An arms-length board will be in charge of the operation of the Dekker Centre for the Performing Arts.
The business board will be set up after several resolutions related to the governance of the new theatre (part of the Credit Union CUPlex) were passed at Monday night's city council meeting in North Battleford.
The resolutions passed called for the Dekker Centre to be designated an "arms-length operation" of the city and that a business board responsible for the operation of the theatre be established. The second resolution passed called for the business board to be established a "non-profit organization. A third resolution called for $40,000 to be made available in 2011 to assist with startup costs. Also, council gave direction to administration to include the amount of $219,000 to be included in the 2012 operational budget to offset the performing arts theatre operational costs.
Based on the memo to council from Keith Anderson, director of parks and recreation, dated Sept. 6, the governance model being adopted is based on information the city gathered on management of theatres across the country, looking particularly at similar-sized theatres in Prince Albert, Moose Jaw, Lloydminster and Camrose.
The proposal called for the Dekker Centre operating board be a business board made up of individuals (council, city and community) with an interest in the performing arts, however not affiliated with any particular user group or another.
It is to be a nine-member board which would include two members of city council, two members of city administration and five community members with a cross section of backgrounds and expertise including one with a legal background, one with a finance background, one with human resource experience, one with media marketing background and one with a volunteer coordination background.
The board would guide the operation of the theatre, states Anderson in his memo, "so that it serves the needs and desires of the community and region and operates the facility in a manner that optimizes usage (revenues) and minimizes the financial inputs required for the City of North Battleford, develop and assist community interest groups in the promotion of all forms of the performing arts."
Among the board's duties would be to hire a general manager who would run the facility full-time and report directly to them. Under the organizational chart presented to council, the volunteer coordinator, technicians and audience services manager would all report to the general manager.
Once in place, the board would then develop the management and programming policies for the facility. User group committees would also be established to work with the board of directors.
It is being urged by Anderson that the general manager be in place "as soon as possible," he said - likely by November of this year, according to his memo to council.
Anderson's memo indicates the theatre will likely open in February 2012, so it was recommended the general manager be in place at least four months prior to the opening. The substantial completion for the theatre is still on track to be done by December 2011.
As for the business board itself, Anderson said it will incorporate as a non-profit organization and negotiate an operating agreement with the city, with the initial duration of the agreement to be no more than three years.
It was felt by city administration that setting up an arm's length board was the best way to run the theatre because that board would have the proper expertise at their disposal to operate it.
"It's the best way to get the best out of the facility for the community and the region," Anderson said at council. He added no one on the city administration had the expertise needed, so it was best to hire people who had that knowledge.
A clear directive is being given to that board to optimize revenues through event rentals, according to Anderson's memo. As well, an operational grant is required to, as Anderson stated, "start up the facility and to help ensure its success."
The estimate of $219,000 for the Dekker Centre was recommended to be included in the 2012 operational budget to offset theatre operational costs. That number includes utility estimates for gas, power and insurance, as well as $15,000 in building checks and minor repairs, for a subtotal of $109,000. Another $110,000 is being proposed as the annual operating grant from the city, a figure that would be reviewed annually.
The operating grant proposed for North Battleford's facility is in line with similar operating grants for the facilities in Moose Jaw, Lloydminster and Prince Albert, with the 600-seat Rawlinson Centre in Prince Albert receiving an operating grant of $137,000, the 500-seat Lloydminster facility receiving $119,000 and the 400-seat Moose Jaw theatre receiving $100,000.
Overall operational funding, including utilities, for those same three facilities comes to $318,000 for Prince Albert, $268,000 for Lloydminster and $250,000 for Moose Jaw, according to Anderson's report. The Lloydminster facility also benefits from a $58,000 provincial arts grant from Alberta, something Saskatchewan doesn't offer as of yet.
The North Battleford estimate is lower than for Moose Jaw, said Anderson, because costs are expected to be lower with the theatre only open for ten months in 2012. Also, it was pointed out the estimate was only a recommended starting point.
Anderson told council it was typical for smaller theaters to receive an operating grant from the city, and then be free to do their own hiring and firing. The other portion of the city's responsibility will be to look after the utilities and maintenance and ensure the proper inspections and maintenance checks are done.
In general, councillors liked the idea of an arm's length board and were of the opinion it would help the new facility run more efficiently. Coun. Ron Crush was of the belief that having an operating grant in place would mean there was a greater incentive "to ensure that the performing arts centre is well-utilized," he said.
