Agenda Index City of Vancouver

ADMINISTRATIVE REPORT

TO:

Vancouver City Council

FROM:

Director, Office of Cultural Affairs

SUBJECT:

1999 Arts Partners in Organizational Development Grant Allocation

 

RECOMMENDATION

GENERAL MANAGER’S COMMENTS


COUNCIL POLICY

Approval of grant recommendations requires eight affirmative votes.

BACKGROUND

On February 2, 1999, Council approved a budget of $25,000 for the Organizational Development component of the Cultural Grants budget, with $15,000 designated for Arts POD grants and $10,000 for arts administration training and collaborative audience development projects. There is currently a balance of $23,800 in the Organizational Development budget.

PURPOSE

This report recommends approval of the City’s contribution to the Arts POD program for 10 cultural organizations based in Vancouver, and approval of one arts administration grant.

DISCUSSION

Arts Partners in Organizational Development

The program was initiated in 1989 as a jointly funded partnership of the Vancouver Foundation, United Way, Department of the Secretary of State and the City of Vancouver to help non-profit groups deal with common organizational problems and thus to function more effectively.

In 1993 an independent evaluation of the program indicated that it was meeting real needs in the community, that it should be continued, and that other funding partners should be found so that the program could assist more organizations.

A review of the cultural component of POD was undertaken in May of 1997, involving 7 Vancouver arts organizations plus staff from the Vancouver Foundation, Department of Canadian Heritage, BC Arts Council, Vancouver Arts Stabilization Team(VAST), United Way and the City’s Office of Cultural Affairs. As a result, the arts component of POD has been re-named for clarity as Arts POD, and strengthened in two ways:

a) engaging the Vancouver Arts Stabilization Team to bring their organizational development expertise to small organizations by providing an organizational assessment option. This provides an analytical grounding for organizations, enabling more focused and cost-effective planning work to follow; and

b) adding the BC Arts Council as new partner in the program, increasing by $25,000 the funds available to the program. This contribution continued in 1998 and 1999.

To reduce costs and red tape the United Way has handled the administration of the Arts POD program, co-ordinating mailing lists, distributing applications, and mailing out one cheque to each successful applicant. At the request of the United Way and the funding partners, this administrative task has now been taken on by the Vancouver Arts Stabilization Team as it has extensive experience specific to arts organizations.

Arts POD grants are reviewed by a committee of staff representing each funder. Proposals are assessed on the basis of eligible activities and costs, documented need, clear activity plan and long term benefits to the organization as a whole. Copies of the 1999 Arts POD brochure describing the program, including eligibility and evaluation criteria, are attached as Appendix C.

Although the program is province-wide, City funds are allocated only to Vancouver based organizations, while the other funders contribute both to Vancouver groups and non-Vancouver groups. The contributions to the Arts POD funding partnership is set out in the table below:

City of Vancouver $ 15,000

Vancouver Foundation 25,000
B.C.Arts Council 25,000
Dept. Canadian Heritage 25,000

TOTAL $ 90,000

A province-wide total of 34 applications were received, of which 16 requests came from Vancouver organizations. This is an increase in request levels from last year, when the province-wide total was 28, including 12 requests from Vancouver.

Arts Administration - Pacific Cinematheque request

Grants for arts administration training are designed to help arts organizations upgrade the skills of administrative staff members through short-term courses and workshops at recognized institutions. Grant requests are evaluated on the basis of financial need and potential benefits of the training to the organization. Successful applicants are required to provide a report evaluating the results of the training.

Pacific Cinematheque Society has applied for a grant toward the $ 500 cost of sending its communications manager to two marketing courses at BCIT. The training will augment this individual’s ability to take on increased responsibilities in the area of audience development. Staff recommend a grant of $ 250.

CONCLUSION

Office of Cultural Affairs staff recommend approval of an Arts Partners in Organizational Development grant of $ 15,000 to the Vancouver Arts Stabilization Team for subsequent distribution to ten cultural organizations as listed in Appendix A. Organizations not recommended for support are listed in Appendix B. Further, a grant of $250 for arts administration training is recommended for the Pacific Cinematheque Society.

Approval of the recommendations in this report will leave an unallocated balance of
$8,550 in the Organizational Development component of the Cultural Grants Budget.

- - - - -

APPENDIX A

1999 ARTS POD GRANTS RECOMMENDED ORGANIZATIONS

Of the 34 grant requests received for all of BC, 23 were recommended for grants totalling $67,500. City funds are used only for organizations active in Vancouver, with additional support being provided from the other funding partners.

The following cultural organizations are recommended for Arts POD grants. Where organizational assessments are indicated, these will be managed by the Vancouver Arts Stabilization Team, and involve an outside consultant usually working for a flat fee.

ORGANIZATION PURPOSE OF GRANT Requested Granted City share

Dr.Sun Yat Sen Garden

To examine additional arts and cultural programs in the context of an extended strategic plan.

$ 5,000

$ 3,000

$ 2,500

Early Music Vancouver

Assessment identifying priorities for managing change

1,500

1,500

1,000

Katherine Labelle Dance

Assessment identifying governance and operating issues

1,500

1,500

1,000

Kinesis Dance

Assessment reviewing artistic, financial and marketing objectives

1,500

1,500

1,000

Mascall Dance

Assessment for Board and staff re admin structure, mission

1,500

1,500

1,000

Pacific Baroque Orchestra

Strategic planning, including detailed marketing & financial plans

2,000

2,000

1,500

Powell Street Festival

To create a strategic plan based on results from previous needs assessment process.

4,550

2,500

2,000

Theatre in the Raw

Assessment clarifying mission, admin and Board roles

1,500

1,500

1,000

Vancouver Folk Music Festival

An enhanced assessment focused on financial stability and the related policy requirements

1,500

5,000

3,000

Vancouver Youth Theatre

Assessment to strengthen both administrative staff and Board performance

1,500

1,500

1,000

TOTAL $ 22,050 $ 21,500 $ 15,000

1999 ARTS-POD GRANTS NOT RECOMMENDED FOR FUNDING

Organization Request $

Canadian Institute of the Arts for Young Audiences 7,500
Jewish Historical Society 1,500
Playwrights Theatre Company 1,500
Radix Theatre Society 1,500
Reel to Real:Celebration of Moving Images Society 8,000
The Bill Reid Foundation 50,000

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ag991130.htm

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