This information is intended to assist arts and culture organizations in filling out a Direct Access application and in ensuring it meets Direct Access eligibility. It is a guide only and its advice comes from best knowledge and practice. It does not guarantee success for an applicant.

If you missed the gaming compliance ehancement workshop, you can download the presentation in Acrobat PDF.

ALL APPLICANTS SHOULD READ AND FULLY UNDERSTAND THE GUIDELINES AND INFORMATION AVAILABLE THROUGH THE BC GOVERNMENT WEBSITE - GAMING POLICY AND ENFORCEMENT BRANCH.

1. Eligible Organizations

The most relevant areas to the arts and culture sector are the following:

Not-for-profit
Your organization must operate on a not-for-profit basis. You do not have to have charitable designation from the Canada Customs and Revenue Agency. If your organization is registered, it must be in good standing with the appropriate authorizing body (most likely the BC Registrar of Companies).

Operates primarily for community benefit
Your programs must benefit the general public, not just your members. Each applicant is responsible for defining what that community benefit is. See the Assessment Criteria for more information.

Has a voluntary and broadly-based membership involved in the management and control of programs; and delivers programs established and maintained by volunteers
These points do not preclude paid staff who provide day-to-day management of the operations of the organization. However, you must demonstrate that volunteers have ultimate control over policy and direction. Budgets and programs must be board-approved. How does the board monitor the program and budget? Be sure to have a sign-in sheet at your AGM, including names of attendees, to send with your application, as this is required information. If attendance is low, send copies of your notices/letters/ads announcing your AGM so the branch can see that you made an effort to publicize the AGM.

NEW FOR 2004: The Branch has now clarified that membership must be more than double the number of board members, in other words, the number of voting members must be more than the number of directors.

Board members that are democratically chosen by and from within its voluntary base
The Branch wants to see that the membership of an organization has the opportunity to select the board, usually through an election. The number of people attending AGMs is also being looked at as a means of assessing this criteria. However, specific numbers or percentages of memberships are not published. Try to find ways to increase AGM attendance – combine the AGM with a member event; consider accepting proxy votes (this may require a change to your by-laws). As well, the board members must be volunteers and not receive remuneration for their service as a board member. To ensure full compliance, an organization should not remunerate a board member for any service, particularly out of the organization's Gaming account.

If you lose or gain board members during the year, send an update to the branch.

2. Program Eligibility

The concept of a program fits more easily in a social service context. The Branch has tried to provide more clarification of a program:

NEW FOR 2004: "A program is defined as an ongoing service or activity designed to achieve one or more defined objectives."

This ongoing issue is most problematic for festivals. What services/programs do you operate in addition to the annual festival? Are there year-round benefits that the community derives as a result of the festival? In assessing festivals or special events, the Branch also looks at benefit through free or subsidized performances.

The objectives for the program are defined by the applicant. Chose objectives that address the assessment criteria. These objectives are not internal to your organization. They are objectives aimed at the community. Always remember that Direct Access is about community benefit.

In the Arts and Culture category, the Branch also states that eligible programs "enhance performing arts, media arts, or visual arts, literature, heritage or culture in the community."

3. Assessment Criteria

Clear community benefit
What about your program is unique to the community? How do you enhance the art form in the community? Does the community indirectly benefit, for instance, through enhanced open spaces or improved venues that can be used by others? What would the community lose if your program did not exist? What community interest or priority does it address (note: you can find general information on public support of arts and culture in the GVRD in the Advocacy Resources section of our website).

Accessibility and inclusiveness
The Branch uses free activity as one means of showing community benefit and definitely as a way of showing accessibility on the issue of income. Include all free activity within your program, including performances, public education materials about your program or art form, any training you do, volunteer programs, etc. In addition, for ticketed activity, what concessions do you give to ensure accessibility? What would your ticket price be if you didn’t have gaming revenue?

Sustainability and lasting impact
Address the future of the program: building audiences, diversifying audiences, long-term sustainability of the organization, future funding sources, etc.

Community support
Show non-arts financial and in-kind support such as individual and corporate donations, sponsorships, and public sector input. With in-kind, you must be able to justify this in an audit. If claiming volunteer hours, records must be kept and the Branch has set dollar values for different kinds of labour. Earned revenue from ticket sales or entrance fees can also be characterized as public support (e.g., those able to pay help support the free access for others or the free extras such as public education on websites).

When showing other support, be careful how you characterize your relationship with another arts organization who may be applying for something that the Branch may view as the same. For instance, if you are creating a work and a theatre is presenting it, and you both are seeking Direct Access, the Branch may view it as double-dipping. Work together on your applications so it is clear how they are different and how they both achieve community-based objectives and benefits.

4. Actual application

Section 1
The deadline is firm. Do not miss it. You can apply any time in the allowed time frame -- February 1 to May 31.

Section 2
Make sure the contact person is the person who can answer questions regarding the application in a timely manner.

Section 5
Program information -- provide information for each program you are applying for. When describing your program, directly address the four areas of assessment described in this section. Does your program description answer each one of the questions in Section 5? Also include a description of how the program will be assessed within your organization (this shows board/volunteer involvement) and, if applicable, others (this shows community support).

Section 6
Make sure you attach all the information asked for in Section 6.

Program information -- see Section 5 above.

Last annual general meeting minutes -- if your year end is past but you haven't had your AGM yet, send in the last AGM minutes you have. Don't delay applying. If you have set your AGM tell the Branch what the date is in your cover letter and offer to forward the minutes to them, should they so desire. If they are available before the analyst has closed your file, you will likely be asked for them.

Financial information -- Gaming Account Summary Report -- this should have been filed within three months of your fiscal year end. Include it with your application whether or not you have filed it previously. It makes the analyst's job easier.

Financial statements for the previous year -- again, if your audit isn't finished, don't delay your application. Send the last statements you have and offer to forward new ones when they are completed. Give the Branch an estimate of when you think that might be. If your statements have something odd in them that might need an explanation, add a page of notes. For example, if you have a reserve fund (if it's over 50 percent of your last operating budget you don't qualify for Direct Access), or if you have a line that just says "Fees" (the analyst may want to know if they are fees from the provincial or federal government), you may want to explain these items in your notes. Review your statements from the analyst's perspective.

Current year's budget for the organization -- make sure the Direct Access number in this budget matches the amount being requestion in the application.

5. General

NEW FOR 2004: It is now written in the guidelines that organizations can use Direct Access funds for disbursements incurred any time during the organization's fiscal year end in which the funds were received. For example, if you get your money at the end of your fiscal year, you can apply that money to expenses already paid for. Reimburse specific cheques already written and create an auditable report.

Assume the person analyzing your application knows nothing about your organization, your program or the arts and culture sector overall. Explain to a complete stranger why your program is important to the public and community it serves within the context of the elgibility and assessment criteria. Try to anticipate information the analyst may need to assess your application and ensure it is included.

If the Branch does not have enough information to fully assess your program, an analyst may contact you for additional information. Quite likely you will have a short time frame in which to comply with the request. If the information is not provided to the Branch, your application may not be approved. Assume the person contacting you is working on your behalf and would like to approve your application.

If you are turned down and you disagree with the reasoning, request an informal review in writing within 30 days. Clearly indicate the reasons you disagree with the decision and provide any information that may clarify information submitted in your application. At this stage, new information cannot be submitted. New information can only be submitted with a new application.

If you are funded, say thank you – to the analyst and to your MLA.

Last Updated: Monday, August 22, 2005