ADMINISTRATIVE REPORT

TO:

Vancouver City Council

FROM:

Director, Office of Cultural Affairs

SUBJECT:

2003/2004 Theatre Rental Grants

 

RECOMMENDATIONS

GENERAL MANAGER'S COMMENTS

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 an annual basis and have been assigned an annual "base level" of theatre rental uses by Council.

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" (the second half of a given year) and "Spring" (the first half of the following year). Recommendations for the following year are approved in principle, subject to the Operating Budget Review for that year.

On September 12, 2000, Council approved the establishment of a "reserve pool" of theatre rental uses to assist established performing arts organizations that do not have a designated "base level" of uses of the Civic Theatres. Reserve uses may also be applied to additional uses by regular Theatre Rental Grant applicants.

On October 24, 1989, Council approved the lease of office space in the Orpheum basement at a annual rent of $100,000 to the Vancouver Symphony Society, as part of the long-term sustainability plan for the Society.

Approval of grant recommendations requires eight affirmative votes.

PURPOSE

In accordance with the process Council established in 1995, this report recommends:
(1) confirmation of Spring 2003 rental grants that Council approved in principle on Sept. 10, 2002; (2) Theatre Rental Grants for the 2003/2004 season, and (3) approval of a grant to cover the Vancouver Symphony's lease of office space in the Orpheum.

SUMMARY

Staff recommend confirmation of 12 rental grants for Spring 2003, which Council approved in principle in September 2002, for a total $906,925, as listed in Table 1. Approval will leave an unallocated balance of $755,675.

Within the established base levels and the 11 reserve uses, staff recommend approval of 12 grants totalling $755,200 for Spring 2003, and approval in principle of 13 grants totalling $1,007,375 in Spring 2004, as summarized in Table 2.

Staff also recommend approval of $100,000 grant to the VSO to cover the lease cost of its offices in the Orpheum.

BACKGROUND

Spring 2003 Grants:
On February 27, 2003 Council approved a Theatre Rental Grants budget of $1,762,600, which includes the $100,000 annually designated for the VSO's office space rental in the Orpheum. From this budget, staff recommend that the 12 Theatre Rental grants for Spring 2003, approved in principle by Council last year, be formally approved in the amount of $906,925. This amount provides for adjustments in the grants to the Bach Choir, Vancouver Opera and Vancouver Symphony to reflect reduced actual uses (Table 1).

Confirmation of these grants will leave an unallocated balance of $755,675 in the 2003 Theatre Rental Grants budget, the allocation of which is discussed later in this report.

Table 1 - Spring 2003 Theatre Rental Grants

Organization

Approved in Principle

Final Recommended

Academy of Music

$23,925

$23,925

Ballet B.C.

$30,450

$30,450

Coastal Jazz & Blues Soc.

$17,400

$17,400

Friends of Chamber Music

$6,900

$6,900

Van. Bach Choir

$33,250

$24,725

Van. Chamber Choir

$13,050

$13,050

Van. New Music

$2,300

$2,300

Van. Opera Association

$139,200

$130,500

Van. Playhouse Company

$227,125

$227,125

Van. Recital Society

$24,300

$24,300

Van. Symphony Society

$413,050

$403,950

Van. Youth Symphony

$2,300

$2,300

TOTAL

$933,250

$906,925

Reserve Uses Pool
While the core group of non-profit arts organizations with base level uses has remained stable in recent years, their actual uses of the Civic Theatres declined. In 2000, Council approved the transfer of "surplus" base uses to a new reserve uses pool for frequent users of the theatres that have not qualified for designated base levels because they have not had a long-term, consistent level of annual performances. As a second priority, the reserve is also intended to provide for additional uses over base by regular Theatre Rental Grant applicants.

Council should note that the combined number of base level and reserve uses in the Theatre Rental Grant program does not change, to ensure that the Theatre Rental grants budget can reasonably be expected to cover possible requests. The reserve pool gives the City greater flexibility in responding to shifting patterns of use among applicants.

Requests for 2003/2004 Season
For the 2003/04 season, 17 applicants have applied for rental grants totalling $1,796,150, as listed in Appendix A. These applications include the following requests over base level or from applicants without base levels but eligible for reserve uses:

Orpheum/QET reserve uses (up to 4 available):

Ballet British Columbia

3 uses over base level (2 rehearsals, 1 performance)

Early Music Vancouver

1 performance use

Van. Cantata Singers

2 (1 performance, 1 rehearsal)

Van. Summer Festival Society

3 uses (2 performances, 1 rehearsal)

TOTAL

9 uses

Vancouver Playhouse uses (up to 7 available):

Dancing on the Edge Society

3 uses (2 performances, 1 rehearsal)

Van. New Music Society

4 uses (2 performances, 2 rehearsals)

Van.Youth Symphony Orchestra

1 performance use over base level

TOTAL

8 uses

 

 

 

DISCUSSION

Recommendations for the 2003/04 season are summarized in Table 2, with details on each organization provided in the discussion that follows. Staff note that the recommendations include the following uses from the reserve pool, which staff note are intended for performances, not rehearsals.

Orpheum/QET reserve uses (up to 4 available):

Early Music Vancouver

1 use

 

Van. Cantata Singers

1 use

 

Van. Summer Festival

2 uses

 

 

Vancouver Playhouse uses (up to 7 available):

Dancing on the Edge Fest.

2 uses

 

Van. New Music Soc.

2 uses

 

Van.Youth Symphony Orch.

1 use

 

 

Table 2 - 2003/04 Theatre Rental Grant Recommendations

Organization

Fall `03

Spring `04

Total

Uses

Base

Academy of Music

$8,700

$23,925

$32,625

4

4

Ballet B.C.

$60,900

$43,500

$104,400

14

14

Coastal Jazz & Blues

$0

$17,400

$17,400

2

2

Dancing on the Edge

$4,600

$0

$4,600

2*

-

Early Music Vancouver

$8,700

$0

$8,700

1*

-

Friends of Cham. Music

$6,900

$9,200

$16,100

7

7

Music in the Morning

$0

$4,350

$4,350

1

1

Van. Bach Choir

$17,400

$30,300

$47,700

10

11

Van. Cantata Society

$8,700

$0

$8,700

1*

-

Van. Chamber Choir

$13,050

$13,050

$26,100

4

6

Van. New Music

$0

$4,600

$4,600

2*

-

Van. Opera

$134,850

$160,950

$295,800

46

46

Van. Playhouse Co.

$197,800

$240,925

$438,725

222

230

Van. Recital Society

$0

$35,300

$35,300

7

9

Van. Summer Festival

$17,400

$0

$17,400

2*

-

Van. Symphony

$276,200

$419,850

$696,050

100

100

Van. Youth Sym.

$0

$4,025

$4,025

2**

1

TOTAL

$755,200

$1,007,375

$1,762,57

427

431

* Covered by reserve uses pool. ** includes 1 reserve use.

Academy of Music
Most of the Academy's events take place throughout the year in its own Koerner Recital Hall. The Academy uses the Orpheum four times a year to present its students' symphony concerts, and its annual Suzuki concert. These presentations in this large professional venue are an important learning opportunity for young musicians. Staff recommend approval of the Academy's request for a grant of $32,625 towards 1 rental in the Fall and 3 in the Spring, within its base level of 4 uses.

Ballet British Columbia
Ballet BC's ongoing activities encompass the creation and performance of original ballets, tours of its productions in Canada and abroad, the presentation of guest companies in the danceALIVE! series, and the training of pre-professional dancers through its mentorship program. The 2003/04 season will include a Vancouver premiere of Jean Grand-Maitre's Carmen, the premiere of artistic director John Alleyne's new work, Carmina Burana, performed with a full orchestra and two choirs, and the presentation of The Nutcracker for a fourth consecutive year at Christmas time, in partnership with Alberta Ballet.

BBC has applied for a $121,800 grant to cover 17 uses (12 performances, 5 rehearsals), which is over its base level of 14 uses (11 performances, 3 rehearsals). Noting that there are no available reserve uses and no funds in the 2003 Theatre Rental grants budget to cover the additional uses requested, staff recommend a grant of $104,400, to cover 14 uses, within the organization's base allocation. Ballet B.C. also received an Operating grant of $82,000 this year.

Coastal Jazz and Blues Society
The Society presents the Vancouver International Jazz Festival and a concert season from September to May, presenting both local and visiting artists from around the world. While CJBS is a community leader in featuring the music of diverse cultures, a significant portion of its activity also focuses on contemporary music that challenges established aesthetic and cultural norms. Its programming takes place in venues throughout the city, and reaches a broad audience.

CJBS has requested 2 uses of the Orpheum and Queen Elizabeth theatres: for its Paco De Lucia concert on April 2004 and for a concert during the Vancouver International Jazz Festival in June 2004. Festival events and the Society's concert season together now use the Civic Theatres for 3 to 4 events annually. The base level assigned to CJBS takes into account the fact that its 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 a Theatre Rental grant of $17,400 towards 2 uses in Spring 2004. The Society was awarded a $12,500 Operating grant this year.

Dancing on the Edge Festival
The Dancing on the Edge Festival presents local and visiting dance artists at the Firehall Arts Centre and other locations throughout the city, including Stanley Park, where the popular Dusk Dances take place. The Vancouver Playhouse is used for larger-scale dance productions, which this year is Tensions, by leading Quebec dance artist, Paul Andre Fortier.
Because the festival takes place in July and the organization's planning timelines are relatively short, the applicant's grant request of 3 reserve uses in the Playhouse (2 performances, 1 rehearsal) is for this summer, not for the following year. Staff recommend approval of a $4,600 grant for the 2 performances, covered by reserve uses, and note that there are not enough uses in the reserve pool to provide for rehearsal uses. The organization also received a 2003 Operating grant of $9,000.

Early Music Vancouver
Established in 1970, this organization is one of North America's foremost presenters of early music, offering a highly regarded series of vocal and instrumental music (and sometimes dance) from the Middle Ages to the classical era. The concerts present Canadian and international talent on instruments of the time. Staff recommend approval of Early Music's request for a $8,700 grant from the reserve pool, toward the use of the Orpheum for a Christmas concert featuring the Tallis Scholars. The Society also received an 2003 Operating grant of $14,000.

Friends of Chamber Music
About to embark on their 56th season, the Friends of Chamber Music will present their annual program of 10 chamber music concert presentations of touring ensembles at the Vancouver Playhouse. This season's concerts will include long-standing favourites like the Emerson and St. Laurence string quartets, as well as newcomers to the series, for example, the Brazilian Guitar quartet and the Eighth Blackbird, a new sextet of young musicians from the United States. The Society has applied for its base level of 7 uses of the Playhouse Theatre. Staff recommend approval of this request for 4 performances in the Fall and 3 in the Spring for a total of $16,100.

Music in the Morning
This organization fills a niche in the cultural life of Vancouver by presenting a season of daytime concerts, including its morning series at the Koerner Recital Hall and special events in other venues. For the 2003/04 season the Society has requested a grant towards Making History, a morning concert at the Orpheum Theatre featuring works commissioned by the CBC Radio Orchestra, including Benjamin Britten's Young Apollo (1939), Jean Coulthard's Serenade, R. Murray Schafer's 44, and the world premier of Chris Paul Harman's Piano Concerto. Staff recommend approval of a $4,350 grant for this use, which is within the organization's base level of 1.

Vancouver Bach Choir
One of Vancouver's oldest arts organizations, the 150-voice Bach Choir is dedicated to performing symphonic choral music that encompasses secular and sacred, classical and newly commissioned, rarely performed and widely popular repertoire. Part of the Choir's mandate is to encourage the development of Canadian choral music through commissions and performances of large- scale Canadian work. The Choir's coming season in the Orpheum will include a 30-minute choral orchestral piece by Canadian composer Christos Hatzis, which the Choir has commissioned with 3 other Canadian choirs and which will receive four separate premieres in across the country. VBC has applied for 4 performance and 6 rehearsal uses of the Orpheum, within its base level of 11 uses. Staff recommend approval of a grant of $47,700 for the requested uses.

Vancouver Cantata Society
The Vancouver Cantata Singers, founded in 1957, have a well-established reputation for their performances of Baroque masterworks, and for the training of singers. After a difficult transition period following the retirement of its long-time artistic director, the Society has planned a promising 2003/04 season of concerts. This includes a performance of Messiah, which it is this 30-member ensemble's turn to present as part of a three-year rotation with two other local choirs. The Society has applied for a grant to cover this performance, as well as a rehearsal in the Orpheum, which would come from the reserve pool. Staff recommend approval of a performance use ($8,700), noting that reserve uses are not available for rehearsals. The organizational received a 2003 Operating grant of $13,000.

Vancouver Chamber Choir
This 20-voice professional choral ensemble presents a concert series of 10 performances in various venues throughout Vancouver, including the Orpheum. Touring is also an important part of the Choir's annual activities, and its past season included performance in Taiwan, Mexico and Atlantic Canada. For 2003/04 the applicant has applied a $26,100 grant toward 2 performances and 2 rehearsals at the Orpheum, within its base level of 6 uses. Approval of the request is recommended.

Vancouver New Music
VNM has a valuable role in the cultural life of Vancouver, with its focus on contemporary music programming that offers audiences a broad cross-section of styles, genres and cultural perspectives. The Society commissions and premieres new works by Canadian composers, produces music theatre and new music festivals, presents leading Canadian and international composers and performers, and explores the interaction of contemporary music with other disciplines. The organization produces an annual season of 5-7 concerts in a variety of venues. In the past few years a change in artistic directors and a comprehensive organizational review have given the Society new momentum, and it has begun to implement changes that are reflected in staff roles, season formats, and programming content.

The Society has applied for a $6,900 grant to cover the rental costs of 2 performances and 2 rehearsals at the Playhouse Theatre in Spring 2004. The Society has also asked to be considered for an unspecified number of designated base levels rather than receiving its grants from the reserve pool. Staff recommend approval of the 2 performance uses in Spring 2004, from the reserve, not as designated base levels. While staff believe that VNM could be a candidate for designated base levels in the future, it has not yet established a long-term, consistent level of use of the Civic Theatres. Assignment of base levels to VNM would require a corresponding reduction of uses in the reserve.

Vancouver Opera Association
Currently in a financially strong position, the VOA continues to expand its activity. The coming season will include an increased performance schedule, including two concert operas, and four mainstage productions: Abduction from the Seraglio, The Girl of the Golden West, The Threepenny Opera and La Traviata. The Association is also partnering with other organizations to develop new work, including a children's opera that will tell the story of the Japanese internment camps of WWII. Through its community forums, VOA has become a catalyst for the discussion of contemporary issues in the city.

The Opera has asked for a grant of $295,800 for 20 performances and 26 rehearsals, within its current base level of 46 uses of the Queen Elizabeth Theatre. This includes a request for 2 dress rehearsals at the performance rate so that the VOA can extend its secondary school
program to more students. Staff recommend approval of the request. The VOA received an Operating grant of $17,000 for its extensive outreach and ensemble activities in 2003.

Vancouver Playhouse Theatre Company
In its five mainstage productions for the coming season at the Playhouse Theatre, the Company will continue to offer audiences a range of work, including plays from the classical repertoire, the musical Hello Dolly, and the premiere of local playwright Aaron Bushkowsky's One Last Kiss. Additional activities will include participation in the See Seven Series with the Canadian premiere of Cloud Tectonics by Jose Rivera and a Brecht reading series. The Company completed the Vancouver Arts Stabilization program last year and is continuing to work on the issues that its Strategic Planning Process identified as critical to its long-term health.

The organization has requested a grant of $442,750, representing 224 uses of the Vancouver Playhouse Theatre. The request is within the Company's base of 230, and includes 25 uses (13 for Fall and 12 for Spring `04) booked for possible holdovers of successful productions.

Recognizing the Company's need for flexibility, the City's policy regarding holdover uses has been to approve them after all applicants' base uses have been addressed in a given grant round. For Fall `03 this means that 11 of 13 holdover uses can be approved. For Spring `04 staff recommend approval in principle of all 12 holdover uses, since an adjustment can be made next year if these uses are not needed (much like the adjustments in this report made to the Spring `03 grants). In summary, staff recommend approval of 222 uses totalling $438,725.

Vancouver Recital Society
The VRS has built a widespread reputation for its excellent programming of emerging and internationally acclaimed artists in its recital series at the Civic Theatres and Chan Centre, and at its Chamber Music Festival in the summer (for which the Society received a $12,000 Operating grant). The series concerts are supported through the Theatre Rental Grant program, from which the VRS has requested a $35,300 grant to cover 3 performances at the Orpheum and 4 at the Vancouver Playhouse, within its base level of 9 uses. Staff recommend approval of the requested grant.

Vancouver Summer Festival Society (Festival Vancouver)
First held in August 2000, Festival Vancouver is a celebration of classical, jazz and world music that includes concerts in churches and other small venues like the First Nations Longhouse, and mainstage events at the Orpheum, Chan Centre and Commodore. With this year's festival, the Society is moving to a two-week format and a slightly larger event, held annually rather than biannually. Staff note that the festival is developing steadily, applying the lessons learned from its first two events. It is at a challenging point in its development, when it no longer has access to startup funds, but is still only eligible for project rather than operating grants from government sources.

The Society has asked for a grant of $19,150 to cover 2 performances and 1 rehearsal in the Orpheum, from the reserve pool, for the festival's gala opening on August 4th, and for Debussy's Pelleas et Melisande on August 15th. The Society's request is for the current year, since the festival takes place in the summer and its planning timelines are still relatively short. Staff recommend approval of a $17,400 grant to cover the performances, from the reserve, and note that there are not enough uses in the reserve to provide for rehearsal uses.
Vancouver Symphony Orchestra
Canada's third largest orchestra presents classical, pops and jazz concerts at home in the Orpheum Theatre and throughout the Lower Mainland. Specials for the coming season include concerts featuring Anouska Shankhar, Yo-Yo Ma, and one of today's leading Persian Music groups, the Vancouver-based Nava Ensemble.

Like the other major symphony orchestras in Canada, the VSO faces serious challenges as it works to address a substantial accumulated deficit, enhance the scope and of its programs, increase its audience and expand its private-sector fund-raising. A new strategic/business plan was adopted by the Board of Directors in February 2003, and the artistic, administrative and Board levels of the organization are demonstrating a noteworthy level of co-operation in its implementation. This has included significant reductions in salaries at all levels, and a scaling down of administrative staff.

Staff recommend approval of the VSO's request for a $696,050 grant representing 99 uses of the Orpheum and 1 use of the Vancouver Playhouse. The request is within the VSO's base of 100 uses. In addition to this Theatre Rental grant, the Symphony has received a 2003 Operating grant of $40,000, to assist with community and school outreach programs.

Vancouver Symphony Lease:
On October 24, 1989, as one of the measures designed to stabilize the Vancouver Symphony Society during its financial crisis, Council approved the lease of the Orpheum Theatre basement to the VSO for offices. The annual rent was set at $100,000, to be offset by a grant of $100,000 from the City. This arrangement allows the Society to use the City contribution as leverage in its fund-raising efforts. The lease has been renewed annually, subject to approval of the grant from the City.

The Directors of Finance and Cultural Affairs recommend that this lease be renewed for the period of January 1, 2003 to December 31, 2003 inclusive, and the rent for the period be set at $100,000. It is further recommended that a grant of $100,000 be approved to cover the lease cost; the source of funds to be the 2003 Theatre Rental Grants category in the Cultural Grants budget.

Vancouver Youth Symphony Orchestra
The VYSO provides orchestral training and experience for young musicians through workshops, performances and tours. It has four ensembles, grouped by skill and age, which ranges from 8 to 21. For the coming season the VYSO, which has a base level of 1 use, has applied for a $4,600 grant toward 2 Vancouver Playhouse concerts in Spring 2004, one by its Junior and Intermediate ensembles, the other by its Senior and Debut orchestras. Staff recommend approval of the 2 uses, to be covered by the VYSO's base level and one additional use from the reserve pool.

FINANCIAL IMPLICATIONS

Staff note that a budget of $755,675 is available for Fall 2003 grants, following Council confirmation of Spring 2003 grants as presented in Recommendation A. Approval of the Fall `03 recommendations in this report will leave an unallocated balance of $475 in the Theatre Rental Grants category of the 2003 Cultural Grants budget.

CONCLUSION

In keeping with the process approved by Council in 1995, this is the first of two reports that deal with Theatre Rental Grants for the 2003/04 season. Recommendation C, which relates to Spring 2004 grants, will need to be reconfirmed by Council next year after the 2004 Theatre Rental Grants budget is approved and the actual rental uses are confirmed.

- - - - -

Appendix A

Theatre Rental Grant Requests
Fall 2003/Spring 2004

Organization

$ Fall

$ Spring

$ Total

Rqst'd Uses

Base Level

Academy of Music

$8,700

$23,925

$32,625

4

4

Ballet BC

$78,300

$43,500

$121,800

17

14

Coastal Jazz & Blues Soc.

$0

$17,400

$17,400

2

2

Dancing on the Edge

$5,750

$0

$5,750

3

2*

Early Music Vancouver

$8,700

$0

$8,700

1

1*

Friends of Cham. Music

$6,900

$9,300

$16,100

7

7

Music in the Morning

$0

$4,350

$4,350

1

1

Van. Bach Choir

$17,400

$30,300

$47,700

10

11

Van. Cantata Society

$13,050

$0

$13,050

2

1*

Van. Chamber Choir

$13,050

$13,050

$26,100

4

6

Van. New Music

$0

$6,900

$6,900

4

2*

Van. Opera Assoc.

$134,850

$160,950

$295,800

48

46

Van. Playhouse Co.

$201,825

$240,925

$442,750

224

230

Van. Recital Society

$0

$35,300

$35,300

7

9

Van. Summer Festival

$21,750

$0

$21,750

3

2*

Van. Symphony

$276,200

$419,850

$696,050

100

100

Van. Youth Symphony

$0

$4,025

$4,025

2

1

TOTAL

$786,475

$1,009,775

$1,796,150

439

439

* Available reserve pool uses

* * * * *

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