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Minute 22 February 2012 Minute

CHAMBER OF ARTS MEETING

Wednesday 28 March 2012Castle Douglas Town Hall, Castle Douglas

Present

ACTION

1. WELCOME AND APOLOGIES

 Alex McQuiston - Apologies

RG welcomed everyone to the first meeting of the Chamber of Arts andexplained that AF was present to observe the meeting as the A&E Arts Hubwas not represented due to unforeseen circumstances (last minute apology).

2. MINUTE OF MINI PARLIAMENT MEETING – 22 FEBRUARY 2012Minute was agreed as a true and accurate record.

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 

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3. MEMORANDUM OF UNDERSTANDING (DRAFT)

This document had been circulated after the mini parliament meetingfollowing a suggestion at that meeting.

Discussion followed regarding the appropriate number of representativesattending the Chamber of Arts (to allow for strategic discussion and decisionmaking whilst maintaining a wide geographical, democratic and objectiverepresentation).

 After discussion, the meeting agreed that there would be 2 representativesfrom each of the hubs (Chair and Vice Chair/or 2 other nominatedrepresentatives) at the Chamber of Arts and that this would be reviewedafter 6 months.

Those present requested and agreed that RG would initially Chair theChamber of Arts. However this would be reviewed as the forum becameestablished as a constituted body.

The Chamber was asked to review the Memorandum of Understanding andfeedback any comments to RG for inclusion prior to the next Chamber meeting.

ActionTask bullet point to be added under each heading ‘To draft and consult onthe constitution’.

RG / CoA

4. FEEDBACK FROM POLICY & RESOURCES COMMITTEE 20 MARCH2012RG informed the meeting that the Creative Future in Dumfries and Galloway Arts report had been approved by Councillors at the Policy and ResourcesCommittee on 20 March 2012 and he thanked Cathy Agnew and RebeccaCoggins for their support on the day. The report was received verypositively by Members who were keen to see the model develop and to bekept up to date with progress. The Elected members felt that as a priority,resolving the issues surrounding the provision of a region wide ticketingservice should be given priority and had also agreed that RG would have the

delegated authority to approve commissions within the strategic heading asagreed (as opposed to requiring to take back to Committee each and everycommission for Elected Member approval).

The Chamber of Arts was disappointed at the negative reporting of thedecision in the local press and the Nithsdale Hub had invited the press toattend their next meeting to provide a more positive point of view. Followingdiscussion the meeting agreed that a Press and Communications Policywould require to be developed and the representatives were asked to takethis back to their area hubs for discussion and feed back at the nextChamber.

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5. AREA BASED HUB UPDATE

It was discussed that Area Committees now have additional annualdiscretionary grant funding and a greater flexibility regarding the allocation of 

this funding in order to meet their local priorities. It was agreed that eacharea hub would now develop an area based action plan that would bepresented 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 tosecure local area discretionary grant funding. RG confirmed that inconsultation with the area hubs each local Council lead would drive thisprocess forward.

It was noted that the CABN (Creative Business Arts Network) project isdeveloping databases of creative businesses across the region and theDalbeattie arts seminar had provided valuable information to help populatethe area based mapping exercises. As well as current provision, themapping should help identify gaps and forthcoming opportunities that willinform the action planning process.

RG updated the Chamber on initial discussions with colleagues in theCouncil’s Area Framework team, which indicated that future discretionarygrant funding applications to Area Committees for projects that featuredwithin, or had a clear fit with the agreed action plans could potentially begiven a priority weighting through the application scoring process. This willbe developed as part of the 2013/14 discretionary grant funding process.

DGCService

Manager & LocalHubs

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 inDumfries and Galloway. In addition the budget allocated for regionalprojects/partners for 2011/12 would be included for 2012/13 and wouldincrease 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 subgroup to scope and spec ticketing requirement across the region, utilisingthe £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. Tothis end Chris Brown, D&GC Business and Enterprise Manager, Planning &Environment Services confirmed that as a member of the Chamber of Artsshe would ensure that DGC skill sets and experience was available toachieve this outcome. It was noted that other impact evidence should alsobe 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 todevelop “bridge organisations” within the sector when developingcommissions 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 Committeesare scored it was vitally important that there is proper representation for thearts within each area. RG confirmed that he would ensure that theCommunity Services Service Manager in each area is involved in thescoring of Area Committee funding applications.

Commissioning – RG stated that DGC’s Procurement section had beeninvolved in the process to date to ensure that the proposed model for artscommissions complied with D&GC process. RG agreed to develop atemplate for commissions and the assessment of commissions which will becirculated prior to the next Chamber meeting.

RG

7. COMMISSIONS AND REGIONWIDE PROJECTS

It was discussed and agreed by all present that the Chamber should start todevelop specific commissions in order to continue with the positivemomentum gained to date and to evidence to the sector as a whole that theproposed model would start to deliver in terms of allocating funding anddelivering 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 commissioningproposals which would be agreed at the Chamber, consulted at each areahub and then issued/advertised to the arts sector in Dumfries and Galloway.The Chamber agreed the following representatives who would now developinitial 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 thatrequired investment/development in Dumfries and Galloway. It was agreedthat this would be discussed at the next meeting and would link to CreativeScotland Music/Dance/Theatre review due in June.

The Chamber was very keen to ensure that members of the wider ArtsParliament who had the appropriate skill sets had the opportunity tocontribute to the development of commissions.

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Rural Talent Hub – RC confirmed that she had received three proposals thathad informed a bid to Creative Scotland, to be brokered by CABN, and shecirculated this to the Chamber for information. Due to the tight timeconstraints RC stated that the bid had already been submitted to Creative

Scotland for consideration and a £25k grant had been approved subject tomatch funding of £12,200 being made available by Dumfries and GallowayCouncil. The Chamber agreed to support the bid and agreed in principle thatsome of the Council’s strategic arts budget should be used to provide therequired match-funding for the application. There followed discussion on theLiterature aspects of the bid and it was agreed that activities funded by thisportion of the bid must complement other literature development throughoutthe region, must not overlap with existing provision, and should besustainable. To meet these requirements further consultation was neededbetween partners before a final programme of activities is agreed, andCABN and the other key partners involved should work with the LiteratureDevelopment Forum to ensure that the programme fulfils genuine need.

Youth Enterprise / Youth Entrepreneurs – draft commission to be developedby the representatives above who were developing the draft Youth Artscommission.

 All

8. DUMFRIES CULTURAL CENTRE

RG confirmed that the Cultural Centre Project Board had recently met and inpartnership with Economic Development colleagues the Cultural Centre

Research Consultants Brief was now being finalised. As part of this processthe potential development of a “virtual cultural centre” drawing together anumber of existing Dumfries Town Centre properties and existing artsinfrastructure would be included. RG confirmed that a number of propertieshad been identified as potential inclusion in this process and he hadinstructed DGC’s Strategic Property Services to undertake conditionssurveys.

DBK stated that the Crichton are looking to develop a study centre for artsrelating to the land which could be of significant international importance andshould link to the Cultural Centre. As part of the brief full consideration

should therefore be given to arts provision in the area surrounding Dumfriestown centre.

KD confirmed Creative Scotland are about to launch their capital programmeto cover the next two years.

It was agreed that the Chamber of Arts have a key role to play in thedevelopment of the Cultural Centre proposals and RG agreed to dedicatetime at the next Chamber of Arts Meeting to provide an update withappropriate colleagues in relation to the work undertaken to date and theproposed way forward.

RG

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9. AOCB(I) THE ROYAL HIGHLAND SHOW(II) VISITSCOTLAND INTERNATIONAL FAM TRIP FOR THE TOUROPERATORS

i) CA informed the meeting about the details for the Royal HighlandShow in June which is being hosted by Dumfries and Galloway. APerformance Tent has now been agreed and Spring Fling will beinvolved.

CB is working with Savour the Flavours on this event, however asthe 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 OperatorsFamiliarisation Trip to Dumfries and Galloway on 22 & 23 April.GM suggested that the Youth Theatre could be involved as theyare performing on these dates.

KD/CA

10. DATE AND TIME OF NEXT MEETING

2 May 2012 at Dumfries Fire Brigade HQ – 9am