ADMINISTRATIVE REPORT

Date: July 17, 2001
Author/Local: AN/6007

RTS No. 2156

CC File No. 2055

Council: July 26, 2001

TO:	Vancouver City Council
FROM:	Director, Office of Cultural Affairs
SUBJECT:	2001/2002 Theatre Rental Grants

RECOMMENDATIONS

A. THAT Council confirm its previous approval in principle of rental grants to 11 organizations for uses of the Civic Theatres in Spring 2001, in the amount of $792,980, as listed in Table 1, source of funds to be the 2001 Theatre Rental Grant budget.

B. THAT Council approve the addition of two rehearsal uses in the Vancouver Playhouse to the reserve use pool, and increase Coastal Jazz and Blues Society's base level uses from one to two uses.

C. THAT Council approve 11 rental grants totalling $768,805 for uses of the Civic Theatres in Fall 2001, within base level or reserve uses, as listed in Table 2, source of funds to be the 2001 Theatre Rental Grants budget.

D. THAT Council approve, in principle, 11 rental grants totalling $830,900, for uses to the Civic Theatres in Spring 2002, within base level uses, as listed in Table 2, subject to the 2002 Operating Budget Review process.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS approval of the foregoing.

COUNCIL POLICY

In 1979 and again in 1983, City Council affirmed the principle that Theatre Rental Grants are available to cultural organizations that use the Civic Theatres on a regular basis and have been assigned an annual "base level" of theatre rental uses by Council.

In 2000 Council approved the establishment of a reserve pool of theatre rental uses (four in the Orpheum/Queen Elizabeth Theatre, and four in the Vancouver Playhouse), to assist performance arts organizations that do not have allocated base level and to provide for additional uses to regular Theatre Rental Grant applicants.

Council approved the current process for Theatre Rental Grants in 1995, providing for seasonally based grants allocated in July or September of each year for the coming Fall (Sept. 1 to Dec. 31) and Spring (Jan. 1 to Aug. 31). Recommendations for the Spring are approved in principle, subject to the Operating Budget Review for the applicable year.

Approval of grant recommendations requires eight affirmative votes.

PURPOSE

In accordance with the process Council established in 1995, this report: (1) recommends confirmation of the Spring 2001 rental grants that Council approved in principle on September 12, 2000, and (2) makes recommendations for Theatre Rental Grants for the 2001/2002 season (Fall 2001, Spring 2002).

SUMMARY

As listed in Table 1, staff recommend confirmation of the 11 rental grants totalling $792,980 for Spring 2001 that Council approved in principle in September 2000.

Following a review of applications for the coming 2001/2002 season, summarized in Appendix A, staff recommend approval of one additional base level use for Coastal Jazz and Blues Society, and of two additional Vancouver Playhouse rehearsal uses for the reserve pool. Within these new recommended uses and the available 2001 Theatre Rental Grants budget, staff recommend the approval of 11 grants totalling $768,805 for Fall 2001, and approval in principle of 11 grants totalling $830,900 for Spring 2002, as summarized in Table 2.

BACKGROUND

Spring 2001 Grants:

The Theatre Rental Grants budget for calendar year 2001 has been set at $1,567,000 (not including the $100,000 designated for the VSO's office space rental in the Orpheum). Staff recommend that the $792,980 in Spring 2001 Theatre Rental Grants, which Council approved in principle last fall, be confirmed with no adjustments, as listed in Table 1.

Table 1
Spring 2001 Theatre Rental Grants

Academy of Music	$21,725
Ballet B.C.	$27,650
Coastal Jazz & Blues Society	$7,900
Friends of Chamber Music	$6,390
Van. Bach Choir	$22,900
Van. Chamber Choir	$12,480
Van. Opera Assoc.	$118,500
Van. Playhouse Company	$218,385
Van. Recital Society	$16,420
Van. Symphony	$338,500
Van. Youth Symphony	$2,130
TOTAL	$792,980

Confirmation of these grants will leave an unallocated balance of $774,020 in the 2001 Theatre Rental Grants budget, the allocation of which is discussed later in this report.

Requests for 2001/2002 Season

For the Fall 2001/ Spring 2002 season, 13 applicants have requested rental grants totalling $1,606,850, detailed in Appendix A. These applications include:

· a request from Coastal Jazz and Blue's Society for an increase from one to two base levels;
· a request from the Vancouver Youth Symphony Orchestra for an additional rehearsal use; · a request from Ballet B.C. for four uses over base level;
· a request for six Playhouse Theatre uses from Dancing on the Edge Society, which does not have a designated annual base level of theatre rental uses, but which is eligible for assistance from the reserve pool.

DISCUSSION

While the core group of non-profit organizations using the Civic Theatres has remained stable in recent years, the number of rentals by specific users has varied, depending on audience numbers, the availability of other venues, and other factors. Last year, responding to shifts in rental patterns over a period of time, and wanting to provide rental grant recipients with more flexibility, Council approved a number of changes in base level uses and the creation of a reserve use pool, which can be accessed by new applicants as well as the core user group when they need additional uses on a one-time basis.

This year, in addition to recommending approval of uses within base levels, staff are making the following recommendations, within the existing budget ceiling:

· an increase of Coastal Jazz and Blues Society's base level to two uses;
· the addition of two rehearsal uses in the Vancouver Playhouse to the reserve use pool;
· approval of four reserve uses for Ballet B.C.
· approval of four performance and two rehearsal uses for Dancing on the Edge Society.

The recommendations for both Fall 2001 and Spring 2002 are summarized in Table 2, with details provided in the discussion that follows. Staff note that the budget available for Fall 2001 grants, following Council confirmation of Spring 2001 grants (Recommendation A) is $774,020.

The approved 2001 Theatre Rental Grant budget provided for a 1% inflationary increase over last year's budget; no further adjustment to account for the Civic Theatres rental rate increase is necessary this year. Approval of the recommendations in Table 2 will leave an unallocated balance of $5,215 in the 2001 Theatre Rental Grants budget.

Table 2 - Recommendations
2001/2002 Theatre Rental Grants

Organization	$ Fall	$ Spring	$ Total	Rec. Uses	Over(Under) Base
Academy of Music	8,300	22,825	31,125	4	-
Ballet B.C.	95,450	37,350	132,800	18	4*
Coastal Jazz & Blues	8,300	8,300	16,600	2**	-
Dancing on the Edge	10,650	-	10,650	6	6*
Friends of Cham. Music	8,880	6,660	15,540	7	7
Music in the Morning	0	-	0	0	(1)
Van. Bach Choir	39,000	22,400	61,400	11	-
Van. Chamber Choir	12,450	16,600	29,050	5	(1)
Van. Opera	120,350	132,800	253,150	42	(4)
Van. Playhouse Co.	168,165	210,900	379,065	195	(35)
Van. Recital Society	2,220	9,990	12,210	6	(4)
Van. Symphony	295,040	360,855	655,895	98	(2)
Van. Youth Sym.	-	2,220	2,220	1	-
TOTAL	$768,805	$830,900	$1,599,705	395	-30

* Covered by reserve uses
** Recommended new base level

Academy of Music

The Academy rents the Orpheum four times a year to present its student orchestral concerts, which are an important learning opportunity for young musicians. Its current base level covers these uses. Staff recommend approval of the Academy's request for a grant of $31,125 towards one rental in the Fall and three in the Spring.

Ballet BC

Ballet BC has asked for a $132,800 grant to cover 18 uses of the Queen Elizabeth Theatre, four over its approved base level of 14. The additional uses are for a longer run of the company's co-production of Nutcracker with Alberta Ballet, which was successfully initiated as an annual event last year. The Nutcracker presentation involves seven performances, five of them accompanied by the Vancouver Symphony Orchestra. The other rental uses are for Ballet B.C.'s Fall and Spring performance season.

Staff recommend approval of the 18 uses of the Queen Elizabeth Theatre, to be covered by the company's 14 base levels and an additional four uses from the Orpheum reserve pool. The company received an Operating grant of $80,000 this year.

Coastal Jazz and Blues Society

CJBS, which has a base level of one, has applied for two uses of the large Civic Theatres (the Orpheum and Queen Elizabeth Theatres), one this year and one during its Jazz festival in June 2002. The society has also requested an increase in its base level to two uses, noting that its festival and concert season together now use the Civic Theatres for between four and six performances a year. The society's 2001 Operating grant was $10,000.

Recognizing that CJBS's programming includes both commercially viable jazz, blues and world music artists, and less-well-known artists whose concerts are more economically risky, staff recommend that Council approve an additional base level for the society. For 2001, staff recommend a grant of $16,600 towards one use in 2001 and one in Spring 2002, contingent on Council approval of the additional base level use.

Dancing on the Edge Festival

In the past, this contemporary dance festival, which features local, national and international artists at the Firehall Arts Centre and other locations throughout the city, has been able to use to Baxter Grant program to present events at the Vancouver Playhouse. No longer eligible for Baxter funding, the society has applied for a Theatre Rental grant from the City's reserve use pool. It is not asking for base level uses at present, since its long-term requirements have yet to be determined.

As approved by Council last year, there are four performance uses of the Vancouver Playhouse available in the reserve. Staff note that the availability of rehearsal uses in the reserve would benefit established Theatre Rental grant recipients as well as new applicants, and recommend the addition of two Vancouver Playhouse rehearsal uses to the reserve. Contingent on Council approval of this recommendation, a rental grant of $10,650 for Dancing on the Edge Festival Society is recommended. The festival received a 2001 Operating grant of $8,500.

Friends of Chamber Music

This group, which presents a season of 10 chamber music concerts by touring ensembles, has applied for its base level of seven uses of the Playhouse Theatre: four in the Fall and three in the Spring. Staff recommend approval of this request, which amounts to $15,540.

Music in the Morning

Music in the Morning Society has asked for a use of the Queen Elizabeth Theatre to present a matinee performance of the National Ballet of Canada during the Ballet's visit to Vancouver for Ballet B.C. Dance Alive! series. Although the society does have a base level use for morning or matinee concerts, its current request is ineligible for a rental grant. The City's policy regarding the presentation of Canadian touring ballet companies was established over a number of years with Ballet B.C., which receives rental grants for its own productions, but has never received a grant for touring Canadian companies presented on the Dance Alive! series. As in the past, the National Ballet will be responsible for covering its own rental costs when it performs as part of the Dance Alive! series. Staff do not recommend approval of this grant request.

Vancouver Bach Choir

The Bach Choir has applied for a grant within its base level of 11 uses of the Orpheum. This includes two performances of Messiah, which it is the choir's turn to present this year as part of the three year cycle with two other choirs. Staff recommend a grant of $61,400 for the requested uses.

Vancouver Chamber Choir

This well-respected professional choir has a busy season of performances in large and small venues throughout Vancouver, including the Orpheum. This year it has asked for a $29,050 grant toward five uses of the Orpheum, within its base level of six. Approval of this request is recommended.

Vancouver Opera Association

Following a period of financial difficulties, the Vancouver Opera has managed to turn around its fiscal situation and eliminate its considerable deficit through a combination of expense reductions and fund-raising initiatives by the Board. The association has asked for a grant of $253,150 to cover 42 uses in the Queen Elizabeth Theatre, four less than its base level of 46. Staff recommend approval of the request. The VOA received an Operating grant of $16,000 for its outreach and ensemble activities in 2001.

Vancouver Playhouse Theatre Company

The company has requested a grant of $379,065, representing 195 uses, well within its base level of 230 uses of the Playhouse Theatre. Although this year's uses are significantly lower than the company's base level, staff are not recommending a reduced base level at present. The reduced uses are due to a shift from six to five productions in the company's season. However, the number of productions in any given season is expected to vary, depending on touring initiatives, and the company needs some flexibility in its programming. Staff recommend approval of the requested grant.

Vancouver Recital Society

The VRS, which is well known for its excellent programming of emerging and established Canadian and international artists in recital, has a base level of 10 uses of the Civic Theatres. It has applied for a $12,210 grant to cover six uses. Approval of the requested grant is recommended. This year the Recital Society received an Operating grant of $11,000 for its annual Chamber Music Festival.

Vancouver Symphony Orchestra

Staff recommend approval of the VSO's request for a $655,895 grant for 98 uses of the Civic Theatres (97 Orpheum uses and one Vancouver Playhouse use for a children's program), which are within the VSO's base levels of 100 uses, and meet the agreed-upon guidelines for auditions and rehearsals. In addition to this Theatre Rental grant, the Symphony received a 2001 Operating grant of $46,000, and a $100,000 rental grant to cover the estimated value of its office space in the Orpheum.

Staff note that the VSO is facing a significant deficit on its fiscal year ending June 30, 2001, due to a combination of factors, including program expansion necessitated by its labour contract and difficulty in meeting increased revenue goals. VSO staff and a special committee are working on a number of fronts to address the financial situation; Cultural Affairs staff will be able to provide City Council with detailed information in the Fall, following the summer break.

Vancouver Youth Symphony Orchestra

VYSO, which has a base level of one, has asked for a grant of $3,140 toward one performance and one rehearsal in the Vancouver Playhouse by its senior orchestra in Spring 2002. Staff note that the VYSO's request is over base level and are not proposing to increase its base level at present. Approval of a $2,220 grant representing one use is recommended.

CONCLUSION

In keeping with the process approved by Council in 1995, this is the first of two reports dealing with Theatre Rental Grants for the 2001/2002 season. The recommendation for Spring 2002 grants (Recommendation D), will need to be reconfirmed by Council next year after the 2002 Theatre Rental Grants budget is approved.

- - - - -

Appendix A

Theatre Rental Grant Requests
Fall 2001/Spring 2002

Organization	$ Fall	$ Spring	$ Total	Reqst'd Uses	Base Uses
Academy of Music	8,300	22,825	31,125	4	4
Ballet BC	95,450	37,350	132,800	18*	14
Coastal Jazz & Blues Soc.	8,300	8,300	16,600	2**	1
Dancing on the Edge	10,650	0	10,650	6*
Friends of Chamber Music	8,880	6,660	15,540	7	7
Music in the Morning	6,225	0	6,225	1	1
Van. Bach Choir	39,000	22,400	61,400	11	11
Van. Chamber Choir	12,450	16,600	29,050	5	6
Van. Opera Assoc.	120,350	132,800	253,150	42	46
Van. Playhouse Co.	168,165	210,900	379,065	195	230
Van. Recital Society	2,220	9,990	12,210	6	10
Van. Symphony	295,040	360,855	655,895	98	100
Van. Youth Symphony	0	3,140	3,140	2	1
TOTAL	$775,030	$831,820	$1,606,850	397	431

*Includes reserve use requests
** Includes request for additional base level

* * * * *

(c) 1998 City of Vancouver