Report to: General Committee Report Date: March 25, 2009

SUBJECT: Use of Markham Theatre Endowment Fund for Theatre Projector System

PREPARED BY: John Ryerson – 905-477-9511 ext 233

RECOMMENDATIONS:

1. THAT the report titled Use of Theatre Endowment Fund for Theatre Projector System be received and approved, not to exceed the amount of $60,000.

2. AND THAT a 2009 Theatre Capital budget be established in the amount of $60,000 funded from the Theatre Endowment Fund for the purchase and installation of a Theatre Projector System at the Markham Theatre;

3. AND THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

1. Purpose 2. Background 3. Discussion 4. Financial 5. Others (Strategic, Affected Units) 6. Attachment(s)

PURPOSE:

To request the use of funds from the Theatre Endowment Fund to own and install a Theatre Projector System at the Markham Theatre.

BACKGROUND:

Endowment Fund

Revenue that flows into the Endowment Fund is generated by individual membership donations, special events (e.g. 10th Anniversary Gala Ball), and interest on the fund balance. As of March 24, 2009 the balance was $326,701.85.

Since its inception the Endowment has been used to fund such projects/events as the:

· Grand Piano

· 10^th Anniversary celebrations

· Wall of Fame

· Main Curtain

· Audio Mixing Console

· Electronic Message Sign

Theatre Endowment Fund was created in 1985 and the policy was amended in 2006:

EXTRACT FROM THE MINUTES OF THE COUNCIL MEETING HELD ON Jan 17, 2006
REPORT NO. 3 - GENERAL COMMITTEE

(1) THEATRE ENDOWMENT FUND POLICY (6.2 & 2.1)

 That the report titled Theatre Endowment Fund Policy be received and approved;

And that the revised policy as outlined in Appendix A (as attached to the original minutes kept on file in the Clerk’s Office) be approved and be effective immediately.

OPTIONS/ DISCUSSION:

Presently there are approximately 130 communities in Ontario with film societies. 

Owning a projector system will increase community events at the Theatre.  It will support corporate rentals, town events and staff training and most significantly will increase the opportunity for community engagement through participation in film festivals, movie nights, mini film festivals, foreign films etc. Also, this system will be portable and can be used at other locations.

The Culture Department and the Markham Arts Council are working towards the establishment of a community film society modeled on other cities and towns i.e. Richmond Hill and Stouffville who all use the TIFF (Toronto International Film Festival) outreach program.  The TIFF program will facilitate involvement in existing festivals and creating our own, should the community group wish to undertake it.  Through TIFF, a film society can access any film licensed for Canadian distribution.

ITS Department has confirmed that internet access is available for the projector which allows for webcast options.

FINANCIAL TEMPLATE

The estimated cost of equipment and installation is $60,000 and the funds are being requested from the Theatre Endowment Fund, which currently has a balance of $326,701.85. The screen and projector equipment will be tendered per purchasing by-law.

ALIGNMENT WITH STRATEGIC PRIORITIES:

This project to purchase and operate a projector screen provides increased citizen engagement at no net cost to taxpayers.

It will expand service options for corporate clients.

It will provide more training options and use of facilities for staff training.

DEPARTMENTS CONSULTED AND AFFECTED:

ITS Department

Finance

ATTACHMENTS:

January 2006 Report to General Committee “Theatre Endowment Fund Policy”

Appendix A: Recreation and Culture Department Policies and Procedures Manual – December 5, 2005

Resolution of Council Meeting NO. 2 Dated January 17, 2006

RECOMMENDED

BY: ________________________ ________________________

John Ryerson, Brenda Librecz,

Director of Culture Commissioner, Community

& Fire Services