ADMINISTRATIVE REPORT

Date: November 23, 2000
Author/Local: L.von Fersen, 6005

RTS No. 1743

CC File No. 2051

Council: December 5, 2000

TO:	Vancouver City Council
FROM:	Director, Office of Cultural Affairs
SUBJECT:	2000 Arts Partners in Organizational Development Grant Allocation

RECOMMENDATION

THAT Council approve an Arts Partners in Organizational Development (Arts POD) grant of $15,000 to the Vancouver Arts Stabilization Team (VAST) for subsequent distribution to 9 cultural organizations in the amounts indicated in Table 1 of this report, source of funds to be the Organizational Development component of the 2000 Cultural Grants budget.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS the foregoing for Council's approval.

COUNCIL POLICY

Approval of grant recommendations requires eight affirmative votes.

BACKGROUND

On Feb.17, 2000 Council approved a budget of $ 20,000 for the Organizational Development component of the Cultural Grants budget. As part of the Budget Management Plan approved by Council on April 20, 2000 the approved amount was reduced to $15,000. This amount is the current balance available to provide the City's share of the Arts POD program.

PURPOSE

This report recommends approval of the City's contribution to the Arts POD program for9 cultural organizations based in Vancouver.

BACKGROUND

Partners in Organizational Development

The program was initiated in 1989 as a jointly funded partnership of the Vancouver Foundation, United Way, Department of the Secretary of State and the City of Vancouver to help arts and community non-profit groups deal with common organizational problems and thus to function more effectively.

The program continues to be a jointly funded partnership. In 1997 the arts component of the program (Arts POD) grew to include the BC Arts Council alongside the City, the Vancouver Foundation and the Department of Canadian Heritage. Arts POD is now administered by the Vancouver Arts Stabilization Team, whose specialty is organizational development work in the arts sector.

The program has been reviewed by outside evaluators in 1993 and again in 2000 to ensure that it continues to meet real needs in the arts community and to seek feedback for further improvements. Respondents strongly endorsed the program as "useful" or "very useful" in meeting their needs and reported improved financial planning and fund-raising capacity as a result of their participation. Options for improving organizational development raised in the 2000 Program Evaluation will be discussed in more detail in early 2001.

DISCUSSION

Arts POD grant requests are assessed on the basis of eligible activities and costs, documented need, clear activity plan and long term benefits to the organization as a whole. Copies of the 2000 Arts POD brochure describing the program, including eligibility and evaluation criteria, are attached as Appendix A (on file in the City Clerk's Office) .

Although the program is province-wide, City funds are allocated only to Vancouver-based organizations, while the other funders contribute both to Vancouver groups and non-Vancouver groups. The contributions to the Arts POD funding partnership are set out below:

Arts POD funding partners

City of Vancouver $ 15,000
Vancouver Foundation 25,000
B.C. Arts Council 25,000
Dept. Canadian Heritage 25,000
TOTAL $ 90,000

Of the 18 grant requests received for all of BC, 12 came from Vancouver organizations who requested a total of $38,000. City funds are used only for organizations active in Vancouver, with additional support being provided from the other funding partners.

The following Vancouver cultural organizations requested Arts POD grants. Where organizational assessments are indicated, these will be managed by the Vancouver Arts Stabilization Team, and involve an outside consultant usually working for a flat fee.

TABLE 1

ORGANIZATION PURPOSE Requested Approved City share

Axis Theatre Society	An assessment on which to base new options for managing the growth of the company.	$3,000	$2,000	$ 910
Canadian Society for Asian Arts	Organizational assessment	2,000	0	0
Centre Culturel francophone	Assessment of management structures and programs, as a prelude to a new strategic plan.	2,500	2,500	1,130
Gallery Gachet Society	Assessment of the Society's mandate and priorities in serving its community of users.	2,000	2,000	910
Helen Pitt Gallery	A strategic plan for the Society	2,000	5,000	2,270
Maritime Heritage Society of Van.	Organizational assessment	2,000	0	0
St. James Community Square	Organizational assessment	2,000	0	0
Uzume Taiko Drum Society	An assessment after substantial personnel changes.	2,000	2,000	910
Vancouver Bach Choir	Updating the marketing and fundraising components of their strategic plan.	4,000	4,000	1,820
Vancouver East Cultural Centre	To develop a fundraising plan focused on individual donors	10,000	10,000	4,550
Vancouver International Comedy Festival	Assessment of the issues and opportunities of a revised format for the festival	3,000	2,000	910
Vancouver New Music Society	Development of an updated strategic plan responding to changes in Board and staff.	3,500	3,500	1,590

TOTAL $ 38,000 $ 33,000 $ 15,000

CONCLUSION

Office of Cultural Affairs staff recommend approval of an Arts Partners in Organizational Development grant of $15,000 to the Vancouver Arts Stabilization Team for subsequent distribution to 9 cultural organizations as indicated in Table 1. Approval of the recommendations in this report will leave no unallocated balance in the Organizational Development component of the Cultural Grants Budget.

* * * * *

(c) 1998 City of Vancouver