ADMINISTRATIVE REPORT

Date: August 29, 2000
Author/Local: AN/6007

RTS No. 1548

CC File No. 2055

Council: September 12, 2000

TO:	Vancouver City Council
FROM:	Director, Office of Cultural Affairs
SUBJECT:	2000/2001 Theatre Rental Grants

RECOMMENDATIONS

A. THAT Council approve changes in the base levels of five Theatre Rental grant applicants and the creation of a reserve use pool, within existing base level uses, as detailed in Table 2.

B. THAT Council approve 11 rental grants, within base levels and totalling $686,965, for uses of the Civic Theatres in Fall 2000, as listed in Table 3, source of funds to be the 2000 Theatre Rental Grants budget.

C. THAT Council approve, in principle, 11 rental grants for uses to the Civic Theatres in Spring 2001, within base levels and totalling $792,980, as listed in Table 3, subject to the 2001 Operating Budget Review process.

COMMENTS

The General Manager of Community Services RECOMMENDS approval of A, B and C.

COUNCIL POLICY

In 1979 and again in 1983, City Council affirmed the principle that Theatre Rental Grants are available to cultural organizations that use the Civic Theatres on a regular basis and have been assigned an annual “base level” of theatre rent uses by Council.

Council approved the current process for Theatre Rental Grants on 27 July 1995, providing for seasonally based grants allocated in July of each year for the coming Fall (Sept. 1 to Dec. 31) and Spring (Jan. 1 to Aug. 31). Recommendations for the Spring are approved in principle, subject to the Operating Budget Review for the applicable year.

Approval of grant recommendations requires eight affirmative votes.

SUMMARY

In view of changes in the pattern of Civic Theatre uses by a number of Theatre Rental grant applicants, staff are recommending adjustments, as listed in Table 2, to the base levels of Ballet BC, Vancouver Chamber Choir, Vancouver Opera, Playhouse Theatre Company, and Vancouver Symphony. Staff are also recommending the establishment of “reserve uses”: two for the Orpheum/Queen Elizabeth Theatre and four for the Vancouver Playhouse Theatre. These would provide for grants to arts organizations that are regular -- but not annual -- users of the Civic Theatres, and for additional uses by groups that have assigned base levels. The recommended adjustments are within overall approved base level uses.

Within the revised base level uses, staff recommend 11 grants totalling $686,965 for uses of the Civic Theatres in Fall 2000, and 11 grants totalling $792,980 for uses of the theatres in Spring 2001, as listed in Table 3.

PURPOSE

In accordance with the process City Council established in 1995, this report makes recommendations on Theatre Rental Grants for the 2000/2001 season. It also recommends changes in the approved base level uses for five organizations and the creation of a small pool of reserve uses, within the existing number of base level uses.

BACKGROUND

On February 17, 2000, Council approved a Theatre Rental Grant budget of $1,558,000 for calendar year 2000, not including the $100,000 allocated in that budget for the VSO’s office space rental in the Orpheum Theatre. A subsequent reduction in the City budget approved by Council requires a $7,900 decrease (one base level use) in the Theatre Rental Grants budget, bringing it to $1,550,100. The base level reduction is indicated in Table 2.

On April 18, 2000, Council confirmed 10 Theatre Rental grants totalling $880,150, leaving an unallocated $669,950 in the budget. Subsequently, changes in the Vancouver Symphony’s Spring 2000 schedule have resulted in an additional unallocated amount of $17,520, increasing the budget available for Fall 2000 rental grants to $687,470.

For the 2000/2001 season, 12 applicants have requested rental grants totalling $1,509,235, as summarized in Table 1, following.

Table 1 - Requests

Organization	$ Fall	$ Spring	$ Total	Reqst’d Uses	Base Uses*
Academy of Music	7,900	21,725	29,625	4	4
Ballet BC	75,050	31,600	106,650	17	9
Coastal Jazz & Blues Soc.	7,900	7,900	15,800	2	1
Friends of Chamber Music	8,520	6,390	14,910	7	7
Van. Bach Choir	30,800	22,900	53,700	11	11
Van. Cantata Singers	17,775	0	17,775	3	2
Van. Chamber Choir	11,850	12,650	24,500	5	7
Van. Opera Assoc.	106,650	118,500	225,150	40	48
Van. Playhouse Co.	157,130	218,385	375,515	198	234
Van. Recital Society	6,460	22,710	29,170	14	10
Van. Symphony	274,930	338,500	613,430	91	105
Van. Youth Symphony	0	3,010	3,010	2	1
TOTAL	$704,965	$804,270	$1,509,235	394	439

* Base levels prior to changes recommended in this report.

DISCUSSION

Base Level Changes:

During the past four years there have been both increases and decreases in uses of the Civic Theatres by the non-profit performing arts organizations eligible for rental grants. Consequently, the base levels assigned to several Theatre Rental grant recipients no longer reflect actual usage or near-term requirements. At the same time, groups not currently eligible for the City’s Theatre Rental grants have utilized the Baxter Rental Grant program to establish themselves as regular – though not annual – users of the theatres. Early Music Vancouver and Vancouver New Music are notable examples, and their access to the Baxter Fund is now limited.

As listed in Table 2 and detailed in the discussion of the groups involved, staff are recommending adjustments in the base levels of five Theatre Rental grant recipients, all of whom have been consulted and have indicated that the new base levels meet their needs, giving them some flexibility in planning their seasons. Staff also recommend the creation of a reserve pool of two performance uses for the Orpheum/Queen Elizabeth Theatre and four performance uses of the Playhouse Theatre.

The use reserve would be available to assist professional performing arts organizations that are no longer eligible for Baxter grants and that meet the criteria for Theatre Rental grants, but do not have allocated base levels. The reserve would also be available for additional uses by annual Theatre Rental grant recipients, based on need and priority. A reserve currently exists to cover two annual performances of Messiah, which is presented on a rotating basis by three different choirs.

The recommended re-allocations are within total approved base level uses, except for the elimination of one use to reflect the 2000/2001 Theatre Rental Grant budget reduction approved by Council as part of this year’s budget review.

Table 2
Recommended Changes in Base Levels

	Current Use Base	Recommen. Use Base	Use Increase /Decrease
Orpheum/QET:
Ballet B.C.	9	14	5
Van. Chamber Choir	7	6	-1
Van. Opera Association	48	46	-2
Van. Symphony Society	105	100	-5
Reserve uses (incl. Messiah)	2	4	2
TOTAL	171	170	-1
Playhouse:
Van. Playhouse Co.	234	230	-4
Reserve uses	0	4	4
TOTAL	234	234	0
Total for all 3 facilities	405	404	-1*

*The decrease of one base level corresponds to the $7,900 reduction in the Theatre Rental grant budget.

Grant Recommendations:

As summarized in Table 3, staff recommend that 12 organizations receive grants totalling $1,479,945 for the 2000/2001 season, all within the new base levels, as discussed in more detail later in this report. Approval of these recommendations would leave an unallocated balance of $505 in the 2000 Theatre Rental grants budget.

Table 3 - Recommendations

Organization	$ Fall	$ Spring	$ Total	Recom. Uses
Academy of Music	7,900	21,725	29,625	4
Ballet B.C.	71,100	27,650	98,750	15
Coastal Jazz & Blues Soc.	7,900	7,900	15,800	2
Friends of Chamber Music	8,520	6,390	14,910	7
Van. Bach Choir	30,800	22,900	53,700	11
Van. Cantata Singers	13,825	0	13,825	2
Van. Chamber Choir	11,850	12,480	24,330	5
Van. Opera Assoc.	106,650	118,500	225,150	40
Van. Playhouse Co.	157,130	218,385	375,515	198
Van. Recital Society	4,260	16,420	20,680	7
Van. Symphony	267,030	338,500	605,530	90
Van. Youth Sym.	0	2,130	2,130	1
TOTAL	$686,965	$792,980	$1,479,945	382

Academy of Music

The Academy rents the Orpheum four times a year to present its student orchestral concerts, which are an important learning opportunity for young musicians. Its current base level covers these uses. Staff recommend approval of the Academy’s request for a grant of $29,625 toward one rental in the Fall and three in the Spring.

Ballet BC

Ballet BC has asked for a $106,650 grant to cover 17 uses of the Queen Elizabeth Theatre, eight over its approved base level of nine. Seven of the additional uses result from the company’s decision to include an annual joint production of Nutcracker with Alberta Ballet in its programming rather than presenting touring versions of the family classic. This initiative will support the development of young audiences for ballet in Vancouver, and has the potential to provide Ballet BC with additional revenue in the long term.

The City’s policy has been to grant Ballet BC rental uses for its own productions. Given that the new Nutcracker will be a company co-production involving Ballet BC dancers, staff recommend approval of additional base levels of four performances and one rehearsal, as part of the re-allocation of base levels discussed earlier in this report. This would bring Ballet BC’s total base level to 14 uses (11 performances, 3 rehearsals). For this year, staff recommend a grant of $98,750, covered by the new base of 14 and by an additional use from the reserve. Staff are recommending the additional use in recognition of the initial costs of mounting the new production. Ballet BC received an Operating grant of $80,000 this year.

Coastal Jazz and Blues Society

CJBS, which has a base level of one, has applied for two uses of the Orpheum $15,800 for a concert in November 2000 and the jazz festival’s opening night concert in June 2001. The society has also requested an increase of its base level to two, noting that it is now using the Civic Theatres for at least two performances a year. CJBS’s 2000 Operating grant was $10,000.

Staff recommend a grant of $15,800 for two uses of the Orpheum, one covered by the base level use and the other by the newly established reserve. Staff do not recommend a change in the society’s assigned base levels at present, preferring to assess its requests for additional uses on an individual basis. The extra use in November 2000 is a concert featuring culturally diverse artists, and can help the CJBS with audience development.

Friends of Chamber Music

This group, which presents a season of 10 chamber music concerts by touring ensembles, has applied for its base level of seven uses of the Playhouse Theatre, four in the Fall and three in the Spring. Staff recommend approval of this request, which amounts to $14,910.

Vancouver Bach Choir

The Bach Choir has applied for a grant within its base level uses of five performances, six rehearsals in the Orpheum. Staff recommend a grant of $53,700 for the requested uses.

Vancouver Cantata Singers

When City Council revised base level uses on July 27, 1995, it approved a reserve of two uses for performances of Messiah at the Orpheum, presented during the Christmas season in rotation with the Vancouver Chamber and Vancouver Bach choirs. This year the Cantata Singers will be presenting Messiah, and have asked for a grant to cover two performances and, in addition, a rehearsal. In the context of available funds, staff recommend a $13,825 grant to cover the two performances. This year the choir received an Operating grant of $12,000.

Vancouver Chamber Choir

Staff recommend approval of the Chamber Choir’s request for a $24,330 grant toward two performances and three rehearsals at the Orpheum. Staff also recommend that the Choir’s base level be adjusted to reflect a decrease in its activity at the Orpheum in recent years: from four performances, three rehearsals to three performances, three rehearsals. Consultation with the Choir confirms that this pattern of use will continue, since the organization has moved one of its major events from the Orpheum to the Chan Centre.

Vancouver Opera Association

The VOA has asked for a grant of $225,150 to cover 40 uses (17 performances, 23 rehearsals) in the Queen Elizabeth Theatre. The Opera’s current base level is 48 uses: 27 performances, 21 rehearsals. As part of a strategy to eliminate its deficit, the VOA has reduced its number of performances at present. At the same time, with a view to enhancing artistic quality, the Opera has introduced “sitzprobe rehearsals”, which focus the orchestra and singers without the distractions of sets and costumes.

After consultation with the VOA regarding its plans for the next few years, staff recommend a reduction in the VOA’s base of performance uses by four, and an increase of rehearsal uses by two, for a total of 46 uses. Within this new base, staff recommend approval of the Opera’s grant request of $225,150, covering 40 uses. The VOA received an Operating grant of $14,000 for its outreach and ensemble activities in 2000.

Vancouver Playhouse Theatre Company

The Company has requested a grant of $375,515, representing 198 uses (170 performances, 28 rehearsals) of the Playhouse Theatre. The organization’s base level is 234 uses(194 performances, 40 rehearsals). Noting that over five seasons the Company’s average number of performances has been 179 (and not exceeded 189), staff recommend a reduction in its performance use base, from 194 to 190, for a total base of 230 uses. Within that base, staff recommend approval of the requested grant of $375,515.

Vancouver Recital Society

The Society, which presents Canadian and international artists in recital, has a base level of 10 performance uses. It has applied for a $26,670 grant to cover 14 uses, including seven rehearsal uses over base level. Staff note that rehearsal uses are only provided to organizations rehearsing their own productions. A $20,680 grant toward the seven performances is recommended. This year the Recital Society received an Operating grant of $10,000 for its annual Chamber Music Festival.

Vancouver Symphony

The VSO is asking for $613,430 to cover 91 uses of the Orpheum (78 performances, 13 rehearsals), including one tentative performance. Noting that in the past five years the VSO’s average number of performances has been 81 (and not exceeded 86), staff recommend an adjustment in its performance use base, from 93 to 88, for a total of 100 base level uses. Within that base staff recommend approval of 90 uses (77 performances, 13 rehearsals) amounting to $605,530. The VSO received an Operating grant of $46,000 this year.

Vancouver Youth Symphony Orchestra

VYSO, which has a base level of one use, has asked for a grant of $3,010 toward one performance and one rehearsal by its senior orchestra in Spring 2001. Staff recommend a $2,130 grant toward the performance, which will take place at the Playhouse Theatre.

CONCLUSION

In keeping with the process approved by Council in 1995, this is the first of two reports on Theatre Rental Grants for the 2000/2001 season. The second will be presented early next year after the 2001 Cultural Grants budget is approved, and will seek Council reconfirmation of Recommendation C in this report.

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(c) 1998 City of Vancouver