1999 Capital Grant Allocations

ADMINISTRATIVE REPORT

Date: July 10, 1999
Author/Local: S. Harvey/6001

RTS No. 00777

CC File No. 2005

CS&B: July 29, 1999

TO:

Standing Committee on City Services and Budgets

FROM:

Directors of Community Services, Social Planning and the Office of Cultural Affairs

SUBJECT:

1999 Capital Grant Allocations

RECOMMENDATION

THAT Council approve 8 Capital Grants, totalling $270,600, as listed in Appendix A, including conditions on the grants, where noted.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS approval.

COUNCIL POLICY

In 1987, City Council adopted "Criteria and Guidelines for Capital Grants". Included in these was the stipulation that the City grant for a project is not to exceed one-third of the total project cost.

The 1997-1999 Capital Plan included provision for a Capital Grant program for social service and cultural projects in facilities which are not owned by the City.

Approval of grants requires eight affirmative votes.

PURPOSE

This report seeks Council's approval of recommended allocations for 1999 Capital grants
BACKGROUND

For many years, the City has provided support for cultural and social service facilities through a number of mechanisms including: direct provision of facilities like Carnegie and the Vancouver Civic Theatres, capital budget allocations to organizations operating out of City-owned facilities (i.e. Mt. Pleasant Neighbourhood House, Firehall Theatre), and, since 1975, capital grants to organizations located in their own (or leased) premises.

Capital grants to non-profit social service and cultural organizations are for facility purchase, renovation and refurbishment of facilities not owned by the City. By policy, grants cannot exceed one-third of the total project cost -- the balance of the funds must be secured by the non-profit organization through public and private sector fund raising. For every dollar granted by the City in the 94-96 Capital Plan ($650,000), a further $61 was invested in Vancouver by senior levels of government and private sector donations - a total capital investment of $39 million.

Council approved an allocation of $500,000 for Capital Grants in the 1997-1999 Capital Plan. On May 20, 1999 Council approved an allocation of $200,000 in the Capital Budget for this year's Capital Grants. There remains a total of $158,850 unallocated and unspend from projects under budget from the 1997 and 1998 budget. Staff are therefore proposing to add these funds to the 1999 allocation of $200,000 for a total budget of $358,850. (See Appendix "C".)

DISCUSSION

Capital Grants Process:
City Council adopted criteria and guidelines for Capital Grants in 1987. These were amended in 1994 to reflect recent changes in the program (i.e. grants are only for facilities not owned by the City; only social service and cultural facilities are eligible). Revised criteria and guidelines are attached to this report as Appendix "D".

In April 1999, a preliminary application form along with a copy of the criteria and guidelines, was sent to Community Service and Cultural grants applicants who own or lease spaces, as well as other community groups who had expressed an interest in the Capital Grants program. A total of 18 organizations returned completed preliminary applications. Full application forms were then sent to those who met the basic eligibility criteria. A total of 10 applications, requesting a total of $471,130 were submitted. Copies of the front pages of the application are attached as Appendix "E").

Staff evaluated the applications first on basis of the basic criteria, and then in terms of the following priorities:

1. Appropriateness, public benefits, effectiveness, quality and potential improvement of services;
2. Financial need;
3. Cost of service;
4. Accessibility for the broad community; and
5. Confirmed financial support from other sources.

The review process culminated in the recommended grant allocations attached as Appendix "A". The rationale for each recommendation is included in this report as Appendix "B".

Accountability and Recognition:
To facilitate the payment of grants, the disbursement procedure established in 1994 will be continued. One-half of the grant will be paid at the start of the project, subject to:

· any conditions attached to the grant recommendations being met;
· confirmation of the receipt of funds necessary to complete the project; and
· receipt of any necessary development approvals.

The remaining half of the grant is paid when the work has been completed, as determined by the Director of Community Services, Social Planning.

To ensure that the funds are used as proposed, all grant recipients will be required to submit a report to Social Planning within 60 days of completion of the project, outlining project revenues and expenditures and noting specifically how the City grant was spent. As in previous years, staff are recommending that grant recipients be required to acknowledge the City contribution in any situation where project funding is officially recognized by the organization (i.e. in annual reports, brochures, plaques etc.).

CONCLUSION

Approval of the recommended Capital grants will help to ensure that approximately $5.4 million worth of renovations, upgrading, and new construction of cultural and social service facilities will happen in 1999.

This Capital Grant program is an excellent example of one of the ways in which the City can work with non-profit organizations to maintain and improve the cultural and social service infrastructure in Vancouver. The program supports the City’s objectives of accessible, community-based services, the development and maintenance of strong communities, andthe creation and strengthening of “complete” neighbourhoods. Of particular significance is the cost-sharing nature of these grants which ensures that the projects are developed on a partnership basis, leveraging significant support from senior levels of government and the private sector.

- - - - - Appendix “A”
Page 1 of 1

1999 Capital Grant Requests

Project

Budget

Request

Recommended

Arts Club Theatre of Vancouver

$ 660,000

$ 75,000

$ 0

Assoc. of Neighbourhood Houses (Cedar Cottage)

$ 226,691

$ 36,636

$ 36,600

Chinese Cultural Centre*

$1,400,000

$ 50,000

$ 50,000

Community Radio Education Society/Co-op Radio

$ 285,322

$ 82,950

$ 75,000

Eagles in the Sky

$ 31,938

$ 10,000

$10,000

Pacific Mineral Museum Society

$ 2,000,000

$ 100,000

$ 0

Portland Hotel Assoc./Arts In Action Society *

$ 660,178

$ 80,178

$75,000

South Granville Seniors

$ 50,915

$ 12,838

$ 7,500

Western Institute for the Deaf

$ 31,543

$ 11,028

$11,000

Women Against Violence Against Women Rape Crisis Centre

$ 37,000

$ 12,500

$ 5,500

$ 5,383,587

$ 471,130

$270,600

All grants are subject to:

· confirmation of the receipt of funds necessary to complete the project; and
· receipt of any necessary development approvals.

*Additional Conditions:

Chinese Cultural Centre
· Subject to the acceptance of a revised design which has been modified by qualified professional theatre and acoustic consultants to the satisfaction of the Director, Office of Cultural Affairs.

Portland Hotel Association/Arts In Action Society
· Subject to the confirmation of a revised renovation program and budget to the satisfaction of the Directors of Community Services, Social Planning and Office of Cultural Affair; and
· Confirmation of the signing of a long-term lease.

Appendix “B”
Page 1 of 2

1999 Capital Grant Recommendations

All grants are subject to:
· confirmation of the receipt of funds necessary to complete the project; and
· receipt of any necessary development approvals.

Arts Club of Vancouver Theatre Society
Notwithstanding the merits of the proposed renovations, staff do not believe that this project is sufficiently developed to support at this time. Therefore no grant is recommended. Staff recommend that the applicant undertake a feasibility study to prioritize projects, develop design/specifications for proposed improvements, a comprehensive budget and identify funding sources and strategies.

Association of Neighbourhood Houses/Cedar Cottage
A Grant of $36,600 is recommended to help pay for the second phase of the renovation of this neighbourhood house that was constructed in 1967. Phase 1 involved a complete upgrading of the ground floor space, with no funding support from the City. Phase 2 will complete the project on the lower floor.

Chinese Cultural Centre
A $50,000 grant is recommended for the construction of a new 240-seat theatre within the Chinese Cultural Centre complex SUBJECT to the acceptance by the Director, Office of Cultural Affairs of a revised design which has been reviewed by qualified professional theatre and acoustic consultants. Staff support the need for a small theatre within the complex, however have some concerns regarding the proposed design and resultant operational functionality of the theatre.

Community Radio Education Society (Co-op Radio)
A $75,000 grant is recommended for the move of the existing radio station to a newly-built mezzanine in the renovation of the old Sunrise Hotel on East Hastings. Staff support the move as a good mix of uses within the new facility and the opportunity for Co-op Radio to become a more visible presence in the community.

Eagles In the Sky
With some relatively minor renovations to what is now a storage room in McDonald Elementary School, this space and an adjacent room can be used for an additional after school program. Eagle in the Sky already operates two after-school programs out of a

Appendix “B”
Page 2 of 2

portable at this site, but there are long wait-lists. McDonald School is a recognized Community School and will be providing funding that will be used, in addition to the recommended $10,000 City grant to complete this project

Pacific Mineral Museum
No grant is recommended. Notwithstanding the merits of the proposed mineral museum, budget limitations restrict the City’s ability to support all of the many worthy single-interest, industry or community museums in the City. As a priority, it is the City’s practice to provide support to the civic museums which hold and exhibit the City’s own collections of artifacts. Staff commend the applicant for their work in restoring a heritage building but do not recommend that the City’s Capital Grants budget be used to make up for funding shortfalls which arise due to heritage restoration or building code requirements.

Portland Hotel/Arts in Action - The InterUrban
The InterUrban project aims to renovate and revitalize the vacant Bank of Montreal building at the corner of Carrall and Hastings Streets. A mix of community use spaces will be created, including: an art workshop and performance space, gallery, meeting rooms, rehearsal space and community kitchen. A grant of $75,000 is recommended to support this project.

South Granville Seniors Centre
The proposed renovations to the entry area that is shared between the South Granville Seniors and Pacific Theatre will make the space more comfortable for the seniors during the day and eliminate some of the use conflicts. The aesthetic improvements are not a priority for City funding, so the recommended grant of $7,500 reflects only one-third of the functional component of this project.

Western Institute for the Deaf
A grant of $11,000 is recommended to make this facility accessible to clients in wheelchairs and who use walkers.

Women Against Violence Against Women Rape Crisis Centre
This organization proposes to make renovations to make the facility more accessible to people with disabilities and to create some office spaces. Staff agree that making the space accessible is a high priority and are therefore recommending a grant of $5,500 for that portion of the project.

Appendix C
Page 1 of 1

1999 Capital Grant Budget

1999 Budget

$200,000

Prior Year Unallocated - 1998

$ 96,800

Prior Year Unallocated - 1998

$ 34,750

$131,550

Surplus funds from completed projects:

City Hall Childcare

$ 5,000

Kits Neighbourhood House

$ 700

Grandview Terrace Childcare

$ 300

$6,000

Allocated but withdrawn

Co-op Radio

$ 1,300

Kiwassa Neighbourhood House

$ 20,000

$21,300

Total Capital Grant funding available:

$358,850

ATTACHMENTS TO THIS DOCUMENT THAT DO NOT HAVE ELECTRONIC COPY ARE AVAILABLE ON FILE IN THE CITY CLERK'S OFFICE

* * * * *

Comments or questions? You can send us email.


TO:	Standing Committee on City Services and Budgets
FROM:	Directors of Community Services, Social Planning and the Office of Cultural Affairs
SUBJECT:	1999 Capital Grant Allocations

Project	Budget	Request	Recommended
Arts Club Theatre of Vancouver	$ 660,000	$ 75,000	$ 0
Assoc. of Neighbourhood Houses (Cedar Cottage)	$ 226,691	$ 36,636	$ 36,600
Chinese Cultural Centre*	$1,400,000	$ 50,000	$ 50,000
Community Radio Education Society/Co-op Radio	$ 285,322	$ 82,950	$ 75,000
Eagles in the Sky	$ 31,938	$ 10,000	$10,000
Pacific Mineral Museum Society	$ 2,000,000	$ 100,000	$ 0
Portland Hotel Assoc./Arts In Action Society *	$ 660,178	$ 80,178	$75,000
South Granville Seniors	$ 50,915	$ 12,838	$ 7,500
Western Institute for the Deaf	$ 31,543	$ 11,028	$11,000
Women Against Violence Against Women Rape Crisis Centre	$ 37,000	$ 12,500	$ 5,500

	$ 5,383,587	$ 471,130	$270,600

All grants are subject to:


1999 Budget			$200,000
Prior Year Unallocated - 1998		$ 96,800
Prior Year Unallocated - 1998		$ 34,750	$131,550
Surplus funds from completed projects:
	City Hall Childcare	$ 5,000
	Kits Neighbourhood House	$ 700
	Grandview Terrace Childcare	$ 300	$6,000
Allocated but withdrawn
	Co-op Radio	$ 1,300
	Kiwassa Neighbourhood House	$ 20,000	$21,300

	Total Capital Grant funding available:		$358,850