REPORT TO COUNCIL

MILLENNIUM STEERING COMMITTEE

April 2, 1999

RECOMMENDATION

1. City's Millennium Project RTS No: 00662/CC File No: 4208-2

Council Date: April 13, 1999

Summary

The following report sets out a community-based millennium project for the City and provides recommendations for City Council's approval, including a role for the Vancouver Museum and other potential partners, support for communications, and the commitment of City funds.

Background

In the previous Millennium Committee Report to City Council on May 14, 1998 (see Appendix), the following directions for the City's involvement in millennium programs were approved:

· City millennium initiatives should focus on long term legacies
· that the City not initiate millennium celebratory activities
· no endorsement of third party millennium events or activities
· that information about millennium-related activity be provided on the City web site
Following on the approval of the report, Committee members and staff examined the seven "legacy ideas" identified at that time, held discussion with potential media partners, consulted with youth representatives, and pursued one of the ideas (youth legacy) to the proposal stage. After concluding that the scope for direct participation in the youth legacy proposal was too limited, the Committee examined additional options brought forth by staff and civic organizations. The Committee met on February 24, 1999 to consider a proposal by the Vancouver Museum and, after further consultations, met again on March 29, 1999 and concluded that the proposal contained excellent opportunities for participation by youth as well as adults. The Committee therefore recommends the project described below for Council's approval as the official millennium project of the City of Vancouver.

Proposal

The City's millennium project invites participation by Vancouver residents in creating a legacy based on their own stories and experiences. The building blocks are the people, events and places in the city as captured in our own photographs and stories. These would be gathered into an exhibition, marked on millennium plaques, accessed on a web site, and possibly published as a soft-cover book. The building of this legacy begins in September 1999 in schools, builds to the opening of the exhibition in June 2000, and continues for the rest of the year as plaques are installed across the city.

Wrapped around this public program are launch events, neighbourhood events, and the opening of the exhibition. Depending on sponsorship interest, a major highlight event may become a possibility. The project would rely on funding partnerships with the Federal Millennium program (Canada 2000) and the equivalent Provincial program (BC2000) as well as foundations, media, and corporate sponsorships. The project would be managed under the stewardship of the Vancouver Museum and may also involve other non-profit partners; its working title is currently: A Day in the Life of Vancouver.

More program content, budget, and organizational details are in development, based on the project outline proposed below:

i. Millennium Image Bank

An invitation for Vancouver residents, young and old, to contribute photographs and videos to an image bank out of which a special exhibition is created. The exhibition would open in June of 2000 at the Vancouver Museum, and run through the summer and fall of 2000. Depending on resources, local exhibitions could also be developed. To enhance participation, a web site would accept submission, encourage browsing of the images and serve as an information source for people wanting to participate in events and workshops.

Possible themes for images:
· A typical day in your life
· A day to remember
· A special place in the neighbourhood
· Images of the City's future

Images could range from heritage photographs to contemporary digital images. While many Vancouverites own cameras already, a special program to provide disposable cameras - especially for children and youth - would be initiated. Corporate partnersto provide cameras, film, development and image digitization would be sought to support the creation of the Image Bank.

With the co-operation of media partners, selected images could be seen in the media, who may consider awarding prizes in various categories. Schools, community centres and community organizations would be the primary partners and venues for participants, and would receive support from "touring" photo workshops as well as having access to cameras, film and processing.

With media attention, prizes, an active web site, and community workshops all contributing to the Image Bank, this would be an exciting and fun activity, leading to a sense of ownership of the exhibition. This phase also sets the stage for a second participation opportunity during the public and education programs offered by the Museum once the exhibition opens. And, strategically, these activities build interest in the Museum's Joyce Walley Learning Centre - a new, purpose-built learning centre for youth - and for The Vancouver Story, a major permanent exhibition, both in the planning stages now.

ii. Neighbourhood Stories

At the same time as the photography component is activated, the City's youth would also be invited to interview adults in their neighbourhood to tape their stories about locally significant places and events. The same themes as the image bank - a day in the life - would also serve as a framework for the interviews. The adults would, in turn, add to the interview by asking youth about their images or wishes for the future.

These stories would then become the source for several hundred millennium plaques. The plaques would be permanent and spread across the city to reflect the informal "popular history" of local places and events. In time, the plaques would become the natural destinations for local walking tours.

Further, the stories would be the source for a text (and possibly audio) component to the web site and add impact to the photo exhibition by featuring the voices and words of citizens. Stories could accompany both historic photos or contemporary images. Depending on resources, the web site could continue to be a site for citizens to send images and stories for a number of years.

Finally, an edited version of stories and photos could be published as an inexpensive soft-cover book, designed as a keepsake of the City's millennium project.

The Neighbourhood stories program would be managed by a team of facilitators, working in partnership with the City's Secondary schools, Libraries, and Community Centres. The objective of the partnerships is to encourage an intergenerational and intercultural experience in which students take the lead role in carrying out the interviews. The facilitators would demonstrate interview techniques and act as a link to the photo and exhibition component. The facilitators and neighbourhood partners would jointly organize food and a welcoming atmosphere for the interviews during "Story Lunches" at community centres or other neighbourhood locations, and coordinate the scheduling of these events across the city. Just as in the photography program, selected interviews might be featured in print or electronic media as the project evolves.

iii. Special Events

The kind of grass-roots participatory activity described above provides an excellent platform for a number of special events.

As a core commitment, it is proposed that the program have a launch event at which the idea is explained, demonstrations are provided, cameras are made available, the web site is activated, and the public signs up to be part of the experience. The opening of the exhibition also presents a natural opportunity to recognize all the participants and to invite the entire community to attend.

If there is sponsor interest in a special " highlight" event, such a component could be considered on the understanding that it not depend on public funds. Discussion with potential sponsors about timing, location and content of such a special event will be undertaken shortly. Its timing would not be limited to a New Year's Eve opportunity. If these discussions prove fruitful , then a much more substantial media campaign could also be devised. In any case, a budget and details would come back to Council if this opportunity were to firm up.

Management

The management of the millennium project will function under the umbrella of the Vancouver Museum while seeking to bring in other partners. The project team, led by a contracted executive producer/program manager, would be charged with involving civic departments, community organizations, media, and corporate sponsors. The executive producer/program manager would co-ordinate both the photo and story projects while leading the development of community, media, and corporate partnerships and play a key role in delivering the special events that may emerge. An example of partnerships might be obtaining project auspices by historical and heritage organizations, partnerships withindividual secondary schools, and co-sponsorships with community centre associations or libraries.

City, Park Board and School Board staff would play a support role where possible, provide information, and encourage links to other initiatives. As an example, staff would provide a link with the Park Board's bid to host the "Communities in Bloom program", which, if successful, may result in a series of photos and interviews about particularly attractive streets and parks.

City staff would also assist in the development of an administrative structure that would account for funds and monitor progress. However, there would not be an ongoing operating role for City staff. The Millennium Committee would assist in building the project team and then continue to be available as a resource on an as-needed basis , but would not take on a project management role.

Communications

The communications needs of the project are addressed in the budget, but could be enhanced by two low-cost initiatives related to the City's web site.

i. Use the City's web site to identify the "A Day in the Life" millennium project as the City's sole commitment to millennium activity. The site would direct the public to links with other millennium-related sites locally, provincially, and nationally while disclaiming any endorsement of the organization or activities listed. This would assist members of the public who are seeking a calendar of events (link to Tourism Vancouver) or sources of project funding (link to BC2000 and Canada 2000).

ii. Provide access to the City's Internet server as the host for the project's web site. Subject to meeting the technical constraints of the system and at no additional costs to the City, this would be an efficient way of using existing City resources to enhance the public's access to the project.

Timeline

A number of assumptions about sponsorship potential , administration, and other sources of funding will be tested in the April - July period. The current time line for the project suggests that collection of photos and stories should begin in September of 1999, and conclude in March 2000. The exhibition could then open in June, 2000 and have an extended run. Millennium plaques would appear in the summer and fall.

Funding Sources

As noted at the outset, the project relies on funds from variety of sources in addition to those of the City. The programs of senior governments are as follows:

i. Canada 2000 - Federal Millennium Program

For up to 1/3 of community project costs, the next deadline is May 31, 1999.

ii. BC2000 - Provincial Millennium program

For one-time capital projects up to $ 200,000, or up to $ 25,000 to non-capital projects. First deadline is April 30, 1999.

The Millennium Steering Committee notes that with access to these programs and a concerted effort to develop foundation, media, and corporate partners, the proposed project has a good chance of meeting its financial targets.

Budget Estimates

Expenses

Staff
Executive Director/Project Director 18 months @ $ 37,000 p.a. 55,000
Photo project coordinator 12 months @ $ 2000 fee 24,000
Neighbourhood stories coordinator 12 months @ $ 2,000 fee 24,000
Part-time assistants 20,000
Publicist - fee basis 10,000
Sponsorship/fundraising - fee basis 10,000
Volunteer co-ordination and event staff 15,000 158,000
Programs & Products
Photo Exhibition costs 45,000
Cameras, film, processing (net cost after donations) 5,000
Millennium Plaques

Artist fee Estimated 3,000
Production 400 @ $ 100 40,000
Installation Estimated net cost 7,000
Web Site Design & development fee 14,000

Publication Net cost after sales 20,000
Launch, openings, community events 24,000 158,000

Communications
Newspaper insert 25,000
Flyers, mailings, PSA's, ads, other 20,000 45,000
Overhead
Office - equipment rental , computers, supplies and materials, miscellaneous 16,000

- mailing, couriers etc. 3,000
- insurance, rights and fees 5,000 - meeting costs 2,000

Production - equipment rentals, scanners, tape recorders etc. 10,000
36,000
TOTAL EXPENSES $397,000

Revenues

Canada 2000 (Federal government) $ 131,000
BC2000 (Province) 25,000
City (not including contingency) 131,000
Foundations 20,000
Media sponsors - cost offsets to communication expenses 20,000
Web site sponsor - cost offsets to communication expenses 5,000
Special event sponsors& donations 15,000
Corporate sponsorships 50,000
TOTAL REVENUES $ 397,000

Therefore the Millennium Steering Committee RECOMMENDS

A. THAT City Council approve in principle the program in this report as the City of Vancouver's official millennium project.

B. THAT Council contribute up to $150,000 ($131,000 plus $19,000 for contingencies) toward the City of Vancouver millennium project, with possible offsets to these costs from sponsorships. Disbursements would be subject to provision of reports providing further program, budget, and administrative details to the satisfaction of the City Manager. Source of funds to be Contingency Reserve.

C. THAT Council approve the use of the City's web site to provide information on our millennium project with links to other sites; and approves use of the City's Internet server to host the millennium project, subject to technical and cost constraints.

D. THAT Council forward this Report to the Vancouver Board of Parks and Recreation, The Vancouver Library Board, and the Vancouver School Board for their information and inviting their participation in this millennium initiative.

(Signed) Jennifer Clarke
Chair

CITY MANAGER'S COMMENTS

If City Council wishes to undertake a Millennium Project, the City Manager submits A, B, C and D for Council's approval. In addition, the City Manager notes that this would be funded from Contingency Reserve, which for the 1999 year is approximately $1.3 million. There are a number of other requests for funding out of Contingency Reserve that will be brought forward to Council in late April for final budget approval. These requests are greater than the funds available, and will be reviewed by the Corporate Management Team prior to submission to Council.

APPENDIX

REPORT TO COUNCIL

MILLENNIUM STEERING COMMITTEE

APRIL 28, 1998

1. Recommendations for the City's Involvement in Millennium Activities

Summary

The following report sets out conclusions reached by the Millennium Steering Committee and provides recommendations for City Council regarding the forthcoming new millennium, offers background on actions by other levels of government, sets forth criteria for evaluating millennium options, offers a selection of possible millennium initiatives and presents next steps for the approval of Council.

Background

This report is presented by the Millennium Committee struck by Council on July 29, 1997 to report on recommendations for the City's involvement in millennium activities, if any.

The Committee had seven members with liaison staff from the City, Park Board and School Board. Its four citizen members were Janet Fraser, Kelly Ip, Diana Lam, and Richard Mulcaster. Its institutional members were VSB Trustee Barbara Buchanan, VPB Commissioners Allan De Genova and Laura McDiarmid (alternating), and Councillor Jennifer Clarke, who served as chair.

The Committee had six regular meetings and two brainstorming meetings with citizens. In addition, the Committee reviewed the experience of the 1986 City Centennial Legacies Program with Larry Beasley, and met with representatives from the Vancouver Board of Trade, the Province of British Columbia, and Millennium Vancouver 2000. The Vancouver Foundation, represented on the Committee, reported on a proposed national campaign for grass-roots giving spearheaded by the Community Foundations of Canada. Tourism Vancouver, Vancouver Hotels Association, and the Vancouver Cultural Alliance were invited to address the Committee, but reported that they had no plans in progress.

Most local organizations are in the early stages of millennium planning, as are other Canadian municipalities surveyed by the Committee.

In addition to these consultations, Councillor Clarke attended the Federal government's Millennium Task Force discussions in November 1997.

In contrast to the local level, senior governments are taking steps to recognize the millennium.

The provincial government is considering a large scale celebration for New Year's Eve 2000 as well as a variety of other activities, pending the appointment of staff from the Ministry of Intergovernmental Affairs. The federal government has announced a substantial millennium initiative following its consultation process and a national poll. The Angus Reid public opinion survey shows Canadians want the millennium marked in a special way and that they favour events and activities that will have a lasting impact. Accordingly, on March 12 the federal government announced the formation of a Millennium Bureau to provide $160 million over three fiscal years. Terms of Reference for accessing funds will be announced shortly. Priority will be on partnerships with other sources of funds in the private and not for profit sector. Municipalities will be eligible for partnerships.

During the course of the Committee's deliberations it was recognized that while senior governments were moving on the issue, most organizations in the private and non-profit sector have not firmed up their plans. Many are in the formative stage or are uncertain whether they'll do anything at all. Most are asking what the City and senior levels of government are doing. The Committee has considered the following:

Millennium Activities for Vancouver

Endorsement Policy

In view of the formative stage of much of the local millennium planning, the Committee anticipates there will be requests by third parties for City endorsement to assist with fundraising or other forms of public participation. The Committee recognizes the risks and possible liability for the City in endorsing activities over which it has no control/participation, and which lack definitive plans from the applying organization. Therefore, the Committee recommends the City not provide broad endorsement of millennium initiatives by third parties. The Committee did agree on the need to be open to specific partnerships that are consistent with existing City objectives.

Communications

As we get closer to January 1, 2000, the Committee recognizes there will be increasing requests of the City for information on millennium activities throughout the Lower Mainland. Depending on Council's decision to proceed further, it is recommended we respond on our website, informing the public about what the City, Park Board and School Board's own millennium commitments are. Second, the website could also refer inquiries to other millennium organizations listed on websites of the Government of Canada, the CommunityFoundations of Canada, Tourism Vancouver and other local organizations. This approach avoids the appearance of endorsement. Use of the City website, possibly augmented with a a printed brochure, would provide a quick response to inquiries at a nominal cost.

The City's website would

1. List the City, Park Board and School Board activities, if any; and outline the City's own priorities with respect to the millennium.

2. Refer to other millennium-related websites and sources of information while disclaiming any endorsement of the organizations or activities listed.

If Council wants to expand the information service to include listing of initiatives beyond the City, Park Board and School Board, there will be additional costs and staffing required to "vet" and list activities on the website. Keeping in mind the principle of non-endorsement and the appearance of endorsement a listing might bring, this approach is not recommended.

This position reflects input from the Communications Department, who also note that more detailed planning and costing would be required if Council opts to pursue a specific millennium initiative.

Celebrations

It appears from the Committee's review that the private sector, the Province of British Columbia, and perhaps the Park Board through its Community Centres, will be pursuing a number of celebrations focussing on the New Year's Eve. Therefore, it was concluded that the City should not duplicate or compete with those efforts. Hence the Committee's recommendation that the City not undertake any celebratory initiatives.

Legacy

In light of the above conclusion and the Angus Reid survey findings, the Committee felt the City should focus its interest on options having a lasting or legacy nature. Citizens seem to want activities that are community focussed, allow them to give back to their community and have lasting value. Having decided to focus on legacy initiatives, and recognizing the need to report to Council promptly, and that the deadline for applying for federal funds will be announced shortly, the Committee convened two small brainstorming sessions with citizens. Participants included private sector professionals from Vancouver's media, public relations and entertainment sectors, plus Community Centre Associations, students, and teachers from Vancouver schools. The sessions augmented the Committee's own deliberations and provided a broad range of ideas on which to base further development.

Evaluation Criteria

Out of those sessions and the Committee's subsequent discussions, the following criteria are recommended in evaluating City millennium options:
· Legacy benefits
· Innovative and significant
· Impact, creates an impression
· City-wide appeal
· Inclusive, crossing age, gender and cultural lines
· Potential for joint action by City, Park Board and School Board
· Potential for City investment to lever other resources
· Corporate sponsorships or partnerships, and federal and provincial partnerships

Ideas for Millennium Projects

During a brainstorming session, the point was made that we need to decide whether we want our legacy to be primarily for Vancouver citizens or be so innovative as to capture international attention. The ideas that the sessions produced were intended to be freewheeling and to stimulate further discussion. They were not intended to be fully developed proposals ready for implementation. After some review by the Committee, the following appear to fit with the criteria:

1. Capital Projects:

(a) a campaign to expedite the redevelopment of Hastings Park.
(b) a campaign for early completion of the seawall around the city
(c) a campaign to purchase and develop the Arbutus Right of Way as linear Park/greenway.
(d) a campaign to fast-track the development of the False Creek Heritage Streetcar project.

2. A youth legacy, growing future leadership through a youth-driven initiative.

3. A Millennium Endowment fund to sustain future worthy endeavour(s).

4. Identify a major challenge and fix it - go against the grain of what everyone else is doing. e.g., build a drug-treatment centre.

Some of these ideas if not pursued by Council might be picked up by the Park Board or School Board or by the private sector.

Next Steps

With the proposed criteria in place, and some key ideas for further development, it is time for direction from Council. Should Council wish to proceed, the Committee recommends the following sequence of steps.

1. Reality check for technical review and feasibility. Ideas 1-4 given to two-person teams of a staff person and member of the current Committee for analysis. To provide brief report on technical, timing and other issues, noting constraints and opportunities.

2. Devise Terms of Reference for a new Millennium Legacy Committee, including public participation, identifying skills needed and potential appointees. Some carry-over from the current Committee is recommended.

3. Request a report back in early fall containing a detailed action plan for one option, with a budget for Council's consideration.

4. Provide a maximum of $7,500 from Contingency Reserve for public participation and meeting costs for the process.

Therefore, the Millennium Steering Committee

RECOMMENDS

A. THAT any City millennium activities focus on long-term legacy initiatives, using the criteria in this report.

B. THAT the City not initiate millennium celebratory activities.

C. THAT as a matter of policy the City not provide broad endorsement of third party millennium activities; but that the City may be open to specific partnership proposals consistent with City objectives.

D. THAT information be provided to the public on millennium initiatives which the City, Park Board and School Board may choose to undertake on the City's website, and that the public be referred to the websites of other organizations undertaking millennium-oriented activity.

E. THAT Council approve analysis and review of legacy ideas, and appoint a Millennium Legacy Committee with appropriate skills and new terms of reference, to report back with an action plan and budget in early fall.

* * * * *

(c) 1998 City of Vancouver