Agenda, decisions and minutes

Councillors Robin Guest, Ron Hampson and Dave Mackie declared a personal  interest in the following item as they were members of the Theatr Clwyd Board of Governors.

4.         Clwyd Theatr Cymru Progress Report

To confirm as a correct record the minutes of the last meeting.

That the minutes be approved as a correct record and signed by the Chair. 

The minutes of the meeting of the Committee held on 21 July 2015  had been circulated to Members with the agenda.

            RESOLVED:

That the minutes be approved as a correct record and signed by the Chair. 

That the progress of Clwyd Theatre Cymru against delivery of its business plan and identified savings, the emerging artistic vision and increased commerciality and community links be supported.

The Chief Executive introduced a progress report on Clwyd Theatr Cymru (CTC) covering delivery of the business plan and budget efficiencies, and the emerging vision for the Theatre after the appointment of a new Artistic Director. 

The Chief Executive provided background information and context and referred to the key considerations as detailed in the report concerning progress against the business plan and the emerging artistic vision, increasing commerciality, and becoming closer to the local community. 

The Chief Executive provided clarification on the financial circumstances, governance arrangements, and accountability for CTC.  He explained that whilst facing reductions in funding from the Council, the CTC had also applied to remain an Arts Council of Wales funded organisation.  He advised that initial feedback to the application was positive, however, the actual amount of funding to be granted would not be known until later in the year.    

The Chief Officer (Organisational Change (1) ) outlined the key issues concerning delivery of the business plan and referred to the appointment of a new Artistic Director, ensuring the Theatr was fit for purpose in terms of staffing, applying for funding from the Arts Council for Wales, and capital development.

It was agreed that the Business Plan Progress report which was considered at the last meeting of the board be circulated to the committee.

The Chairman welcomed Tamara Harvey, new Artistic Director, to the meeting and invited her to give an overview of her role, responsibilities and vision for the theatre.  The Artistic Director thanked Members for their attendance and took the opportunity to pay tribute to Terry Hands, former Artistic Director, for his exceptional work in developing and promoting the theatre during the last 18 years.

The Artistic Director explained she was committed to a broader artistic programme with a holistic approach to all art forms across the building, drawing in new audiences and ensuring that Theatr Clwyd became an intrinsic part of the local communities and a symbol of innovation across the creative arts  in Wales and beyond.  She outlined the range of work to be undertaken to progress the business plan and the emerging artistic vision and referred to a broader range of production work, increasing commerciality and marketing, and development of partnerships and projects with Welsh companies and the rest of the UK.       She also reported on how the Theatr would deliver against the challenge of reduced funding from the Council in 2015/16 through the implementation of a robust and financially sustainable business framework.

Councillor Paul Shotton congratulated the Artistic Director on her recent appointment and welcomed the new initiatives.  He referred to the discussions taking place to explore touring possibilities and said he would like a more positive stance to be taken towards that happening. 

Councillor Mike Reece asked if Theatr Clwyd was included on the asset transfer programme.  The Chief Executive advised that the Theatr was not included at the moment, however,  an “open minded” approach was being taken for the future.     The Chief Officer (Organisational Change (1) ) clarified   that  ...  view the full minutes text for item 20.

That the Committee’s comments on the completed feasibility studies and the initial business planning be considered by the officers and used to inform further progress.

The Chief Officer (Organisational Change (2) )  introduced a report on the completed feasibility work for Leisure, Libraries and Facility Management services, including preferred Alternative Delivery Model (ADM) options, and to share the initial priorities for the business planning phase of work.

                        The Chief Officer (Organisational Change (2) ) provided background information and referred to the key considerations as detailed in the report.  He advised that at this stage no decisions had been taken about whether services should ultimately establish ADMs; this would be done at the end of the business planning stage.  The business planning stage will include engagement of all service staff to develop and consider final proposals.  Business Plans are due to be completed at the end of the year/New Year.   The preferred options for each services and issues/conditions to be covered in the business planning stage were detailed in the report.

The Chief Officer (Organisational Change (1) ) introduced Steve Jones, Facilities Operations Manager, and invited him to give a presentation on the ADM Facilities Services (Catering and Cleaning).  The main points of the presentation were as follows:

·         current provision

·         approach

·         strategic objectives

·         the Catering and Cleaning TECKAL

·         considerations for change

·         making it stack up

·         key risks and mitigation

·         the new offer

·         Finance

·         next steps

The Chair invited Members to raise questions.

Members expressed concerns that they had not been given the opportunity to consider the information provided in the presentation prior to the meeting.  It was agreed that Officers would be requested to consider how information was provided in the future, in light of the work of the Committee which was asked to provide comments on change initiatives.  In response to the further concerns raised by Councillor Carver around scrutiny,  Officers explained that there would be a further opportunity for the Committee to scrutinise proposals in the business plan in more detail during the second stage.  

            In response to the comments raised the Facilities Operations Manager advised that the aim was to provide a modern, efficient and profitable catering and cleaning services in a delivery model which reduced and eventually removed the need for financial subsidy from the Council.

Councillor Carolyn Thomas sought further explanation of the TECKAL Company model.  The Chief Officer (Organisational Change (1) ) advised that the TECKAL Company was a legal entity which would remain wholly owned by the Authority, maintaining social responsibility.  It would maintain service provision within the public sector whilst supporting expansion into the private sector.

Responding to the further questions and concerns raised Officers explained that the intention was to share information with Members as early as possible to engage thoughts and comments which would be used to inform and progress the business planning prior to scrutiny of the proposals.  Councillor Bernie Attridge emphasised that at this stage no decisions had been made by Cabinet about whether services should establish ADMs.

Referring to the financial information provided in the presentation Councillor Robin Guest expressed concern around the reference to the term ‘FCC subsidy’.  The Chief Officer  ...  view the full minutes text for item 21.

That consideration of this item be deferred to the next meeting, but in the interim, should Members have any questions, these may be sent to the Member Engagement Manager.

The Chairman asked Members to consider deferring the item until the next meeting. 

            RESOLVED:

That consideration of this item be deferred to the next meeting, but in the interim, should Members have any questions, these may be sent to the Member Engagement Manager.

(a)       That  the Forward Work Programme as submitted, with the verbal amendments be approved;

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-chair be authorised to alter the Forward Work Programme between meetings;

(c)        That the Deputy Leader’s offer that the Alternative Delivery Workshop be re-run be accepted with alacrity;

(d)       That consideration be given to holding the December meeting, to consider progress with Community Asset Transfers, as a workshop open to all Members of the Council.

The Member Engagement Manager introduced the Forward Work Programme.  It was agreed that the Quarter 1 – Improvement Plan Monitoring Reports would be added to the list of items for consideration at the meeting of the committee to be held on 2 November 2015.

It was suggested that consideration be given to an alternative venue for the  next meeting of the Committee to be held on 2 November, and that consideration be given to holding the 7 December meeting, to consider progress with Community Asset Transfers, as a workshop open to all Members of the Council.

It was agreed that the offer from Councillor Bernie Attridge that the Alternative Delivery Workshop be re-run be accepted with alacrity.

RESOLVED:

 (a)      That  the Forward Work Programme as submitted, with the verbal amendments be approved;

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-chair be authorised to alter the Forward Work Programme between meetings;

(c)        That the Deputy Leader’s offer that the Alternative Delivery Workshop be re-run be accepted with alacrity;

(d)       That consideration be given to holding the December meeting, to consider progress with Community Asset Transfers, as a workshop open to all Members of the Council.

            There were two members of the press and no members of the public in attendance.