Vancouver City Council

CITY OF VANCOUVER ADMINISTRATIVE REPORT

	Date:	January 5, 2004
	Author:	Alice Niwinski
	Phone No.:	604.871.6007
	RTS No.:	03887
	CC File No.:	2300
	Meeting Date:	January 27, 2004

TO:	Vancouver City Council
FROM:	Director, Office of Cultural Affairs
SUBJECT:	2003 Baxter Theatre Rental Grants Information Report

GENERAL MANAGER'S COMMENTS

The General Manager of Community Service submits the foregoing for Council's INFORMATION.

COUNCIL POLICY

Under a longstanding agreement with the City of Vancouver, the Vancouver Foundation's Donald Alexander Baxter Fund has provided funds every year since 1984 towards special Civic Theatre rental grants that are available to Vancouver-based arts organizations that are new or occasional users of the Civic Theatres. The Office of Cultural Affairs administers these grants on behalf of the Foundation.

In accordance with Council's decision of February 7, 1991, Baxter Grants are approved and disbursed at the discretion of the Directors of Cultural Affairs and Finance, in consultation with the Vancouver Foundation. The Office of Cultural Affairs regularly provides City Council with a summary of Baxter Grant allocations.

PURPOSE

This report summarizes the Baxter theatre rental grants approved in 2003.

BACKGROUND

The Donald Alexander Baxter Fund program was established in 1984 to help not-for-profit performing arts organizations with the costs of renting the three Civic Theatres: the Orpheum, the Vancouver Playhouse and the Queen Elizabeth Theatre. The program is intended for professional or community performing arts organizations that have not been regular users of the Civic Theatres but want to perform in one of the theatres to raise their public profile, expand their audiences, and develop their artistic capacity.

The amount of the annual payment from the Vancouver Foundation into the City's Baxter account is determined by the income that the fund has generated, and by the terms of Mr. Donald Alexander Baxter's will, which stipulates that principal in the fund must be expended.

The Baxter program augments the City's own Theatre Rental Grant program, which is available to professional performing arts organizations that have established a pattern of regular (usually annual) performances in the theatres, often with the assistance of the Baxter Grant program. In 2003, eight of the 17 organizations that received City Theatre Rental Grants for 2003/04 had previously benefited from Baxter Grants.

Baxter Grants cover some or all of a recipient's theatre rental fee, but not rehearsals or any additional costs. They are limited to a maximum of three grants in any given five-year period. Competitions and events whose main purpose is fundraising for the applicant or a third party are not eligible. (See Appendix B for program guidelines.)

DISCUSSION

For 2002, as described in Appendix A, six organizations received grants totalling $28,335, leaving a balance of $24,181 in the City's Baxter account. This balance, together with the Vancouver Foundation's 2003 contribution of $42,769 brought the amount available for grants during 2003 to $66,950.

As summarized in Table 1, seven not-for-profit organizations received Baxter Grants totalling $23,975 for performances in 2003 at the Vancouver Playhouse and Queen Elizabeth theatres.

FINANCIAL IMPLICATIONS

The Baxter Grant program has no financial implications for the City.

Table 1
2003 Baxter Grants

Organization	Grant	Performance Date	Theatre
Lorita Leung Dance Association	$2,300	May 31	Playhouse
Van. Asian Heritage Festival Month Society	$2,300	June 5	Playhouse
Goh Ballet	$8,700	June 12	Q.E.T.
Centre Culturel Francophone de Vancouver	$2,300	June 19	Playhouse
Flamenco Rosario	$2,300	June 28	Playhouse
Vancouver Tap Dance Society	$1,725	September 1	Playhouse
Kababayang Philipino of B.C.	$4,350	November 9	Q.E.T.
TOTAL	$23,975

The allocations for 2003 have left an balance of $42,975 in the City's Baxter account, which is expected to cover requests for grants in 2004. Council should note that the 2003 Baxter payment from the Vancouver Foundation used up the remaining funds in the Donald Alexander Baxter Fund and there will be no further payments to the City's Baxter account. Once the balance in the City's account is expended, the Baxter Theatre Rental Grant program will end, and without it there will be no source of assistance for smaller not-for-profit arts organizations using the Civic Theatres on an occasional basis or looking to develop the capacity to perform in the theatres.

CONCLUSION

Since its inception in 1984 the Donald Alexander Baxter rental grant program has provided 159 grants to 67 professional and amateur performing arts organizations, mostly for music and dance activities. The program has continued to attract new groups every year, including many groups from distinct communities with growing audiences and a desire to present special events in well-equipped and centrally located theatres. At the same time Baxter Grants have helped a number of organizations become regular users of the Civic Theatres, eligible for the ongoing support through the City's Theatre Rental Grants. Given the important developmental role Baxter Grants have played for 20 years, staff will be reporting to Council later this year about the possibility of a replacement program.

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Appendix A

2002 Baxter Grants

Organization	Grant	Performance Date	Theatre
Children's Festival (CIAYA)*	$6,225	January 27	Orpheum
Chinese Cultural Centre	$8,300	February 16	Q.E.T.
Vancouver City Singers*	$1,665	June 9	Playhouse
Orpheus Performing Arts Association	$2,220	June 21	Playhouse
Vancouver Tap Dance Society	$1,725	September 2	Playhouse
Caravan World Rhythms Society	$8,200	October 8	Orpheum
TOTAL	$28,335

* Approved in 2001

Appendix B

Baxter Grants for Civic Theatre Rental

What is the Baxter Theatre Rental Grant Program?

This special grant program was set up by the Vancouver Foundation and the City of Vancouver to provide financial assistance to non-profit arts organizations that occasionally perform in a Civic Theatre (the Orpheum, Vancouver Playhouse, or Queen Elizabeth Theatre). The Foundation finances this program through the Donald Alexander Baxter Fund, which is administered by the City's Office of Cultural Affairs.

What are the program's goals?

The Civic Theatres Department, which operates the three City-owned theatres, sets one rental rate for all users. No discounts are provided.

The Baxter Grant Program is intended to make the Civic Theatres affordable for small and medium-sized arts organizations that use these venues from time to time. It seeks to support groups that can benefit from the experience of performing in a centrally located and well-equipped theatre, contributing to their artistic development, increasing their profiles, and helping them expand their audiences.

Who can apply?

To qualify, an applicant must be:

_ a registered non-profit society
_ a professional or amateur performing arts organization
_ based and active in the city of Vancouver
_ able to promote its events to a city-wide audience

Not all organizations meeting the above requirements will automatically receive a grant. The grants are subject to the availability of funds and to the evaluation described here.

Who doesn't qualify for a Baxter Grant?

In addition to groups that don't meet the above criteria, the following are also ineligible:

_ non-profit arts organizations that perform annually in the Civic Theatres and currently receive a civic Theatre Rental Grant
_ competitions, and events whose prime purpose is fundraising for the applicant or a third party

How are applications evaluated?

Baxter grant requests are reviewed by staff from the Office of Cultural Affairs, who consider whether the applicant and activity:

_ meet the eligibility criteria
_ demonstrate financial need
_ address the goals of the Baxter Grant Program, as described here

All applicants should complete the relevant application form, provide documents requested, and supply accurate financial information.

What costs are covered by a Baxter Grant?

The grant covers some or all of a recipient's theatre rental fee for performances in the Orpheum, Vancouver Playhouse or Queen Elizabeth Theatre. They do not fund rehearsals, or any additional costs (for example: stage crew wages, special set-up charges, GST, surcharges, or insurance).

How many grants can an organization receive?

Baxter grants are limited to one a year, and to a maximum of three grants over a period of five years.

How to apply for a Baxter Grant

Before applying, we recommend that you meet with Civic Theatres staff to ensure that the theatre you wish to book is appropriate for your event, and to gain an understanding of all the implications, costs and arrangements involved in using the theatre. You must also discuss your plans with Office of Cultural Affairs staff (604.871.6000) to confirm that your organization and event are eligible for a Baxter grant. Once your eligibility is confirmed, the Office of Cultural Affairs will send you a two-page application form which you should complete after you have reserved a date with the Civic Theatres Department.

The completed form, together with required documentation, should be sent to the OCA office.

Deadline

There are no deadlines for Baxter Grants. You should apply after you have confirmed a booking with the Civic Theatres office, and well before the dates for which your performance is scheduled (preferably at least two months, but no later than four weeks before your event).

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