The Grants Determination Sub-Committee heard from the Festivals and Events Officer and:

• Noted the monitoring information presented relating to applications for funding for small community events in the quarters 1-3.
• Noted that there had been some anomalies in reporting the Wards in which the events had taken place; these would be reviewed and corrected for the next report.
• Noted that Grants Scrutiny Sub-Committee (except Ward data anomalies) accepted the monitoring information provided.
• Noted the request from Grants Scrutiny Sub-Committee that its Members be notified of future larger events so that they may undertake uptake monitoring.
• Noted that since the events were open to all it was difficult to provide accurate figures on how well the events were attended by those living in the locality of the event.

DECISION

1.    That the contents of the report be noted.

2.    That the request from Grants Scrutiny Sub-Committee that its Members be notified of future larger events so that they may undertake uptake monitoring be noted.

The Grants Determination Sub-Committee heard from the Festivals and Events Officer noting:

• that the monitoring information presented related to applications for funding for small community events in the quarters 1-3.
• that there had been some anomalies in reporting the Wards in which the events had taken place; these would be reviewed and corrected for the next report.
• that since the events were open to all it was difficult to provide accurate figures on how well the events were attended by those living in the locality of the event.

The Sub Committee heard from the Chair of Grants Scrutiny Sub-Committee (GSSC):

• that GSSC (except for some anomalies relating to Ward data) accepted the monitoring information provided.

• that GSSC Members be notified of future larger events so that they may undertake up-take monitoring.

The Chair invited members of the Sub-Committee to comment on the report and they indicated that they had no comments that wished to make.

RESOLVED

1.    That the contents of the report be noted.

2.    That the request from Grants Scrutiny Sub-Committee that its Members be notified of future larger events so that they may undertake uptake monitoring be noted.

Alison Denning, Events and Festivals Officer presented her report which reported on the number of applications received for Quarters 1 - 3 in 2017-18.

She said the Event Fund is a small grant fund, totalling £52,500 per annum, for community arts events. It worked on a rolling programme operating to quarterly deadlines from the 1^st April 2017.

Alison Denning referred members to point 3.4 of the report and the table showing the number of application received and the number awarded. She said applications were received for events in all 20 wards however following assessment, events receiving awards were due to take place in 19 wards with the exception of Bromley North. She also made reference to the various appendices in particular the equalities analysis appended at appendix G. She said the information should be viewed as raw data as the information needed to be uploaded onto the GIFTS system.

Members of the Sub-Committee made the following comments and asked questions in relation to the report:

·         What is the process for deciding the applications?

·         Do you feel what has been funded is a fair representation of Arts in the Borough?

·         It would be useful to have some feedback at the end of the cycle on the types of events funded and where there are gaps.

·         Not all organisations are looking for a monetary award. Do we record ‘grants in kind’ information?

o   ACTION: Steve Hill said the GIFTS system would capture this type of data however he would investigate this further in order to ensure the information reflects grants made in kind – such as venues offered or technical advice given. The GIFTS software comes into effect at the beginning of April 2018.

·         Do the assessors go to the events they have assessed, in order to check if the scores on paper match up with the expectations of what the events intend to deliver?

·         It would be useful of know of up and coming events which the Council has funded, so Members can attend.

·         In reference to appendix D and the ward breakdown, it would be useful to double check the geographical boundaries as some of the venues are not in the wards stated.

Members of the Sub-Committee AGREED to recommend the Grant’s Determination Sub-Committee to:

1.    NOTE the contents of the report.