SUPPORTS ITEM NO. 1 CS&B COMMITTEE AGENDA MAY 8, 1997 ADMINISTRATIVE REPORT Date:April 21, 1997 C.C. File No. 2052-2 To: Standing Committee on City Services and Budgets FROM: Director, Office of Cultural Affairs SUBJECT: Reconsideration of 1997 Cultural Grant Recommendations RECOMMENDATIONS A. THAT Council not approve Project Grants to the following two organizations that have requested reconsideration: MTW Musical Theatreworks of Canada (#72) Word on the Street (#134) B. THAT Council approve a $1,500 Project Grant to the Association of Neighbourhood Houses for the Intertribal Pow Wow (#54). The source of funds for this grant would be the $1,500 remaining in the Project Grants category of the Cultural Grants budget. C. THAT Council approve a $2,500 Project Grant to the Japanese Canadian Studies Society (#55), SUBJECT TO confirmation of the participation of experienced professional musical theatre consultants, as well as sufficient financial resources to undertake full production workshops of the musical theatre version of "Rosie's Cafe", to the satisfaction of the Director, Office of Cultural Affairs. The source of funds for this grant would be $2,500 transferred from the Operating to the Project Grants category of the Cultural Grants budget, leaving an unallocated balance of $34,960 in Operating Grants. GENERAL MANAGER'S COMMENTS The General Manager of Community Services submits A, B and C for Council's CONSIDERATION. COUNCIL POLICY On November 22 1994 City Council established that grant recommendation will be reconsidered only if the reconsideration requests are based on one or both of the following premises: 1. that eligibility criteria have not been properly applied; or 2. that the financial situation of the applicant has not been properly assessed or understood. Approval of grant recommendations requires eight affirmative votes. PURPOSE This report contains the results of the staff reconsideration of four Cultural grant requests, as initiated by grant applicants. It proposes changes to two original staff recommendations. BACKGROUND In November 1994, Council approved a new grant reconsideration process for Community Services and Cultural grants, with the following features: specified grounds for reconsideration (referred to in Council Policy, above) must be provided; staff's reasons for initial recommendations, applicants' reasons for seeking reconsideration, and staff's responses, are presented in writing (see Appendix B); grants that are not in dispute can be considered by Council earlier than those being reconsidered; and some portion of the grants budget is set aside to allow for funding of new or increased grants arising form the reconsideration process. In a letter dated 14 March 1997, all Cultural Operating and Project grant applicants were advised, in writing, of staff recommendations, along with reasons for recommended reductions, or no grants. Four organizations requested reconsideration, as listed in Appendix A. On 8 April 1997, Council approved staff recommendations for all Operating and Project grant applications not being reconsidered. The approval left a balance of $37,460 in the Operating Grant budget and $1,500 in the Project grants budget, for a total of $38,960. DISCUSSION After applicants for reconsideration provided written information to support their requests, Cultural affairs staff conducted a second review of each request. The original applications, supporting materials, and the information submitted with the reconsideration requests were reviewed by a staff committee. Clarification was sought from applicants, as required. Appendix A lists the applicant's grant request and current staff recommendations, including any conditions. Appendix B contains written submissions from applicants requesting reconsideration, together with staff responses. CONCLUSION Staff did not originally recommend grants to any of the four applicants requesting reconsideration this year. The process of reconsideration has resulted in changes to two of the initial grant recommendations: Intertribal Pow-Pow $1,500 Japanese Canadian Studies Society $2,500 Total $4,000 The source of funds for these grants is the $1,500 remaining in the Project Grants category and $2,500 transferred from the Operating category, leaving an unallocated balance of $34,960 in Operating Grants. * * * * *