A6
ADMINISTRATIVE REPORT
Date: March 26, 1997
Dept. File No. AN
C.C. File No. 2052-1
TO: Vancouver City Council
FROM: Director, Office of Cultural Affairs
SUBJECT: 1997 Cultural Grants: Operating and Project Grant
Allocations
RECOMMENDATIONS
THAT Council approve 77 Operating Grants totalling $1,239,900 and
27 Project Grants totalling $63,500, as listed in Appendix A, for a
total of $1,303,400 including conditions on grants, where noted.
Source of funds to be the 1997 Cultural Grants budget.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services submits the foregoing for
Council's CONSIDERATION.
COUNCIL POLICY
City Council confirmed the criteria used in assessing Cultural Grant
applications on February 3, 1987, and approved the current Cultural
Grant categories (Operating, Project, Grants Equal to Rent and Incentive
grants) on December 14, 1989.
On November 22, 1994, City Council approved a new two-step grant
approval process whereby staff recommendations not in dispute are
approved first (and are the subject of this report), while applications
being reconsidered are given a second review and are presented for
Council approval at a later date.
Approval of grant recommendations requires eight affirmative votes.
SUMMARY
As listed alphabetically in Appendix A, staff recommend approval of 104
Operating and Project Grants totalling $1,303,400, out of 134 requests
received, leaving a balance of $38,960.
Not included in Appendix A are four Project Grant applicants requesting
reconsideration, as indicated in Appendix B. Their applications will be
considered by Council on May 8th.
Appendix C provides a summary of all 1997 Operating and Project grant
recommendations by activity (those considered in this report as well as
those that will be reconsidered later), compared to grants in the
previous year.
In addition, a package of the front pages of all the applications, with
staff comments, was sent to each member of City Council in advance.
PURPOSE
This report recommends 1997 Cultural Grant allocations in the Operating
and Project categories for all applications not referred to the
reconsideration process.
BACKGROUND
In approving the 1997 Cultural Grants budget ceiling on March 13, 1997,
Council allocated $1,277,360 for Operating Grants and $65,000 for
Project Grants, for a total of $1,342,360. For this year, 134 Operating
and Project grant requests amounting to $1,760,550 were received, not
including Science World, which will be reported on at the City Services
and Budgets Committee of April 10th.
Staff initially recommended approval of 77 Operating grants and 27
Project grants, for a total $1,303,400, leaving an unallocated balance
of $37,460 in Operating and $1,500 in Projects, for a total of $38,960.
Applicants were notified of these recommendations, and four Project
Grant applicants, none of which have been recommended for funding, have
requested reconsideration (See Appendix B).
DISCUSSION
Recommendations
This report presents staff recommendations for the 130 applicants that
have not requested reconsideration (see Appendix A). In addition, any
grant recommendations in this report not approved by Council will be
referred to the reconsideration process, so that applicants may have the
opportunity to speak to Council's concerns.
Criteria
The recommendations in this report have been made in the context of the
increased financial pressures on Vancouver's non-profit arts
organizations, partly reflected by the declining number of Cultural
Grant applicants in recent years. Staff have tried to maximize the
effectiveness of City support by considering each applicant's
contribution to the community, as well as by assessing basic
eligibility, organizational competence, financial status, and program
quality.
This review has resulted in recommendations for increases to
organizations that are artistically viable, accessible, active in
Vancouver, and working to strengthen the cultural community as a whole.
It has also resulted in some decreases and fewer grants overall than in
previous years. As in the past, a number of grant recommendations to
smaller, developing organizations have been made, focusing on support
for innovation and distinctiveness, including the cultural activity of
diverse communities.
A summary of the number of grants recommended and not recommended,
compared to those in previous years is provided in Table I, following.
TABLE I
OVERVIEW OF RECOMMENDATIONS
Operating and Project Grants
No. of No.of No.of
Groups Groups Groups
1997 1996 1995
TOTAL 134 143 146
Not recommended 30 23 30
Recommended: 104 120 116
Decreased grants 8 8 12
Grants held at same level 67 62 44
Increased grants 20 34 44
New grants 9 16 16
Additional Items
Children's Festival:
As indicated in Appendix A, staff are currently recommending a decrease
of $3,600 in the Operating grant to the Children's Festival, which
receives no other form of assistance. This is based on the proportional
decrease to major cultural organizations proposed in the 1997 Funding
Ceilings report, but not finalized pending Council's consideration of
Science World's grant on April 10.
The grant recommendation for the Festival is being presented now to
avoid any further delay in providing funds, given the lack of advance
grants this year. If subsequent decisions affect the Festival's
proportional reduction, a further recommendation will be presented for
Council's consideration. Final decisions on the other major
organizations affected by the budget reduction target, which receive
rental or "Other" grants, will be made after Council considers Science
World's grant.
Vancouver East Cultural Centre:
In November 1996 Council approved an emergency grant of $17,085 to the
VECC to ensure continued operation of the theatre. Staff will be
reporting back to Council in May in detail on the considerable progress
made in improved fiscal an managerial controls.
In brief, the society has stabilized its cash flow and implemented
current and stringent accounting procedures and policies including a
monthly external review by a volunteer financial adviser. Current
audited financial statements are on file with City Clerk's.
Other notable improvements:
130,000 in new funds and in-kind support have been secured towards
the debt-reduction plan and improved operating support, which
has enabled: (1) reduction of accounts payable by 50% and a
debt-reduction plan by remaining creditors, and (2) completion of
much of VECC's capital improvement project, including new sound,
lights and seating;
a full season of rentals and co-productions has been booked;
marketing and therefore ticket sales are much improved; and
residency relationships with local arts organizations have been
formed.
CONCLUSION
This report, and the reconsideration report to be considered on May 8th,
are the main reports on Operating and Project grants scheduled for 1997.
A limited number of Project grants will be reviewed, if appropriate,
throughout the year. Reports on the other Cultural Grant programs are
scheduled for later in the year, including 1997/98 Grants Equal to Rent
in July.
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