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TO: |
Mayor and Council |
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FROM: |
Barbara M. Roth, Director, Recreation and Culture
Services |
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PREPARED BY: |
David Scott, Manager, Markham Theatre |
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DATE OF MEETING: |
2004-Dec-13 |
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SUBJECT: |
Markham Theatre - Advisory Board Composition |
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RECOMMENDATION:
THAT the report entitled “Markham Theatre – Advisory Board Composition”
be received;
AND THAT the vacancies created by members’ terms expiring or by members
resigning not be filled until such time as a new committee structure has been
determined;
AND THAT Culture and theatre staff research and advise the Mayor and
Council on any recommended changes to the composition and role of the
AND FURTHER THAT Culture and theatre staff develop criteria to be used
in the recruitment process, in order to obtain Board members who have the skill
and interest to engage in fundraising and sponsorship activities.
PURPOSE:
The purpose of this report is to present to Council the current concerns
regarding the composition, size and role of the
BACKGROUND:
Over the last two years, the role of the Theatre
Advisory Board has evolved. This
evolution has included a need to focus more on the fund development and
sponsorship at the Markham Theatre, and less on the monitoring of the
operations of the Theatre. Staff at the
Theatre and the Town is diligent at following the financial and programming
progress of the Theatre on a daily, weekly, monthly and annual basis. This part of the Theatre Board role has
therefore become somewhat redundant for the community member serving on the
Board. As a result, there continues to
be a number of Board members who do not attend the monthly meetings on a
regular basis. Over the past number of
months, getting a quorum (50% of voting members + 1 = 10 members) at meetings
has been difficult.
The need that is currently most required for the
Theatre is contacts within the community who will ensure successful sponsorship
and fund-raising campaigns as well as support for special events. These functions require a specific type of
community member to undertake them and successfully carry them out.
The current Board composition is large with the
following representation:
Voting
Members
12 Community members
4
members of Town Council
1
1 Y.R.D.S.B.
trustee
Ex-officio
1
Theatre Manager
1
Director of Recreation & Culture
1
Commissioner of Community & Fire Services
Total = 21 members
With such a large Advisory Board, it is difficult to
regularly get a quorum and conduct meaningful business at meetings. A Board of
a smaller size is being considered. It
might be comprised as follows:
Voting
Members
5
community members
1
member of Town Council
1
Board of Education representative (UHS principal or YRDSB trustee)
Ex-officio
1
Theatre Manager
1
Director, Recreation & Culture or Commissioner, Community & Fire
Services
Total = 9 members
At the same time that the composition of the Theatre
Advisory Board is being reviewed, the terms of reference for the Board should
also be reviewed.
The changes, if any, would be
recommended back to Town Council in mid 2005. The changes would then be
implemented over the course of 2005 and into 2006.
OPTIONS/DISCUSSION:
The revision of the Theatre
Board may streamline operations and make fund-raising and sponsorship more
effective.
Community involvement can
still be high through the service of community members on the various
subcommittees of the Theatre Advisory Board.
These are not appointed positions, but utilize community members as
volunteers for specific projects.
FINANCIAL CONSIDERATIONS:
No financial implications are to be considered in this report.
BUSINESS UNITS CONSULTED AND
AFFECTED:
Markham Theatre staff
Markham Theatre Advisory Board
Town of
ATTACHMENTS:
Current 2004
Current Terms of Reference for Markham Theatre Advisory Board
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Barbara M. Roth, Director Recreation and Culture Services |
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Jim Sales, Commissioner Community and Fire Services |
Q:\Recreation\SITES\SIT029\Reports\Theatre
Advisory Board Composition.doc
