2017 City of Vancouver Annual Assistance Questions Template

2017 CITY OF VANCOUVER ANNUAL ASSISTANCE QUESTIONS TEMPLATE

Organization Information Form

Top of Form

ORA 1.0 | ABOUT THE ORGANIZATION

ORA 1.1 | Organization Name

The name the organization generally operates under (not necessarily the Registered Organization Name)

Bottom of Form

ORA 1.2 | Organization's Mission

ORA 1.3 | Summarize the history of the organization (i.e. when founded, by whom and why, key milestones). 300 words or less

ORA 1.4 | Primary Discipline

Please select the primary practice the organization works in

Community Arts/Social Practice

Dance

Heritage

Literary

Media

Multidisciplinary

Music

Theatre

Visual Arts

ORA 1.5 | Type of Organization

Please select the category which most closely describes the organization

Arts Museum

Art Gallery

Cultural Centre

Artist Run Centre

Festival

Presenter

Producing Company

Service Organization

Choir/Choral Organization

Ensemble

Orchestra

Publication

Facility

Parade

Training

History Museum

Opera Company

Production Centre

Science/Education Centre

ORA 1.6 | Is the organization mandated to serve specific communities or populations?

YES or NO

ORA 1.7 | Specialization (Check all that apply.)

Aboriginal

Disability

Health

Language

Lesbian, Gay, Bisexual, Queer

Ethno-Cultural (Please specify): ______

Senior

Trans*, Gender-Varient, Two-Spirit

Women

Youth

ORA 1.8 | How is the organization incorporated? (Check all that apply)

Non-Profit Society (B.C. Society Act)

Community Service Co-op (B.C. Cooperative Association Act)

Charitable Organization (Canada Not-for-profit Corporations Act)

ORA 1.9 | Canada Revenue Agency Charitable Registration Number(if applicable)

ORA 1.10 | Incorporation Information(As stated in incorporation documents)

Registered Organization Name:

Registered Organization Number:

ORA 1.11 | Incorporation Date

YYYY/MM/DD

ORA 2.0 | CONTACT DETAILS

ORA 2.1 | General Contact Information

Street Address:

City:

Province:

Postal Code:

Telephone:

General Email:

Website:

Facebook:

Twitter:

ORA 2.2 | Main Staff Contact

First Name:

Last Name:

Title:

Telephone:

Email:

ORA 2.3 | Board President

First Name:

Last Name:

Title:

Telephone:

Email:

ORA 2.4 | City of Vancouver Space/Facility

Does the organization operate in a City-owned space or spaces?

Yes

No

ORA 2.5 | List any spaces the organization operates.

Address / Primary Use (multiple choice – see online form) / Rent/Lease/ Own/City / Size (Sq Ft) / Cost/sqft / Secured to
YYYY/MM/DD
YYYY/MM/DD
YYYY/MM/DD
YYYY/MM/DD
YYYY/MM/DD
YYYY/MM/DD

ORA 2.6 | Do you have any major plans for space currently or in the near future?

Yes

No

If YES, please provide details. (150 word max)

AN 1.0 | CITY SUPPORT

AN 1.1 | Grant Request

$

AN 1.2 | Previous Cultural Grant Received

$

AN 1.3 | Previous Other Grants

What other assistance did you receive from the City of Vancouver in the past year? (Please specify value.)

Theatre Rental: $_____

Cultural Infrastructure: $_____

Other: Please Specify: $ _____

AN 1.4 | Previous In-Kind Support

What other assistance did you receive from the City of Vancouver in the past year? (Please indicate in-kind value if known.)

Did you receive any of these this year? If yes, please note value:

Capacity Building/Vantage Point$_____

City Services$_____

Venue use (parks,community centres, libraries) $_____

Transit Shelter Ad$_____

Video Screens$_____

Other,please specify...

AN 2.0 | ORGANIZATIONAL PURPOSE

AN 2.1 | Mission as submitted in the Organization Information Form

To edit the mission, return to question ORG 1.2 in the Organization Information form.

AN 2.2 | What are the organization’s goals (i.e. establish office space, professionalize systems, build board capacity, deepen in-house financial expertise, extend creation and production timelines, extend planning horizons, etc.) 150 words or less

CRITERIA

• There is a shared understanding between the founder or current executive leader and the board about where they want to steer the organization. Clear goals and practical plans are beginning to emerge to guide the organization.

AN 2.3 | Does the organization have a Strategic Plan?

Yes

No

If YES, Please attach the Strategic Plan.

From the main page upload Strategic Plan

AN 3.0 | ARTISTIC PROGRAMS OR SERVICES

AN 3.1 | Provide a summary of the types of programs or services that you will be offering in the request year. 300 words or less

CRITERIA

• The programs or services are known for their distinctive approach and align with the organization’s mission and goals.
• The programs or services respond to a clear and compelling need or opportunity in the artistic discipline or cultural sector.

You may also attach an existing document with detailed plans for the request year.

From the main page upload Request Year Program Document

This is a separate document you can attach with all programming details – no word/page limitation for this.

AN 3.2 | Attach a document of programs or services for the previous year for which you were funded (i.e.brochure, guide, annual report or a final report for another key funder).

From the main page upload Previous Year Program Document
CRITERIA

• The programs or services contribute to the discourse, practice or art form and the work is created, produced and disseminated to a high artistic level.
• The programs or services are supportive to the artists and creative personnel involved.

This is a separate document you can attach with all programming details – no word/page limitation for this.

AN 3.3 | Artistic Statement
Reflecting on last year and looking ahead, discuss the artistic vision or service rationale that informs annual programming. Highlight achievements and share experiences that are influencing service or artistic direction. 300 words or less

CRITERIA

• The artistic vision (or service rationale) is clear and aligns with the mission.
• The artistic leadership demonstrates an understanding of the organization’s unique role in the ecology.

AN 4.0 | PARTICIPATION AND IMPACT

AN 4.1 | Attach the CADAC Statistical Form with updated datato match the previous year for which you were funded.

From the main page, upload CADAC Statistical Form
CRITERIA

• There is evidence of demand and participation in the programs orservicesthrough quantifiable data including level of activity, attendance, participation, membershipand volunteers.

Upload CADAC STAT forms on main page.

AN 4.2 | Describe who the organization serves through its programs or services. This could include a primary audience or intended participants which could be comprised of artists, partner organizations, general public, membership, specific individuals or communities. 150 words or less

CRITERIA

• There is evidence of returning, consistent or growing audiences, membership or participants who understand the organization’s unique programs or services and see personal benefit in their continuance.

AN 4.3 | How does the organization effectively reach the people it serves? Highlight recent partnership, outreach, engagement, marketing or communication successes. 150 words or less

CRITERIA

• There are effective strategies in place to promote programs or services and to build and engage audiences, membership or participants.

AN 4.4 | How does the organization monitor public demand for its programs and services? What practices are in place to assess its impact on audiences, membership or participants? Highlight recent direct feedback.150 words or less

CRITERIA

• The organization can express the demand and impact of its programs or services.
• Using qualitative data and anecdotal feedback, the organization has or is developing an assessment strategy to maintain demand in its artistic discipline.

AN 4.5 | How does the organization integrate accessibility, inclusion and diversity within its organization and programming? Highlight recent successful practices.150 words or less

CRITERIA

• There are policies orpractices andprogramsin place which create the conditions to be accommodating, welcoming and open to people of all ages, abilities, sexual orientations, gender identities (including trans*, gender-variant and two-spirit people), ethnicities, cultural backgrounds, religions, languages, and socio-economic conditions.​​​​​​​

AN 4.6 | Are there specific communities or groups with whom the organization will be working? (Check all that apply. This may include more than those for whom the organization has a mandate to serve.)

Aboriginal

Disability

Health

Language

Lesbian, Gay, Bisexual, Queer

Ethno-Cultural (Please specify): ______

Additional Groups (specify): ______

Senior

Trans*, Gender-Varient, Two-Spirit

Women

Youth

AN 4.7 | Referring to the previous question, what opportunities does the organization offer? (Check all that apply.)

Special Needs Assistance/Translation/Interpretation

Transportation/Convenient Location

Accessible Venues

Free or Discounted Programs

Safe Environment

Education/Mentorship/Residencies

Artistic

Employment/Fees/Compensation

Volunteer

Partnership

AN 5.0 |ORGANIZATIONAL STRUCTURE

AN 5.1 | Attach a staff list with names and position titles (indicate part-time or full-time).

From the main page, upload Staff List
CRITERIA

• Positions alignwith the mission andgoalsof the organization.

Upload Staff list on the main page.

AN 5.2 ǀ Attach brief biographies of key leadership personnel in one document (up to 75 words for each bio).

From the main page, upload Staff Biographies
CRITERIA

• Staff Leadership (executive or artistic or both) has appropriate management experience and is recognized locally as current or future leaders in the sector.

Upload Biographies on the main page.

AN 5.3 ǀ Discuss some management achievements and goals. Highlight recent organizational developments and share challenges that are influencing planning for upcoming program or service delivery. 150 words or less

CRITERIA

• Staff Leadership (executive or artistic or both) has clear direction for the year, goals that alignwith the organization’s mission, and the organizationhas appropriate resources to deliver them.
• Staff Leadership (executive or artistic or both) can articulate specific successes, needs, and opportunities.
• Staff leadership has or is beginning to develop strategies to work towards longer-term goals.

AN 5.4 ǀ Founder StatementIf the founder remains in a leadership position, please have them respond to this question

Yes

No

IF YES: Do you want your organization to survive you? How can your partners inside the organization (Board and staff), or outside the organization (funders, foundations, sponsors), help to ensure that your core values which founded the mission are sustained in a second or third (or more) generation of leaders? 150 words or less

AN 6.0 | BOARD STRUCTURE

AN 6.1 | Attach a Board list with names and occupations (or professional affiliations or expertise) and start dates.

From the main page, upload Board of Directors List
CRITERIA

• Board membership is moving (or has moved) beyond people with a personal connection to the founder and has appropriate expertise and relevant community representation to support the mission of the organization. This expertise may be functional (i.e. legal, business, financial, marketing or communications); content-driven (i.e. artistic, service or mission); or community-related (i.e. education, non-profit, private, public or community service).

Upload Board List on main page.

6.2 | Board President Statement
Reflecting on last year and looking ahead, discuss how the Board works in support of the organization’s mission and goals. Highlight achievements and share challenges that are influencing Board members' involvement and roles. 300 words or less

CRITERIA

• The Board has or is beginning to establish committees and terms of reference. Meeting frequency is clearly defined and appropriate to the organization’s mission and goals.
• The Board’s role is clear, recruitment strategies are clearly defined, and board members actively contribute to the advancement of the organization’s mission and goals.

AN 7.0 | FINANCIAL MANAGEMENT

AN 7.1 | Last Actual Budget (expenses)

$

AN 7.2 | Last Fiscal Year End

YYYY/MM/DD

AN 7.3 | CADAC ID Number

AN 7.4 | Attach the CADAC Financial Form with data to match the previous year for which you were funded and the current year/projected year budget for the year for which you are requesting a grant.

From the main page, upload CADAC Financial Form
CRITERIA

• Revenue includes all levels of government support, private sector, corporate, investments, self-generatedrevenue, and in-kind support.
• There is an appropriate balance of administrative and artistic expenses to supportthe mission.
• Artist fees aremore consistently paid toprofessional artists atfee standards.
• Realistic financial and budgeting practices are in place with expenses aligned to realistic revenue projections.

Upload CADAC FINANCIAL forms on main page.

AN 7.5 | Attachindependently-preparedFinancial Statements for the recently-completed fiscal year (ideally a Review Engagement).

From the main page, upload Financial Statements
CRITERIA

• There is evidence of a healthy financial position (i.e. development of positive working capital, diversified revenues and funds, possible planned surplus) with adequate resources to support the organization's mission and goals.

Upload Financial Statements on main page.

AN 7.6 | Comment on the current financial position of the organization and plans to acquire necessary resources to implement programming or services during the request year. 150 words or less

CRITERIA

• There is evidence of appropriate financial planning and resources to implement programs and services during request year.
• If in a current deficit position, there are realistic and achievable plans to reduce the deficit while building more sustainable operations.
• If planning for growth, there are realistic and achievable plans to support operations and build working capital.

AN 8.0 | AGREEMENT

If the organization receives a grant from the City of Vancouver, we agree to the conditions set out above and as per any other conditions approved by Vancouver City Council.

They require one Board member name & one staff member name to be entered here, in the online form.