Hampshire County Council

Executive Member - Recreation and Heritage Item 15

17 July 2003

The New SHIPS Members Arts Forum and its Joint Investment Fund

Report of the Director of Recreation and Heritage

Contact: Michael Fuller Ext: 6016

1. Summary of Decisions

i) That Hampshire County Council joins the SHIPS Members Arts Forum

ii) That the Director of Recreation and Heritage and the Chief Executive be authorised to settle final terms of the Joint Investment Fund so that Hampshire County Council joins the Joint Investment Fund for the Arts being run by the SHIPS Members Arts Forum with the £60,000 previously reserved for working with Arts Council England South East.

iii) That the County Council representative be appointed once arranements have been finalised

2. Reason

2.1 To join and fund the Partnership Agreement with Arts Council England South East and the unitaries, boroughs and districts of the SHIPS sub region which will attract extra national funding for the arts in Hampshire to the benefit of the county's residents.

3. Other options considered and rejected - Not joining which will make the Partnership Agreement less effective and mean that the county loses out on extra arts investment.

4. Conflicts of interest declared by the decision maker or a member or officer consulted - None.

5. Dispensation granted by the Standards Committee - Not applicable.

6. Reason(s) for the matter being dealt with if urgent - Not applicable.

Approved by: Date: (date of decision)

Councillor J. Waddington

................................. ..............................

(signature)

Hampshire County Council

Executive Member - Recreation and Heritage Item 15

17 July 2003

The New SHIPS Members Arts Forum and its Joint Investment Fund

Report of the Director of Recreation and Heritage

Contact: Michael Fuller Ext: 6016

1. Introduction

1.1 A revision of the Hampshire Arts Forum has been devised for the sub region and been agreed as the SHIPS Members Arts Forum. The SHIPS Members Arts Forum has also agreed to create a Joint Investment Fund with the other authorities of the sub region and invited Arts Council England South East to match the local authorities' investment. This Fund will support partnership arts projects being delivered in the area.

2. The SHIPS Members Arts Forum

2.1 The SHIPS Members Arts Forum has been created from the previous Hampshire Arts Forum which itself was set up to provide a mechanism for the Hampshire local authorities to maintain a link with the national arts funding system. The SHIPS area was created on local government reorganisation with the letters standing for Southampton, Hampshire, Isle of Wight and Portsmouth. The SHIPS Members Arts Forum encompasses all district, borough, county and unitary local authorities in this area.

2.2 Each council is automatically a member of the Forum and is invited to appoint a Member to sit on the body, though others may attend, providing a membership of fifteen. Each appointee has one vote. Officers can be made deputies in the case when the elected representatives are unable to attend.

2.3 The full details of the Rules of Association are contained in the Appendix A which is attached. The Forum's main purposes are:

· raising the profile of the arts in the sub region

· sharing examples of good practice

· coordinating investment for the arts

·

2.4 The Forum also exists to discuss arts matters of interest and, in particular, to concentrate on the following:

· general arts matters in the sub region and beyond

· the South East Regional Arts Council activities

· the Sub Regional Joint Investment Fund

3. The SHIPS Joint Investment Fund for the Arts

3.1 Each member of the SHIPS Members Arts Forum shall be invited to pay into the Joint Investment Fund a sum of money at an annual scale rate decided by the SHIPS Members Arts Forum. The SHIPS Members Arts Forum shall decide the themes of the Joint Investment Fund at its meeting. These themes shall be set for each financial year.

3.2 The Forum shall decide on the mechanisms for the collection and distribution of funds. The management of the Joint Investment Fund shall be by a SHIPS Arts Forum Member authority or Arts Council England South East. The full details of this Joint Investment Fund can be found in Appendix B attached. A fuller explanation is to be found in Appendix C also attached.

3.3 This Joint Investment Fund will, in effect, be a Joint Committee with executive functions to decide on the distribution of the funding which it attracts from the councils of the sub region and Arts Council England.

4. Financial Implications

4.1 The funding which Hampshire County Council provided for South and South East Arts in 2002/03 was provided as a subscription to the independent Arts Board though the Board itself ceased its existence during the year. This amounted to £60,000 and came from the budget heading Support for Independent Arts Organisations. This sum is reserved in the budget for engagement with Arts Council England South East and it is proposed that the sum of £60,000 is invested in the Joint Investment Fund subject to Arts Council England joining the Fund as a partner.

5. Legal Implications

5.1 The County Council is able to utilise broad powers under the Local Government Act 1972 to provide financial support for the arts. In particular, Section 145 of the Act enables the Council to contribute towards the expenses of doing anything necessary or expedient for any of a number of purposes, including the provision of entertainment of any nature, or the provision of a theatre, concert hall, dance hall or other premises suitable for entertainment. The powers include the ability to contribute towards the expenses of maintaining a band or orchestra and towards the development and improvement of the knowledge, understanding and practice of the arts.

Recommendations

1 That Hampshire County Council joins the SHIPS Members Arts Forum continuing with the Member appointed to the Hampshire Arts Forum, Councillor S. Allbright.

2 That Hampshire County Council joins the Joint Investment Fund for the Arts being run by the SHIPS Members Arts Forum with the £60,000 previously reserved for working with Arts Council England South East.

Section 100 D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

N.B. the list excludes:

1. Published works.

2. Documents that disclose exempt or confidential information as defined in the Act.

TITLE LOCATION

SHIPS Members Arts Forum Rules of Association Arts Office file

Joint Investment Fund Arts Office file

JIF Introduction Arts Office file

Introduction to the SHIPS Members Arts Forum Arts Office file

Appendix A

SHIPS MEMBERS ARTS FORUM

RULES OF ASSOCIATION

1. Purpose

1.1 The Forum's main purposes are:

· raising the profile of the arts in the sub region (see 2.1 for area covered)

· sharing examples of good practice

· coordinating investment for the arts

· encouraging joint working between member authorities and regional and national bodies

1.2 The Forum also exists to discuss arts matters of interest and, in particular, to concentrate on the following:

· general arts matters in the sub region and beyond

· the South East Regional Arts Council activities

· the Sub Regional Joint Investment Fund

1.2 To receive reports from those councillors on the South East Regional Arts Council from the SHIPS area and to advise them on arts matters of concern to the SHIPS' local authorities.

2. Membership

2.1 Membership of the Forum is open to

· Southampton City Council

· Hampshire County Council

· Isle of Wight Council

· Portsmouth City Council and all district and borough councils of Hampshire.

2.2 Each local authority shall appoint one councillor to attend meetings and may name a deputy, a councillor or officer, to attend in their place as necessary. The appointed councillor should serve on the Forum for at least a year. Officers of each member authority may attend meetings in an advisory, non-voting capacity unless appointed as deputies. Wherever possible authorities in membership are expected to appoint their executive member with responsibility for arts matters. The councillor appointees to the Regional Arts Council are invited to each meeting in an ex-officio capacity.

2.3 With the agreement of the majority, additional non-voting members or officers may be co-opted for individual meetings.

2.4 The Regional Executive Director of Arts Council England South East (or their representative) will be invited to attend meetings of the Forum in an ex-officio capacity. They will be able to vote on distribution of the Joint Investment Fund.

3. The SHIPS Joint Investment Fund for the Arts

3.1 Each member of the SHIPS Members Arts Forum shall be invited to pay into the Joint Investment Fund a sum of money at an annual scale rate decided by the SHIPS Members Arts Forum.

3.2 The SHIPS Members Arts Forum shall decide the themes of the Joint Investment Fund at its meeting. These themes shall be set for each financial year.

3.3 The Forum shall decide on the mechanisms for the collection and distribution of funds.

3.4 The management of the Joint Investment Fund shall be by a SHIPS Arts Forum Member authority or Arts Council England South East.

4. Voting

4.1 As all Forum Members' views should be taken into account as far as possible, voting will be the exception rather than the rule.

4.2 Decisions cannot be binding on any local authority.

4.3 Voting shall be by a simple majority of those present and each local authority shall have one equal vote made by their nominee or their substitute. If there is an equality of votes, the Chair/Chairman shall have a second or a casting vote.

5. Quorum

5.1 A quorum shall consist of four members of the Forum.

6. Chair/Chairman and Vice-Chair/Chairman

6.1 A Chair/Chairman and Vice-Chair/Chairman will be elected by the Forum Members for a period of two years at the initial meeting after the annual local authority elections each year.

6.2 The Chair/Chairman will be able to hold office for only four consecutive years.

7. The Secretariat

7.1 The Secretariat of the Forum will be provided by one of the Member local authorities.

8. Meetings

8.1 The Forum will meet often enough to ensure that the views of the Forum are known to the Members representing local authorities of the SHIPS sub region on the South East Regional Arts Council. Extra meetings may be convened following the consultation with the Chair/Chairman.

9. Rules of Association

9.1 These rules can be voted upon as long as a motion is notified at the previous meeting. These rules, and any changes, must be approved by all Member authorities.

Appendix B

ARRANGEMENTS FOR THE OPERATION OF A JOINT INVESTMENT FUND BETWEEN SHIPS AND ARTS COUNCIL ENGLAND

The Rules of Association of the SHIPS Members Arts Forum (SHIPS) whose members are the councils of Southampton, Hampshire, Isle of Wight and Portsmouth makes provision for the operation of a Joint Investment Fund (the Fund). The Fund is for the benefit of the arts within the SHIPS area. This Joint Partnership Agreement between SHIPS and the Arts Council guides the use of the Fund. A programme of activities to be supported by the Fund will be recommended by an officer group for decision by the SHIPS Members Arts Forum.

VISION

Our shared vision is that the arts are integral to people's sense of well being but also instrumental to the achievement of wider social, economic and environmental objectives. In particular the arts:

· Are central to local economies in design, manufacturing, retail and leisure services. The imagination of individual artists can be the spark that illuminates a production chain employing hundreds of people

· Make all the difference to how we feel and the quality of our lives; participation can improve physical health as well as mental well being

· Help us express our different cultures and ideas and enable us to communicate these to others. Whether through a public sculpture or by getting together to take part, the arts can build a sense of place and safer, more tolerant, vibrant communities.

· Offer young people unique opportunities to explore and learn, helping them become engaged members of the community

[note 1]

1. INTRODUCTION

1.1 In order to pursue the above Vision, a partnership has been formed between the local authorities of the SHIPS Members Arts Forum and the Arts Council. It's task is to manage the Joint Investment Fund (the Fund). This is provided for in the Articles of the Forum.

1.2 This Agreement sets out the arrangements as to how the Fund will work. A key feature of this process is the mutual agreement of a four year programme of activity to be resourced by the Fund and other external resources as can be accrued (the Programme). There is no process of bidding but a building of consensus as to the extent and content of an agreed forward Programme. For the Fund to succeed therefore, it is the responsibility of members to work together for the benefit of the arts within the SHIPS Sub Region.

2 THE PARTNERSHIP: MEMBERSHIP AND RESPONSIBILITIES

2.1 The partnership will consist of officer representation from each SHIPS Local Authority contributing to the Fund and the Regional Executive Director of the Arts Council or their representative (the Partnership).

2.2 The Partnership will:

· Advise the SHIPS Members Arts Forum on the strategic direction of the Fund, its vision and objectives.


· Present a recommended Programme in accordance with the provisions of this guidance, at a time complementary to the financial and artistic planning cycles of the Forum and that reflects the principles of good practice. [note2]


· Act collaboratively to co-ordinate, provide and monitor the use of the resources of the Fund to ensure it meets its vision and objectives.


· Monitor the performance against annual targets set out in the Programme, through receiving regular monitoring reports from each project.


· Provide human, financial and other resources as required to fulfil the identified needs in the Programme.


· Seek collectively and individually to attract additional inward investment to the Fund.

3 OBJECTIVES FOR THE FUND

3.1 In order to deliver the vision, the Programme will seek to achieve the following objectives over a four year period:

3.2 To identify a theme for each year of the programme, which will be drawn from the agreed Arts Council / Local Authority list of themes/priorities:

· engaging young people

· healthy communities

· vital neighbourhoods

· the creative economy

3.3 To develop, deliver and monitor projects, which provide activity for those themes, such that each of the partnership localities has an opportunity to benefit during the life of the programme, commensurate with their contribution of resources to the Fund.

3.4 To fund one research project per year, so as assess the benefits of the arts to the sub region.

3.5 To fund one marketing initiative per year, which aims to develop new audiences across the Partnership area.

3.6 To ensure there are monitoring arrangements for all projects in the Programme and that one or more is externally evaluated.

3.7 To act as an advocate for the arts.

4. CRITERIA

4.1 The Programme will be made up of projects which meet all of the criteria:

· Involve local authorities from more than one SHIPS member area.

· Meet one or more of the objectives outlined in Section 3.

· No on-going running costs to be met by the Fund.

· Demonstrate a contribution to the sub-regional identity of the SHIPS area

· Represent a balance of work across the geographical area of the Partnership, in proportion to the contributions made.

· Establish and maintain project monitoring systems and provide such financial information and reports as may be agreed by the SHIPS Partnership.

5. MANAGEMENT OF THE FUND

5.1 The management of the Fund shall be undertaken by a SHIPS Arts Forum member authority or the Arts Council. The Fund Manager shall be elected by the SHIPS Members Arts Forum and will take on the following responsibilities:

· Provision of human resource/personnel support for the administration of the Fund.

· Overall financial responsibility for the receipt of any joint funds for use by the Partnership and specifically:

· The establishment of financial monitoring systems

· Compilation and maintenance of a project register for the Programme.

· Authorise and ensure payments.

· Recording of expenditure income receipts, etc., to monitor spend.

· The production of a review paper at year-end to include reports on all the projects and show the actual spend of the fund for the year and plans for future years.

· Produce a progress report on the programme for each Partnership meeting outlining progress with the agreed projects and the spend of the allocated funds.

5.2 Should unforeseen or special circumstances arise, the Partnership will support the Fund Manager with adequate additional resources, both human and financial and other as identified, in order to meet the vision and objectives of the Fund.

6 FINANCIAL AND OTHER RESOURCE OBLIGATIONS

6.1 A financial contribution will be required from SHIPS members and the Arts Council in order to establish the Fund. Contributions are invited as set out below:

MEMBER	INVITED CONTRIBUTION RATE PER THOUSAND POPULATION
Unitary Councils	ZZ PER THOUSAND POPULATION
County Councils	YY PER THOUSAND POPULATION
Borough and District Councils	XX PER THOUSAND POPULATION
The Arts Council	Match the sum actually contributed by the participating SHIPS authorities.

6.2 The intention is that, across the Programme, the benefit to the arts in the area of any particular SHIPS member, should be proportionate to their input. Should a local authority contribute at less that the invited rate, the benefit will be proportionately less.

6.3 Each partner to provide officer time to assist with the development and implementation of the Programme.

6.4 Should a project not proceed or not be completed as intended, a repayment may be required. In that event, the Partnership will recommend the percentage repayment and timescale, for decision by the SHIPS Members Arts Forum.

7. PARTICIPATING REPRESENTATIVES

ORGANISATION	PARTNERSHIP REPRESENTATIVE
Hampshire County Council
Southampton City Council
Isle of Wight Council
Portsmouth City Council
Basingstoke & Deane Borough Council
East Hampshire District Council
Eastleigh Borough Council
Fareham Borough Council
Gosport Borough Council
Hart Borough Council
Havant Borough Council
New Forest District Council
Rushmoor Borough Council
Test Valley Borough Council
Winchester City Council
Arts Council England

8. DECLARATION

I, the undersigned member of the Joint Investment Fund between SHIPS and the Arts Council, agree to the Vision, Objectives and Responsibilities outlined in this Agreement. I am committed to the implementation of the Programme to help achieve these outcomes.

Local Authority	Name	Position	Signed

NOTES

Note 1:

VISION STATEMENT:

The source of the four elements of the Vision Statement is the list of jointly agreed priorities between the Local Government Association and the Arts Council contained in the Paper from Arts Council England, South East on proposals for partnership working. The introduction reflects the power vested in local authorities to promote the economic, social and environmental well being of their area.

Note 2:

PRINCIPLES:

These principles are an extract from the report of Policy Action Team 10 "Report to the Social Exclusion Unit - Arts and Sport":

1. Valuing diversity - the strength of diversity and the appropriateness of designing approaches to fit the needs of individual communities.

2. Local control - building the skills of communities to develop their own services - sometimes alongside direct provision

3. Support local commitment - local authorities and their partners as supporters not to replace local contributions

4. Promote equitable partnerships - openness about the degree to which the funding or supporting partners are able to empower community groups. Look for a balance of who takes the risks.

5. Defining common objectives - Bringing people together to jointly agree stated objectives

6. Working flexibly with change - every one being prepared to adapt to changing circumstances

7. Pursue quality - irrespective of the means of service delivery, set standards should apply. Community development is difficult but the inputs and outputs can all strive for excellence.

8. Connect with the mainstream - there is a danger of isolation - being seen as "special" schemes. To be successful it is inevitable that there must be such a connection.

Appendix C

SHIPS MEMBERS ARTS FORUM

Report on the Establishment of a Joint Investment Fund

1. Introduction

1.1 Members will know about the history of the SHIPS Members Arts Forum from the paper earlier in the agenda.

1.2 A working implication of the changes has been the end of the subscription system to the national arts funding system, formerly Southern and South East Arts in this area. Subscriptions had been used to seek local authority contributions into the arts funding system. In the past, there has been criticism of the subscription system as being opaque and remote from local authorities. Whilst it did fund arts activities, it was not easy to track the benefits.

1.3 Whilst Arts Council England, the new incarnation of Southern and South East England, does still require funding contribution from local authorities in order to maintain resources in the system, a different approach is being offered in all areas of the region to create a new basis of that relationship.

2. Proposal

2.1 Rather than re-introduce a subscription system, the suggestion is that a fund is established to provide a resource for the SHIPS area. There are a number of advantages:


· An identified fund, ring fenced for activity that benefits the SHIPS area

· The vision and objectives of the fund are based on joint priorities agreed by the Local Government Association and the Arts Council.

· The criteria will be set locally by SHIPS in agreement with the Arts Council

· The SHIPS Members Arts Forum decides the allocation of the fund

· The more local authorities contribute, the more will be "geared" from the Arts Council (subject to a cap equivalent to 02/03 subscription scale contributions)


2.2 Each local authority will be invited to contribute at a given level but can do so to a greater or lesser extent. The level of contribution would necessarily affect the level of activity in that authority's area.

2.3 A collective fund would allow SHIPS members to undertake projects that would be more difficult to achieve working in isolation. Some examples could include shared touring or commissioning costs or the prospect of more significant marketing activities. The criteria for the fund are proposed so as to foster this idea of collaborative working, thus gaining the benefits of partnership.

2.4 A programme of work would be generated to ensure proportionate benefit to participating SHIPS members across a four year period.

3. Implementation

3.1 The detail of a proposed scheme is attached. A key feature is the generation of a programme of activity by an officer group, which would be recommended to the Members Forum for decision.

3.2 It is proposed to work by consensus and to work to the budget available. By doing so, the intention is to avoid bureaucracy and protracted bidding processes. Whilst the broad intention is to produce benefit in proportion to the contribution from the individual SHIPS member, inevitably this must be considered over the life of the programme.

4. Alternative

4.1 Essentially, the alternative to a fund is to retain the resources individually within the SHIPS members. This would not attract the gearing funding from the Arts Council. In addition, if the contribution from local authorities in this area falls short of the matched funding available, it is likely that resource will be moved elsewhere in the Region.

5 Recommendation

5.1 It is recommended that:


the SHIPS Members Arts Forum adopt the proposed Joint Investment Fund as the preferred basis for a funding relationship with the Arts Council.


SHIPS members recommend this course of action for adoption by their individual authorities.


Subject to there being sufficient interest, the Joint Investment Fund be implemented in the current financial year 2003/04.

Michael Fuller

Senior Arts Officer

Hampshire County Council