Film Hub North Steering Committee: Terms of Reference

Background

Film Hub North (FHN) is part of the BFI Film Audience Network (FAN) which is a ground-breaking initiative developed by the BFI to enable film and exhibition experts to work in partnership to boost audiences for British and specialised film across the UK. Film Hub North works in Cumbria, Yorkshire, County Durham, Northumberland, and Tyne & Wear to support a vibrant and self-sustaining exhibition sector.

BFI Film Audience Network Objectives

  • Reach – to increase and broaden audiences for specialised and independent British film.
  • Breadth – to considerably extend film choice for audiences across the UK.
  • Depth – to enhance opportunities for audiences to engage with and learn about film, leading to a better understanding of audiences.
  • Sustainability – to contribute to the sustainability of the specialised and independent British film exhibition sector.
  • Partnerships – a collaborative Network which works together effectively to deliver an exciting programme of film in a range of settings or platforms.
  • Leverage – to raise additional investment for film exhibition activity across the network.
  • Diversity – catering to underserved audiences, making a variety of contexts widely accessible.

Management Structure

FHN is led by Showroom Workstation (SMEC Ltd) in Sheffield. SMEC are contracted by the BFI to deliver the FHN business plan until 31st March 2017. The SMEC board have ultimate financial responsibility for FHN.

The Showroom Workstation Senior Management Team oversee FHN operations. They are:

  • Ian Wild - CEO
  • Joan Parsons – Senior Programmer
  • Alison Williams - Finance Manager
  • Tom Wolfenden - Joint Centre Manager
  • Julie Simpson - Special Projects Manager
  • James Anderson - Operations Manager

The FHN Manager is line managed by Ian Wild. The FHN Coordinator is line managed by the FHN Manager. The Manager and Coordinator are responsible for the day to day running of FHN.

Strategic planning is undertaken by a Cultural Leadership Team comprising Ian Wild, Joan Parsons and Anna Kime. This team also monitors FHN’s progress against planning and reporting requirements.

Planning and Reporting

FHN is required to submit an annual activity plan and budget to the BFI for each financial year which is discussed at an interview before being signed off by the BFI.Throughout each financial year FHN is required to send activity plan updates and project reports to the BFI on a quarterly basis.

The SMEC board also discuss and sign off FHN's annual activity plans and budget.FHN reports to the SMEC board twice a year and submits investment decisions for ratification to the Finance Sub-Committee as required (see Decision Making Processes).

Steering Committee Role

The Film Hub North Steering Committee will act as an advisory body bringing the benefit of industry expertise to assist FHN in meeting the BFI FAN objectives.The Steering Committee members will be committed to the aims of FHN and the BFI Film Audience Network and be prepared to represent the sector beyond their respective organisations.

The Film Hub North Steering Committee is responsible for:

  • Representing the interests of FHN Members.
  • Providing industry expertise helping FHN activity meet BFI FAN objectives.
  • Assisting FHN in developing annual activity plans reflecting on past activity and current sector needs.
  • Considering strategic development opportunities for FHN.
  • Providing insight into film programming and broader exhibition sector issues.
  • Supporting and nurturing FHN’s region-wide diversity ambitions.
  • Assisting and advising FHN in making investment decisions for FHN members.

Steering Committee Operation

The Film Hub North Steering Committee will meet four times a year, roughly every quarter.Meetings will be hosted by Steering Committee members' respective organisations where feasible.

Steering Committee members will be recruited to reflect the breadth of the film exhibition sector across the FHN region.Members will represent a broad range of interests including programming, curating, publicity, operations, education, event production, audience development and working with diverse content and diverse audiences.

Members from FHN's Cultural Leadership Team will also attend meetings.

Decision Making Processes

  • Each year FHN's annual activity plan and budget will be discussed with the FHN Steering Committee and signed off by the SMEC board and BFI.
  • FHN expenditure is categorised by overheads, audiences, capability and network resources.
  • Audience funds can be allocated to a combination of strategic projects and open call schemes as part of the annual activity planning process.
  • Assessment processes for specific schemes will always be published in respective guidelines.
  • Open call schemes will be assessed against published guidelines by members of FHN's Cultural Leadership Team and external assessors.
  • Where required FHN Steering Committee members will assist assessing applications for FHN support, by joining interview panels for example.
  • Investment decisions will be discussed at FHN Steering Committee meetings where members will have the opportunity to request further information on award processes and decisions made to ensure FHN support is awarded effectively and opportunities to improve processes are considered.
  • Film Hub North will maintain processes such as declarations of interest to guarantee fairness and transparency in the decision-making process. If any member of the Steering Committee applies for funds, they will not be directly involved in that application’s assessment or approval.
  • Individual awards over £5,000 will be ratified by the SMEC Board's Finance sub-committee.
  • Award decisions within specific budget lines with a maximum of £1,000 (such as the bursary scheme) can be made at the FHN Manager's discretion.

Film Hub North will:

  • Schedule Steering Committee meetings with reasonable advance notice.
  • Prepare each meeting’s papers, including all documents associated with investment and distribute them in a timely fashion.
  • Maintain contact with the members of the Steering Committee between meetings, providing updates as required.
  • Co-ordinate and distribute Steering Committee meeting minutes.

The Steering Committee will:

  • Attend four meetings a year as far as possible.
  • Sign-off meeting minutes.
  • Read required papers prior to meetings.
  • Recommend additional topics for discussion at the Steering Committee meetings.
  • Attend FHN Roadshows and other industry events where possible in order to represent FHN and remain informed about FHN activity.
  • Assist FHN with particular projects requiring specific member expertise.

Terms of Office and Recruitment

  • Members will serve for a two year fixed term of office unless circumstances change requiring a member to stand down sooner.
  • Members can be re-elected to a 2nd term of office.
  • The Steering Committee will refresh its membership through open recruitment on an annual basis.
  • In order to maintain a continual dialogue, new members will be recruited before outgoing members stand down, ideally with an overlap of two meetings.
  • The Steering Committee will review membership requirements on an annual basis and can make the decision to recruit against specific skills or experience gaps identified.
  • As the Hub Lead Organisation, Showroom Workstation must retain a seat on the Steering Committee.
  • The FHN Cultural Leadership Group will undertake the recruitment of new members to the Steering Committee.

Expenses

Travel expenses incurred attending meetings can be reimbursed by FHN. Please retain receipts and liaise with the FHN Administrator on claims.

Film Hub North Steering Committee: Terms of Reference – January 2016 Update

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