EXECUTIVE COMMITTEE MEETING MINUTES

Date:	Friday 7th September 2012	
Place:	UK Centre for Carnival Arts, Luton	
Times:	1030 - 1500	
Attended:	Christine Neyndorff, Chris Holliday, Diana Shelton, Emma Wiggins, Ian Brooke, Ian Shipp, Iain Varah, John Bell, Kimiyo Rickett, Matt Partridge, Richard Hunt, Rob Persey, Vincent Paliczka	

Item No.	Item Description	Relevant business considered, facts noted, decisions taken and actions agreed	
1.		Carnival and Local Authorities
	Paul Anderson CEO of UKCCA gave a presentation on the benefits of carnival for local communities illustrating how it could be used to build social cohesion and lead to learning accreditation.  Activities can be developed to address a multiplicity of agendas such as drug/alcohol reduction, improved mental health etc.  PA outlined the role of the centre as a national resource for carnival; he informed the Exec that UKCCA are seeking to showcase their work across the country and have a collection of costumes and resources that could be made available.

Tola Dabiri, project manager for the carnival archive gave an overview of the aims of this initiative, which is currently focused in the East, but is seeking to expand nationally.  TD emphasised the diversity of the collection and extent to which it covers processions, pageants and other costumed fetes through a selection of images.  TD invited members of the Exec to submit an expression of interest to be part of a HLF bid for funding to grow the archive collection.
Action – HB to promote opportunity through cCLOA e-bulletin
Action – Exec members to contact tola@carnivalarts.org.uk if their organisation is interested in contributing to the archive project.  

Richard Hunt thanked Paul Anderson for hosting the meeting and urged the Exec to stay for a tour of the centre after the meeting.	
2.		cCLOA Executive Strategic Agenda
	Apologies for absence; Carole Stewart, Duncan Wood-Allum, Grant Aitken, John Fuller, Lisa Dodd-Mayne, Mark Allman,  Nigel Lynn, Roger Pontefract, Sue Harper, Warren Smyth	
3.	Matters Arising	The minutes of the meeting 4/5/12 were agreed as an accurate record.
Following a nomination from the Society of Chief Librarians, Martin Malloy was proposed by the Chair as a co-optee to represent libraries.  This was seconded by the Vice-Chair and approved unanimously by the Executive members in attendance.
Action – HB to inform MM and add biog to cCLOA website.
Sponsorship – As per the actions from the previous meeting HB produced an overview of the sponsorship package.  This has generated a number of suggestions for potential sponsors from the Executive Committee in addition to offers by some members to pursue individual contacts with whom they have a working relationship.
Action – HB/Exec to progress discussions with potential sponsors.	
4.	Advocacy paper – The role of culture and sport in delivering improved health and well-being

	RH gave an introduction to the paper, expressing a concern that post games the health and well-being angle has lost momentum, and emphasising that for LA’s there is a real need to bridge this gap. 
IB – questioned whether the Sport England Health Inclusion pot could be drawn on as a resource. 
KR – suggested that we ask SE for some staff resource to help pull the work together by pitching this as a way to drive money towards strategic commissioning.  
RH – noted that some PH teams don’t like the word sport at all. We need to occupy the middle ground between Sport-Physical Activity- Public Health.
Action - RH to discuss Sport England involvement with Mike Diaper.
The discussion moved to who should be invited to attend an initial round table meeting.  There was general agreement that involving too many sector partners would potentially result in a loss of pace and focus.
CN – as participation targets shift towards a focus on sedentary lifestyles many CSP’s are engaging with health and social care providers.
Action - National Physical Activity Lead from CSPN network to be invited to round table.
JB – felt that too many organisations may slow down progress, but that NHS/NICE are key partners.
VP – in order to better understand local authorities’ role in improving health and well-being we should be speaking to the organisations grappling with ill health challenges such as Diabetes/Heart/Mental health.  
RP – we also need to understand the priorities of clinical commissioning groups; in the main they want to reduce hospital admissions and manage people with long term conditions.  
EW – suggested contacting Local Government Chronicle to publicise the round table/support it/host it.  
Action – HB to contact LGC and establish level of interest/support available.
Action – VP to revise the round table contributors section and liaise with HB to progress work.
In terms of the target audience for this work:
KR – asked whether the publication will be primarily aimed at supporting our colleagues or influencing others.  
RH – felt there was an established need amongst culture and sport professionals for clear guidance on how to influence and engage with health and well-being.
VP – observed that commissioners don’t yet understand the value of our contribution, so a different perspective may better help colleagues address the challenges.
DS – felt that the culture agenda needs refining and it may be useful to have some key messages before we proceed.
There was some discussion on the central message of the work and it was widely acknowledged that we need to better understand what commissioners want and then provide them with evidence of what works and how we can help with key challenges through examples.
RH – summarised the publication as a tool to help our sector better broker relationships and find a route through the new health and well-being landscape.  This will include examples of how culture and sport contribute to improving health and well-being that can be used to target local commissioners.
KR – we need to identify what the most common priorities in the health and well-being strategies that PH will be measured against such as smoking, obesity, long term conditions and diabetes.  
There was endorsement for this an important next step.
Action – cCLOA Exec to provide HB with a snapshot of the common priorities in health and well-being strategies in their own area.  	
5.	Panels & Working Groups - update	Following on from the action agreed at the Exec mtg 4/5/12 EW tabled a draft survey designed to capture the skills and knowledge of the membership. 
In developing the survey EW has looked at LGA Peer Challenge programme, but noted that the role of a Peer is very different from that envisaged for a panel advisor.
EW – emphasised that whilst it is not a skills bank, we need to be clear as an Exec regarding the skills and competencies we would like to offer to LGA/NDPB’s.  
RH – felt this would galvanise the membership and that an application process would add value to becoming a panel advisor.  However, this should be kept as simple as possible.
VP- queried how we ‘quality assure’ applications.  
KR – suggested wording the survey to emphasise that the applicant needed to give evidence of having recently done some related work/or justify why they were an expert in ‘developing a new archive’, ‘writing a strategy on XXX’,  ‘outsourcing’, ‘asset rationalisation’ ‘re-structuring’ ‘commissioning’  ‘sharing services’.  KR also felt it important to ascertain more about the applicants most recent experience of leading on something really complex.
There was general agreement to keep the specialisms in Q3.
Action - HB to cross reference the headings in Q4 against the type of support/consultation requests received in the last 6 months.
MP – felt there was a need to produce the summary description for a panel advisor first in order that the membership had a clear understanding of the demands of the role.
Action – EW to draft role description for cCLOA panel advisor for comment by the Exec prior to circulation with survey.	
6.	Update on NCF strategic direction
Leading Learning	IV gave an update on progress to re-invigorate the National Cultural Forum.   There is significantly more buy in and engagement now by professional bodies representing the sectors interests and SE and DCMS are also contributing.  
Furthermore AD:uk has agreed to take on the responsibility for Leading Learning; transfer of accounting responsibility and release of residual funds will take place at the end of November. 
Action - IV will forward recent minutes for circulation and asked the Exec to consider agenda items for the next meeting in Jan.	
7.	Current issues:
Sport England – strategic update
Arts Council England – strategic update
Libraries update from Select Committee/ACE	RH – covered a number of points from a briefing note prepared by MA including school sport/competitive sport in schools and a new SE funding pot; the Improvement Fund pitched between Iconic and Inspired.
MA had also submitted a legacy report Inspiring a generation: a sporting legacy for Leeds, which can to be circulated.
DS –noted the decreasing support from ACE officers as their re-structure leads to the closure of regional offices. What challenges does this present for cCLOA members?
EW – alerted the group to an emerging trend of ACE not wanting LA’s to be the accountable bodies for funding, even if they were providing this support for free.
Action – DS to use LinkedIn forum to get views from members in advance of next meeting.
IV – noted that in terms of library closures it seems these will get Ministerial approval as long as EIA is robust.	
	cCLOA Business & Information Items		
8.	Honorary Membership	HB informed the Executive that although the members at the AGM had voted in favour of streamlining the membership categories, there had been some correspondence with a retired cCLOA member in relation to what was felt an inequitable increase.
In order to help ensure a smooth transition from multiple categories to a single category of Individual Membership, whilst ensuring the increase in fees from £15 to £135 does not affect those who have supported the work of the association over a substantial period of time and are now economically inactive, the Chair, Honorary Secretary and Membership Secretary proposed the following resolution to:
‘Extend Honorary membership to include retired members, who are no longer actively working in any capacity, and have subscribed for a minimum of 10 years’
HB informed the Exec that this resolution would bring the number of Honorary members to 9 in April 2013.
VP – raise the issue of voting rights for Honorary members and suggested that these should only be conferred to those paying membership.  Furthermore, he proposed that retired members only be co-opted to the Executive in future.
RH - seconded this amendment to the proposal and asked for a show of hands.
Exec members in attendance supported the revised proposal unanimously.
Action - HB to add revision to constitution and inform eligible Honorary members prior to membership renewal in April 2013.	
9.	cCLOA Legal Structure	A paper highlighting the advantages and disadvantages of associational status v incorporation and company ltd by guarantee had been circulated to the Exec in advance of the meeting along with a timeline outlining the stages in the process.
HB gave an introduction, summarising the discussion that had taken place with expert Sally Kelly and her subsequent recommendation that a Company Limited by Guarantee offered the best formal structure.  Whilst there were a number of benefits to be realised, HB emphasised the work involved in making the transition which would involve setting up a shadow Board, changing bank accounts and registering as a new  supplier with every member organisation.
RH – recapped on the initial imperative to review the legal status of cCLOA and stated that he felt the identified risks to individuals had now been reduced.  
IV – agreed that plans to move the NCF LL funding accountabilities over to AD:uk would lower the personal liabilities. 
KR – felt it important to keep the options open, for example if the Exec Committee wishes to bid for funding whereby a CLG is the best vehicle for governance, this could be set up relatively easily and operate alongside the association.
VP- added that as long as we keep risks down, then there was no real need to incorporate at this time.  
RH - concluded the conversation by emphasising the importance of clarity regarding the type of organisation cCLOA is and there was unanimous agreement that remaining as an unincorporated professional association was the preferred option.
Action – HB to draft a risk register.
Action – HB to contact Sally Kelly at the Guild and advise of decision not to proceed.	
10.	Future Meetings	Date of next Executive mtg
Friday 18th January 2012 - The National Archives

LGA/CLOA Conference 
JB advised the Exec that Going for Growth – Boosting the Economy through Culture, Tourism and Sport would take place on 7th & 8th March at Chester Crown Plaza.  The format would be :
Day 1 - lunchtime start followed by study tours, HRH Prince Wales as a keynote speaker and a drinks reception at Chester zoo.
Day 2 - Innovation sessions, RH George Osborne/Maria Miller, open sessions, 3 short provoking speeches plus Seb Coe on legacy.  
Action – HB/JB to liaise re. drinks reception.  
Action - RH to approach LGA re. free/reduced rate for sponsorship stands.
Action – HB to circulate a ‘save the date’ message to membership.

AGM
Friday 14th  June 2013 – Lilleshall National Sports Centre, Shropshire (Serco have offered to sponsor)﻿
Action – RH issue invitation to new Secretary of State to give a keynote speech.
Action – HB enquire whether the gymnastics team are available to provide a demonstration.
	
Action – HB to set up Doodle calendar to identify most convenient future Executive Committee meeting dates.