SUPPORTS ITEM NO. 1
CS&B COMMITTEE AGENDA
OCTOBER 10, 1996
ADMINISTRATIVE REPORT
Date: September 24, 1996
Dept. File: VMC
TO: Standing Committee on City Services and Budgets
FROM: Director of the Finance and
Director, Office of Cultural Affairs
SUBJECT: Vancouver Museum Commission
RECOMMENDATION
A. THAT Council direct staff to enter into an operating lease
agreement with the Vancouver Museum Commis-sion, with terms
and conditions to the satisfaction of the Director Legal
Services and the General Managers of Community and Corporate
Services.
B. THAT Council direct staff to transfer future grant
installments, including the provincial grant held in trust
by the City, from the Vancouver Museum Association to the
Vancouver Museum Commission effective September 27, 1996.
C. THAT Council approve a 1996 supplementary grant to the
Vancouver Museum Commission of $200,000; disbursements to be
made as detailed in this report. Source of funds to be the
1996 Contingency Reserve.
GENERAL MANAGERS' COMMENTS
The General Managers of Corporate and Community Services
RECOMMEND approval of A and B and submit C for CONSIDERATION.
COUNCIL POLICY
On February 22, 1996, Council approved a series of recommenda-tions
with respect to the future operations of the Vancouver Museum
including the creation of a governing society, the Vancouver Museum
Commission, approval in principle of a supplementary operating grant,
and the inclusion of a capital request in the 1997-1999 Capital Plan.
Approval of grants requires eight affirmative votes of Council.
PURPOSE
The purpose of this report is to formalize the transfer of
responsibilities from the Vancouver Museum Association to the
Vancouver Museum Commission (VMC), and to review and provide Council
with staff evaluation of a request from the Vancouver Museum
Commission for supplementary operating funds in the amount of $200,000
for the period October 1, 1996 through September 30, 1997.
BACKGROUND
Since February of 1996, Council has approved a series of actions to
undertake the process to revitalize the Vancouver Museum.
On February 22, 1996, City Council approved a the creation of
a new governing society, the Vancouver Museum Commission.
On April 2, 1996, Council approved the objects and by-laws for
the Vancouver Museum Commission.
On June 13, 1996, Council appointed seven members to the
Vancouver Museum Commission.
On June 27, 1996, Council approved a 1996 operating grant of
$655,900 to the Vancouver Museum Association.
On August 23, 1996, the Vancouver Museum Commission was
registered as a non-profit society.
The Commission has been named, the society registered, and a date of
September 30th has been set for the transfer of responsibilities for
governance from the Vancouver Museum Association to the Vancouver
Museum Commission (VMC).
DISCUSSION
Prior to the transition date, the Commission has been meeting to set
the vision and principles for the institution which build on the
consultant's recommendations contained in the Vancouver Museum Review
and adopted by Council in February. The Commission has also developed
a framework for revitaliza-tion and identified priorities for
implementation in the coming year. The vision, principles, and
priorities are contained in the VMC's request for funding which is
attached to this report as Appendix A.
Their funding request also contains a three year operating plan and
budget which builds from the current level of operations through three
years of transition supported by a $200,000 per year supplementary
grant form the City, to an ongoing budget which returns to the City's
current level of support ($655,900 in 1996 dollars). This three-year
transition period enables the VMC to rebuild its resources and product
to a level which will provide the ongoing levels of funds from all
sources including admissions, sponsorships, donations and funding from
other levels of government, necessary to sustain the institution.
While much of the transition work will not take place until 1997, the
VMC are seeking confirmation of supplementary funds at this time so
that they may put in place the plans to begin implementation when they
assume their governing responsi-bilities on October 1st.
In particular, they are seeking confirmation of the supple-mentary
grant to provide the additional funds which will enable them to enter
into contractual arrangements this fall with a new Executive Director,
to re-establish some educational programs for the coming school year,
and to implement some operational changes brought about as a result of
the Pacific Space Centre construction project.
Staff have reviewed the budgets and assumptions and support the
financial projections as reasonable in relation to past experience at
the Vancouver Museum, as well as other local exhibiting institutions.
Subject to Council's approval, staff are proposing to disburse the
supplementary grant as follows:
$50,000 immediately;
$50,000 January 1, 1997;
$50,000 on April 1, 1997; and
$50,000 July 1, 1997.
This will enable the Commission to begin planning, enter into
arrangements with staff, and will retain the ability of the new
Executive Director to review and revise future budget projec-tions
with the Commission and the City prior to the release of the 3rd and
4th grant installments.
CONCLUSION
The newly appointed Commissioners have taken on an extensive
redevelopment project for the Vancouver Museum. Their commitment and
enthusiasm in taking on this challenge in such a timely and intensive
manner give staff the confidence that supplementary funds will be well
spent in ensuring the City's long-term goal of a revitalized, relevant
Museum for and about the people of Vancouver.
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