SEVENTH MEETING OF THE YEAR 2004 -

MARKHAM THEATRE BOARD

TOWN OF MARKHAM

 

Canada Room, Markham Civic Centre

Monday, September 27th, 2004

 

MINUTES

 

ATTENDANCE:

 

Members

 

David Banfield, Chair

Evelyn Bailey

Gayle Brocklebank-Vincent

Neil Fernandez

Brian Harvey

Maxine Houghton

Jim Jones

Genny Landis

Frank Scarpitti

Joyce Scobie

Nick Sidoti

 

Regrets

 

Helen Bowkett

Laurie Burns

Alex Chiu

Pat Kincaid

Michael Landry

George McKelvey

Mario Miranda

Barb Roth

Elaine Rubin

Jim Sales

Gary Unitas

 

Staff

 

David Scott

Debbie Watson

 

The meeting convened at the hour of 5:40 p.m. with David Banfield in the Chair.

Seventh Markham Theatre Board Meeting - 2004,

September 27th, 2004,

Page 2.

 

1.0     REMARKS FROM THE CHAIR

 

          David Banfield expressed his disappointment with the low attendance of board members during the past few meetings.  The August meeting did not produce a quorum, and at the commencement of this meeting there was not a quorum present. He expressed the view that volunteering to be a board member automatically indicated that one would give maximum support possible to the board and their committee activities.   Emergencies are acceptable but meeting dates are known a year ahead so time should be planned accordingly. Many members do not even send ‘regrets’ when they are unable to attend.  He indicated that he will be sending a letter to all board members on this topic with the hope that 2005 will see much better attendance numbers.

 

1.1     APPROVAL OF THE MINUTES OF THE MARKHAM THEATRE FOR PER- FORMING ARTS BOARD MEETINGS HELD ON MAY 3RD AND AUGUST 30TH, 2004.________________________________________________________________________

 

          RECOMMENDED:  THAT THE MINUTES OF THE MARKHAM THEATRE FOR PERFORMING ARTS BOARD MEETINGS HELD ON MAY 3RD AND AUGUST 30TH, 2004, BE APPROVED AS CIRCULATED.

 

1.2     October Events

 

David Scott reported that, with the exception of the Mayor’s Dinner for the Arts, the events are fairly standard.  It will be a reasonably busy month with only a couple of dark days.

 

2.0     FINANCIAL REPORT

 

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

 

Brian Harvey reported that the current situation looks quite good.  We are $2,000 over budget in expenses, on a budget of more than $1,000,000. Revenues make up the difference, at $59,000 favourable.  Rental revenues and ticket sales are up, however, camp registrations were down.  The year-end budget was a deficit of $115,000, but it is now anticipated that it will be only $105,000.

 

David Banfield felt that the fact that expenses are in line with the budget, is commendable and congratulated David Scott for his efforts in this regard.

 

David Scott explained that the combined theatre rental to the end of August, 2004 is higher than it was at the same time in 2003.  It compares to 2002.  There are more rental days and performances, but fewer tickets sold.  Rental revenues are up considerably, and will be increased January 1st, 2005.

Seventh Markham Theatre Board Meeting - 2004,

September 27th, 2004,

Page 3.

 

3.0     MANAGER’S REPORT

 

3.1     P.E.S. Sales Update

 

          David Scott explained the sales update to September 23rd.  Ticket sales are still very low in the family and theatre series shows.  Some additional ads will be run next week.  Fall sales are currently at 55%, with the overall capacity for fiscal 2004 average at 69%.  There is only $29,000 more in ticket sales required to meet the fiscal 2004 budget.

 

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

 

          Frank Scarpitti questioned whether there were one or two events for the 20th Anniversary.

 

          David Scott explained that there was originally one gala event planned for two nights, however certain town staff members wanted a Mayor’s Dinner for the Arts, and wanted it to be on one of the gala nights.  Thursday night is now the Mayor’s Dinner for the Arts, whereas Friday night is the 20th Anniversary Gala.  Thursday night’s event starts with a dinner at the Hilton Suites, followed by a show.  Friday’s event is a show only.  There will be special events such as a birthday cake at intermission and an artists’ CD that will be given out.

 

          Frank Scarpitti was concerned that there is very little reference to the 20th Anniversary in the dinner information.  He thought it had been the Board’s decision to combine the events in order to highlight the 20th Anniversary.  He expressed his disappointment that the event now seems to be buried, when, in fact, he thought it was to have been more prominent.  He felt that an ad with a prominent 20th Anniversary heading should be placed in the Markham Economist newspaper.

 

          David Scott responded by saying that there are only 113 seats left to sell for Thursday night.  People who purchased tickets for the Thursday night show only were asked if they could change to the Friday night show.  The box office has stopped selling show only tickets for Thursday night.

 

          Evelyn Bailey added that she didn’t think the community understands what is happening.

 

          David Scott explained that the Mayor’s Dinner for the Arts has taken on a life of its own and the event is being headed up by staff who do not work for the theatre.

Seventh Markham Theatre Board Meeting - 2004,

September 27th, 2004,

Page 4.

 

          Evelyn Bailey pointed out that there has not been much support from either the museum or gallery for the Mayor’s Dinner event.

 

          David Scott responded by saying that the theatre has done really well in selling tables for the event with only a few sales coming  from the museum  and art gallery.

 

          There will be a draw for a $7,000 prize package.  Tickets are $20 for the draw, which is expected to generate about $6,000. We are continuing to sell corporate tables.  People are willing to spend money to sit at the Mayor’s table.  It is anticipated that the event will sell out.

 

          In reply to a question by David Banfield, David Scott said that the Mayor’s Dinner is being headed up by Cathy Joyce.  The question remains that if the other two cultural venues are not involved, why are the proceeds being split three ways evenly.

 

          Brian Harvey wondered if the theatre gets part of the profits from events that the other venues hold.

 

          David Scott replied that they have their own events such as the Art Auction and Wine Tasting, which are run by their boards.  The Mayor wants an inclusive event for all three venues.

 

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

 

          Genny Landis reported that the Committee has been experiencing some growing pains and things are being done slower than they had hoped.  They will be meeting after the Board meeting to discuss how things can be done better.  There will be another mailing going out shortly.

 

          David Scott added that, as a result of a three week course he took in the summer, he would be sharing a lot of new information as to how we could work smarter with better results.

 

          In reply to a question by Frank Scarpitti, David Scott confirmed that obtaining sponsors is the responsibility of the theatre.

 

6.3     Future – David Banfield, Chair

 

          David Scott advised that the report on the theatre expansion feasibility study will recommend that the matter be deferred for a period of five years.  The matter will continue to be tracked to determine if any new sources of funding become available.  The theatre is continuing to send out customer surveys to rental clients.  One common response from the questionnaire has been a lack of available rehearsal time.

Seventh Markham Theatre Board Meeting - 2004,

September 27th, 2004,

Page 5.

 

          David Banfield questioned how town staff were able to take the a positive board recommendation to proceed, following the feasibility study, with the theatre expansion and effectively turn it into a negative recommendation for council. This all without  any reference or feedback to the board.

 

          David Scott felt that either Barb Roth or Jim Sales would be better placed to address this issue.

 

          David Banfield was concerned that money has already been spent and a positive report was to have gone to Council via staff. Approval was only being sought for the next phase of the exploratory work, not a final definitive approval to build an extension as such he felt that a suitable explanation and rationale should be forthcoming for the board.

 

          Frank Scarpitti indicated surprise that the board was not aware of the change and also felt that there should have been Theatre Board representation at the meeting when the report went to Council.

 

          David Scott said that the amended report talked about competition for fund raising within the community.  It also mentioned the loss of business from the main space to the new secondary space.  The Town’s Finance Department revised the proposed cost of expansion set out in the feasibility study.

 

          Jim Jones added that they (council) were not sure what the ultimate plans for the Anthony Roman Centre site are.

 

          David Scott pointed out however that the town has been aware of the theatre’s desire to expand and this expansion is part of the plan.

 

          Frank Scarpitti said that there are a lot of competing interests within the town to raise funds.  Examples are the Unionvilla expansion, the new YMCA building and Markhaven.  There are no federal or provincial grants currently available for such a building project.  He again stressed that the  board should have been able to make a presentation to council on this issue.  He agreed that the town wants to ensure that the current site is the right place to build.  It might be feasible to do a different project elsewhere.

 

7.0     OTHER BUSINESS

 

8.0     DATE OF NEXT MEETING

 

Monday, October 25th, 2004, 5:30 p.m.

Canada Room, Markham Civic Centre

 

9.0     ADJOURNMENT

 

There being no further business, the meeting adjourned at 6:30 p.m.