8/2/2019 Note of Region Wide Projects Hub Meeting 27.3.12

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Note of Region wide Projects Hub meeting

Tuesday March 27th Lesser Town Hall Castle Douglas

Present: Ken Gouge (Chair), Rebecca Coggins, Leah Black, Tonia Lu, Finlay

Cooper, Alice Stilgoe, Malcolm Davies, Suzanne Davies, Pam Pumfrey, Peter

Renwick, Carolyn Yates, Valerie Heppel, Cliff Robertson, Lesley Sloan, Cate Ross.

Apologies:Paula Macdonald, Claire Thirlwall, Barbara Kelly, Karen Ward-Boyd,

Jan Hogarth, Jo Hodges, Lesley Rogers, Julian Watson, James Cox, Linda Mallet,

Heidi Wilson, Jenny Wilson, Anne Barclay.

1. Minute of the last meeting

Minutes of the last Region wide Hub meeting were discussed. Cliff Robertson

was concerned that the hubs were going to replace the activities previouslybeing undertaken by DG Arts. There was concern that the hubs do not

become organisations like DG Arts. There was a recognition that some of the

functions previously undertaken by DG Arts were still necessary and needed

to be fulfilled through the hubs. The notes of the previous meeting were

agreed.

2. Feedback from Proto Chamber

Feedback from the proto Chamber of Arts was discussed. It was suggested

that there is a lack of alignment between the councils Single Outcome

Agreement (SOA), Creative Scotlands (CS) Objectives and the D&G Arts

Strategic Objectives. It was agreed to recommend that the Chamber of Arts

look to creating a vision for the arts across the region which reflects the SOA

aims and CS objectives and outlines the entitlement to the arts that can be

expected by the people living in the region and how this is to be achieved.

This would in turn provide guidance for the work of each of the hubs.

Finlay reported some concerns from the Stewartry hub regarding the co-

opting of independent members from the arts sector to the Chamber. While

grateful to the particular individuals involved, and fully anticipating that theywould act in the best interests of the arts sector, various members of the

Region-wide Projects hub agreed that their preference was for these

representatives to be elected and accountable to the sector, and that a

mechanism to allow this should be put in place as soon as was possible. Ken

agreed to report this concern to the Chamber of Arts.

Following on from this Finlay, Cliff and Cate felt that the hubs should be

properly constituted from the outset in order to clarify voting rights,

membership and terms of reference. Ken suggested that the creation of aconstitution and terms of reference may be needed in the future but at this

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time the relationships between the hubs and the council are at an early stage

of development and it would not be wise to attempt this task too soon.

Nevertheless it was agreed that terms of reference for the hubs would be

useful.

Lesley asked if the notes from the various hub meetings would be shared with

the other hubs. It was agreed to take this idea to the Chamber meeting.

Lesley also asked what how the membership of this hub connected to that of

the other hubs and region wide projects, and how information could best be

shared between them.

Cate suggested that a mapping exercise would help to identify other region

wide groups and issues and should be undertaken to inform the work of all the

hubs. It was agreed that this task had already been undertaken at the

Dalbeattie meeting and that the CABN project was also undertaking a

mapping activity for creative practitioners and therefore it could be a question

of updating this information and sharing it. The area hubs will be mapping

local arts provision.

3. Memorandum of Understanding

The draft Memorandum of Understanding (MOU) was discussed. It was

explained that it had been drafted by the council and could be changed as

appropriate. It was felt that one of the early tasks for the Chamber is to redraftthe MOU in the light of feedback. Finlay suggested that a written constitution

would help to clarify the MOU.

However it was felt that in the section covering the Region Wide Hub needed

to list all the region wide projects. Also that the first bullet point should read

The Region Wide Hub will oversee the allocation of projects and resources in

order to ensure that they are appropriately shared across the region.

It was agreed that the third set of bullet points each should begin with a

doing word.

It was also agreed that the Key Tasks were not all key tasks and that this

section need to be redrafted.

Cate felt it would be helpful to have more regional hub reps on the Chamber.

The issue of potential conflicts of interest was raised by Cliff. It was agreed

that this is an issue for the whole hub process. It was agreed that it is

important to recognise this and to attempt to find ways to address it.

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Again the question of a constitution was raised and it was suggested that the

hub seek agreement from the Chamber to convene a working group to draw

up a constitution. Finlay and Cliff offered to be part of such a group.

Ken stated that the council should consider servicing the hub meetings.

Accurate notes of these meetings are essential and it is not good practice to

ask a participant in the meeting to take the notes as it restricts their ability to

contribute to in the meeting.

4. Region-wide projects Hub Chair

At present Ken Gouge and Jan Hogarth are acting as joint chair of the group.

As Ken is a co-opted member of the Chamber, it will probably not be

appropriate for him to continue. Cate suggested that a vote be taken for the

position of chair. It was pointed out that at the previous meeting which had

been well attended the members had agreed that Ken and Jan should act aschairs. Ken informed the group that Jan would be attending the upcoming

Chamber meeting and that he had arranged to brief her prior to the meeting.

5. Rebecca led the feedback on the results of the Council meeting held on March

20th.

6. A brief update on the progress of the region wide projects was provided to the

group. The main issues arising from this:

If the partnership is going to work, council officers should make

attending the hub meetings a priority.

An issue was raised in relation to literature development and the recent Rural

Talent Hub application requested from Creative Scotland. It was agreed that

there had been a misunderstanding regarding the status of the bid for a share of

this funding that had been submitted via the proto Chamber from a new writers

group based in Wigtown. Key players in the area of creative writing talent

development in the region, such as the Literature Officer and other members of

the Literature Forum had not been fully consulted by the group. It was felt

appropriate that the 5,000 for literature allocated as part of the Rural Talent Hub

application should be discussed by the Literature Forum, where all key

organisations involved in literature development are represented, and that the

Literature Forum should agree how this money should be allocated in order to

meet the aim of the Rural Talent Hub and in line with the regions strategic plan

for Literature. Ken agreed to raise this at the Chamber meeting.