SIXTH MEETING OF THE YEAR 2004 –

MARKHAM THEATRE BOARD

TOWN OF MARKHAM

 

10 Whiteoak Court, Markham

August 30th, 2004 – 5:30pm

 

MINUTES

 

 

ATTENDANCE:

 

David Banfield, Chair

Evelyn Bailey

Gayle Brocklebank-Vincent

Laurie Burns

Neil Fernandez

Genny Landis

Michael Landry

Mario Miranda

Elaine Rubin

Joyce Scobie

 

Regrets

 

Helen Bowkett

Alex Chiu

Jim Jones

George McKelvey

Brian Harvey

Maxine Houghton

Pat Kincaid

Barb Roth

Frank Scarpitti

Nick Sidoti

Gary Unitas

Debbie Watson

 

Staff

David Scott

Bonnie Armstrong

 

The meeting convened at the hour of 5:37 pm with David Banfield in the Chair.

Sixth Markham Theatre Board Meeting - 2004,

August 30th, 2004,

Page 2.

 

1.0            REMARKS FORM THE CHAIR

 

David Banfield welcomed everyone to the meeting.

 

1.1            APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS BOARD MEETING HELD ON MAY 31ST, 2004.

 

          RECOMMENDED:  THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS BOARD MEETING HELD ON MAY 31ST, 2004, BE APPROVED AS CIRCULATED.

 

          David Banfield asked if the theatre’s goal of 50% capacity has been reached for the end of August.

 

          David Scott reported that, as of August 23rd, sales were at 45% of capacity sold.  Therefore we are a little behind target but there appears to be a great deal of interest in the single sales due to start in early September.

 

          Michael Landry inquired if the theatre is satisfied with the financial information coming from the town on a regular basis.

 

          David Scott replied that monthly financial reports are now being received.

 

1.2            July, August & September Events

 

          David Scott reported that the Markham Youth Theatre moved their performance from September to July, therefore September is quite a bit slower.  However we are receiving a number of calls for bookings.  The Shaar Shalom Synagogue is holding their High Holiday services in Markham Theatre this year.

 

2.0     FINANCIAL REPORT

 

2.1     Finance - Brian Harvey, Chair, Mario Miranda, Vice-Chair, Michael Landry, Pat Kincaid, Joyce Scobie

 

(a)               August Month End

 

Mario Miranda reported that the deficit is $33,000 to date, whereas it was budgeted at $102,000 to the end of August.  Revenue is at $43,000 more than budget, and expenses are $9,000 over budget.

 

The theatre has met its sponsorship goal of $100,000.  There is also $30,000 in Federal grant money in the bank.

 

The Finance Committee is looking at the ticket handling charge revenues.  These are lower than budgeted because some events are opting to use no tickets.

Sixth Markham Theatre Board Meeting - 2004,

August 30th, 2004,

Page 3.

 

David Banfield inquired if a fee could be imposed for non-use of the Box Office in such instances. David Scott replied that some theatres currently do this, and staff is considering it.

 

David Scott further indicated that a ticket handling fee brings in approxi- mately $1,250 per event and the ticking printing fee (usually $250) does not cover this amount.

 

(b)               Comparative Statistics

 

David Scott mentioned that the comparison summary numbers to the end of July are in the last chart on the page.

 

David Banfield inquired if a double booking counted as 2 days rental. David Scott replied that it counts as two separate rentals.

 

David Banfield noted that the revenue and number of events are going up.

 

(c)               Proposed 2005 Rental Rates

 

David Banfield reported that Council has approved the rental rates for 2005.

 

David Scott reported that rates are now allowed to increase according to the inflation rate without needing further council approval.

 

3.0            MANAGER’S REPORT

 

3.1     P.E.S. Sales Update

 

David Scott reported that, in regards to the details for fall events, we are where we expect to be.  Ads will be coming out after Labour Day.  Sales of individual tickets start on September 14th.  A lot of calls have been received regarding single ticket sales.

 

David Scott noted that, with the change in the current government, the status of the Arts Presentation Grants is unsure.  There is suspicion that they may be cut.  We stand to lose up to $70,000 annually if this happens.  2005 may be tougher for the theatre.

 

David Banfield inquired about what the planning for the 2005 budget is.  David Scott advised that it is based on receiving $0 more than the current year.

 

David Scott advised that fall ticket sales are at 41%, and spring sales are at 45%, for an overall capacity sold of 43%.

Sixth Markham Theatre Board Meeting - 2004,

August 30th, 2004,

Page 4

 

4.0     ACTION ITEMS

 

5.0     UPCOMING TOPICS

 

6.0     COMMITTEE REPORTS

 

6.1     20th Anniversary/Mayor’s Dinner – Evelyn Bailey-Semeniuk, Co-Chair, Elaine Rubin, Nick Sidoti

 

Michael Landry noted that there is still a way to go for the Gala, currently only at 34% of capacity sold.

 

          David Banfield remarked it is a good thing that the event is already in a profit position.

 

          David Banfield said that he hopes all board members will attend on the 14th.  He asked what is happening at the committee meetings.

 

          Elaine Rubin reported that she was at one meeting and they were asked to sell tickets to the event.

 

          David Scott reported that sales have been disjointed due to summer holidays.  There will be a mail out from the Mayors office this week to corporations, sponsors, and members of the theatre, gallery and museum.  The event seems to be coming together fairly well.  There are a number of corporations expected to purchase tables to the dinner.

 

          In response to a question by David Banfield, David Scott said that the event capacity is 500 for the dinner and show.

 

          Michael Landry asked what the ‘dream prize’ is.

 

          David Scott replied it was unconfirmed at this time, but that they were hoping it would be something you could not go out and buy.

 

          Laurie Burns asked if the items in the dream prize package are being paid for

 

          David Scott replied that the items are being donated.

 

6.2     Sponsorship Support Committee - Genny Landis, Chair, Maxine Houghton, Vice-Chair, Helen Bowkett, Laurie Burns, Neil Fernandez

 

          David Scott reported that new sponsors have come on board including: Burgundy Asset Management, Fieldgate Developments, and Freda & Frank Spain.  Advertising ads have been sold to Magnotta, The Oyster House, Muriel’s Flowers and the Hilton Suites Hotel.  Advertising revenue of $9,000 is expected on a budget amount of $6,000.

Sixth Markham Theatre Board Meeting - 2004,

August 30th, 2004,

Page 5.

 

          David Scott went on to say that the 2004 budget for sponsorship revenue is $100,000, which has been met.  The 2004-2005 season also has a target of $100,000 in revenue, which is 65% committed.  The balance will hopefully be earned soon.  Sponsor packages designed by Genny Landis are available to Board members to hand out to potential sponsors.  The next sponsorship mailing out has not gone out as Maxine Houghton is on holiday and she has the database.

 

6.3     Future – David Banfield, Chair

 

          David Banfield reported the proposal is still being revised before going to Council.   A full report will be available at the next meeting.

 

7.0     OTHER BUSINESS

 

8.0     DATE OF NEXT MEETING

 

          Monday, September 27th, 2004 - 5:30 pm

          Canada Room, Civic Centre

 

9.0     ADJOURNMENT

 

          There being no further business, the meeting adjourned.