ADMINISTRATIVE REPORT

TO:

Vancouver City Council

FROM:

Director, Office of Cultural Affairs

SUBJECT:

2003 Capital Budget: City-owned Cultural Facilities

 

RECOMMENDATION


GENERAL MANAGER'S COMMENTS

POLICY

Council approved a funding allocation for City-owned social service and cultural facilities within the 2003-2005 Capital Plan and approved a $100,000 allocation in the 2003 Capital Budget; $50,000 for a childcare portable replacement strategy and $50,000 for a master plan for the Vancouver Art Gallery.

In October 1980, British Columbia Buildings Corporation (BCBC) leased Block 51, DL 541, for 99 years, to the City as premises for the Vancouver Art Gallery. The City's relationship with Vancouver Art Gallery Association is generally outlined in an operating agreement dated October 1992 between the City and the Vancouver Art Gallery which has not been signed. Council authorized the execution of a new comprehensive operating/lease agreement under approved terms and conditions on June 13, 2002 and this agreement isin the process of being negotiated. In the intervening period, the relationship is being continued on generally the same terms and conditions as contained in the proposed 1992 operating agreement.

In December 2000, the City, British Columbia Buildings Corporation and the Vancouver Art Gallery entered into a Memorandum of Understanding which defined the functional relationship among the parties and set out a co-ordinated approach to long term planning for Robson Square and the Vancouver Art Gallery premises.

PURPOSE

This report seeks Council approval for the allocation of funds towards a comprehensive master plan to be undertaken by the Vancouver Art Gallery Association.

BACKGROUND

Founded in 1931, the Vancouver Art Gallery Association is an independent not-for-profit cultural organization which collects, preserves and exhibits the City of Vancouver's collection of fine art. The Collection comprises over 8,000 works with an estimated value of $100 million. The Vancouver Art Gallery is governed by a volunteer Board of Directors and has 50 full time staff and 65 permanent part-time staff.

The Vancouver Art Gallery occupies a provincially-owned building. In October 1980, British Columbia Buildings Corporation (BCBC) leased Block 51, DL 541, for 99 years, to the City as premises for the Vancouver Art Gallery. The premises, the former Provincial Law Courts, were constructed in 1911 and renovated for the purpose of an art gallery in 1983. The Annex, built in 1914 has not been seismically upgraded and currently houses the administrative and support functions of the Art Gallery. The premises are in need of refurbishment. The major equipment and building systems are aging, there is a lack of suitable exhibition and public programming areas and the storage vault is full.

In 2000, BCBC initiated a review of its Robson Square premises, and working with the Art Gallery Association Board of Directors, explored various expansion options within Robson Square. A Memorandum of Understanding among the City, BCBC and the Vancouver Art Gallery was executed to provide a process and time frame for future expansion plans for both BCBC and the Art Gallery. The Art Gallery agreed to confine any contemplated expansion for a period of four years from the date of the agreement (to December 2004) after which time it was agreed that BCBC may make proposals to the City to redevelop areas within Block 51. This provided both BCBC and the Art Gallery the time necessary to initiate internal planning processes to determine their future space needs and objectives.

At that time, the Art Gallery also went through a major shift in leadership. In 2001 a new director was engaged, a new Strategic Plan launched and rejuvenation of the institution began. The Art Gallery is now at an important place in its history, with a renewed artistic vision and strengthening base of community support. Staff believe that this is an appropriate time for the Art Gallery to initiate a comprehensive master planning process.

DISCUSSION

The Vancouver Art Gallery is proposing to undertake a comprehensive master planning process to articulate and plan for the institution's future facility needs and opportunities for the next twenty-five years. Among the factors to be reviewed in this Plan are:

· long-term facility requirements necessary to support the Art gallery programs;
· current facility deficiencies to meet the Art gallery programs;

· growth trends/audience requirements for the next 25+ years;

· realistic development options within the context of the existing zoning and heritage designations;
· revenue generation opportunities; and
· capital and operating cost implications.

Finally, the Plan must provide options and recommendations for either an expansion of the existing facility or through new construction on a new site. Staff note that the option of exploring a new site may be controversial but is necessary to measure the merits of all options which will balance the future programmatic and financial requirements of the institution against the capital costs of new construction. Of course, any proposal to relocate will also require a careful review of the costs and benefits to the City and Province of alternate uses of the existing premises.

The Art Gallery propose to undertake the Master Plan in three phases:
1. Definition of long-term facility program/review of existing facilities;
2. Alternate site study; and
3. Conceptual Design/Planning.

A team of consultants will be sought to work under the direction of a Master Planning Committee, a subcommittee of the Art Gallery's Board of Directors. It is anticipated that a request for proposals from consultant teams will be initiated by the Art Gallery in September with the study commencing by December and completed within twelve months. This will complete the study in time to meet the December 2004 deadline set out in the September 2000 Memorandum of Understanding. The Gallery hopes to be in a position to announce its long term capital plans during its 75th Anniversary in 2006, and complete the project by 2010.

The estimated cost of all three phases of the Master Plan is $500,000. The Art Gallery has secured some private funds for this purpose, and is seeking funds from the Federal government through the Cultural Spaces Canada ($250,000), the City of Vancouver ($50,000) and other private sector donors. Staff support the request for a capital allocation of $50,000 subject to confirmation of the balance of the funds necessary to complete all three phases of work.

It is the City's policy to require full feasibility study (master plan) prior to capital investment in a City-owned facility to ensure that a viable program of activities matches the proposed capital investments. Many non-profit organizations, in an effort to save limited resources, by-pass this important step and move directly to a proposed solution. A feasibility study is a pre-requisite for non-profit organizations seeking capital expansion (as opposed to repair) in City-owned facilities.

FINANCIAL IMPLICATIONS

The 2003-2005 Capital Plan included an allocation of $100,000 for City-owned Social Service, Childcare and Cultural facilities. No funds have been allocated to date. The proposed $50,000 allocation in this report will leave $50,000 which is proposed for a Childcare Portable Replacement Strategic Plan and which will be reported to Council in the fall.

CONCLUSION

The Vancouver Art Gallery comprehensive master plan is essential to the future visioning of this important cultural institution. Staff recommend a capital allocations in the amount of $50,000 as the City's contribution, subject to the Art Gallery securing the balance of the funds required to complete the plan.

* * * * *

ag20030729.htm

Comments or questions? Send us e-mail at info@city.vancouver.bc.ca
© 2002 City of Vancouver