Alison Denning, Festival and Events Officer presented her annual report relating to the Event Fund. She informed members the Event Fund was a small grant fund for community arts events which had been operating successfully for a number of years. It works on a rolling programme with financial year 2016/17 still operating on monthly deadlines. The Event Fund is designed to support small scale local events with arts content to encourage participation from the local community across the borough.

The report provides an update on the year as a whole (April 2016 to 31^st March 2017) plus provides details of activities undertaken in Quarter 4 (1^st January 2017 to 31^st March 2017).

Alison Denning referred members to point 3.2 and stated for Quarter 4 a total of five applications were received, of which three were granted. The Events team had recently moved to an ‘online’ application form and it was believed this had contributed to the dip in applications received. Alison Denning said her team was working to resolve the problems with the online form and were aiming to simplify the process for future applicants.

Members of the sub-committee made the following comments and asked questions in respect to the report:

·         Do you keep records of the applications which you decline?

·         Do you encourage organisations to re-apply and what support do you give to them?

·         Referring to page 18 and the ward breakdown it is clear some wards have lower number of events. We know from previous meetings you were holding workshops to encourage participation. Has this had an impact?

·         What has been done to address the dip in applicants, since you have introduced the ‘online’ application form?

·         Page 23, in reference to Chisenhale Ladder Neighbourhood – the notes state £250 was awarded but declined due to the amount of paperwork required. How much paperwork is involved?

·         Page 35 give a breakdown of equalities data – Hikapee states they had an audience of 400. How can we be sure this figure is accurate? How was the event advertised?

·         In response Alison Denning and Steve Murray stated the quality of the equalities data was hit and miss and work is in progress to simplify the process especially for smaller events that may not have the capacity to provide information. Consideration also needs to be given to how useful the data is. A balance needs to be achieved in terms of ensuring the Council has data on participation levels and equality information.

The Grants Sub-Committee NOTED the report and recommended:

(a) the Event’s team look at simplifying the forms for smaller grant applications; and

(b) Committee members offered to test any revised application process.

The Festivals and Events Officer presented the quarterly report which provided details of grant applications and grants made that were:

·         approved by the Divisional Director Sports, Leisure, Culture & Youth under delegated powers;

·         for small community events that met the Event Fund criteria;

·         for the period July –September 2016.

Grants Scrutiny Sub Committee and Members broadly supported the proposal.  Their comments were noted.

DECISION

That the report of applications made and awards approved by the Divisional Director Sports, Leisure, Culture & Youth for applications for events taking place in July, August and September 2016 under the Event Fund Grant be noted.

The Festivals and Events Officer presented the quarterly report which provided details of grant applications and grants made that were:

·         approved by the Divisional Director Sports, Leisure, Culture & Youth under delegated powers;

·         for small community events that met the Event Fund criteria;

·         for the period July –September 2016.

GSSC written comments were read and noted.  GDSC were invited to comment; they indicated that they broadly supported the proposal and received answers to their questions relating to easy of making applications, racial data how applications were spread in terms of geography and diversity. 

RESOLVED

That the report of applications made and awards approved by the Divisional Director Sports, Leisure, Culture & Youth for applications for events taking place in July, August and September 2016 under the Event Fund Grant be noted.