|
CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
October 15, 2004 | |
Author: |
Cherryl Masters | |
Phone No.: |
604.871.6498 | |
RTS No.: |
04501 | |
CC File No.: |
2151 | |
Meeting Date: |
November 4, 2004 |
TO: |
Standing Committee on City Services and Budgets |
FROM: |
Director, Office of Cultural Affairs |
SUBJECT: |
2004 Celebration Grant Recommendations, Fall Deadline |
RECOMMENDATION
That Council approve grants totaling up to $82,215 to organizations for Celebration grant projects listed in Tables 1 and 2 contained in the Administrative Report dated October 15, 2004, entitled "2004 Celebration Grant Recommendations, Fall Deadline" Source of funds to be the 2004 Celebration grants program budget.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services recommends approval of the foregoing.
COUNCIL POLICY
Council approved creation of the Celebration grants program for community-based festivals, celebrations and parades in October 2002.
In July 2003 Council approved the establishment of a new "Service grants" component of the program, which may provide up to 50% of the cost of City services incurred by major parades.
On April 8, 2004 Council approved an increase to the Celebration Grant budget of $100,000. On July 20, 2004 Council approved transfer of $9,000 to the Project Grants component of the 2004 Cultural Grants budget. The total budget for the 2004 Celebration Grants allocation is $192,500.
Approval of grant recommendations requires eight affirmative votes.
PURPOSE
This report recommends grants to 11 community organizations, discusses the evaluation and selection process used, and appends a description of all applications as well as the program guidelines.
BACKGROUND
In 2002, Council established the Celebration grants program as a means of assisting community-based cultural festivals, celebrations and parades. These events offer entertainment and contribute to a sense of community among residents of diverse cultures, ages and interests. Two forms of assistance are provided by the program:
Cash grants: target costs of enhancing cultural programs, delivering city-wide publicity, and engaging operational expertise.
Service grants: target City service costs (police and engineering) of major parades.
In advance of the September 13, 2004 fall deadline, advertisements were placed in the Vancouver Courier, Georgia Straight and X-tra West inviting the public to an information session and directed readers to the web site for program details. Sixteen applications were received, requesting a total of $160,792. This represents a lower number of applicants but a larger total request than for the spring 2004 round (29 applications requested a total of $149,075) and a higher demand than the previous fall deadline (9 applications requested a total of $54,000). This reflects the lower number of events held between November and April versus the spring round, from May through October. Staff will continue to increase the proportion of annual funding allocation to the spring deadline to respond to the higher seasonal demand. The higher intake this fall over the previous year marks a growing interest in, and demand for, the program.
Applications were screened for technical issues or site requirements by staff from Cultural Affairs, Park Board and Engineering. This screening precedes the formal application process required by Park Board or the FEST Committee before any grants are disbursed. There were no major technical issues requiring revisions to the proposals.
The applications were then evaluated by a five-member Advisory Committee of individuals familiar with community-based special events, supported by OCA staff. The Committee assessed the submissions for the best fit between the applications and the Celebration grant program goals and criteria. This report reflects the consensus of the committee members. The members were:
Robert Benaroya |
Artistic Managing Director, Caravan World Rhythms |
Ana David |
Coordinator, Latin Summer Fest |
Bob Eberle |
Associate Professor, UBC Department of Theatre, Film & Creative Writing; advisor - Park Board's Neighbourhood Matching Fund and Heart of the City Festival |
Sidney Sawyer |
Manager, Community Programs, VanCity Community Foundation |
Charlie Wu |
Executive Director, Taiwanese Cultural Centre |
DISCUSSION
Based on the recommendation of the Advisory Committee, funding is recommended to 11 applicants, reflecting those projects which best met the evaluation criteria detailed in Appendix B: the Program Information Guidelines.
Two applications received were not eligible for assistance. One application was determined ineligible by staff as the organization was not in current standing as a non-profit society with the Registrar of Companies, Ministry of Finance (see program guidelines and criteria in Appendix B). The second application was put forward to the Advisory Committee for advice on eligibility. The proposed festival was deemed ineligible by the Committee and was therefore not assessed. The proposed event was, however, considered to be a better fit with the City's Cultural Grants program. Staff have advised the applicant of this other opportunity.
Cash grant requests from not-for-profit societies are listed in Table 1. A total of $95,250 was available to meet these requests. Appendix A contains the front pages of all applications, and is on file in the City Clerk's Office. Appendix B contains the Program Information guidelines and criteria.
Table 1: Cash grant recommendations
Cash grants: Eligible Community Organization |
Requested |
Recommended |
Black History and Cultural Society |
$8,000 |
$5,000 |
Brazilian Community Association |
5,000 |
2,000 |
Centre of Integration for African Immigrants |
10,000 |
4,000 |
Chinese Benevolent Assn. of Canada |
10,000 |
0 |
Chinese Benevolent Assn. of Vancouver |
10,000 |
10,000 |
Chinese Federation of Commerce of Canada (Sunbrite Lunar Festival |
10,000 |
0 |
Collingwood Neighbourhood House |
4,715 |
4,715 |
East Side Cultural Crawl Society |
9,000 |
9,000 |
Evergreen Environmental Foundation (Earth Day event) |
5,750 |
3,500 |
Frog Hollow Neighbourhood House (Assn. of Neighbourhood Houses of Vancouver) |
4,827 |
4,000 |
Hungarian Cultural Society of Greater Vancouver |
3,500 |
0 |
Khalsa Diwan Society - Vaisakhi parade program |
5,000 |
5,000 |
Secret Lantern Society |
10,000 |
10,000 |
South Vancouver Neighourhood House (Diwali Festival) |
20,000 |
10,000 |
TOTAL |
$115,792 |
$67,215 |
Approval of recommendations in Table 1 will leave an unallocated balance of $28,035.
Service grant requests from not-for-profit societies are listed in Table 2. A total of $16,500 was available to meet these requests. Recommended amounts are the maximum contribution available. The grant is capped at 50% of City service costs. The City contribution may therefore be lower than the maximum shown.
Table 2: Service grant recommendations
Service grants: Eligible Community Organization |
Requested |
Recommended |
Chinese Benevolent Assn. of Vancouver: Chinese New Year's Parade |
$5,000 |
$5,000 |
Khalsa Diwan Society: Vaisakhi Parade |
10,000 |
10,000 |
Total Service grants |
$15,000 |
$15,000 |
Approval of recommendations in Table 2 will leave an unallocated balance of $1,500.
FINANCIAL IMPLICATIONS
The 2004 Celebration grants program budget approved by Council is $192,500. On April 8, 2004, Council approved allocation of $71,750 Cash and $9,000 Services grants. If the Recommendation for this second deadline is approved, there would be an unallocated balance remaining in the Cash grant component of $28,035 and an unallocated balance of $1,500 remaining in the Services component of the program.
CONCLUSION
The Director, Office of Cultural Affairs recommends approval of the Recommendation which will support several events held during Black History month, Chinese New Year and Winter Solstice, while animating a number of celebrations of various Vancouver communities. It will also improve the capability of two of Vancouver's major parades: Chinese New Year and Vaisakhi.
The Celebration grants program has been very well received in the community and has resulted in a number of new events and increased attendance at previously-held celebrations. To date, over $150,000 has been distributed to assist approximately 40 organizations with community celebrations.
The input of the advisory committee has made a significant contribution to the success of the program. The committee members offer insight to the value these events have in their community contexts and arrive at a set of carefully balanced recommendations. They further offer first-hand input for how the program can best evolve to address the needs of the community. Staff will continue to adapt the program in response to the experiences gained this year.
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