The Flying Squad: An Organizational Development Program in Music

Background

In the late 1970s and early 1980s, the Canada Council for the Arts offered a program of hands-on assistance to professional theatre organizations, known as “The Flying Squad.” Through this program, members of the Canada Council’s staff and other professional practitioners from across the country were made available to Canada Council-funded companies experiencing organizational difficulties. If requested, and without prejudice to the company’s funding relationship with the Canada Council, a specialist in financial management, board-staff relationships, marketing or other areas of arts management would spend time with a company to assist it to develop the tools needed to resolve its problems.

Between 1998 and 2000, this initiative was re-introduced as a pilot program in theatre and dance, but with a larger mandate. It was no longer just an emergency response mechanism for troubled organizations. Today, the program focuses mainly on assisting with effective planning and capacity building to further an organization’s growth and development. In music, organizational development assistance has been provided historically by the Music Section through crisis intervention assistance and independent consultancy services to support the unique developmental opportunities of organizations.

The Canada Council for the Arts has now introduced the Flying Squad program for music organizations. This involves the sharing of knowledge between different generations of artistic directors, general managers, board members and, in some cases, contracted musiciansin areas from strategic planning and audience development to mentorship, leadership, communication and group initiatives.

Program Objectives

The program will enable music organizations to take advantage of consultancy services to advise or assist them with an aspect of internal organizational challenges, opportunities and new developmental directions. The consultants will recommend measures or a plan of action, and will leave the full responsibility for implementing the recommended changes with the organization. The Canada Council will not be accountable for the advice given by consultants. 

The specific objectives of this program are to:

• assist professional music organizations in targeted organizational development
• assist individuals working in the management of music organizations to develop skills, networks and support systems within the music community and the community at large
• assist associations and groups of non-profit music organizations that propose innovative organizational development activities.

Program Components

The program has four components:

1. Organizational Research and Planning - Music organizations may apply for funds to contribute to costs associated with research and planning related to their organizational development. Eligible costs include travel, accommodation, per diem and consultants’ fees.
2. Mentorship - Music organizations may apply for funds to allow their management personnel to be mentored by an in-service arts professional at another arts organization. A clear and substantial plan defining the timelines and terms of the mentorship arrangement must be established by both parties.
3. Collaborative Initiatives - Applicants may apply for support of collaborative initiatives involving a group or association of professional music organizations connected by region or sector, or support of collaborative initiatives that serve the general needs of the music milieu.
4. Professional Development - Applicant organizations may apply to assist their senior management (such as artistic directors, general managers or board directors) to attend professional development workshops and seminars that correspond to specific organizational development needs identified by the organization. Orchestras may apply also to allow key core musicians to attend professional skills development workshops and seminars related to their leadership role within the organization. Funding is not available, however, for training or workshops related to music skills development, performance practice, union-related business or regular annual conferences.

Program Priorities

All eligible music organizations and associations or groups of organizations are encouraged to apply for support of activities that meet an organizational development need. This includes applicants that are geographically isolated, are undergoing restructuring or reorganization, are in transition, are experiencing a growth spurt, or represent culturally diverse or Aboriginal communities. It also includes new and emerging music organizations, as well as organizations producing or presenting works for young audiences.

Applicants who wish to hire a foreign specialist or participate in a foreign mentorship must demonstrate that appropriate Canadian expertise is not available.

All programs of the Canada Council for the Arts are accessible to Aboriginal artists or arts organizations and artists or arts organizations from diverse cultural and regional communities of Canada.

Eligibility

Eligible Activities

Application may be made for research, planning, professional development, mentoring or collaborative initiatives assistance in the area of music management, including:

• determining organizational vision and strategic planning
• general management and administrative capacity development
• marketing and audience development
• touring development
• financial management, fundraising and capital projects (for capital projects, only planning and management studies on the organization’s operations are eligible)
• board development, and
• leadership development for key players and first chairs (orchestras only).

While the research and planning phases of the above-mentioned activities are eligible for support when done in collaboration with a specialist or a mentor, their implementation is considered to be part of the ongoing operations of organizations and is not eligible for assistance (for example, planning a new marketing strategy is eligible, but implementing it is not).

Eligible activities (under Component IV) include professional development workshops at universities and colleges, and workshops taking place during annual general meetings of Canadian arts service organizations and associations.

Eligible Candidates

Component I - Organizational Research and Planning
Component IV - Professional Development

To be eligible to apply to Components I and IV, organizations must meet all of the following criteria. They must:

• be Canadian non-profit organizations
• be directed by recognized music professionals, and
• have received an operating or production project grant from the Canada Council Music Section during the past three years.

Component II – Mentorship

Applicant organizations must meet all of the eligibility criteria for components I and IV, and the individuals being mentored must meet all of the following criteria. They must:

• be a Canadian citizen or permanent resident of Canada, as defined by Citizenship and Immigration Canada
• be currently employed in a management position at a music company or have a minimum of five years’ progressive experience in performing arts management, and
• demonstrate the ability to adhere to the full terms of the mentorship agreement (by submitting a mentorship development plan signed by both parties and the board of directors of the applicant organization).

Component III - Collaborative Initiatives

Associations and regional or sectoral groups of organizations applying to this component must:

• be Canadian non-profit organizations, and
• have a majority of members that are directed by music professionals and that have received an operating or production project grant from the Canada Council Music Section during the past three years.

Restrictions

Applicants applying to Component I or II may also submit a separate application for Component III or IV. No other combinations are possible. Applicants that wish to work with more than one specialist under Component I must accommodate this within one application and must still respect the maximum allowable amount for one application.

Applicants that have already received a Canada Council grant must submit their final report on that grant before applying for a subsequent grant.

Application Deadline and Notification Dates

The program has the following application deadlines and notification dates:

Applications and all required support material must be postmarked no later than the deadline date. If either date falls on a weekend or statutory holiday, the deadline moves to the next business day.

The Canada Council will not accept applications postmarked after the deadline dates, incomplete applications, or applications submitted by fax or email.

Applicants will be notified of the results by mail. The Canada Council does not release results of competitions by telephone or email.

Grant Amount

The maximum grant amounts that will be awarded are as follows:

• Components I and II  $10,000 per project, including a maximum of $2,000 for travel/accommodation/per diem
• Component III  $10,000 per project
• Component IV  $2,500 per year

Exceptional projects may be eligible to receive a higher grant amount.

Under Component II, the program will generally cover a maximum of $600 per week toward the salary of the person being mentored, and an honorarium of $200 a week (to a maximum of $1,000) for the mentor. Other eligible expenses include travel, accommodation and per diem allowances. Applicants requesting a salary must demonstrate their need for this support (for example, they are taking unpaid leave to undertake the mentorship).

Under Component IV, the program will cover registration fees for workshops and seminars and, if applicable, travel, accommodation and per diem.

Meeting expenses and administrative costs are not eligible.

In exceptional cases, organizations may receive conditional approval for a multi-year or multi-phase project.

Retroactive funding is not available. Organizations may apply only for support of activities that take place after the application deadlines for this program. 

How to Apply

Applicants must contact a Flying Squad co-ordinator to discuss their proposed project before submitting an application.

Application forms may be obtained online from the Canada Council’s website at end of this program description or by contacting the Music Section. Submissions must include the following, depending on the component you are applying to:

• A project proposal identifying the organizational development challenges and opportunities specific to your organization.
• Your organization’s mission statement and a description of its major achievements.
• A detailed work plan that identifies your organization’s personnel and any specialists to be engaged for each phase of the project (for components I, II and III).
• Budget information, including details on any requests you are making for support of this project to other funding programs.
• Background material on the specialist/mentor and a resumé of the person who will be mentored (for Component II).
• A letter from the chosen specialist or mentor confirming his or her agreement to participate in the project if the grant is approved (for components I, II and III).

Originals should not be submitted. The Canada Council is not responsible for the loss or damage, whatever the cause, of material submitted in support of an application. Submitted material will not be returned to you.

If you wish your application to remain confidential, you must specifically request confidentiality on the application form. When requested, the Canada Council will keep application files, project outcomes and final reports confidential. In addition, conversations with the Flying Squad coordinators, consultants’ reports and details about unsuccessful applications are always kept confidential.

But since the Canada Council is a publicly accountable agency, these elements are never kept confidential: name of applicant, component applied for, amount of request, amount of grant, and grant notification letters indicating a successful application.

Confirmation of Receipt

The Canada Council will send, by mail, an acknowledgement that the application has been received.

Assessment of Applications

Assessment Process

Eligible applications will be evaluated, in a national comparative context, by a peer assessment committee. The committee will consist of arts professionals with expertise in various eligible areas of arts management. The committee members will also be chosen to ensure balanced representation of gender, Canada’s two official languages, regional and cultural diversity, Aboriginal peoples, and various types of music production and presentation.

Assessment Criteria

The committee will base its review of applications on the following criteria:

I. Organizational Research and Planning

• Clarity of the applicant’s analysis of its organizational development needs.
• Suitability of the consultant chosen to assist the applicant.
• Quality of the work plan.
• Feasibility of achieving the projected goals and outcomes.

II. Mentorship

• Clarity of the goals of the mentorship.
• Suitability of the chosen mentor.
• Quality of the work plan for the mentorship period.
• Expected effect of the applicant’s training on the home music organization.

III. Collaborative Initiatives

• Clarity of the goals of the collaborative initiative.
• Suitability of the chosen approach and/or consultant.
• Quality of the work plan.
• Expected effect of the collaborative initiative on the participating music organizations or on the sector.

IV. Professional Development

• Clarity of the organization’s analysis of its organizational development needs.
• Suitability of the workshop or seminar in addressing the identified organizational development needs.
• Expected effect of the senior management’s professional development on the applicant organization.

Payment and Grant Conditions

Grants will be paid in one instalment.

Successful applicants must submit a final project budget and final report on the use of their grant. The report must be submitted on the form provided by the Canada Council, within three months of the date indicated on the application form as the end date of the project.

Acknowledgement of Canada Council Support

In appropriate written materials, grant recipients must acknowledge the assistance of this program and the Canada Council for the Arts.

Application Form

The Flying Squad: Music Organizational Assistance Program (pdf, 69 KB)
This form can only be printed and cannot be filled out on-line.

Further Information

For more information, contact one of the Flying Squad co-ordinators listed below. You should make this well in advance of the application deadlines.

Telephone: 1-866-359-7782 (toll-free) or 613-566-4443. Messages can be left for the
co-ordinators, as instructed by the voice message system. Calls are usually returned within
48 hours. (The Flying Squad co-ordinators are external to the Canada Council and cannot be reached at the Canada Council’s toll-free number.)

Flying Squad Co-ordinators:
Joan Bosworth and Francine d’Entremont

Email: constance.boyer@canadacouncil.ca

TTY (TDD) machine, for hearing-impaired callers: 613-565-5194

Fax: 613-566-4409

Music Section
Canada Council for the Arts
350 Albert Street, P.O. Box 1047
Ottawa ON K1P 5V8

September 2006

Application Form and Guidelines

The Flying Squad: An Organizational Development Program in Music (pdf, 151 KB)

Acknowledging the support of the Canada Council for the Arts