SIXTH MEETING OF THE YEAR 2005 -
TOWN OF
MINUTES
ATTENDANCE:
Members
Brian
Harvey, Chair
Evelyn
Bailey
David
Banfield
Alex
Chiu
Jim Jones
Genny
Landis
Michael
Landry
George McKelvey
Mario Miranda
Elaine Rubin
Joyce Scobie
Regrets
Neil
Fernandez
Leslie
Johnstone
Pat
Kincaid
Barb
Roth
Frank
Scarpitti
Jim
Sales
Gary
Unitas
Staff
David
Scott, Theatre Manager
Debbie
Watson, Theatre Secretary
The
meeting convened at the hour of
Sixth
Markham Theatre Board Meeting - 2005,
Page 2.
1.0 REMARKS
FROM THE CHAIR
Brian
Harvey welcomed everyone to the meeting, noting that there was no quorum to
start.
1.1 APPROVAL OF THE MINUTES OF THE MARKHAM
THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON
Michael Landry noted that the word
“roll” in paragraph 2, page 4, be deleted and replaced with the word “role”.
RECOMMENDED: THAT THE MINUTES OF THE MARKHAM THEATRE FOR
PERFORMING ARTS BOARD MEETING HELD ON
1.2 August Events
David Scott reported that August will
be a slower month, with the majority of rentals being dance graduations. These types of uses are by invitation only
and, therefore, pay no box office fees. Because
the number of non-ticked events have increased
recently, there is now a fee of $350 if the box office services are not
used. If tickets were to be issued for a
sold out event, it would mean that $1,500 in ticket handling charges would be
collected. The Music Theatre Camp final
presentation will be on August 26th.
In reply to questions by David
Banfield, David Scott said that the maximum age is 14 for the drama camp, and 16
for the music camp. They are being promoted through the high schools.
Brian Harvey asked about the event
being held by Don Valley North Lexus.
David Scott explained that it is a
promotional event for their customers.
They will probably be billed about $2,500, which means we will make a
profit.
Evelyn Bailey wondered if time is set
aside for theatre maintenance or renova- tions.
David Scott said replied that maintenance
is fit in around the bookings.
2.0 FINANCIAL
REPORT
2.1 Finance Committee- Mario Miranda, Chair, Michael
Landry, Pat Kincaid, Joyce Scobie
(a) May
Month End
Mario
Miranda advised that the December, 2004, results are now in and they show a
final deficit of $206,000, which is worse than the $128,000 budgeted. The average deficit for the years 2000-2004,
was $75,000, but the last five years were all better than budgeted.
Sixth
Markham Theatre Board Meeting - 2005,
Page 3.
He went on
to say that revenues have remained fairly consistent, whereas expenses have increased
each year. Revenues to the end of May
are better than last year, however, some items are not
yet reflected. Monthly
comparisons of actuals to budget is not a good indicator. The Town’s financial staff
has given the Finance Committee some information but it needs further
analysis. It is not as detailed as was
hoped because the theatre makes up only a tiny portion of the town’s revenue,
and we need to be a little more clear as to what specific information we
want. The end result is that we will
fall short of budget in 2005.
David
Banfield pointed out that the results are not untypical of other years.
David Scott
noted a couple of recent trends. There
has been a reduction in the number of rentals, and corresponding revenues for
each day are down because clients are using fewer hours. Another factor is the increased number of
events for which tickets are not being issued, thereby avoiding the payment of
box office handling fees. The amount
budgeted for sponsorships will not be met.
These items all affect the overall bottom line.
He went on
to say that during the next couple of months, Debbie Watson will be arranging
staff visits to other theatres to see how they are managed, what their
competition is, what rental costs are, etc. New theatres are being built in
David
Banfield wondered if people use Markham Theatre because it is a better venue.
David Scott
replied in the affirmative, adding that it has the number of seats that people
like, and a staff that understands how to deal with the various types of events.
David
Banfield asked if it would be cheaper to rent a school facility.
George
McKelvey said that they can use a school for free but if they want a higher
class event, they come here.
David Scott
added that
Sixth
Markham Theatre Board Meeting - 2005,
Page 4.
3.0 MANAGER’S REPORT
3.1 P.E.S. Sales Update
David
Scott advised that ticket sales are doing extremely well, with a season average
of 48%, the equivalent of which wasn’t achieved until the end of August last
year. Sponsorship revenues are $10,000 for
both the fall of 2005 and spring of 2006.
Fall ticket sales are at $185,000, which is only $101,000 short of the
budgeted revenue amount. A couple of the
family shows have a lower percentage of sales but there will be a push on sales
in the fall. There are a number of shows
with options to add performances and this will happen if necessary.
3.2 DAVID SCOTT – LEAVE OF ABSENCE
David
Scott advised that, as of October 1st, he would be taking a one year
leave of absence to work on contract with the Baptist Convention of Ontario and
Brian
Harvey congratulated David Scott on his well-deserved break and wondered if a
succession plan had been determined.
David
Scott explained that the succession plan is presently being worked on. Part of the deal was that he wanted to ensure
the plan doesn’t negatively affect the theatre and it’s
operations. A lot of lead time is being
provided for training.
David
Banfield agreed that congratulations were in order.
4.0 ACTION
ITEMS
4.1 Theatre Board Draft Terms of Reference
Evelyn Bailey felt there was a need
for a Selection Committee in order to establish the criteria for membership,
i.e. financial capability.
George McKelvey pointed out that, in
the past, the Board would make recom- mendations, but were criticized by Council for doing
so. It was his opinion that there is
something to be said for the Board recommending candidates.
David Banfield added that if the criteria for selection is not narrowed down, problems could
arise. There should be marketing,
sponsorship or financial skills required.
If specific advertising is done for people to sit on certain committees,
members can be appointed appropriately.
Sixth
Markham Theatre Board Meeting - 2005,
Page 5.
Mario Miranda noted that the
Alec Chiu advised that members used to
start at the sub-committee level before becoming a Board member, a system that
worked well.
Evelyn Bailey argued that past
experience or a candidate’s work-related position could result in direct
appointment as a Board member.
George McKelvey noted that the Chief
Administrative Officer is not an ex-officio member, but could attend meetings
and give input, and staff are not voting members.
Genny Landis wondered why the Board
Chair and Vice-Chair are not elected.
She also suggested that the Board Chair work more closely with the Committee
Chairs. Currently there are no Committee
Chair meetings.
George McKelvey pointed out that they
are to be elected at the first meeting in January.
David Banfield did not feel that an
open election would be feasible. Either
everyone would want to be Chair or no one would.
Michael Landry felt the current method
of appointment to be appropriate for a small group.
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 Angus Glen has agreed to sponsor “Dark Side of the Moon”. Loblaw Properties and the Miller Group have confirmed but are deciding on shows. A couple of others are still pending. Jim Jones is responsible for the contacts.
She went
on to say that she met with Maxine Houghton to go over her contact list. All names have now been assigned to a
committee member. Theatre staff is
following up with past sponsors. The
committee met earlier in the spring with Jim Sales and Barb Roth but at the time
there was no strategic plan in place. One
has since been put together and a follow-up meeting is to be held shortly. She felt there should be specific time frames
for certain tasks. The earlier in the
year contacts are made, the better, because a lot of budgets are being done
now. It was her opinion that one of the
problems seems to be getting sponsors to return. If they don’t, perhaps the trouble is with
the “product” we’re offering.
Sixth
Markham Theatre Board Meeting - 2005,
Page 6.
Evelyn Bailey suggested that perhaps
companies are getting away from paying sponsorship money but are willing to
purchase tickets instead.
Jim Jones added that they want more
exposure for their money. He went on to
say that he currently has approximately $40,000 worth of new sponsorships
waiting to be confirmed.
6.2 Bruce Cockburn Fundraising
Committee – Randy Barber, Brian Harvey, Evelyn Bailey, Neil Fernandez,
Ross Sutherland, Elaine Rubin.
Evelyn Bailey reported that, as a result
of a meeting held recently, they will be approaching businesses in the area
regarding the donation of food and wine.
They are proposing special touches such as spotlights, a red carpet, and
ushers wearing tuxedoes. It is also
proposed that there be some type of raffle tickets with prizes including a
Bruce Cockburn signed tour jacket.
7.0 OTHER BUSINESS
David
Scott mentioned the Armstrong Family Trust Fund that has been set up in memory
of Bonnie Armstrong’s husband Michael.
Information in this regard is available if any Board member wishes it.
8.0 DATE OF NEXT MEETING
Canada
Room, Civic Centre
9.0 ADJOURNMENT
There
being no further business, the meeting adjourned at