there is an effective sub-committee that has a good Chair, then there is not a
problem, but there may be one of there are only nine voting members. He felt that a bigger committee is better
because everyone cannot always attend.
Frank
Scarpitti suggested that for the sub-committees to be effective, each Chair
should be a board member, with a Vice-Chair serving as alternate in the absence
of the Chair. If all members are
committed to doing the best job, this shouldn’t happen often.
Michael
Landry noted that things have been handled well in the past if someone has been
away. He disagreed with changing it from
a Board to an Advisory Committee. Being
on a Board carries more weight in the public eye than being on an Advisory
Committee.
George
McKelvey pointed out that being on an Advisory
Board carries different liabilities than being on a Board.
In
reply to a question by Jim Jones, Barb Roth explained that the
George
McKelvey added that under the terms of the Kathleen McKay will, a Foundation
was required to be set up in order to administer the cash portion of the will.
Mario
Miranda wondered what is causing the change when the deficit has remained
around $100,000 for the last few years.
Fifth
Markham Theatre Board Meeting - 2005,
Page 5.
Barb
Roth reminded the Board that it was being done at their request because of the
problem with having quorums at past meetings.
Reducing the composi- tion
from 18 to 11 members was done strictly for streamlining reasons. In order to ensure a quorum at meetings, you
have to have active members.
George
McKelvey commented that if the lack of a quorum is a consistent problem, then
the numbers should be reduced. It was
his opinion that the larger the numbers, the less likely people are to go
because they would think their attendance wasn’t needed.
Evelyn
Bailey added that it is a struggle to get the right candidates who have the
appropriate skills. They need to target
those people having a high profile presence.
David
Banfield pointed out that they should be focusing on quality rather than
quantity. People have to make a
commitment to attend the meetings. The
recruitment process should be looked at closely in order to ensure the right
people are chosen for the job.
Michael
Landry came to the conclusion that while the title doesn’t appear to be
important, he felt it should be an Advisory Board. He pointed out that a number
of things in the current terms of reference aren’t happening, eg.,
theatre budget approval through the Chair to Council. He suggested that the current system be made
to work better rather than changing it to something else.
George
McKelvey liked the idea that the theatre budget be completed earlier in the
process, in consultation with the manager.
After
some further discussion, the Board agreed that the matter would be placed on
the June agenda, with the intent of proceeding to Council in September.
5.0 UPCOMING TOPICS
6.0 COMMITTEE
REPORTS
6.1 Sponsorship – Genny Landis, Chair, Neil
Fernandez, Pat Kincaid, Jim Jones
Neil Fernandez reported that they recently met to draft a business plan. Jim Jones has received sponsorship commitments totalling $7,500.
Brian Harvey asked about the status of the company listing, which was to have been distributed to the Board.
Neil Fernandez replied that he would
either send it by e-mail or hand out copies at the next meeting.
Fifth
Markham Theatre Board Meeting - 2005,
Page 6.
George McKelvey requested that they
ensure the list meets the Freedom of Information guidelines.
Evelyn Bailey asked for an update on
the April 14th sponsorship event.
David Scott replied that, as a result
of the event, Whiteplace Painting has agreed to sponsor “Goodnight Desdemona”.
7.0 OTHER BUSINESS
David
Scott advised that Evelyn Bailey and Neil Fernandez had volunteered to be on
the Bruce Cockburn Fundraising Committee and asked for other volun- teers who would be
interested in looking for donations and sponsors, and to help with corporate
ticket sales.
8.0 DATE OF NEXT MEETING
9.0 ADJOURNMENT
There
being no further business, the meeting adjourned at