Production & Technical Leadership ForumMeeting: 2

DAY & DATE: Monday 15 June 2015

VENUE: Dundee Rep, Bonar Hall, Ustinov Room__________________________________________________________________________________

Present: Jon Morgan, Emma Beatt, Mira Knoche [FST], Steve Green [Steve Green Consulting], Ronnie Gurr [CCSkills],Graham Sutherland [Citizens Theatre], Gail Pallin [Fife College], Adrian Tinson [Health and Safety Executive], Patrick Dalgety [Horsecross Ltd.], Gemma Swallow, Chris Hay [National Theatre of Scotland], Steve Carlin [Pitlochry Festival Theatre], Scottie Anderson [Queen Margarets University], Ros Maddison [Royal Conservatoire of Scotland], David Butterworth [Royal Lyceum Theatre], Andrew Storer [Scottish Opera], Kevin McCallum [Traverse Theatre], Karen Bryce [Tron Theatre], Jeremy Wyatt, Doug Paisley [Ayr Gaiety], Neville Fenwick, Ian Dow [Dundee Rep Theatre], George Thomson, Tim Palmer [Scottish Ballet]

Total attendees: 24

Apologies: Stuart Nairn [Big House Events], Norah Campbell [CCSkills], Nick Trueman [Pitlochry Festival Theatre], Abby McMillan [Scottish Drama Training Network]

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Some of the Forum Members took part in a back stage tour of Dundee Rep in advance of the meeting.- Thanks to Ian Dow at Dundee Rep for organizing the tour

1. Welcome and CPTS update - Jon Morgan

JM welcomed Adrian Tinson from Health and Safety Executive and Steve Green who is currentlylooking after the Health and Safety Service at FST.

JM explained that the Forum operates under the Chatham House Rules and therefore members can havean open and honest exchange which stays in the room.

CPTS updatePlease see document “ Purpose, Scope and Membership of the CPTS “ included with the Agenda

The CPTS project is a joint project between CCSkills, Federation of Scottish Theatre and Scottish Drama Training Network.

The focus of the CPTS project is to:

Encouraging new people into the industry by providing and communicating clear routes in

Encouraging best practice in the industry including training, qualifications and competency

The below table illustrates the structure of the project and who delivers the different elements

Encouraging new people into the industry by providing and communicating clear routes in

Encouraging best practice in the industry including training, qualifications and competency

CCSkills Apprenticeships Creative Choices website Schools awareness events

Scottish Drama Training Network

Course Finder web resource Schools advice and support

programme

CPD fund for tutors/ lecturers Technical Theatre Symposium

FST Recent graduate bursary programme

Mapping/identifying skills and CPD gaps

CPD commissioning and provision

Training Fund Industry and Education

Leadership Forum

FST has focused on: Making sure that skills and latest developments in technical theatre are kept up to date The training and bursary scheme Leading the industry forward Continuing the dialogue between the industry and education

To date the Training fund has funded 50 Technical/Production employees and freelancers to attend 70 courses ranging from pyrotechnics, rigging and costume

The recent graduate bursary, which is often a graduate’s first entry into the profession, has supported 9 people in a range of placements.

We are now at a half way point of the project and want to look at the way forward for the CPTS project

The Training Fund and Graduate Bursary scheme are currently closed until FST receives the rest of its funding from Creative Scotland. As soon as this funding is received both will be re-opened.

[Since the Technical Leadership Forum the Training Fund and Recent Graduate Bursary have been reopened. Information can be found at http://www.scottishtheatre.org/projects-services/creativeproduction-technical-skills

2. Update Briefing and Q&A / Discussion on Construction Design and Management (CDM15) Regulations – Steve Green (FST Freelance H&S) & Adrian Tinson from Health & Safety Executive, Entertainment, Leisure & Consumer Services Sector

Everyone around the room introduced themselves.

JM highlighted that it was important that forum members ask Adrian and Steve questions around the CDM and how it impacts on current and future working.

Notes from Adrian’s presentation

Adrian introduced the CDM regulations to the group. This is a directive from Europe. The Health and Safety Executive will use the CDM as the operation policy for the whole of entertainment industry.

CDM involvement with the Theatre Sector Gavin Bull from HSE has been working on the practical use of CDM in the day to day work of theatres, venues and performing companies.These regulations refer to all construction work across all sectors and industries from farming through to live events.These regulations apply to any construction that happens in theatres/venues. In broad terms the regulations require you to manage Health and Safety in all projects including the planning, designing and building of any set . This includes the technical, rehearsal and get out process.

Key principles of The CDMManaging risk- focussing on how you do the job safelyAppointing the right person at the right time Information, instruction, training and supervisionCooperation and communication including the sharing of pre-production informationConsultation on the job

CDM roles CLIENT - organisation that initiates the production DESIGNER - set designer, lightingCONTRACTOR - whoever is carrying out the job

Notes:- there can be more than one client- organisations rather than individuals - it is about assigning the CDM roles to existing management arrangements and how to identify the

individuals who do the work- Guidance is available in a 2nd draft

There will be worked examples available soon including CDM 2015 construction phase plan case study.This should be based on a production that goes into a receiving house. This will be useful and will include all the documents that are required by HSE.

The regulations should not mean that you double up on work. If your plan already exists then you don't need any extra documentation. The information required can be included in a risk assessment or a method statement that already exists [1 side of A4 is enough].

The link to the latest CDM info and HSE is below:

http://www.hse.gov.uk/entertainment/cdm-2015/index.htm

AT and SG opened to the floor for questions

Q. Doesn't build a set himself but he does receive work that is a construction.A. The venue person needs to coordinate - fit up is construction not just the original buildAT advised to look at the Touring and Production organigrams - The venue will be the client- the deal on tickets or fee doesn't matter as to whether it is CDM

Comment- We already have our own systems in place anyway and don't need to reinvent the wheel.

We should follow Euan Turners Theatre Essentials. This is being updated to include CDM.

Q. How would taking on a show with the theatre acting as Producer work, they are still not the client?A. There may be more than one client, agree who is the client for the purpose of the CDM

Comment - Making from scratch or just building are both construction. If you are putting somethingtogether it is a structure.

Comment - It is about considering the process and risks, how do we manage these risks and who is Responsible.

Comment - If you have a decent risk management function already then all you have to do is to identify the CDM role holder.

Q. Regarding production paper work do you need a separate paperwork for each set change?A. You need to consider whether the risk has changed and does the management of the risk change?

Q. If you have a tour going into different venues, as the risks and roles may change then would you need to consider each venue as a separate project?A. A top sheets for each different tour venue could accompany the other paperwork

Q. When touring where there is a standardised format of the show and the set would be the same. Do you need a different CDM for every venue?A. The product that tours may be standard that will but you may have to tweek the set to accommodate different venues. If the guidance changes then a new CDM and a top sheet should be included for each venue

Notification Notification on a F10 form needs to be used to notify the Health and Safety Executive when yourconstruction hits over 500 person days. This doesn’t mean you would be inspected.Only 40 projects over the whole of the UK within the whole entertainment industry are inspected.Inspection via notification is about scale and whether a venue/show/event is decided is around the perceived risk.The F10 form with extra guidance for the theatre industry is being updated

*AP It would be good if the forum members could look at the guidance from HSE and comment on the accuracy relating to theatre production and feedback to AT?

*AP It would be a good to come up with our own organisations organigrams to describe your own project/company.

If Forum Members were unsure about elements of CDM they should get in touch with SG via the FST office.

The draft case study will be circulated very soon and HSE are inviting us to comment feedback. HSE will try to include our guidance in the final version.

*AP {FST} A FAQs document might be useful.

*AP {FST} To come up with scenarios and run them by the HSE.

*AP {FST} Organigrams could be online at FST and a link to HSE

Summary of CDM discussion

Look at HSE definition and use those as a base line for the CDM client/ contractor/ designer

Terminology can be difficult as terminology is not the same for everyone

CDM may be daunting for Designers and some wouldn't want to take it on. It should be ProductionManagers that lead on this but it is a great way of opening up the conversation with Designers around Health and Safety practice.

It is advisable to think about contractual issues and to think about the individual role in a production and how the CDM does or doesn't apply.

*AP Forum Members to send any scenarios to FST and will follow onto HSE and we can put these scenarios on the FST website

3. Discussion on future purpose and membership of the Forum

A discussion was held around the future purpose of the Forum which included the future format of the forum, content and membership.

Questions for discussion

Do we want the forum to continue?

Do we agree with the original purpose or the forum or do we want to review this?

Based on our decision around the future purpose of the Forum should it be open to anyone or by invitation?

If the Forum should be by invitation is it appropriate that we should only invite people who might be considered ‘leaders’ i.e. heading up relevant departments or senior freelancers and what does this mean for expanding the range of organisations we might involve?

How often should the forum meet?

Background to the CPTS Leadership Forum

S4T was originally started up to address technical training for the theatre industry in Scotland

The training role and technical training provision moved over to FST

This will be the 4th year of Winter School

The Health and Safety service started with Euan Turner in 2008

The main reasons for the CPTS project came about due to some research done by CCSkills which predicteda shortfall in Technical staff in the sector and this research looked at addressing what we could do to train the next generation and also how to retain industry professionals.

Key Principles of Leadership Forum to date

To get together industry and education to address best practice Action learning set with participants supported by each other to learn new skills Speakers to inform us as a group about new developments and new legislation Previous forums have had a lot of discussion around qualification and skills and experiences and

that this should continue.

Discussion around the future of the forum

Is there potential to have individual forums that are more specific or the forum could in part have breakout sessions for specific skills i.e. lighting, set?

Who do we want to be on the forum?

Should we include roles such as Wardrobe, Stage Managers on the forum?

If the Forum had a rolling programme those from different departments in organisations may attend based on the content of the forum

How do we identify what the forum discussions should be?

The forum will dictate any future topics. Any future forum meeting topics/ area of expertise should be an agenda item at the forum meeting. Dates and topics should be planned well in advance.

Comment: CDM – There may be a role for NTS Scotland to help smaller companies to adopt the CDM.

If each forum had a subject we could invite relevant experts on the topic to attend then this would be a useful form of CPD and would encourage forum members to attend.

Who do we need to invite to the next meeting, what is currently coming up for the technical sector?

It was agreed that JM should continue to Chair the forum as FST have no agenda.

The format would look like:

Welcome and updateSpeaker Discussion topicOpen Exchange

Is a Field trip still required? Could we do something closer to home?It was agreed that this was not the main focus of the forum

It was noted that it would be useful to get really experienced speakers/industry specialists from out with the “norm” to come and speak at the meetings. We could use the collective knowledge of the forum to identify who these would be.

The forum could also advise on potential training that is currently required and where there are gaps in provision. The forum could also highlight some areas around future technical developments and legislation where there may be a requirement for training.

Future of the Health and Safety Service

FST don't yet know how the H&S service will work in the future.

It was noted that the way Euan approached Health and Safety was extremely valuable, that this service is very useful and it would be a real loss if it wasn't available any more.

JM is very aware of this view. The service is self- financing and further exploration needs to be done toascertain whether the national performing companies would still be interested in continuing.

Membership of the forum - who should attend?

The Forum is currently only an invited membership.

There are identified gaps in the membership who currently don’t attend such as freelancers, commercial theatres, touring companies and unions.

If the forum membership was open it would be self- selecting. This may be useful in terms of succession planning and for developing the skills of the forum.

It was agreed that the Technical Leadership Forum should run as the other FST forums with open access.

There should also be more of the CPTS budget allocated to the forum to allow for more speakers from further afield and to further develop the Forum.

The Forum should be promoted through platforms such as SCOTNITS to spread the word.

FST would use their current systems they use for the other industry forums to manage the Technical Leadership Forum.

When promoting the forum it will be important to be clear about the forum and its purpose.

We should encourage Touring Companies to attend the meetings and if they can’t attend then they should have access to the notes of the forum on the website.

We should announce the dates and topics as far in advance as we can in order that members can submit relevant topics for discussion.

The Forum should meet twice per year. One meeting should be tied into Winter School and the other should be in or around June.

*AP [FST} Should we be looking at changing Winter School dates or splitting into a winter school and a summer school.

*AP [FST] Have a look at dates for this year and next year. Send out a survey that looks at optimum timings for winter school and or doing a summer event. Should we still do this for this year or is it for future years?

Q. What are the best months for the forum?

The Forum decided that January and June were good months to have the forum.

*AP [FST} Work out dates for the next forums and get them out as soon as possible.

A half day is better, starting at/after lunchtime to allow for travel. Friday was identified as the optimum day

Open exchange

[JW]Ayr Gaiety are offering training with Ayrshire College to offer NPA, HNC, HND and degree courses linking the training into real productions and also offering short courses in Ayrshire. There is potential for collaboration with other colleges and with theatres.

Topics for next meeting

Environment and Training *AP [FST] to invite Creative Carbon or research a speaker more specific to technical theatre and the Environment.

For Information:

Training Courses coming up

IOSH Managing Safely7th - 11th September 2015, Glasgow

Managing Safely is a course that has been designed by the Institution for Occupational Health and Safety – Europe’s largest occupational health and safety body - for managers and supervisors in any industry sector and any organisation. It aims to give them all they need to know to help them handle health and safety in their teams and workplaces. Over 8 modules, the course covers all the main health and safety issues, and includes a session tackling the environment too. Successful completion of the course, a multi-choice assessment and a workplace-based project, leads to a nationally recognised qualification in the basics of managing health and safety.

IOSH Managing Safely Refresher17th September 2015 - Edinburgh

IOSH Managing Safely Refresher7th October 2015 – Glasgow

For those who have completed their IOSH Managing Safely course within the last 3 years and would like to renew so that there certification is valid for another 3 years. This course has been designed specifically for those working in the performing arts sector. FST are the only organisation who provide this course.

Emma Beatt1st July 2015