Torbay Culture Consultancy: Governance review, Torbay Culture and Arts Network Project title Development of the Torbay Culture and Arts Network Programme Great Place Scheme: New Models of Governance Commissioning partners Torbay Culture Board and Torbay CAN Project delivery period Feb Apr 2018 Deadline for proposals 10am, Monday 29 Jan 2018 Project Contact Kate Farmery, Executive Director, Torbay Culture kate.farmery@tedcltd.com 01803 207389 1. Background to Torbay Culture and Arts Network Torbay Culture and Arts Network is an evolving network of creative organisations and individuals, all actively working in the local authority area of Torbay. It was set up three years ago with the support of Torbay Culture (https://www.torbayculture.org/cultural-strategy/cultural-commissioning/), initially as a group focusing primarily on participatory practice, to facilitate Torbay s involvement in Arts Council England s Cultural Commissioning Locality Project (https://www.ncvo.org.uk/practicalsupport/information/public-services/cultural-commissioning-programme) and to respond to growing opportunities for cultural commissioning collaborations between Torbay s cultural sector and potential strategic partners in sectors such as health, children s and adults services. Since the network began, members have met bi-monthly on average, with 24 members currently active. For the past 12 months, Torbay Culture has funded network co-ordination support (see appendix one). Two members of the network have undertaken this commission, one external facing (developing relationships and commissions) and one internal (developing the network itself). The network has since collaborated with Torbay Culture and health partners on a 12 month test and learn programme of arts, health and well-being activities, funded by ACE and the Health Foundation. It is also a partner in Torbay s 1.6m Great Place Scheme, which has a strong focus on further developing cultural commissioning in the area. With Great Place Scheme and Torbay Council funding, it has already expanded its work into the care sector, via a new partnership with the Council s Partnerships, People and Housing Team. 2. Background to commission Torbay Culture and network members believe that we can extend existing cultural commissioning collaborations and also find new partnership and funding opportunities. More importantly, we believe that skilled, well-supported, effectively networked and high profile creative practitioners are fundamental to the delivery of our wider ambition to become a great cultural centre and to increase the social and economic impact of arts, heritage and culture in Torbay. The network has begun to explore how it needs to develop in order to contribute to these aims (e.g. see appendix two). We are now seeking support and advice for its next phase of development, so that the network and Torbay itself can fulfil their potential. We are therefore seeking an individual, organisation or consortium with experience of collaborative networks and partnership working within the arts and culture sector to work with Torbay Culture and network members to explore and agree next steps for the network. We are seeking clarity, challenge and an external perspective.
3. Commission 3.1. Key Task To undertake an options appraisal and provide recommendations for the following areas of development: Mission- fine tuning of network s mission/purpose Commissioning processes how can the network most effectively identify, create and/or respond to commissioning opportunities within Torbay? Network constitution/governance what is the most suitable and sustainable set up and operating infrastructure for Torbay Culture and Arts Network? Membership terms of reference for the network; membership criteria and joining procedures; membership benefits; frequency and content/purpose of meetings Business/operating model - how can the network become sustainable/self-supporting? We would expect this process to be informed by best practice nationally (including other networks that have arisen from the NCVO Cultural Commissioning Programme) and undertaken in close collaboration with Torbay Culture and network co-ordinators and members. Experience of developing sustainable arts and culture networks or partnerships and knowledge and understanding of governance structures and business/operating models within the cultural sector; issues relating to contracting and commissioning and participatory arts and community engagement practice would all be useful. Please note: in order to comply with the terms of the contract, the successful contractor will be expected to provide (at their cost) a suitably skilled and qualified substitute to perform the services on their behalf in the event that they are unable to perform the services themselves. The substitute must meet all of the criteria of this brief and be approved in writing by the TDA. 3.2 Commission outputs The consultant will be required to produce a concise report with options appraisal, recommendations and guidelines on implementation for the above areas. 3.3 Commission outcomes As a result of this commission, Torbay Culture and Arts Network will have: confirmed its mission and purpose identified its most appropriate and sustainable way of being constituted/governed/run and be ready to implement it agreed a set of pathways for commissioning processes clarified the structure of its relationship with Torbay Culture agreed a membership system and structure 3.4 Timeline Activity Description Dates (estimated) Support appointed Letter of agreement signed between Torbay Culture and consultant Early Feb 2018 Induction Inception meetings with network co-ordinators and Torbay Culture Mid/Late Feb
Commission in process Commission completion Commission commences in line with consultant s delivery plan and agreements made in inception meeting. Next planned network meeting: Weds 21 Feb Report submitted to Torbay Culture and network co-ordinators Mar/Apr End Apr 3.5 Fee Our budget for delivery of the brief is a maximum of 3,000 over the life of the project to include VAT, travel and expenses. 4. Submission and Selection 4.1 The selection process Activity Description Dates (estimated) Brief issued Mon 15 Jan Submission deadline Submissions evaluated Submissions to be sent to kate.farmery@tedcltd.com Network co-ordinators and Torbay Culture shortlist applicants for interview 10am, Mon 29 Jan 29 Jan 1 Feb INTERVIEW Shortlisted applicants will be invited to interview 7 Feb Commission award Letter of agreement signed TDA will produce a letter of agreement to reflect both the brief and the submission. Early Feb Early Feb 4.2 Submission requirements Individual/company CV and (max 3 sides A4) written statement setting out your ability to meet the brief and how you would approach the commission and basic budget breakdown, to be submitted by 10am, Mon 29 January.
5. Appendices Appendix one: Brief: Torbay Arts and Culture Network support and development (Nov 2016) Introduction Torbay Development Agency (TDA), on behalf of Torbay Culture Board, invites proposals from members of the Torbay Arts and Culture Network (TACN) to undertake a freelance commission to co-ordinate representation and development of the network over a three year period. About TDA and Torbay Culture Board TDA s mission is to bring about the regeneration of Torbay and deliver economic benefits for the whole community. Working in partnership with Torbay Council, TDA commissioned a new cultural strategy for Torbay in 2014, funded by Arts Council England (ACE). A new Torbay Culture Board has been established to oversee strategy delivery and, as a result of further successful fundraising (Arts Council Grants for the Arts), Executive Director Kate Farmery is leading on the next phase of strategy delivery (Sept 2016-Sept 2019). The support and development of TACN and the growth of strategic partnerships and collaborative projects between Torbay s cultural sector and other sectors is a key priority within this phase. Context TACN was formed in 2015, in response to Torbay s participation in the ACE-funded Cultural Commissioning Locality Project. This six month project sought to create a sustainable, participatory practice resource in Torbay; to support artists and creative practitioners to become commission ready and to bring them together with commissioners in health, social care, children s services and other sectors to deliver collaborative projects of benefit to Torbay. The network was conceived as: A front door to commissioners for access to cultural delivery, advocating networking and brokering opportunities for joint working and consortium bids A continuing professional development programme behind the door that utilises skilled network members to lead workshops and activities and that investigates key topics An admin hub In Sept 2016, TACN members reviewed and refined their objectives for the network, reproduced in full below but including: What can the network to do for me: representation; connectivity; inspiration Most important things for the network to achieve: cultural commissioning framework; cohesion; change lives Practical steps to facilitate this: strategic/admin support; communications; coming together Members also sought to explore and resolve sticky issues such as membership; the role of the individual vs the network; processes and network remit. Early TACN achievements include a shared publication; the creation of an Arts and Culture on Referral framework and funding for a number of test and learn arts and health projects, now under development for delivery by network members. The network is also increasingly called upon to contribute to creative consultation activities and provide workshops and taster sessions at events initiated by health and social care partners. There is enormous potential to strengthen the network and increase the impact of membership; to build on existing partnerships and to extend cultural commissioning to other sectors (acknowledged in Torbay s successful phase one bid to the new Great Place Scheme, which
includes a strong element of cultural commissioning and could bring an additional 1.2m of funding for culture into Torbay). Commission There is funding available within ACE s recent Grants for the Arts award to support network development and co-ordinate the input of network members into externally commissioned opportunities. Ideally, this would be delivered by a TACN member, drawing in and working with other network colleagues. Support from the Culture Board, Director and TDA staff is also available. Key tasks: Liaise with network members to provide a co-ordinated response to commissions Help to shape and steer new commissions e.g. a request for creative input into plans for a new care home and strategic programmes e.g. arts and culture on referral Act as TACN champion, advocate and representative at events and meetings and facilitate other network members to do the same Work with Culture Director to identify/generate new opportunities for the network e.g. funding, commissions Input into the organisation of networking and professional development meetings for members (with administrative support from the TDA) Input into network communications (with additional specialist comms and administrative support) Appendix two: TORBAY ARTS AND CULTURE NETWORK THE WAY FORWARD Notes from network meeting, Sept 2016 1. What can the network do for me? Representation Act on my behalf; strength in numbers, to be a front door, help to do the day to day cultivation of opportunities that is too much to do alone; help with funding Connectivity Link with all the other arts organisations out there; connect me locally; provide access to crossdisciplinary/cross-generational communities engaged in cultural activity across Torbay; connect me with a wider circle; link dance into a broader cultural strategy and sector identity; ensure news of opportunities gets out there; inform me of arts/health offer Inspiration Inform what we are all doing; help me to explore ideas; create continued or new collaborations; inspire ideas, new approaches, CPD; challenge me to think differently; I feel ambitious for us 2. Top three things the network can achieve Cultural commissioning framework Develop long term pathways for cultural commissioning =on-going livelihood; creating a market place; more opportunities for better projects through partnership working; on-going core funding for participatory practice; traction with CCGs, Councils, industry networks; become the go-to network for cultural provision and activities in Torbay Cohesion A linked up, cohesive, well organised approach; easier access to culture for time-stretched other sectors; joint working; visibility and understanding of impact culture can have; a better common knowledge of what s going on; consortia bids; a stronger cultural sector in Torbay, with presence and influence; increased collaborative work; joint work; a clearly shared agenda; big enough to make a real difference size matters! Broad enough to respond to a wide variety of requests breadth matters!; it helps to keep individuals and organisations in touch; stronger
advocacy; ensure individuals and groups working locally are not overlooked; help keep individuals and organisations in touch Change lives working together could change more lives as culture could be more embedded in service delivery, localities, communities; opportunities for young people; improving our health 3. What practical steps will facilitate this? Support Admin support, including information circulation/communications; needs to be more strategic than just admin; someone working and acting on behalf of network in developing opportunities, bids, co-ordinating network to respond to specific opportunities not just admin; network representation at strategic meetings Communications On-going advocacy; writing up case studies stronger comms and presence; front door website etc; an info/communication notice board; do we need a manifesto?; visibility Coming together Clarity at the core time consuming but essential task at the centre to facilitate; doing shared practical activity similar to CPD; good spaces; learning more about each others practice; x 4/year networking events (link to forum events?)?; regular meetings, well attended; meeting in real life; hosting/raising funds for cultural network events that link Torbay to other cultural networks across UK and internationally; openness; time to talk 4. How do we want it to feel? Unifed; representative if I m not there, I m included; supportive; collaborative cross pollination; the network has my back Relevant; useful; practical, forward thinking; effective Un-political ; transparent; clear processes Comfortable and open; relaxed, focused, open, fun; safe Provocative; challenging; honest 5. Sticky issues/dilemmas/tension Membership The CCG works across South Devon do we extend to S Devon? Who is in the network? How do people join?; Torbay Art for Action group/visual artists is this for participatory practice only?; who is in it? Individual vs network What is mine and what is ours (planning ahead)?; if someone is representing the network at an event/project organised by network and they get approached individually to deliver something, is this fair, when others maybe just couldn t bet there cos of date?; how do we avoid unnecessary competition, to be a force together but still have independence?; what is done together/what separately? Processes protocols and pathways for awarding delivery; how commissions happen; bureaucratical boundaries; too many meetings?; involving young people effectively; commissioners in particular have asked for a go to front door so they don t have to talk to lots of individual organisations...how does this actually work in practice?; frustrating if can t respond to commissioner s interest (quickly and efficiently? democracy is slow) Remit Do we organise together (e.g. projects) or remain a non project-based information sharing and supportive contact point for culture in the Bay