Mailing Address:
Box 9819, Stn Prov Govt
Victoria, BC V8W 9W3
Tel: (250) 356-1718
Fax: (250) 387-4099 / Location Address:
800 Johnson Street, 2ndFloor
Victoria, BC V8W 1N3
E-mail:
Website:
APPLICATION FORM
OPERATING ASSISTANCE– Professional Performing ArtsOrganizations
Application Deadline: March 15, 2017
Please read Program Guidelines before completing form.
Choose one:DanceMusicTheatre / CADAC ID
ORGANIZATION NAME(Legally Registered Name)
/ FOR BCAC USE ONLY: / 10FILE #
MAILING ADDRESS
Postal Code / GRANT REQUESTED
Telephone / E-mail / $
Fax / Website
Submitting Officer / Artistic Director / LAST OPERATING GRANT
/ $
(Print Name) / (Print Name) / yyyy/mm
Title / TOTAL OPERATING BUDGET
Telephone / $ / $
E-mail / (Print Name)
Board Chair President
/ Previous Year / Current Year
DECLARATION (Original signatures are required)
BC SOCIETY ACT #.
Signature of Submitting Officer / Date signed
DATE REGISTERED (yyyy/mm/dd)
Signature of Board Chair or President / Date signed
DO SOLEMNLY DECLARE:
(a)THAT, TO THE BEST OF MY KNOWLEDGE, THE INFORMATION GIVEN IN THIS APPLICATION IS COMPLETE AND TRUE IN EVERY RESPECT
(b)THAT THE SOCIETY HAS COMPLIED WITH ALL REQUIREMENTS OF THE CRIMINAL RECORDS REVIEW ACT AND THESOCIETY ACT IN EVERY RESPECT APPLICABLE TO THE SOCIETY
(c)THAT THIS APPLICATION HAS BEEN APPROVED BY THE BOARD OF DIRECTORS OF THE SOCIETY. / FEDERAL CHARITABLE TAX #
(if applicable)
FISCAL YEAR END
Month (mm) / Day (dd)
FORMS WILL NOT BE ACCEPTED UNLESS SIGNED BY THE SOCIETY’S SUBMITTING OFFICER AND THE PRESIDENT OF THE BOARD OF DIRECTORS.
Are you applying for Enhanced Capacity Assistance? YES NO / Enhanced Capacity Deadline Date: March 15, 2017
See Program Guidelines for details.Information to complete your application for Enhanced Capacity is included as an Addendum to this form.
THE BC ARTS COUNCIL REQUIRES ALL DOCUMENTATION LISTED ON PAGE 5.
Page 2 of9
WRITTEN STATEMENT
The written statement, accompanied by the financial and statistical information submitted through CADAC and on the attached pages, forms the basis of assessment for each application. Applications will be evaluated by a peer Advisory Committee against the program criteria, the core values and goals of the BC Arts Council and the three areas of assessment.
In preparing their proposal, applicants should:
- Consider and discuss how they fulfill their mandate, mission and values through the pursuit of excellence in each of the three areas of assessment.
- Respond to the core values and goals of Council in considering and discussing each of the three areas of assessment as they relate to the applicant’s mandate, mission, values and activity.
Applicants are reminded that while they are asked to consider a number of possible criteria under each area of assessment, not all of the criteria will apply to each application; rather, they are examples of aspects that should be considered and addressed in the application if relevant to the organization and its work.
The relative weight given to each of these areas of assessment is indicated in brackets.
- Organizational Profile (2 pages maximum)
- Artistic Achievement (50%)
- Community Engagement (25%)
- Organizational Capacity (25%)
Part 1: Organizational Profile: (2 pages maximum, bullet format may be used, if appropriate)
This section gives the peer Advisory Committee a snapshot of the organization’s structure and history. Please note that some Advisory Committee members may be more familiar with your organization than others.
- Describe your organization’s history, mandate, mission and core values.
- Outline your organization’s management, board,and staff structure.
- Describe how each of yourfacilities (administrative, storage, programming, exhibition, etc.)is held and managed (own, rent, lease).
- Outline the organization’s funding history (BCArts Council, Canada Council, Department of Canadian Heritage, local government, Gaming, etc.)
- Identify, using percentages, your organization’s revenue structure (Earned Revenue %, PrivateSector%, Public Sector %, for both the current year and the years for which you are applying).
Page 3 of 9
WRITTEN STATEMENT continued
Part 2: Artistic Achievement (50%)
This section to be written by the Artistic Director or equivalent, identified at the top of the section.
The Advisory Committee will assess excellence in the achievement of professional artistic/curatorial activity, acknowledging the range of practices that may exist.
- Briefly describe thehighlights, challenges and opportunities from the last completed year’s and the current year’s programming.
- Outline the proposed program for the two years for which assistance is requested. Describe how the activities and artists chosen reflect the organization’s artistic/curatorial vision. If your organization plans to develop new work or introduce new activities in the forecast years, outline the specific development processes.
- Please outline up to three examples of how self-reflection on recent activities influenced the proposed programs and artistic/curatorial choices.
- Describe up to three recent initiatives that support the artists and artistic practice associated with the organization.
This section to be written by the Artistic Director or equivalent, identified at the top of the section.
The Advisory Committee will assess excellence in engagement with and the impact on one or more identified artistic communities; the broader arts and cultural community; audiences and/or publics.
- Outline your organization’s overall approach to community engagement.
- Provide up to three recent examples that demonstrate your organization’s community engagement activities. Describe the impact, opportunities and challenges of theseactivities.
- Describe the engagement relationships and/or activities your organization proposes to develop during the years addressed in the proposal. Describe theanticipated impact, opportunities and challengesof these relationships and activities.
The Advisory Committee will assess excellence in management, as it contributes to sustainability,resilience, capacity building and/or a growing recognition of the organization, as well as realistic planning processes supported by informed and active trustees.
- Outline the organization’s current financial position, addressing any existing or projected deficit or surplus and plans regarding the elimination of debt or the intended use of surpluses (written by the General Manager, or equivalent, identified at the top of the section).
- Provide concise descriptions of three factors that have influenced your organization’s current capacity and sustainability(written by the General Manager or equivalent, identified at the top of the section).
- Provide concise descriptions of the major challenges or opportunities your organization anticipates facing within the next fewyears, with a focus on the years addressed in the proposal, along with the solutions and steps under consideration to address them(written by the General Manager or equivalent, identified at the top of the section).
- Explain whether the board is a governance, management or fundraising body and provide up to three examples of the board’s active role in supporting the organization’s artistic and organizational development (written by the Board Chair, identified at the top of the section).
Page 4 of 9
CADAC(Canadian Arts Data/Données sur les arts au Canada)
The BC Arts Council collects financial and statistical information through a national online database called CADAC (Canadian Arts Data/Données sur les arts au Canada). This system enables arts organizations applying for operating funding from public funders who are members of CADAC to submit their financial and statistical information in the same format.
You must use the CADAC Financial Form for Arts Organizations and the Statistical Form for Arts Organizations to submit your financial and statistical information for the years outlined below.
In addition to the hard copies submitted with your application, your organization’s Financial Statements must be submitted to CADAC to be reconciled against the Last Year Actuals you have entered in the database. The Last Year Actuals entered in CADAC must be reconciled and locked by CADAC staff prior to adjudication.
Accurate assessment of your organization’s request to the BC Arts Council depends upon you providing this financial and statistical information to CADAC in sufficient time for reconciliation and validation.
Contact your program officer for details. New applicants should discuss CADAC requirements with their program officer.
HOW TO SUBMIT
To submit your financial and statistical information for this application, you must use the CADAC Financial Form for Arts Organizations and the Statistical Form for Arts Organizationsat
You are required to submit:
- financialinformation for the last three years, including the current year,and for the two projected years for which you are applying.
- statistical information for the last three years, including the current year,and for the year for which you are applying.
Follow these steps to download, complete, upload and submit the CADAC Financial Form for Arts Organizations and the Statistical Form for Arts Organizations:
STEP 1
Register your organization with CADAC at as early as possible to ensure that you have enough time to assemble the required financial information.
STEP 2
Consult the CADAC User Guide and the Video Tutorials.
STEP 3
Enter and submit your financial and statistical information directly in CADAC.
Please note that you may still download, complete, upload and submit the CADAC Financial Form for Arts Organizations but theStatistical Form for Arts Organizationsis now only available to download for printing; statistical information must be entered directly in CADAC.
Repeat this step as needed to add to or change your financial or statistical information or if you are filling out the form for another year.
STEP 4
Upload the required signed financial statements to CADAC if you have them in an electronic version. If not, mail your signed copies to CADAC at:
CADAC FINANCIAL STATEMENTS SUBMISSION 350 Albert Street, P.O. Box 1047, Ottawa, ON K1P 5V8
OPERATING ASSISTANCE APPLICATION-– PROFESSIONAL PERFORMING ARTS ORGANIZATIONSBCAC 01/17
Page 5 of 9Operating Assistance – Professional Performing Arts Organizations
Application Checklist
It is the applicant’s responsibility to ensure applications are complete and all application requirements are included. The BC Arts Council will not contact applicants to address errors in applications or missing application requirements, including support material, other than that required to determine eligibility. Eligible applications and any supporting material will be assessed as they have been submitted.
The application should be printed on single-sided, standard letter-sized white paper and submitted unbound and without staples, unless otherwise noted. Application packages must be assembled in the order listed below. Before you submit your application, ensure that you have included the following:
A signed, completed Operating Assistance - Professional Performing Arts application form, including CADAC ID number.
A written statement (see page 2) of no more than 12 pages,includingan Organizational Profile (Part 1) of up to 2 pages.
A list of the organization's current board of directors, trustees or board of management, including their occupations and start dates.
A list of administrative and artistic/curatorial staff or significant contractors, giving name and title or responsibility (indicate if permanent/seasonal and full-time/part-time).
Completed Summary of Major Activities for Current Year and Projected Years One and Two (maximum two pages per year)
One copy of any recently prepared planning and policy documents, bound or stapled, if not previously submitted, and a detailed list of existing documents.
Two copies of your organization’s most recent Financial Statements, bound or stapled (see Guidelines).
Six copies of the most recent brochure detailing current or previous season.
A completed Application Checklist.
Enhanced Capacity Assistance submission (for Enhanced Capacity applicants only)
Also ensure that:
Organizations applying for Enhanced Capacity Assistance (deadline: March 15, 2017)
Please paperclip your full Enhanced Capacity Assistance submission together and submit in the following order:
A completed Enhanced Capacity Assistance Proposal Form
An Enhanced Capacity written proposal (maximum 3-pages)
A separate budget outlining expenses and revenues for each year of the proposed initiative (max. 1 page)
AND, if the proposal includes:
Hiring new personnel under any component of the program:
A single page job description for the position(s).
Significant new artistic collaborations:
Bios of commissioned or significant collaborating artists. Please do not submit CV’s.
Confirmation of participation by collaborators
Capital requests:
Two competitive quotes for proposed capital improvement(s) or equipment purchase(s)
Support material will not be returned.
All required financial and statistical information has been submitted and uploaded to CADAC for reconciliation and validation.
OPERATING ASSISTANCE APPLICATION-– PROFESSIONAL PERFORMING ARTS ORGANIZATIONSBCAC 01/17
Page 6 of9SUMMARY OF MAJOR ACTIVITIES – PROFESSIONAL PERFORMING ARTS ORGANIZATIONS
CURRENTFISCAL YEAR (please add one additional page if necessary; maximum two pages per year)
Name of Production, Program or Series
Please indicate if Home (H) or Touring (T) activity. / Production (P)
Co-Production (CP)
Invited Performance (IP)
In Development (D) / Total No. of
Performances / Total House Capacity / Total Audience / Revenue received as
Fees and/or
Guarantees / Revenue received through Box Office & Subscriptions
Page 7 of9
SUMMARY OF MAJOR ACTIVITIES – PROFESSIONAL PERFORMING ARTS ORGANIZATIONS
PROJECTED FISCAL YEAR ONE (please add one additional page if necessary; maximum two pages per year)
Name of Production, Program or Series
Please indicate if Home (H) or Touring (T) activity. / Production (P)
Co-Production (CP)
Invited Performance (IP)
In Development (D) / Total No. of
Performances / Total House Capacity / Total Projected Audience / Projected revenue received as
Fees and/or
Guarantees / Projected revenue received through Box Office & Subscriptions
Page 8of 9
SUMMARY OF MAJOR ACTIVITIES – ARTS AND CULTURAL SERVICE ORGANIZATIONS
PROJECTED FISCAL YEAR TWO (please add one additional page if necessary; maximum two pages per year)
Name of Production, Program or Series
Please indicate if Home (H) or Touring (T) activity. / Production (P)
Co-Production (CP)
Invited Performance (IP)
In Development (D) / Total No. of
Performances / Total House Capacity / Total Projected Audience / Projected revenue received as
Fees and/or
Guarantees / Projected revenue received through Box Office & Subscriptions
OPERATING ASSISTANCE APPLICATION – PROFESSIONAL PERFORMING ARTS ORGANIZATIONS BCAC01/17
Page 9 of 9
The deadline for Operating Assistance Program – Professional Performing Arts Organizations
applications is March 15, 2017.
Applications are accepted by mail and must be postmarked by Canada Post or a courier company no later than March 15, 2017. Applications may also be hand delivered or delivered by courier to
800 Johnson Street, Victoria, B.C., up to 4:00 p.m. on the deadline day.
Emailed or faxed applications will not be accepted.
Note: if the deadline falls on a weekend or statutory holiday,
the deadline becomes the next business day.
OPERATING ASSISTANCE APPLICATION – PROFESSIONAL PERFORMING ARTS ORGANIZATIONS BCAC 01/17
/ RETURN TO: British Columbia Arts CouncilMailing Address:
Box 9819, Stn Prov Govt
Victoria, BC V8W 9W3
Tel: (250) 356-1718
Fax: (250) 387-4099 / Location Address:
800 Johnson Street, 2ndFloor
Victoria, BC V8W 1N3
E-mail:
Website:
ENHANCED CAPACITY ASSISTANCE
PROPOSAL FORM
Will you have an overdue FINAL REPORT on a previous BC Arts Council grantas of the deadline date for this program? / NO You can continue / YES You are Ineligible to apply for this Program
ORGANIZATION NAME: ______
PROPOSAL DATES: Enhanced Capacity Assistance requests must align with the fiscal years of your Operating Assistance application.
Fiscal Year One: ______/______/ ______Fiscal Year Two: ______/______/ ______
yy mm dd yy mm dd
REQUEST AMOUNT:
$15,000 $30,000
Please describe your project briefly (25 word maximum) for the adjudication committee by completing this sentence:
Funding is requested to assist with
.
The written proposal forms the basis of assessment for this program. Proposals will be evaluated by a peer assessment committee against the program criteria, the core values and goals of the BC Arts Council and the three areas of assessment.
All applicants should refer to the ENHANCED CAPACITY ASSISTANCE program guidelines in preparing their proposals and consider the following areas of assessment:
- Feasibility (40%)
- Impact (40%)
- Innovation and Strategy (20%)
ENHANCED CAPACITY ASSISTANCE APPLICATION ADDENDUM BCAC01/17
Enhanced CapacityA-2 of A-2
Part 1: Challenge or OpportunityPlease describe the challenge(s) or opportunity(ies) currently facing your organization which you hope to address with the support of this program.This section should discuss:
- The history of the challenge or opportunity.
- How the challenge or opportunity was developed or identified.
- The previous or existing planning that has been undertaken to address the challenge or opportunity.
- Which areas or activities of the organization are or will be affected by the challenge or opportunity.
Please describe your organization’s proposed solution or approach to the challenge(s) or opportunity(ies) described above, including the proposed outcomes. This section should discuss:
- Which areas of the organization will be involved in addressing the challenge or opportunity.
- A clear description of the work plan for addressing the challenge or opportunity.
- What human and other resources will be required to address the challenge or opportunity.
- What further planning activity must be undertaken to address the challenge or opportunity.
- What other sources of funding or support are being sought to address the challenge or opportunity.
- The level of risk in addressing the challenge or opportunity.
- The change(s) that your organization will undergo as a result of a successful approach to the challenge or opportunity.
- If required, how the initiative will be sustained beyond the two years of Enhanced Capacity funding.
The Assistance Level for Enhanced Capacity is set at either $15,000 or $30,000 peryear for each year of the funding cycle.
a)Please describe how the set annual request amount of either $15,000 or $30,000 each year will be allocated in each fiscal year of your funding cycle. This section should discuss:
- How the request amount will augment existing operating budgets.
- What specific projects or expenses will be covered by the request amount.
Expenses and revenues associated with Enhanced Capacity Assistance must be reflected in CADAC entries for the applicable fiscal years.
ENHANCED CAPACITY ASSISTANCE APPLICATION ADDENDUM BCAC01/17