SECOND MEETING OF THE
YEAR 2005 -
TOWN OF
York Room,
MINUTES
ATTENDANCE:
Members
Brian
Harvey, Chair
Evelyn
Bailey, Vice-Chair
David
Banfield
Alex
Chiu
Neil
Fernandez
Maxine
Houghton
Leslie
Johnstone,
Jim
Jones
Genny Landis
Michael
Landry
George
McKelvey
Frank
Scarpitti
Regrets
Pat
Kincaid
Mario
Miranda
Barb
Roth
Elaine
Rubin
Jim
Sales
Joyce
Scobie
Gary
Unitas
Staff
David
Scott, Theatre Manager
Debbie
Watson, Theatre Secretary
The
meeting convened at the hour of
Second
Markham Theatre Board Meeting - 2005,
Page 2.
1.0 REMARKS
FROM THE CHAIR
Brian
Harvey noted the lack of a quorum at the beginning of the meeting, and welcomed
Leslie Johnstone, who has replaced Gayle Brocklebank-Vincent at
1.1 APPROVAL OF THE MINUTES OF THE MARKHAM
THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON
It was noted that Michael Landry was
not present at the meeting.
RECOMMENDED: THAT THE MINUTES OF THE MARKHAM THEATRE FOR
PERFORMING ARTS BOARD MEETING HELD ON
1.2 February Events
David
Scott reported that there are events on most days during the month. David and Judy are doing four performances of
“PigMania” during the March break. There are also a
couple of dance recitals. The four professional entertain- ment
season shows are all basically sold out.
2.0 FINANCIAL
REPORT
2.1 Finance - Mario Miranda, Chair, Michael
Landry, Pat Kincaid, Joyce Scobie
(a) January
Month End
Michael
Landry pointed out some concerns of the Finance Committee. The 2004 results show a $206,000 deficit,
whereas it was thought to be $140,000.
The Committee also has difficulty with the 2005 budget, and felt it to
be unrealistically aggressive. It was
their suggestion that it be re-examined.
The January figures, however, are better than expected.
David
Scott explained the expense overages and revenue shortfalls. The unexpected expenses included an increase
in full-time salaries, the printing of stationery for the 20th
Anniversary, sponsorship promotion expenses not budgeted for, and building
maintenance, including the repair of the bar fridge.
He
went on to say that the budget process started in late summer, and the budget
was approved in early February. The
theatre took back the responsibility of soliciting sponsors and recognition
costs. The artist fees were based on a
budgeted capacity of 89%, but only 83% was achieved. This translates into a loss of $45,000 in
ticket sales. The summer camp enrolment
was lower than expected. Some funds
earned in 2004 were moved to fiscal 2005.
Ticket handling charges were down due to the reduction in ticket
sales. More renters chose not to issue
tickets. Such items all add up to a
$93,000 variance.
Second
Markham Theatre Board Meeting - 2005,
Page 3.
In response
to questions by Michael Landry, David Scott said that the camp enrolment
problem has been resolved. The Contact
Centre is now aware of the program and won’t be referring calls elsewhere. They are, in fact, taking applications prior
to the summer guide being published.
With regard to the ticket handling charge, there has been a new charge
put in place if users choose not to use the box office for tickets, however, it
does not cover the difference. The
rental fee structure is close to the point were people don’t
want to pay any more, so we are trying not to introduce more fees.
Alex Chiu
wondered why the Call Centre was taking summer camp registrations, rather than
the theatre.
David Scott
explained that the Call Centre is the registration centre for all the town’s
programs. The issue was addressed and
resolved.
David Banfield felt the results to be disappointing, as they had
been monitored as late as November. He
thought the budget would be met.
Brian
Harvey added that the concern is it could happen again, due to the aggressive
budget for 2005. We rely on forecasting
but couldn’t forecast some of the gaps.
He wanted it formally recognized that the Board is concerned with the
2005 operating budget, and that they feel that the targets contained therein
may not be achievable.
Frank
Scarpitti questioned the specific projection concerns, and who had submitted
the budget figures.
David Scott
said that the bottom line is very tight.
The increased costs have to have offsetting revenues. Staff salaries have increased by 3.5%. He had some input into the budget during the
early stages, but then it was taken out of his hands. He only saw the final format after it had
been approved.
Michael
Landry pointed out that the Finance Committee had looked at the figures and
said they wouldn’t have accepted them.
Brian
Harvey admitted that there will be pressures throughout the year. There are some upsides but overall, meeting
the budget will be a challenge.
Genny Landis didn’t see the budget as a big concern.
Second
Markham Theatre Board Meeting - 2005,
Page 4.
David Scott
noted that sponsorship, for example, has been increased by $25,000. Realistically he doesn’t think this can be
achieved. The dollar value of ticket
sales is up by 6%. Almost half of the
budgeted amount in ticket sales have been sold, but
there is no way of knowing what will happen in the fall. The grant program has been discontinued so
there will be no more grant monies available.
Furthermore, there is a potential for a school board strike. If there is a work-to-rule campaign, May and
June events will be cancelled and we will only be able to recoup the base
rental rate.
(b) January Comparative Statistics
David Scott
advised that the statistics are still being monitored.
3.0 MANAGER’S REPORT
3.1 P.E.S.
Sales Update
David
Scott reported that spring ticket sales is at 83% of
capacity, and at 86% including complimentary tickets. The current 2004-2005 average for the season
is 84%. We have never hit $624,000 in
ticket sales, but are half way there to date.
The biggest risk is the professional entertainment season. Artists have to be paid whether they sell out
or not. The format has been changed in
order to try and reduce the risks involved.
There will no longer be any formal series, with everything now being
“Choose Your Own”. The number of perfor- mances
have been adjusted, with some options to add extra shows. The ticket handling charge has gone from $2.50
to $3.00, and this will be part of the advertised price. The prime seating area will be enlarged by 30
seats, with tickets being an average of $4.00 higher per prime
seat. The processing deadline for
renewing subscriptions has been revised.
There are fewer family and theatre shows because both traditionally
loose money.
He
went on to explain how ticket prices were arrived at for some of the fall
shows. This enables him to figure out
ahead of time what will be loss leaders and what the market will be. He also tries to budget so that any
sponsorship is a bonus over and above what we actually make. There is also a profit loss on subscription
discounts.
3.2 Proposed 2005-2006 Professional
Entertainment Season
David
Scott explained that there will be a lot more shows on Fridays and Saturdays
than before. There are only three more
to confirm.
George
McKelvey wondered who negotiates the block bookings.
George
Scott replied that C.C.I. has a person on staff to do
the negotiations, otherwise we would never have been
able to book Bruce Cockburn on our own.
Second
Markham Theatre Board Meeting - 2005,
Page 5.
Evelyn
Bailey asked for a status update on the Mayor’s Dinner for the Arts.
David
Scott advised that Strategic Services had met with the Mayor and Jim Sales, but
no decision has been made on whether it will be for the arts. Proceeds may go elsewhere.
Jim
Jones felt there was no need to be dependent on the Mayor. The theatre could hold it’s
own fundraiser.
David
Scott reminded the board members that the theatre had partnered with the
Evelyn
Bailey pointed out that since the theatre sold most of the tickets anyway,
perhaps there shouldn’t be a partner.
David
Banfield agreed, adding that the theatre did all of
the work to create the event but a large part of the proceeds went elsewhere.
David
Scott wondered if Bruce Cockburn would be a good enough draw to market as a fund
raising event. We will, however, have to
await a final decision on the Mayor’s Dinner.
Genny Landis reminded them that partnering with another
charity has been mentioned in the past.
It would be nice to have our own theatre event like the wine tasting
that the museum holds. There needs to be some kind of continuity.
Evelyn
Bailey offered to follow up with ideas.
She also suggested using up and coming artists through the “Celebration
of the Arts” program.
Brian
Harvey recommended that the cost of holding such an event be examined.
Jim
Jones felt that moving the event from the hotel to the theatre was logistic- cally sound. He
thought the money should go to a new building fund or for new equipment. There is no reason why they shouldn’t be able
to raise a couple of hundred thousand dollars in revenue. He wondered when a decision would be made.
David
Scott replied that he would either ask Stu Taylor to attend the next meeting,
or he would have an answer by that time.
George
McKelvey thought that if a dinner/theatre performance
was to be held, it would be difficult to prepare for it now, but it could be
done next year, giving us sufficient time to prepare.
Alex
Chiu suggested the formation of a Fundraising Committee.
Second
Markham Theatre Board Meeting - 2005,
Page 6.
4.0 ACTION
ITEMS
5.0 UPCOMING TOPICS
6.0 COMMITTEE
REPORTS
6.1 Sponsorship
– Genny Landis, Chair, Maxine Houghton, Vice-Chair, Neil
Fernandez, Pat Kincaid, Jim Jones
Genny Landis
advised that they had agreed on the software options. The data base needs to be streamlined. She felt it is difficult to obtain new
sponsors with the current sponsorship levels.
They want to make it as attractive as possible. They have discussed the possibility of a VIP
package with two seats to a high profile show, dinner and overnight accommodations. There has to be support from partners,
however. There is also a plan to use one
of the April profess- sional season shows for a
sponsor evening. David Scott and Wendy Woof-Severn would be dealing with the
current sponsors.
Michael Landry wondered who would be
getting the new database program up and running, and when.
Jim Jones replied that it could be
ready in as little as a month. Once it
is up and running, it would be possible to add the art gallery information.
6.3 Future
– David Banfield, Chair
The Future Committee had nothing to
report at this time.
7.0 OTHER BUSINESS
8.0 DATE OF NEXT MEETING
Canada
Room,
9.0 ADJOURNMENT
There
being no further business, the meeting adjourned at