MINUTES – PUBLIC – ARTS, CULTURE, LETTERS AND HERITAGE COMMISSION (CACLP)

6. Revision of the Cultural Organization Support Program (PSOC) - Recommendation

Sonia Bisson, project coordinator for the PSOC overhaul at the Service des arts, de la culture et des lettres (SACL), presents the proposal for the new program (PSOC) with the goal of obtaining a recommendation from the Commission for its proposed adoption by the municipal council in June 2025. The proposed structure of the program and its five principles are detailed. Eligibility conditions and proposed support are presented. A review of the revision process and next steps is provided. It is noted that the CACLP addressed this overhaul during 6 sessions between 2024 and 2025. It is also recalled that the current program was created over 20 years ago, in 2003, and has never undergone a significant update since its creation. Consultations surrounding the Cultural Policy highlighted the need for its remodeling to adapt to current practices and realities. The PSOC revision process provides for implementation for municipal support offered in 2026. The presenter brings to the members' attention that the average investment per citizen in the program is currently about $5 per citizen.

Period of exchanges

General comments Thanks are addressed to the SACL for the work and consistency with previous discussions, among other things, on the issue of "multi-year" funding and the "peer jury." The team is also thanked for its transparency regarding budgets.

Next steps To complete the presentation of the next steps, it is specified that the submission and analysis period is scheduled from September to November so that the results can be announced in February 2026 and feedback can be provided to the organizations. The Department adds that actions facilitating this transition are planned.

Composition of experts The Department indicates that in the case of professional organizations, the composition will include external experts for the analysis of supported organizations. It is planned that there will be a prevalence of external experts. The fact of setting up a committee of experts capable of pronouncing on the organizations to be funded is a good move highlighted by the members. One wishes to verify if this expense will be taken from the support program budgets, to which the Department responds no, this expense will be budgeted otherwise and the money will therefore not be withdrawn from the support budget for organizations.

Median A question is asked regarding the choice to use the median and not the average to support the statistical points. One also wonders if the "19%" figure that appears twice is a coincidence (the same for the median support for cultural leisure practice and for the median support for professional practice). The Department explains that the median is closer to the reality of the majority of organizations. It is around 15 to 19% median. The two figures are simply a coincidence. A member wishes for the calculation of the average to be added to facilitate the understanding and comparison of the data. The representation of the gaps is also desired.

Cultural Development Agreement Discussions focus on the interest and added value of integrating the Entente de développement culturel (Cultural Development Agreement) into the revised PSOC program. It is mentioned that the Agreement has no historicity or periodicity. It is evaluated periodically by the Ministry. It is suggested to separate the municipal aspect from the cultural development agreement aspect in the present proposal; one wonders if it is prudent to proceed in this way. One reiterates a discomfort with the cultural development agreement being integrated into one of the components of the PSOC and asks ideally to separate these, independently. The Department takes note. It will be specified that everything is in connection with the availability of the agreement as well. It is nevertheless indicated that even in the current Cultural Organization Support Program, there is no firm budgetary commitment in connection with the Cultural Development Agreement since it is based on the availability of funds. For the City, there was no impact to integrating the information concerning said agreement into the revised PSOC; this would not reallocate the revised program, regardless of the evolution of the agreement. The Department mentions that organizations that receive money within the framework of the Cultural Development Agreement have an appendix to their protocol where it is clearly indicated that this support is non-recurring. The Department will make the necessary adjustments to take into account the comments received. The members highlight again the historical agreement between the Ministry and the City of Gatineau and the wish that everything continues.

The Department informs the members that during calls for projects, a margin of maneuver is created by making funds identified in advance available to organizations, all depending on available credits. In the case of the use of Cultural Development Agreement funds, it is recalled that non-targeted calls have a maximum of credits that can be associated with them. For example, one cannot have more than 50% for projects not defined in advance. For "agreement" projects, it is also specified that a representative of the Ministry of Culture and Communications must be present in the analysis committees in this regard. These discussions are not an issue for recommending the adoption of the revised program proposal. The changes can take place eventually, without impact.

Definition of a member The definition of a member for professional organizations is questioned. The Department explains that the definition corresponds to what each organization defines as a member in its general bylaws. For example, it can be representatives of the Board of Directors, citizens, artists, etc. This proposal is welcomed.

Financial support The members wonder if, in the proposal that will be made to the municipal council, it is planned to have financial proposals and to ask for an increase in the dedicated envelopes. The Department responds that yes, this is planned. The reason why the presentation of the financial components does not take place in the Commission is that it is not a mandate of the committees and commissions to look into it to discuss it. Financial questions being addressed to the municipal council. A question is asked regarding the possibility of submitting in more than one component of the program. One also wishes to know if the percentage accumulates. The Department indicates that yes, it will be possible to submit both a request for support for the mission and a request for support for projects within the framework of the revised PSOC since these are two separate envelopes. The Vice-Chair maintains that the organizations are dependent on the money that will be requested and granted by the municipal council. This revision is exemplary, of good will, but the challenge of having the capacity to implement the program at the height of expectations remains entire. The needs identified are real, however, they are not exactly at the height of the true needs, which are much higher. The curve presented does not reflect the real needs; this is what is requested in the perspective of a minimum required for the organizations.

Maximum percentages The discussions focus on the maximum percentages, equity, and the continuity of the support offered to organizations that currently receive it. The program proposes a 40% (professional organizations) and 50% (cultural leisure) maximum while other bodies such as the Conseil des arts et des lettres du Québec (CALQ) go up to 75%. The City wants to support the organizations to the maximum, but one questions whether the maximum percentage would come to cap or even reduce the funding; this is a fear. The Department specifies that the new grid was tested with all the organizations currently supported. It is specified that to perform these tests, the City based itself on the financial statements and financial reports of the previous year. The vast majority of organizations have a good margin of maneuver to grow.

It is important to support growth and have the possibility of welcoming new organizations. To this effect, one asks if the new organizations were consulted within the framework of the ongoing process. The Department mentions that some of these organizations were present during the first participatory processes. Three of the professional organizations receive more than the maximum admissible and will be met; the goal is not to decrease their funding in the short term. A member specifies that it would be important to distinguish the autonomous income capacities of major events compared to organizations supported by the PSOC; major events have greater capacities for sponsorships and autonomous income. This element can be an issue in the reception of the program. The Department explains that the Cultural Organization Support Program, unlike event programs, does not have a threshold for in-kind support, which can make a difference otherwise for the maintenance and sustainability of the organization. This is not counted. This compensation will allow the growth of the organizations. The value of the current in-kind support is known, but is not counted in the analyses in order to foresee the possibility of growth (e.g., loan of premises).

Data and budgets A member wishes to know the origin of certain data since there seem to be some minor discrepancies. The Department will do the necessary verification and will correct, if necessary. Recent data were used. It is indicated that it is necessary to well understand the origin of the new cultural budgets voted by the Quebec government. For example, it is indicated that the budgets for regional service centers for public libraries are in fact a real increase while other funds simply make certain envelopes permanent without improving them. It is consolidation very often. A concern is raised regarding the reimbursement requests that could be requested due to an error on the issuance of the amount transmitted or if a budgetary forecast turns out to be lower than expected, for example. The Department assures that particular attention will be paid to this subject and that it is in no way planned to ask for reimbursements; especially since one of the components is support for the mission. The proposed scales remain reasonable in function of the expectations of the organizations since the budget will certainly be limited. The percentages identified are realistic and allow the organizations to grow. It is also mentioned that reflections on the question of autonomous income will have to be done in parallel with the free participation or not.

Number of supported organizations The Department explains that the number of supported organizations is rather stable, about 75 organizations on average. There are perhaps a little more professionals than before. The post-pandemic trend appears. A member proposes that the public data collected be transmitted to the Observatoire de la culture et des communications du Québec.

Prioritization One questions the prioritization criterion. How will we prioritize a project? Regarding the distribution of funds, the Department mentions that it is a real balancing act to preserve the gains with targeted catch-up at the level of inequities. The peer jury will recommend the organizations to support. It is the Department that will finalize the financial recommendations. A catch-up for certain disciplines will also be prioritized. The members wish all the same to know more concerning the sectors, the relevance, the impact, etc. The Department responds to that that the score will be used in the prioritization in function of the relevance and the importance of the offer of the organization. The Department specifies that in function of the scores, the "best results" could possibly, under all reservations, go get more support.

Cultural leisure organizations and professional organizations In response to a question asked concerning the distinction between cultural leisure and professional organizations, it is explained that the sub-criteria will be distinct between these. In the notion of "artistic environment" one finds the artists and the organizations.

Definition of terms One wishes that the term artistic be used instead of cultural on slide 10. The definition of the terms "cultural leisure organizations" and "professional organizations" is requested to be added for more clarity. The Department takes note and will do the appropriate follow-up. One brings to the attention of the Department that a new lexicon has been put in place in connection with the cultural development agreement of the government of Quebec. This can be consulted for reference at the following address: https://cdn-contenu.quebec.ca/cdn-contenu/adm/min/culture-communications/Aides-financieres/Ententes-developpement-culturel/Annexe-IV-lexique-pedc.pdf.

Comparison with other cities One highlights that it would have been interesting to highlight the difference between professional practice and cultural leisure. The Department responds that these comparisons were not made possible since certain cities did not have these data. The comparative presented is very interesting, this context is telling for the municipal council. It is important to show that in Gatineau, we believe in culture and we move from words to actions. One wishes that more details be included in this comparative analysis in order to allow the elected officials to have a fair portrait of what is done elsewhere and here in Gatineau in the matter.

Performance / relevance A question is asked in connection with principle 2, that of "evaluating the performance of the organizations according to the relevance, the development and the quality of the offer". One wishes to know if this principle will be evaluated by the peer committee and where this concern comes from. It is answered that the wish is to evaluate the relevance of the organization, its development and the quality of its offer, not only the growth. The peer jury will position itself on this set of factors. The relevance is fundamental and is part of the notion of performance. It was important for the Department to state it. One mentions that certain organizations are essential and do not aspire to grow (growth). One indicates that it would be preferable to add the term relevance before the term performance. A modification will be made to this effect. The objective of the PSOC is to create a living cultural environment.

Lightening of accountability and administrative requirements Congratulations and thanks are addressed to the teams for the lightening of administrative paperwork and the decrease in the number of payments. However, the question of accountability remains entire. Is it possible to lighten it? It would be necessary to have clarifications on what will be requested. This situation creates an issue for several organizations that receive money, part of which is used to pay an accountant for an audit, etc. One indicates that the cost of an audit is about $15,000 to $25,000; a large percentage of the granted budget (even if these expenses are admissible). This situation is to be reflected upon globally. Concerning accountability, the Department is required to respect the administrative directive DI 048. As soon as a grant is $25,000 and more, it must be paid in 2 installments, the percentage belongs to the Department. This rule applies to the whole City. The SACL chooses 90%-10% to help the organizations. The financial report of the organizations must be submitted to obtain the final payment. The threshold for accountability is imposed by the Loi sur les cités et villes (Cities and Towns Act) for grants of $100,000 and more annually. One asks for a financial audit when the support is $100,000 and more. The threshold for review engagements done by a recognized accountant is now at $50,000, before it was at $25,000. Below $25,000, an in-house financial report with the Board of Directors certifying the figures is requested for the lower amounts received. One explains that for organizations of $10,000 and less cumulative, an activity report could be used, so as to limit accountability to its simplest expression. A lightening is permitted by letter of agreement. It is a margin of maneuver. Everything is indicated in the protocols. Other elements are required for example at the level of the update of the portal, insurance, etc. A question is asked to know if an audit can be done only on a project. The SACL responds to that that everything is accumulated and that it is the set of activities if the organization is supported for the mission. Discussions follow and reflections could be interesting to be brought to another level, on a larger scale (not by the CACLP) on the subject of the issue raised.

The Chair reads the recommendation proposal and asks the members to pronounce themselves.

Recommendation CACLP-2025-01

The Commission des arts, de la culture, des lettres et du patrimoine recommends to the municipal council:

• to adopt the new Cultural Organization Support Program;
• to authorize the Service des arts, de la culture et des lettres to implement the new program.

Proposed by Marie Roy Seconded by Isabelle N. Miron Adopted

Break from 3:20 p.m. to 3:30 p.m.