By Staff
June 19th, 2024
BURLINGTON, ON
The Burlington Performance Arts Centre has an Interim Executive Director: Lucy White now has a city phone number and an email address she can be reached at while she keeps the wheels moving.
The Board realized that it had to have someone in place to keep the the doors open while the Board gets on with the search for a permanent Executive Director with experience in running a theatre with two stages.
Then they have to develop a Strategic Plan – the one they have is outdated – not a word about the Sound of Music in that document.
Fox, who apparently developed the relationship with the Sound of Music on her own, explaining that it was an operational decision that didn’t need Board approval.
Celebrating the start of a new Performing Arts season
Tammy Fox had everything you could ask for in the way of a skill set; the reasons behind the very abrupt resignation are not yet clear. Rumours are swirling within the arts community on what really happened; they include personal relationships getting in the way of doing the job to funds being moved inappropriately from the Sound of Music that is now “presented” by the Performing Arts Centre.
Those with knowledge of what did take place are not prepared to be named. “This is too small a community to go public in” said one person we discussed this with.
Many thought this photograph sent the wrong message.
There are still some financial issues to be resolved; including the untangling of the who paid for what and when and how much did the Board of Director’s know.
Everyone just wants to put this behind them and get it off the front page. So much for transparency and accountability.
The City had to loan the Sound of Music (SoM) $125,000 if needed and six months to pay it back and have agreed to working with the city to get some Governance in place at the Sound of Music.
During the debate last week approving the loan we got a clearer sense as to just what the problem was and why Sound of Music had a problem.
Dave Shepperd, now the Chair of Sound of Music, spoke at the Special Council meeting last Tuesday.
The back and forth on that debate is set out below.
It seemed pretty clear that the City wants to get back into bed with the SoM – what impact will that have on the “presenter status BPAC is unknown. The word BPAC was never mentioned at the Special Council meeting
Dave Sheppard taking part in a Special Council meeting virtually from his van.
David Shepherd appeared today, representing the Sound of Music Festival, and spoke virtually from his van regarding the loan request.
Shepherd. “We are at the park today, getting ready for the festival. In regards to the item on the agenda. We were asking the city for a bridge loan to get us through the next few weeks. We were behind schedule with all the changes in our leadership and staff at the sound of music over the last month, and to be quite honest, we were late in getting a grant into the MCTS. It was finally put in just over a week and a half ago, but it’s going to be at least two weeks before we see the funding.
“The loan funding, in essence, gives us financial cash flow through the festival to take care of our vendors at the time of the of the festival. Our cash come in after the festival. So in order for us to make sure that the entertainers are paid immediately before they go on to the stage, we have to have that cash in hand. So we’re asking for a, in essence, a bridge loan of 125k to be paid back as soon as we can get approval from our MCTs grant that we put in,
“We have a close relationship with the with the MPP office, Natalie Pierre, we are expecting that this to be no longer than two weeks for processing. It’s kind of where we stand. I think that’s the situation we’re in.
“Going forward, our plans, with myself as chair. I plan to stay on for as long as it’ll have me and really see the festival continue to get stronger and better with a new board that started already to come in with two new board members join to really strengthen our board matrix, our skills matrix, and really get back to a governance situation, instead of an operational board, and let the volunteers and the city members that run the festival really get back to what they do best.
Lisa Kearns: You’ll probably hear this theme through your delegation. You did mention that the board is currently in an operational status, and more likely than not, the City of Burlington looks to have boards maintaining a governance position. What steps are you open to taking to get back to that governance positioning of the board?
Sheppard: The intent is to get back to that governance state – we’ve looked at over the last couple of weeks of what needs to be done to get to their post festival. Our board will meet to start looking for a full time executive director so we can get back to that state where we have a full time staff and running the festival, and the board can go back to not being an operational and running the show.
“There was some turnover last year. Unfortunately, it happens, but at the time, we thought it was doable, and we learned it wasn’t to be an operational board. So the board members that we brought on over the last month, are aligned with it as well, and have governance and experience as well. So our board members that we have currently, and the new recruits that we brought on are all on board with going back to governance and having a full time staff running the festival.
Councillor Lisa Kearns taking part virtually and hearing what she heard at about the same time last year.
Kearns: And then, just quite simply, for anyone tuning in, if this isn’t approved by Council today, what may you forecast as consequence,
Sheppard: we may have bands walk off the stage or not start at all – to be blunt, that would be worst case scenario.
Kearns: Appreciate that clarity.
Councillor Sharman brought up the question of reputational risk;not something he wanted to see the city take on.
Councillor Sharman: You just caused us to think about reputational risk. Because somebody will be saying the city didn’t lend us the money and we couldn’t pay. That actually leads to my question about exactly reputational risk, and the fact that depending on the city to bail out sound of music again, which I’m sure is not something you would ever want to do. While recognizing the Sound of Music is a fundamentally important and iconic event within the city. To what degree are you thinking we might create a more formal relationship with the city, between the city and the board. I think that’s something that’s 100% needs to be talked about.
Sheppard: the current board of directors, you know, has spoken to that, so I can’t speak for the past, I can only speak for going forward, and that. is definitely something that, you know, we would definitely look at. . Natural partnership. It makes sense. We’re here together, promoting this great city, it only makes sense for, for us as a not for profit organization to be partners with the city. I think it’s one hundred percent something that our board wants to to look into.
Sharman: I know that Emilie Cote is interested in, or is already talking to you. Presumably there would be conditions associated with that, Dave, are you willing to consider those? I think this condition, with both partnerships, whether it’s marriage, or a city, not for profit, relationship, I think we have to look at all. We have to look at all options that are going to be on the table for this to continue to be a success. Thank you, parting words, I believe, one way or the other. We’re together on this. And we have to, therefore, figure it out.
Councillor Bentivegna asked Sheppard how long he has been Chair of the SoM.
Councillor Bentivegna: Just for clarity, so that everyone understands, how long have you been the Executive Director for the sound of music,
Sheppard: four weeks.
I’ve been doing this for more than 18 months already. Know, we have a great board, a great of people. The volunteers are just the best. So it was natural for for me to say, I want to be part of this and step up and help lead. I’ve been a Burlington resident for 20 years. It seemed like a no brainer.
Meed Ward: “There have been periodic times that the sound of music would come forward for an increase in grant or funding, and we would see their financials occasionally. And at one time they had some fairly significant reserves because of the cash business that you’re in, you have to pay it all up front. You don’t get it back until, maybe even after the festival, or whenever the grants come in. So we understand the the situation. So if you can speak to it, what’s the state of your reserves? They’re not at a level of previous years, when I think there was enough to cover off termination and severance for the full time staff when we did have full time staff.
Sheppard: We do have a small reserve. It’s not six figures, I’ll say it’s in the five figures. It’s enough to keep us going, but not long term. So our festival is depended on funding from our weekend and sales,
Sharman: Let’s be honest about long term plans. I mean, we need to look at all options as a festival committee to say what is best to keep this a viable option, obviously looking for partnerships with the city. But there also needs to be tough conversations about, you know, what are the prices we need to look at.
Shepperd: Certain things need to be charged, perhaps, but we need to keep all options on the table to be a self sustaining festival. To be quite honest, that’s my outlook on it, and I think the rest of the board looks that way as well. We don’t want to come back to the city and ask for money. That’s not something that’s on our agenda to do. So I think, you know, from a reserve point of view if we have to dip into it, we would, but at some point, you know, as a festival, we have to say, Is it, a viable option to continue the way we are, compared to what’s needed going forward in this world of free festivals.
Sharman: I was really pleased to hear your remarks about governance and that you’re looking to rehire the staff to deliver this. My one question is around the board, and I don’t have it in front of me and sorry, my memory isn’t as good as it once was. I know we have a council liaison on the board. Are there any city staff we have that relationship with some of our other boards, like art gallery or BPAC.
WHO Shepperd: I think we have a city staff person as well on a board. Do we have that now? Is there a city staff appointee on the board? I know you have a very good working relationship with our festivals and events team, but just curious.
Sheppard: No, we have no city staff on the board. You’re absolutely right. We have a great relationship with the festivals and events team, and they’re great people. But no, the only, the only city employee, I guess, would be Council Kearns.
Councillor Sharman: “Emilie and I had a brief chat about it. But as we move forward beyond this. What are the options of getting the getting the Sounded Music to work with this in the line with the Agencies, Board and Commissions (ABC) logic.
Emilie Cote: Director Recreation Parks and Culture
Cote:It’s absolutely something Dave is aware of the ABC and JV, I can’t really framework that council will have to approve it – we’re on the same page. So the plan is to have staff report back in the fall with some options on and go forward basis. That’s all.
Councillor Kearns: The predicament – are there any other recommendations staff might have to explore at this time, or is this the most time appropriate solution to the challenge that’s been presented?
Cote: I think you’re speaking about the current financial situation. I think just given days away from the festival. I don’t think there’s any other options at this point.
Kearns: My second question is, we were here last year, and I said, I never want to be here again, but we are here again. Do you feel comfortable that after this year, with enough diligence, we can not hit a hat trick and be here days before a festival with a cash flow situation next year – is staff prepared to support that?
Cote: . I think you know, as you heard through the Festival and Event policy and the work that we’re doing, staff are committed to support event organizers like this. This is an important event for the City of Burlington. So you have our commitment in terms of working with them to find ways to sustainability. Dave is the right person. I’m just so impressed at the work that he and the board have done to put this festival on. We are a committed partner. We will work through the ABC framework. I think it goes back to role clarity. We need to have clear definition around who’s responsible for what moving forward, and I think all the options are on the table. I think free festival of this size is amazing that we have that, but there needs to be ways to be able to fund that, whether it’s through, you know, grants, or through ticketed events, like Dave mentioned. So we’re willing to work with them to look at some of those options. And again, we’ll be reporting back in the fall.
Rory Nisan: I’ll be in the beer tent every day of the festival.”
Councillor, Nissan: Emily. Are you able to share with us now or later? Perhaps this would be a post event report back on how much unanticipated staff time has had to be spent due to unanticipated requirements from sound and music above and beyond the usual.
Cote: Certainly this year, we’ve been a very good partner. We’ve stepped in. Definitely. It was all hands on deck. We’re making it happen. We’ll include some of those details back in that fall report.
The report was moved, comments followed.
Councillor Nisan said he was pleased to announce that “I’ll be in the beer tent every day of the festival, and I call on my colleagues to do the same.
Mayor Meed Ward: Are you buying?
Interesting way to adjourn a meeting.
