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TO: |
Mayor and
Members of Council |
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FROM: |
Barbara M.
Roth, Director, Recreation and Culture Services |
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PREPARED BY: |
George
Phillips, Manager, |
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DATE OF MEETING: |
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SUBJECT: |
Federal Cultural
Spaces – Grant Application |
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RECOMMENDATION:
That the report entitled Federal Cultural Spaces – Grant Application be received;
And that Council approve to
proceed with a grant application that meets the requirements as outlined in the
application guideline. Refer to Appendix
A - Grant Application, Appendix B - Application Guidelines and Appendix C - Environmental
Guidelines;
And that Council pre-approve the 2006
And that Council pre-approve the planned Town of
Markham contribution to the 2007
And further that the Mayor and Town Clerk be
authorized to sign the Cultural Spaces grant application; such agreement to be
subject to the approval of the Town Solicitor.
PURPOSE:
To inform Council
regarding the
EXECUTIVE SUMMARY:
Phase One
of the
Staff has drafted an application for funding through the
Cultural Space Grant Program to subsidize approximately 33% of the total cost
of the project that is estimated at $3,325,000.
Therefore, the request from the Federal Department of Canadian Heritage
will be 33% ($1,097,250) of the total budget.
As indicated in this report
this funding program is highly competitive and has stringent requirements
related to proving need and merit of cultural infrastructure projects. In
addition applicants are required to supply proof that the proposed project will
not violate the Federal Environmental Assessment act and that consideration is
given to incorporating ‘
For the application to
proceed, Council must commit to fund the balance of the entire project.
BACKGROUND:
The Ward Transportation Collections and Exhibit building
is a pre engineered steel structure constructed in two phases in the early 1980’s.
The building was constructed to house and maintain a collection of horse drawn
wagons. The collection is in part representative of an early
A facility audit was conducted by LORD Cultural
Resource Management in 2005 recommending the
Staff included a capital budget forecast for the
replacement of the
The objectives of the Cultural Spaces Program (CSP) are:
OPTIONS/DISCUSSION:
Cultural Space Program Grant
Guidelines
The
Cultural spaces Program is the only ongoing Federal Capital Program designated
for cultural facilities. As a result it
receives more proposals for projects than it is funded to handle. The following outlines the grant program
objective and expected outcomes.
a) Program
Objective
The Cultural Spaces Canada Program (CSC) contributes
to improved physical conditions for artistic creativity and innovation. It is
designed to increase and improve access for Canadians to performing arts,
visual arts, media arts, and to museum collections, heritage displays and exhibitions.
CSC supports the improvement, renovation and construction of arts and heritage facilities,
and the acquisition of specialized equipment as well as conducting feasibility
studies for cultural infrastructure projects.
b) Expected
Results
The Cultural Spaces Canada Program will allow
Canadians to participate in, and benefit from access to, activities provided
through increased and improved arts and heritage facilities for creation,
presentation, and exhibition. The program will result in the:
·
increased number of cultural facilities and improved
infrastructures;
·
improved quality and standards of cultural facilities
and infrastructures;
·
enhanced effectiveness of the operations
c) Assessment
Criteria
Applications are prioritized and assessed
according to the following criteria:
Availability of Spaces
·
Impact of the project on the number and/or
capacity of available spaces for artistic creation or presentation, or for the
exhibition and preservation of heritage collections at the local, regional
and/or national level
Quality of Spaces
·
Impact of the project on the modernization,
security and safety of spaces for artistic creation or presentation, or for the
exhibition and preservation of heritage collections
·
Impact of the project on audience comfort
and accessibility to artistic creation or presentation, or for the exhibition
and preservation of heritage collections
·
Benefits to other arts and heritage
organizations at the local, regional and/or national level
Financial Feasibility of Project and
Future Impact on the Organization
·
Expected impact of the project on the
level of satisfaction for artists, staff and other users (rental organizations,
volunteers, etc.) toward working spaces for artistic creation or presentation,
or for the exhibition and preservation of heritage collections
·
Confirmation of other sources of revenues
and the financial health of your organization
·
Sound organizational management
·
Expected level of self-generated revenues
after the completion of your project
·
Deficit free operations after the
completion of your project
Access to and Participation in Arts and
Heritage Experiences
·
Impact of the project on the capacity to
reach new audiences or to enhance or diversify programming
·
Impact of the project on underserved
disciplines, communities and groups
·
Links to the expected results of the CSC
program
·
Ability to measure the expected results of
your project
The following are some of the
items which must be addressed as part of the grant application.
·
Submit
for review by the Federal Department of Canadian Heritage, objectives, merit
and need for a project to replace the
·
Provide
proof to the granting agency that the Town of
·
Submit a
project budget and cash flow forecast for the replacement of the
·
Completion
of a ‘Canadian Environmental Assessment Act exclusion form’ and acknowledgement
of a commitment to investigate the cost effective integration of ‘Green
Building’ attributes into the proposed building design (refer to Appendix C)..
·
Submit a
‘Business Plan’ acceptable to the Department of Canadian Heritage to support
their analysis of the future (3 years) financial feasibility of the Ward
Building Renovation project.
·
To seek
input through public meetings and solicitation of letters of support from local arts, culture
and heritage organizations to support the application
·
To
release a request for quotation to receive pricing from a minimum of three
design consulting firms; three suppliers of specialized equipment and three
construction firms to support the costing for architectural design and
engineering given in the project budget in the grant application
·
To
direct portions of the
·
To
indicate in the application that the Mayor and Clerk are authorized execute the
funding trust agreement required to receive the grant funds if the application
is successful.
In order to
ensure a successful application it will be necessary to conduct a thorough
consultation with arts and culture organizations in the community and obtain
letters of support for this project.
A Cultural Spaces
Program application could take up to six months to process.
FINANCIAL CONSIDERATIONS:
The
following is the budget for the replacement of the
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Master
Plan Budget |
Grant
Application |
Difference |
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Pre – Design Studies |
0 |
88,000 |
88,000 |
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Temporary Storage |
0 |
70,000 |
70,000 |
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Design &Engineering |
170,000 |
325,000 |
155,000 |
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Project Management |
0 |
144,000 |
144,000 |
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Construction(incl. Landscaping) |
1,700,000 |
1,700,000 |
0 |
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FF&E |
230,000 |
230,000 |
0 |
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Exhibits |
598,000 |
598,000 |
0 |
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Contingencies |
85,000 |
170,000 |
85,000 |
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Total |
$2,783,000 |
$3,325,000 |
$542,000 |
The
total cost of the
The
$542,000 difference between the Master Plan estimate and grant application is
as follows:
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$88,000 has been approved and spent to date on pre design feasibility
studies;
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$20,000 has been approved and spent on temporary storage with a further
$50,000 estimated to be spent to store artefacts during the course of
construction;
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$25,000 is required to conduct a community consultation and
environmental assessment, $65,000 for site drainage issues and $65,000 for
disbursement associated with design and contingencies;
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The grant application requires a minimum 5% of construction cost to
allocated to project management expense, resulting in an additional $144,000;
·
The grant application requires a minimum 10% contingency, which results
in an additional $85,000.
Funding
Sources for this project are as follows:
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Total Budget for Grant
Application |
$ 3,325,000 |
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Less: |
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Secured Funding Sources: |
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Current Approved Projects
(Capital & Operating) |
108,000 |
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Ward Family Contribution |
100,000 |
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20,000 |
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Total Secured Funding |
$ 228,000
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Cultural Spaces Grant (33%
of total budget) |
1,097,250
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Unfunded Portion of
Project |
$ 1,999,750 |
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Funding
included for consideration in 2006 Budget |
325,000 |
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Funding
required in 2007 Capital Budget |
1,674,750 |
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Total Funding Required |
$ 1,999,750 |
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To submit the grant application the Town must commit to the
unfunded portion of the project ($1,999,750). This would require the pre-budget approval of
the 2006 Capital Budget project in the amount of $325,000 ($300,000 Lifecycle
Reserve and $25,000
The remaining unfunded portion of the project in the amount of $1,674,750
($1,999,750 – $325,000) which would have been included for consideration in the
2007 Capital Budget, also requires pre-budget
approval. The 2005 Reserve study
provided for $500,000 annually for the
The Capital Budget for the
In the event that the grant application is denied or not approved
in the amount anticipated ($1,097,250) the unfunded portion will be included
for consideration in the 2007 Capital Budget.
ENVIRONMENTAL
CONSIDERATIONS:
The grant application will
include a description of the Town of
Certain CSP projects will
require an environmental assessment (EA) under the Canadian Environmental
Assessment Act (CEAA). When the act applies an EA will be required for a
construction or renovation project unless the project is of a type specifically
excluded from an EA as set out in CEAA's Exclusion
List Regulations. Excluded projects are typically relatively small
structures that are not within 30 metres of a body of water or that would not
result in the release of polluting substances into a body of water. Under CEAA,
the Department of Canadian Heritage must ensure that an EA is carried out for
any proposed "project" (as defined by the act) that it intends to
fund. Commonly, federal departments require a project proponent (recipient of
the funds) to carry out the EA and prepare a report on the results. Departments
then commonly provide study terms of reference and review and approve the EA
report.
The Cultural Spaces Program
strongly encourages integration of ‘
The Town has completed a
feasibility study (‘
The feasibility report to
Council prepared by Lord Cultural Resources Planners states that ‘
The CSP guidelines point to the following characteristics of ‘Green’
buildings that the adjudicators will be looking for:
The 2006
ACCESSIBILITY
CONSIDERATIONS:
The grant application will
include a description of the accessibility requirements applying to Town of
BUSINESS UNITS CONSULTED AND AFFE
Legal
Finance
ATTACHMENTS:
Appendix
A - Cultural Spaces Grant Application
Appendix
B – Application Guidelines
Appendix
C – Environmental Guidelines
Copies of appendices are
available in the
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Barbara M. Roth, R.D.M.R. Director, Recreation and
Culture Services |
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Jim Sales Commissioner of Community
& Fire Services |
Q:\Recreation\SITES\SIT010\Reports\2005\Cultural
Spaces Report(3).doc
