Minute

22 February 2012

Minute

CHAMBER OF ARTS MEETING

Wednesday 28 March 2012 Castle Douglas Town Hall, Castle Douglas Present Richard Grieveson (RG) Matt Baker (MB) Dame Barbara Kelly (BK) Rebecca Coggins (RC) Karen Dick (KD) Karen Ward Boyd (KWB) Chris Brown (CB) Graham Main (GM) Jan Hogarth (JH) Ken Gouge (KG) David Sumner (DS) Vanessa Morris (VM) Ken Smyth (KS) Penny Nowell (PN) Cathy Agnew (CA) Ailsa Freeman (AF) - Observer

ACTION 1. WELCOME AND APOLOGIES Alex McQuiston - Apologies RG welcomed everyone to the first meeting of the Chamber of Arts and explained that AF was present to observe the meeting as the A&E Arts Hub was not represented due to unforeseen circumstances (last minute apology). 2. MINUTE OF MINI PARLIAMENT MEETING 22 FEBRUARY 2012 Minute was agreed as a true and accurate record.

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MEMORANDUM OF UNDERSTANDING (DRAFT) This document had been circulated after the mini parliament meeting following a suggestion at that meeting. Discussion followed regarding the appropriate number of representatives attending the Chamber of Arts (to allow for strategic discussion and decision making whilst maintaining a wide geographical, democratic and objective representation). After discussion, the meeting agreed that there would be 2 representatives from each of the hubs (Chair and Vice Chair/or 2 other nominated representatives) at the Chamber of Arts and that this would be reviewed after 6 months. Those present requested and agreed that RG would initially Chair the Chamber of Arts. However this would be reviewed as the forum became established as a constituted body. The Chamber was asked to review the Memorandum of Understanding and feedback any comments to RG for inclusion prior to the next Chamber meeting. Action Task bullet point to be added under each heading To draft and consult on the constitution. RG / CoA

4.

FEEDBACK FROM POLICY & RESOURCES COMMITTEE 20 MARCH 2012 RG informed the meeting that the Creative Future in Dumfries and Galloway Arts report had been approved by Councillors at the Policy and Resources Committee on 20 March 2012 and he thanked Cathy Agnew and Rebecca Coggins for their support on the day. The report was received very positively by Members who were keen to see the model develop and to be kept up to date with progress. The Elected members felt that as a priority, resolving the issues surrounding the provision of a region wide ticketing service should be given priority and had also agreed that RG would have the delegated authority to approve commissions within the strategic heading as agreed (as opposed to requiring to take back to Committee each and every commission for Elected Member approval). The Chamber of Arts was disappointed at the negative reporting of the decision in the local press and the Nithsdale Hub had invited the press to attend their next meeting to provide a more positive point of view. Following discussion the meeting agreed that a Press and Communications Policy would require to be developed and the representatives were asked to take this back to their area hubs for discussion and feed back at the next Chamber.

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AREA BASED HUB UPDATE It was discussed that Area Committees now have additional annual discretionary grant funding and a greater flexibility regarding the allocation of this funding in order to meet their local priorities. It was agreed that each area hub would now develop an area based action plan that would be presented to the Area Committees for approval in order to raise the profile of the arts locally and to put the arts in the best possible place in order to secure local area discretionary grant funding. RG confirmed that in consultation with the area hubs each local Council lead would drive this process forward. It was noted that the CABN (Creative Business Arts Network) project is developing databases of creative businesses across the region and the Dalbeattie arts seminar had provided valuable information to help populate the area based mapping exercises. As well as current provision, the mapping should help identify gaps and forthcoming opportunities that will inform the action planning process. RG updated the Chamber on initial discussions with colleagues in the Councils Area Framework team, which indicated that future discretionary grant funding applications to Area Committees for projects that featured within, or had a clear fit with the agreed action plans could potentially be given a priority weighting through the application scoring process. This will be developed as part of the 2013/14 discretionary grant funding process.

DGC Service Manager & Local Hubs

RC

RG

6.

CHAMBER OF ARTS Finance RG confirmed that D&GC had approved an annual allocation of 177k to be awarded though commissions and partnerships to the arts in Dumfries and Galloway. In addition the budget allocated for regional projects/partners for 2011/12 would be included for 2012/13 and would increase the amount available for arts related commissions and activities to 209k. Further to Elected Members highlighting the area of ticketing as a priority, the Chamber agreed to delegate authority to RG to establish a ticketing sub group to scope and spec ticketing requirement across the region, utilising the 25k available in the budget to provide the infrastructure for ticket sales. The Chamber were keen to ensure the requirement to provide evidence of potential economic impact as a consequence of funding arts activities. To this end Chris Brown, D&GC Business and Enterprise Manager, Planning & Environment Services confirmed that as a member of the Chamber of Arts she would ensure that DGC skill sets and experience was available to achieve this outcome. It was noted that other impact evidence should also be given similar consideration, including the impact on health and well-being and learning.

RG

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Strategic Projects and Funding Proposals The potential requirement to develop bridge organisations within the sector when developing commissions in order to ensure that external funding opportunities were maximised was discussed and agreed that this areas should be further developed by the Chamber in the future as commissions were developed. The Chamber agreed that when funding applications to Area Committees are scored it was vitally important that there is proper representation for the arts within each area. RG confirmed that he would ensure that the Community Services Service Manager in each area is involved in the scoring of Area Committee funding applications. Commissioning RG stated that DGCs Procurement section had been involved in the process to date to ensure that the proposed model for arts commissions complied with D&GC process. RG agreed to develop a template for commissions and the assessment of commissions which will be circulated prior to the next Chamber meeting. COMMISSIONS AND REGIONWIDE PROJECTS It was discussed and agreed by all present that the Chamber should start to develop specific commissions in order to continue with the positive momentum gained to date and to evidence to the sector as a whole that the proposed model would start to deliver in terms of allocating funding and delivering on local art activities, projects and initiatives. After discussion it was agreed that various sub groups would be established with volunteer representation from the Chamber in order to develop commissioning proposals which would be agreed at the Chamber, consulted at each area hub and then issued/advertised to the arts sector in Dumfries and Galloway. The Chamber agreed the following representatives who would now develop initial proposals for discussion and agreement:Environmental Arts Matt Baker, Jan Hogarth Youth Arts Ken Gouge, Graham Main, Karen Ward Boyd Literature Development Rebecca Coggins, Caroline Yates Ticketing Richard Grieveson (establish a regionwide ticketing sub group) Rural Touring Awaiting Creative Scotland report in June The Chamber discussed and agreed that Performing Arts was an area that required investment/development in Dumfries and Galloway. It was agreed that this would be discussed at the next meeting and would link to Creative Scotland Music/Dance/Theatre review due in June. The Chamber was very keen to ensure that members of the wider Arts Parliament who had the appropriate skill sets had the opportunity to contribute to the development of commissions. 4

RG

7.

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Rural Talent Hub RC confirmed that she had received three proposals that had informed a bid to Creative Scotland, to be brokered by CABN, and she circulated this to the Chamber for information. Due to the tight time constraints RC stated that the bid had already been submitted to Creative Scotland for consideration and a 25k grant had been approved subject to match funding of 12,200 being made available by Dumfries and Galloway Council. The Chamber agreed to support the bid and agreed in principle that some of the Councils strategic arts budget should be used to provide the required match-funding for the application. There followed discussion on the Literature aspects of the bid and it was agreed that activities funded by this portion of the bid must complement other literature development throughout the region, must not overlap with existing provision, and should be sustainable. To meet these requirements further consultation was needed between partners before a final programme of activities is agreed, and CABN and the other key partners involved should work with the Literature Development Forum to ensure that the programme fulfils genuine need. Youth Enterprise / Youth Entrepreneurs draft commission to be developed by the representatives above who were developing the draft Youth Arts commission. 8. DUMFRIES CULTURAL CENTRE RG confirmed that the Cultural Centre Project Board had recently met and in partnership with Economic Development colleagues the Cultural Centre Research Consultants Brief was now being finalised. As part of this process the potential development of a virtual cultural centre drawing together a number of existing Dumfries Town Centre properties and existing arts infrastructure would be included. RG confirmed that a number of properties had been identified as potential inclusion in this process and he had instructed DGCs Strategic Property Services to undertake conditions surveys. DBK stated that the Crichton are looking to develop a study centre for arts relating to the land which could be of significant international importance and should link to the Cultural Centre. As part of the brief full consideration should therefore be given to arts provision in the area surrounding Dumfries town centre. KD confirmed Creative Scotland are about to launch their capital programme to cover the next two years. It was agreed that the Chamber of Arts have a key role to play in the development of the Cultural Centre proposals and RG agreed to dedicate time at the next Chamber of Arts Meeting to provide an update with appropriate colleagues in relation to the work undertaken to date and the proposed way forward.

All

RG

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AOCB (I) THE ROYAL HIGHLAND SHOW (II) VISITSCOTLAND INTERNATIONAL FAM TRIP FOR THE TOUR OPERATORS i) CA informed the meeting about the details for the Royal Highland Show in June which is being hosted by Dumfries and Galloway. A Performance Tent has now been agreed and Spring Fling will be involved. CB is working with Savour the Flavours on this event, however as the Presidents Initiative expect exhibitors to pay this may deter smaller producers/businesses from attending. KD to take the matter back to Creative Scotland for consideration. ii) There will be a VisitScotland International Tour Operators Familiarisation Trip to Dumfries and Galloway on 22 & 23 April. GM suggested that the Youth Theatre could be involved as they are performing on these dates. KD/CA

10.

DATE AND TIME OF NEXT MEETING 2 May 2012 at Dumfries Fire Brigade HQ 9am