SUPPORTS ITEM NO. 2 CS&B COMMITTEE AGENDA OCTOBER 10, 1996 ADMINISTRATIVE REPORT Date: September 24, 1996 TO: Standing Committee on City Services and Budgets FROM: Director, Office of Cultural Affairs SUBJECT: 1996 Cultural Grants - Organizational Development Requests RECOMMENDATION A. THAT Council approve the following grants towards arts administration training costs: (1) Vancouver Chamber Choir $450 (2) Theatre Terrific $200; source of funds to be the Organizational Development component of the 1996 Cultural Grants budget. B. THAT Council approve a grant of $9,000 to the Vancouver Cultural Alliance for its joint purchasing initiative; source of funds to be the Organizational Development component of the Cultural Grants budget. Approval of A and B will leave an unallocated balance of $2,100 in the Organizational Development component of the 1996 Cultural grants budget. GENERAL MANAGER'S COMMENTS The General Manager of Community Services submits A and B for CONSIDERATION. COUNCIL POLICY On February 1, 1996, City Council approved the allocation of $29,000 in the 1996 Cultural Grants budget for Organizational Development grants. Approval of grant recommendations requires eight affirmative votes. PURPOSE This report makes recommendations on three requests for grants from the Organizational Development component of the 1996 Cultural Grants budget. BACKGROUND Organizational Development Grants Organizational Development is one of two funds in the Incentive Grants category (the other being Cross-Cultural Initiatives). Organizational Development funds are intended to assist with arts administration training costs, to support long-range planning, to address specific operational issues, and to under-take joint audience development initiatives. In recent years, the City has been encouraging joint operational initiatives that can benefit a number of organizations. There is currently a balance of $11,750 in the Organizational Development component of the Cultural Grants budget, not including the $15,000 designated for the POD grant program, which will be reported on later in October. Approval of the grants recommended in this report will leave an unallocated balance of $2,100 in the Organizational Development component of the Cultural Grants budget. DISCUSSION Staff are recommending three Organizational Development grants, as described below. Vancouver Chamber Choir The Choir has asked for a grant of $500 to help send its Administrative Assistant to two courses at SFU's Management Programme for the Non-Profit and Voluntary Sector. The courses, Financial Management and Marketing, are taught by two of the most experienced instructors in their respective fields, and together cost $930. A grant of $450 is recommended. Theatre Terrific Theatre Terrific wishes to send its new General Manager to a course on theatre management at Capilano College, and has asked for a grant to assist with the costs. The program, which includes resource development, audience services, and tour management, will cost $400. Staff recommend a grant of $200. Vancouver Cultural Alliance In discussions with its members and other service organiza-tions, the Vancouver Cultural Alliance has identified the combined purchasing power of the non-profit arts sector as an opportunity to reduce some administrative, production and marketing costs. Potential areas for joint purchasing include office supplies, theatre supplies, dry cleaning, printing, advertising and the marketing of arts merchandise. The VCA is proposing to research and develop a joint purchasing program, available to all its members, in three phases. Phase I will include a survey of arts community needs and economic activities, and research into joint purchasing models existing in other sectors (for example sports). Phase II will develop a business plan for gradual implementation of joint purchasing systems with maximum flexibility, and a potential for self-sufficiency. Phase III will be a one-year test of operations. The estimated cost of the first two phases of this initiative is $43,400. The Alliance has requested a grant of $10,000 from the City. It has also applied to the other levels of govern-ment and the Vancouver Foundation for assistance. Staff believe that the development of a well-researched shared purchasing program for the arts sector can benefit a signifi-cant number of organizations currently supported by the City. A grant of $9,000 for the first two phases of the initiative is recommended. * * * * *