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CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
May 25, 2004 | |
Author: |
B. Taylor/M. Rice | |
Phone No.: |
604.871.6634 | |
RTS No.: |
04189 | |
CC File No.: |
2051 | |
Meeting Date: |
June 10, 2004 |
TO: |
Standing Committee on Planning and Environment |
FROM: |
Director, Office of Cultural Affairs |
SUBJECT: |
2004 Opportunity Grant Allocation |
THAT Council approve an Opportunity grant totalling $200,000 in two equal amounts of $100,000 to the Celebrate Vancouver Society for First Night Vancouver '05 and '06. Funding for First Night Vancouver'05 and '06 shall be SUBJECT TO the respective conditions outlined in this report. Source of funds to be the 2004 Opportunity grants.
The General Manager of Community Services RECOMMENDS approval of the foregoing.
COUNCIL POLICY
On October 10, 2002, Council approved a policy mechanism for providing up to three Opportunity grants a year, not exceeding a total of $400,000 per year, for three types of festival and celebration initiatives:
A. New annual / biennial festivals or celebrations
B. One-time opportunities for Vancouver as the site of a festival or celebration
C. Joint ventures involving existing festivals and other cultural organizations
Approval of grant recommendations requires eight affirmative votes.
PURPOSE
This report presents staff recommendations based on an Advisory Committee's independent analysis regarding requests for Opportunity grants received from the Canadian Vocal & Performing Arts Society and from the Celebrate Vancouver Society.
Council established Opportunity grants in 2002 to support new large-scale initiatives that can expand the scope and profile of festivals in Vancouver. The number of grants in any given year is limited to three, total grants approved are not to exceed $400,000 per annum, and grants are only provided subject to levering funding from other sources.
An Advisory Committee reviewed two applications according to the guidelines detailed in Appendix A. Both proposals were adjudicated under component A of the Opportunity grant category, which is the development of a major annual or biennial festival or celebration that:
· offers unique activity in Vancouver related to the city's distinctive character as expressed in its history, arts and culture, demographics, location or other attributes
· provides for a high standard of programming
· is professionally produced for a city-wide audience by a registered not-for-profit society
Funding over a maximum of three years may be available for this Opportunity grant category (including initial support in two instalments for the development and implementation phases of an event).
The Advisory Committee recommendations are listed in Table 1, and discussed in more detail under individual headings.
Table 1
Recommendations: 2004 Opportunity Grants
Organization |
Festival Name |
Requested |
Recommended |
Canadian Vocal & Performing Arts Society |
The Spirit of the Commonwealth Festival |
$175,000 |
$0 |
Celebrate Vancouver Society |
First Night Vancouver |
$200,000 |
$200,000* |
Total |
$375,000 |
$200,000 |
*To be granted in two equal amounts of $100,000:
One payment for the development and implementation of First Night Vancouver '05
One payment for the development and implementation of First Night Vancouver '06
Canadian Vocal & Performing Arts Society
Proposal to Present the Spirit of the Commonwealth Festival
The Canadian Vocal & Performing Arts Society proposes to produce a new, internationally focused festival, which raises the profile of Commonwealth Day: May 8th. The Spirit of the Commonwealth Festival aims to celebrate the culture and heritage of member nations of the Commonwealth with an annual eight-day festival commencing in 2005 from March 8 to 14th. The centrepiece of the festival is proposed to be the Commonwealth Arts and Culture Awards with seven satellite programmes including film, fashion, and visual and performing arts.
Potentially, the Spirit of the Commonwealth Festival could present a rich and diverse cultural exchange with main stage performances, lectures, workshops, and outreach. While expertise can be hired to program and run the different components of the proposed festival, the Advisory Committee noted the society's limited experience and staff cannot confirm that the society could provide the essential support and infrastructure to produce an event of this scale successfully. The Advisory Committee voiced concerns, for example, about the society's budget for the event, which did not present a convincing argument that the current proposal was financially viable. Concerns were also voiced about the society's proposed timing of the event in March 2005. The Advisory Committee noted that March is one of the busiest times of year artistically and that the keystone of the festival-the Commonwealth Arts and Culture Awards-would be in competition with another large-scale cultural award ceremony, the Vancouver Arts Awards. Staff do not recommend a grant to this organization.
Celebrate Vancouver Society
Proposal to Present First Night Vancouver '05
The Celebrate Vancouver Society proposes to produce an alcohol-free New Year's Eve celebration on Dec 31, 2004, to be held at Library Square, CBC, the Queen Elizabeth Theatre, and surrounding streets. First Night Vancouver proposes to feature dance, music, storytelling, theatre, poetry, arts and crafts, and multi-cultural programs.
First Night is celebrated in various cities all over North America on December 31st: a natural date on which many people expect to celebrate. First Night has been hosted in Vancouver on and off since the mid-eighties and has attracted family audiences because of its variety of entertainment choices offered in one location, its relatively modest entrance price, and its usually safe and alcohol-free setting. Most recently, the event took place on Granville Island in 2001 and 2002. While attendance was good in both years, CMHC was the principal financial backer and its management chose not to renew the commitment to First Night on Granville Island in 2003. There was no First Night celebration, therefore, this past year.
The history above illustrates the difficulty that local producers of the event have always had in balancing the revenues from attendance and sponsorships with the high costs of security and the risk of lowered ticket revenues due to poor weather. The City's ability to support this event at a significant level would mitigate those risks and keep the celebration on the City's event calendar.
Staff endorse the Advisory Committee's recommendation to fund $200,000 to the Celebrate Vancouver Society for First Night Vancouver '05 and '06 in two equal amounts of $100,000. The initial payment for the development and implementation of First Night Vancouver '05 shall be SUBJECT TO the receipt of the following to the satisfaction of the Director, Office of Cultural Affairs:
· A revised two-year budget
· A revised site plan which addresses logistical issues such as the event's focal point, attendance estimates, volunteers, density management, security, and on-site facilities
· Successfully meeting FEST Committee requirements
· An up-to-date marketing plan
The second payment for the development and implementation of First Night Vancouver '06 shall be SUBJECT TO receipt of an evaluation report from the society of the '05 event and a revised proposal updating the plans and budget of the '06 event to the satisfaction of the Director, Office of Cultural Affairs.
ADVISORY COMMITTEE RECOMMENDATIONS
Since this is the inaugural review of applications for Opportunity grants, the Advisory Committee used this occasion to suggest application requirements that would improve the assessment of the proposals and establish a standard for the organizational capacity of the applicants. The Committee suggested that applicants be required to provide much longer time lines for the development and implementation phases of proposed festivals and celebrations. Because Opportunity grants are meant to foster large-scale events-with the associated financial risk to presenting societies-submissions should outline in greater detail the financial, logistical, marketing, and programming plans. Ideally, the submissions should more fully address issues like timing for planning and executing events, safety concerns, police, engineering and FEST committee assessments, and capacity formulas to measure site plans (e.g. the volume of people in outdoor spaces). In addition, applicants should provide multi-year budgets which demonstrate a decreasing need for civic funding. Staff will take these valuable suggestions into account for future proposal reviews.
The 2004 Opportunity grant budget is $400,000. The proposed grant allocation in this report totals $200,000 leaving an unallocated balance of $200,000 in 2004 in the Opportunity grants. In approving this total grant allocation of $200,000, $100,000 will need to be carried forward from the 2004 Operating Budget and into the 2005 Operating Budget. Although it is city policy not to carry forward funds between years, however, given the expected increase in the number of requests for Opportunity grants in 2005, it is of the department's view that the carry forward of these funds will be beneficial to the City.
This is the initial review of submissions for consideration for Opportunity grants since the provision was created in 2002. Staff endorse the Advisory Committee's recommendation for funding one of the submissions received. In addition, enhanced application requirements recommended by the Advisory Committee should facilitate the review of future grant requests. At present, staff are aware of two possible requests for Opportunity grant funding later this year.
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CITY OF VANCOUVER
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Opportunity Initiatives Guidelines
Description
In recognition of the cultural, social and economic benefits that festivals and celebrations bring to Vancouver, the City may provide Opportunity Initiatives funding for three types of new initiatives related to major festivals or celebrations taking place in the city:
D. New annual / biennial festivals or celebrations
E. One-time opportunities for Vancouver as the site of a festival or celebration
F. Joint ventures involving existing festivals and other cultural organizations
Category Guidelines
In any given year an organization(s) may apply for support for one of the following types of initiatives:
A. New annual / biennial festivals or celebrations
For the economic development of a major annual or biennial festival or celebration that:
· offers unique activity in Vancouver related to the city's distinctive character as expressed in its history, arts and culture, demographics, location or other attributes
· provides for a high standard of programming
· is professionally produced for a city-wide audience by a registered not-for-profit society
Funding over a maximum of three years may be available for this Opportunity Initiative category (including initial support in two instalments for the development and implementation phases of an event).
B. One-time opportunities for Vancouver as the site of a festival or celebration
For a major new, one-time festival or celebration that:
· takes place in Vancouver as part of a cultural exchange or is a major regional, national or international initiative taking place in the city
· is professionally produced and publicized to a city-wide audience
· has a Vancouver-based not-for-profit organizational component
Funding is to be one-time support only, which may be provided in two instalments, for the development and implementation phase of an event.
C. Joint ventures involving existing festivals and other cultural organizations
For a joint venture, cultural exchange or other type of partnership that:
· represents a new and major innovative strategy for cultural tourism or community development in Vancouver
· involves two or more main partners, one or more of which must be an experienced festival or special event organization registered as a not-for-profit society
· is on a scale that can have a significant impact
The partnership may also include community service organizations or private sector partners (e.g. the hospitality industry).
Funding over a maximum three years may be available for this Opportunity Initiative category (including initial support in two instalments for the development and implementation phases of an event).
Ineligible Activities
· regular and ongoing activities of applicants
· activities that are already funded through Celebration or Cultural grant programs
· sports and athletic events, runs or walks
· competitions or events with either commercial or fund-raising purposes
· block parties, garden shows, street markets and fairs with amusement rides
· religious rites and ceremonies
· event with a budget of $400,000 or less (sections A and B)
· initiative with a budget of $250,000 or less (section C)
Levering Requirement
City funds are contingent on levering funds from other public or private sector sources provided specifically for the proposed initiative. In some cases, City funds may be approved in principle, subject to confirmation of funds levered from other sources.
In looking at levering funding for the implementation phase of an initiative, the following in-kind donations may be included in the revenue budget:
· performance space rental
· a portion of advertising
· technical equipment and related operating crew
However, for the development phase of an initiative, only cash support will be considered.
Process
1) Opportunity Initiatives have no application deadline. Applicants should allow adequate planning time for their project and should note that the process involves several steps:
a) A two page letter of inquiry providing a summary of the proposed initiative plus the projected budget.
b) The new initiative outlined in the two page letter of inquiry will be reviewed by City Staff to determine eligibility and technical feasibility.
c) If the project is determined both eligible and technically feasible, applicants will then be asked to make a formal request.
d) A formal request. There is no application form, but requests for funding should include:
· society name of applicant, society number, and contact information of organizers and all board members
· names, contact information and description of other participating organizations
· full description of proposed activity, including time frame, complete budget (expenses and revenues, including the amount requested from the City), site and venue information
· detailed explanation of what the initiative is intended to accomplish and how this relates to the Opportunity Initiatives guidelines and objectives
· an explanation of how the anticipated outcomes of the initiative will be measured
· audited financial statements of the society submitting the request
· a cover letter signed by the society's senior staff person and board chair
2) After an advisory committee (including community members and people with event expertise) has reviewed the application, staff will submit a report for City Council's approval.
3) The evaluation and approval process following receipt of the formal application is expected to take between five to seven weeks, depending on City Council's schedule.
4) All Opportunity Initiatives recipients will be expected to provide an annual report back on their project. A report on outcomes is a condition of applying for further support through Opportunity Initiatives, but does not guarantee approval of future funds.
Grants are subject to availability of funds. Please note that a maximum total of $400,000 is available to address all requests for Opportunity grants in any given year. Applicants are advised to begin discussions with staff and to submit letters of inquiry well in advance of proposed activities.Evaluation Criteria
· How the proposed initiative addresses the Opportunity Initiatives guidelines and objectives
· Overall quality of the proposed initiative and completeness of the delivery plan
· Does the initiative provide unique opportunities for the public?
· Budget feasibility (revenue and expenses) including demonstrated need for civic assistance and potential for levering / securing matching funds
· What is the quality of the programming/project? Does it demonstrate creativity?
· Organizational capacity of the applicant to execute the plan
· Does the initiative involve a team of people with appropriate expertise?
· How complete are the marketing plans, resources and capabilities of the applicant for reaching a city-wide public, including diverse communities?
· Does the event have the capacity to attract and engage an audience and/or develop a new audience?
· Is there adequate administrative and financial accountability, as well as a functional Board of Directors?
· Contribution to the development of Vancouver's arts and cultural community
· How will funds support the growth and sustainability of the event? (A and B)
· What is the expected community impact?
· Have impacts on the surrounding neighbourhood been considered and addressed?
· What plans are in place to assess the need for City services?
· Plan for measuring outcomes
Definitions
Festival: An annual or biennial event lasting two or more days, actively programmed around a theme, and encompassing multiple performances, exhibitions and other cultural activities.
Celebration: A one-day event generally held outdoors, programmed around a theme, anniversary or other occasion, which features cultural expression in the broadest sense.
Cultural Tourism: Initiatives directed towards attracting travellers motivated by an interest in arts, heritage and the special character of a place.
Community Development: Initiatives designed to build active and sustainable communities by involving people in the issues that affect their lives, using strategies to encourage participation, learning, co-operation, mutual respect and social justice.
Significant Impact: Initiatives to be of visible and tangible value, either artistically or economically, to the City of Vancouver.
Contact Information
For more information about Opportunity Initiatives funding please contact:
Burke Taylor
Director
tel: 604.871.6004
e-mail: Burke_Taylor@city.vancouver.bc.ca
Mailing Address:
Office of Cultural Affairs
453 West 12th Ave
Vancouver, BC V5Y 1V4
Please visit our website at: www.city.vancouver.bc.ca/oca