SUPPORTS ITEM NO. 4
CS&B COMMITTEE AGENDA
JULY 27, 1995
ADMINISTRATIVE REPORT
Date: July 18, 1995
TO: Standing Committee on City Services and Budgets
FROM: Director of Cultural Affairs and
Comptroller of Budgets & Research
SUBJECT: Grants Equal to Theatre Rent: 1995/96 Season
RECOMMENDATION
A. THAT Council approve the new process outlined in this report
to provide for seasonally based (Fall/Spring) Grants Equal
to Theatre Rent.
B. THAT Council approve revised base level uses of the Civic
Theatres to 12 organizations as detailed in Table 1.
C. THAT Council approve rental grants totalling $539,895 to 10
organizations for uses of the Civic Theatres in Fall 1995,
as listed in Table 2; sources of funds to be $516,400 from
the 1995 Cultural Grant Equal to Theatre Rent budget, and
$23,495 from Contingency Reserve.
D. THAT Council approve, in principle, and subject to the 1996
Operating Budget Review process, rental grants totalling
$947,175 to 12 organizations for uses of the Civic Theatres
in Spring 1996, as listed in Table 2.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services RECOMMENDS approval of
A, B, C and D.
COUNCIL POLICY
In 1979, and again in 1983, City Council affirmed the principle that
Grants Equal to Theatre Rent are provided to cultural organizations
that use the Civic Theatres regularly, and have been assigned annual
"base level uses" of the theatres, independent of rental rate
increases. Adjustments to the Grants Equal to Rent budget are
normally made after the new rates are approved by Council.
Approval of grant recommendations requires eight affirmative votes.
PURPOSE
On June 23, 1994, after hearing of the difficulties caused by the
calendar year timing of Grants Equal to Rent, Council directed staff
to report back in 1995 on changing the rental grants program from the
current calendar year (Spring/Fall) basis, to a performing season
(Fall/Spring) basis.
This report recommends a process for providing seasonal rental grants,
including new base level allocations, based on consul-tations with
affected groups, and makes grant recommendations for the 1995/96
season.
SUMMARY
Base Levels
In view of the recommended move to seasonally based rental grants, and
of shifts in applicants' uses of the Civic Theatres since base levels
were last adjusted, this report recommends changes in the annual base
levels assigned to eligible applicants, and approval of one use to a
new applicant, Music in the Morning. These recommendations will
reallocate 19 uses and reduce the total number of eligible uses by
four, as detailed in Table 1, following.
TABLE 1
Recommended Adjustments to Base Levels
Current Recomm. Change Guidelines
VANCOUVER PLAYHOUSE:
Fest. Concert Soc. 39 34 -5 morning perf.
Friends of Cham. Mus. 5 7 +2
Van. Dance Centre` 7 - -7
Van. Play. Theat. 240 240 - 200 perf./40 reh.
Van. Recital Soc. __5 7 +2 (note Orpheum
uses)
Subtotal 296 288 -8
ORPHEUM/QET:
Academy of Music 4 4 -
Ballet B.C. 8 10 +2 7 perf./3 reh.
Coastal Jazz & Blues 1 1 -
Music in the Morning - 1 +1 morning perf.
"Messiah" - 2 +2 (1995: Bach
Choir)
Van. Bach Choir 10 11 +1 5 perf./6 reh.
Van. Chamber Choir 7 7 - 4 perf./3 reh.
Van. Opera` 41 49 +8 28 perf./21 reh.
Van. Recital Society 2 3 +1 (note Van. Pl.
uses)
Van. Symphony 119 108 -11 95 perf./13 reh.
Subtotal 192 196 +4
TOTAL USES 488 484 -4
It should be noted that the base level represents the maximum number
of uses assigned to each organization. The actual allocation is often
below the base level, due to the programming schedule of the
organizations.
Grant Recommendations
As detailed in Appendices A and B, 12 applicants have requested rental
grants totalling $1,528,950. The Director of Cultural Affairs
recommends grants totalling $1,487,070 to these 12 organizations,
calculated at the new rental rates considered by Council last week,
and representing 467 out of a total 484 eligible uses, as summarized
in Table 2, following.
TABLE 2
1995/96 Grants Equal to Rent Recommendations
New
Fall Spring Base
1995 1996 $ Total Uses Level
Academy of Music 6,800 18,700 25,500 ( 4) ( 4)
Ballet B.C. 23,800 34,000 57,800 ( 10) ( 10)
Coastal Jazz - 6,800 6,800 ( 1) ( 1)
Festival Concert 13,090 18,700 31,790 ( 34) ( 34)
Frds. of Cham. Music 3,750 9,375 13,125 ( 7) ( 7)
Music in the Morning - 1,875 1,875 ( 1) ( 1)
Van. Bach. Choir* 34,000 19,700 53,700 (10+2) ( 11)
Van. Chamber Choir 18,350 17,000 35,350 ( 7) ( 7)
Van. Opera 85,000 164,225 249,225 ( 49) ( 49)
Van. Playhouse 126,655 257,125 383,780 (232) (240)
Van. Recital Society 17,350 19,225 36,575 ( 9) ( 10)
Van. Symphony 211,100 380,450 591,550 (101) (108)
TOTAL $539,895 $947,175 $1,487,070 (467) (484)
*Includes two performances of the "Messiah"
The recommendations in Table 2 include new base level uses to the
following organizations:
Ballet B.C. $10,200 (2 uses)
Friends of Chamber Music $ 3,750 (2 uses)
Music in the Morning $ 1,875 (1 use)
Vancouver Bach Choir $ 2,700 (2 uses)
Vancouver Opera $51,000 (8 uses)
Vancouver Recital Society $13,600 (2 uses)
Total $83,125 (17 uses)
FINANCIAL IMPLICATIONS
Because of the proposed adjustment in the timing of rental grants, the
financial discussion in this report includes all of 1995, as well as
Spring 1996. For calendar year 1995, Council approved a Grants Equal
to Rent budget of $1,409,645. For Spring 1995, Council approved
rental grants totalling $893,245 (including $20,020 over base levels),
leaving a balance of $516,400.
Grants recommended in this report for Fall 1995 will require an
increase of $4,375 in the total 1995 Grants Equal to Rent budget prior
to an adjustment for Civic Theatre rate increases. Assuming the rental
rates proposed by the Director of Civic Theatres have been approved,
additional increases in the budget will be required, as summarized in
Table 3, following:
TABLE 3
Budget Summary
Grants Grants
Currently Recomm. Recomm.
Approved Before After Rate
Budget Rate Incr. Rate Incr. Incr.
Fall 1995 $516,400 $ 520,775 $ 539,895 $19,120
Spring 1996 0 $ 915,850 $ 947,175 $31,325
Total $516,400 $1,436,625 $1,487,070 $50,445
Council should note that although the total base level of uses has
been reduced by four, this reduction will not translate into a
corresponding decrease in the funds required for the grant budget. In
fact, the recommended funding level of $1,487,070 for the 1995/96
season (September 1995 to August 1996), is a $77,525 or 5.6% increase
over the 1995 financial year grant ceiling of $1,409,645. Of the
$77,525 increase, $51,045 or 3.6% is due to the recommended increase
in the rental rates, which will be reflected in an increase to the
Civic Theatre revenue, and the remaining $26,480 is due to the one-
time restructuring of the base level of uses.
The actual impact to the 1996 Operating Budget is not known at this
time, as it will be influenced by rental grant applicants' program
schedules in the 1996 Fall Season, as well as the rental rate
increases for the 1996/97 theatre season as applicable to the 1996
Fall Season.
BACKGROUND
The calendar year timing of Grants Equal to Rent has created a number
of difficulties for both grant recipients and the City. As Council
noted with the VSO last year, one problem has been that applicants'
seasonal uses have not always corresponded to their base levels.
Moreover, approval of applicants' grants for the Spring season has
been retroactive. The change to Fall/Spring grants,as described in
this report, will give applicants a more accurate base level and an
indication of the City's level of support prior to their performing
season.
Another difficulty has been caused by the fact that rental rate
increases, approved mid-year, have often been greater than any
increase approved for the Grants Equal to Rent budget earlier in the
year. In past years, staff tried to ensure that rental grants
approved for a given financial year, in terms of total dollars, were
within the budget ceiling. However, there were occasions when
additional funds were recommended and approved from Contingency
Reserve to provide funding to close the gap. The shift to seasonal
Grants Equal to Rent should address this problem.
DISCUSSION
Process
The proposed new process for reviewing and approving Grants Equal to
Rent will involve one main report in July to make recommendations on
the coming Fall/Spring season, and a second report early in the
following year. The second report is intended to establish the budget
allocation for the then-current year, and will be part of the report
dealing with grant ceilings in the Cultural Grant category. For the
1996 financial year, it is anticipated that the report would recommend
a funding ceiling of $1,487,070 for 1996, with any further changes to
be made when the 1996/97 rental rates are adjusted.
Base Levels
This report recommends adjustments in current base level uses (Table
1) to ensure that the levels assigned to applicants are compatible
with their performing seasons and reflect their recent pattern of
Civic Theatre uses, within their recognized mandates. A periodic
review of base levels will be conducted in the future.
Council will note that the base level recommendations for a number of
groups are more clearly defined than they were in the past. Because
the costs of different types of uses vary significantly (rehearsals
versus performances, for example), clearer guidelines regarding type
of use are needed to bring assigned base levels more closely in line
with the budget ceiling. Since a review of applicants' past few
seasons indicates that a rigid definition of types of uses is
impossible in many cases, staff are recommending guidelines that
distinguish between uses that vary significantly in cost. Where no
cost increases are involved, however, this report recommends some
flexibility in applying base levels (for example, by applying a
performance use to cover a less expensive rehearsal use, but not vice
versa).
Noting the Vancouver Arts Initiative's recommendation that the Grants
Equal to Rent program be expanded to include additional applicants,
staff also reviewed the activities of several non-profit arts
organizations that have been frequent users of the Civic Theatres in
the past five or more years. A major consideration was whether a
group was still able to take advantage of the Vancouver Foundation's
Baxter Grant program, which is available, on a limited basis, to
occasional users of the theatres.
This report recommends that Council approve rental grant support to
two of these groups: (1) Music in the Morning, which presents annual
events in the Civic Theatres and is no longer eligible for Baxter
grants, and (2) the Vancouver Cantata Singers for their presentation
of the "Messiah" every three years, as detailed later in this report.
Requests and Recommendations
A detailed discussion of applicants' base levels and grant requests
for 1995/96, together with the Director of Cultural Affairs'
recommendations for rental grants for the first part of the year, is
provided in Appendix B.
CONCLUSION
The proposal to change the rental grants program from a calendar-year
to a seasonal basis has been welcomed by rental grant recipients. The
new timing will give them an indication of support prior to their
seasons, and limit any discrepancies between seasonal uses and base
levels. Provided the main Grants Equal to Rent report can be
scheduled after Civic Theatre rates are adjusted for the season,
rental grants will no longer have to be adjusted half way through the
year, thereby simplifying the process for all concerned.
* * * * *
APPENDIX B
DISCUSSION OF GRANT RECOMMENDATIONS
Academy of Music
The Academy rents the Orpheum four times a year to present its student
orchestral concerts; its current base level covers these uses. The
Academy has asked for a grant of $25,500 towards one use in Fall 1995
and three uses in Spring 1996, which are recommended.
Ballet B.C.
At present, Ballet B.C. has a base level of eight uses of the Queen
Elizabeth Theatre: six performances and two rehearsals. It has applied
for a base level of 14 uses: ten for the company's own productions and
four for some of its presentations of other companies in the Dance
Alive! series. In Spring 1995 the company benefitted from a grant of
$42,250 to cover its presentation of "The Nutcracker" with the VSO,
which accompanied the performance. The grant was within the VSO's
base levels, and support for it was largely based on the fact that it
assisted both Ballet B.C. and the VSO.
In the context of the current demand on the Grants Equal to Rent
budget, the Director of Cultural Affairs is not recommending the
allocation of base level uses for Dance Alive! presentations as a
priority. He notes that, if the budget allows in the future, it may
be desirable to allocate base level uses for events that involve
partnerships between rental grant recipients, such as that between the
Ballet and VSO earlier this year.
The Director does recommend an increase Ballet B.C.'s base levels to
ten uses: seven performances and three set-ups/ rehearsals, and a
grant of $57,800 to cover these uses for 1995/96.
Coastal Jazz and Blues Society
The Society, which organizes Vancouver's Jazz Festival, has a base
level of one for its annual opening night concert at the Orpheum or
Queen Elizabeth Theatre. No change in the base level is required. A
grant of $6,800 to cover its 1996 concert in June is recommended.
Festival Concert Society
The Society presents diverse, inexpensive Sunday morning concerts,
convenient for families and seniors, at the Vancouver Playhouse
Theatre. Since it is reducing its season, a corresponding reduction
in its base levels, from 39 to 34 morning concerts, is recommended. A
grant of $31,790, to cover the Society's rental uses in Fall 1995 and
Spring 1996 is also recommended.
Friends of Chamber Music
Friends of Chamber Music presents a series of ten evening concerts at
the Playhouse, and has a base level of five. This base level was a
result of historical circumstances and financial need at the time the
level was set. The Society has now asked for an increase in its base
level to seven uses. Having reviewed the Society's current activities
and financial needs, the Director of Cultural Affairs is recommending
an increase in its base level to seven. Within that level, he
recommends a grant of $13,125 for the 1995/96 season.
The "Messiah"
For a long time, three of Vancouver's senior choirs have had an
agreement under which each presents two performances of "Messiah" at
the Orpheum every three years during the Christmas season. Two of the
groups, the Vancouver Bach Choir and Vancouver Chamber Choir, have
been funded through the rental grants program for many years, and
receive additional assistance when they do "Messiah", usually over
their base levels. The third, the Vancouver Cantata Singers, does not
use the Civic Theatres on an annual basis, and therefore has not
received a rental grant for its "Messiah" performances.
To address this situation, the Director of Cultural Affairs proposes
that a "rotating" base level of two uses be assigned to whichever
choir is presenting the "Messiah" at the Orpheum in a given year, in
accordance with the arrangement among Vancouver's choirs. For the
coming season, the Director recommends that the $13,600 grant for the
"Messiah" be approved in the allocation to the Bach Choir.
Music in the Morning
The Society primarily presents morning concerts at the Vancouver
Academy of Music and several other venues. In recent years it has
also organized concerts in the Civic Theatres, which were funded five
times by the Baxter Fund. The Society is now no longer eligible for
Baxter grants, but wishes to continue to present at least one concert
a year in the Civic Theatres. The Director of Cultural Affairs
recommends that Council assign a base level of one morning use of the
Orpheum or evening use of the Vancouver Playhouse to the Society, and
approve a grant of $1,875 for a concert at the Playhouse on June 30,
1996.
Vancouver Bach Choir
The Bach Choir has applied for a base level of five performances and
six rehearsals at the Orpheum Theatres, one more than its present
level of ten uses. The size of the choir and orchestra with over 250
people on stage, make it difficult for the group to rehearse
elsewhere.
The Director of Cultural Affairs recommends approval of this new
level. For 1995/96 he recommends a grant of $53,700 representing 12
uses, one over the base level, but including two performances of the
"Messiah". As indicated in the Summary, and explained earlier in this
report, the Director is proposing that up to two base level uses for
"Messiah" be set aside for whichever of the senior choirs is
performing it in a given year.
Vancouver Chamber Choir
The Chamber Choir's home season includes performances in the Orpheum
and in smaller venues throughout the city. It has a base level of
seven uses (four performances and three set-ups/ rehearsals), which
reflects its current pattern of uses. For 1995/96 the choir has
applied for a grant of $36,430, which includes an extra rehearsal use.
The Director of Cultural Affairs' recommended grant of $35,360 does
not include this additional use.
Vancouver Dance Centre
The City began to provide the Vancouver Dance Centre with rental
grants in 1990, after the Centre had developed a dance series in the
Vancouver Playhouse with assistance from the Baxter Fund. At that
time Council assigned the Dance Centre a base level of seven uses.
Since the Centre discontinued this activity three years ago, this
report recommends cancelation of its base level uses.
Vancouver Opera
In recent years the VOA has expanded its activities in the Civic
Theatres well beyond its current base level of 41 uses. Recognizing
this fact, Council, on a one-time basis, approved three uses over base
level totalling $19,500 for Spring 1995.
The VOA is requesting a new base level of 53 uses: 25 set-ups/
rehearsals and 28 performances in the Queen Elizabeth Theatre or
Orpheum. However, to cover its 1995/96 season it would need a grant
of $269,625 for 50 uses of the QET/Orpheum and 18 uses of the
Vancouver Playhouse, where it will be presenting one of its operas
next year.
The Director of Cultural Affairs recommends a base level of 49 uses of
the QET/Orpheum: 21 set-ups/rehearsals and 28 performances. For the
1995/96 season he recommends a grant of $249,225, the equivalent of 49
uses of the QET, to be applied to 23 performances at the QET, 18
performances at the Playhouse (costing just under 5 uses of the QET)
and 21 set-ups/ rehearsals. Staff are proposing flexibility in
applying uses for the VOA in view of the organization's current
development phase.
Vancouver Playhouse Theatre Company
The Company is the main user of the Playhouse Theatre and produces a
season of six plays. Its base level of 240 uses is appropriate for
its current level of use, allowing for 200 performances and 40 set-
ups/rehearsals. For 1995/96 the Director of Cultural Affairs
recommends approval of the Company's grant request of $383,780,
representing 195 performances and 37 set-ups/rehearsals.
Vancouver Recital Society
The Society has a base level of five uses of the Playhouse, where it
has a highly regarded concert series, and two uses of the Orpheum,
where it presents individual concerts, for a total of seven base level
uses. Like the Opera, the Recital Society has expanded its activities
since its base levels were established.
The Society has requested, and the Director of Cultural Affairs
recommends, a new base level of ten: seven Playhouse and three Orpheum
uses. The Director also recommends that Council approve on a one-time
basis, the Society's request for five uses of the Playhouse and four
uses of the Orpheum totalling $36,575; this is within the Society's
total number of new base levels.
Vancouver Symphony Orchestra
The Symphony, whose base level has been 119 uses of the Orpheum, has
asked for a new level of 108 uses comprising 95 performances and 13
rehearsals or auditions. The Director of Cultural Affairs recommends
a base level of 108 uses, subject to the annual budget level approved
by Council, and on the understanding that this level can accommodate
uses in which the Symphony accompanies other rental grant applicants,
such as Ballet B.C. This does not include sold services.
For 1995/96 the VSO has requested, and the Director recommends, a
grant of $591,550 to cover 89 performances and 12 rehearsals and
auditions at the Orpheum.
The VSO has also requested an additional grant of $4,875 to cover a
school concert that was omitted from its Spring 1995 request. The
Director of Cultural Affairs does not recommend retroactive
consideration of rental grants for a period that has already been
dealt with by Council, and is, therefore, not recommending that
Council approve a grant for the VSO school concert in Spring 1995.
* * * * *