Principles of HR Exam 2010

Case Study

‘THE DEN’ ARTS CENTRE

Instructions to candidates

This case study will be issued to you in Week 8. It is your personal copy and
you may write notes on it, draw diagrams and make other pertinent comments
as you see fit. You may take your personal copy with these notes into the
exam room if you choose to. However you may not take any other material
into the exam. This includes text books or notes written on anything other
than the case study

The case concerns a fictitious Arts Centre. The Centre offers a range of activities to young
people, and adults. The case consists of a number of current ‘news items’ and other
documents published in the last 12 months that may raise issues relevant to the future of the
Centre. Please read through these from the viewpoint of a new Head of Centre, who has
recently been appointed and is considering ‘The Way Forward’. You should assume that all
the items are true.

The exam will assess HOW you process the information. There are no ‘right answers’ in the
case, but there may be ways of thinking about it that could be more effective than others.
Ensure you bring your knowledge of HR strategies and theoretical models to bear on the
case.

Exam Case Study–- BD215004S 1

 Extract from Recent Staff Induction Leaflet
The Den is funded principally by the Education department of the County Council for its
staffing and running costs. Grant aid is obtained from the County’s Leisure and Arts
Committee, Denton District Council, Denning District Council and Western Arts. The largest
contribution to the overall running cost comes from the Centre’s earned income. The Den
has an excellent record of reaching young people not normally involved in the Arts. Large
numbers of young people attend performances, exhibitions and other events including
workshops, classes and other informal use of The Den’s facilities. The gross attendance
figures of young people at Den events are estimated at 15,000 per year.

Some Den projects over the past years include:

2008 “Station”, a multi-media performance based in a local warehouse inspired by the

Joseph Conrad novel “Heart of Darkness”. This involved over 150 young people including
those with physical disabilities in a series of workshops; dance, music composing, banner
making and culminating with an evening performance.

2009 “Future”, was an integrated project involving 50 young people with learning and
physical disabilities working alongside other young people not previously known to them.
Professional artists were involved in enabling the young participants to express their hopes
and fears for the future. This project was a moving and heart-warming experience for all
involved and the final product involved sculpting, dance, drama and live music and was
acknowledged in a report by the Rowntree Foundation for both the quality of the involvement
and the standard of performance.

2010 Den Youth Drama Group has produced and performed both original and scripted high
quality theatre productions in The Den and other youth projects including “in Holland stands
a House” (Ann Frank play), “No Smoking Here?”, “Desperate People”, “Epson Downs” etc,
led by local drama specialists.

SPECIAL EVENTS:

Education & Participation Programme

The focus of the education programme has been upon multi-culturalism. One of the main
aims of the programme has been to integrate the education projects to the performance
events. The benefit of this has been to support and enhance both through the developing
audiences for events, building links with schools and providing high quality arts events for
young people.

The Common Ground took place in March ’08. This involved world arts residencies taking
place in various primary and secondary schools in and around Denning, a youth arts festival
and a season of world arts events.

West African Experience

Keki Tai, Senegalese master drummer worked with local musician Ray Stone and dancer
May Brown worked together running workshops in schools and a session for teachers in

Exam Case Study–- BD215004S 2

June. As part of this project Keki performed at The Den as well as running two workshops
for the public. The two workshops were very successful.

THE DEN’S RESIDENT ARTISTS

The Den is committed to supporting and developing local arts practitioners. This has
resulted over the years in establishing a vital network of resident artists whose work The Den
is keen to support, link into The Den’s programme and help develop in the region. Two of
The Den’s resident companies, Dadrum and Funtastic have been awarded funding from the
A4E Lottery.

Funtastic Dance Company

Funtastic is a group of learning disabled dancers. In addition to support from The Den,
Funtastic receives support from Weltonshire Social Services, Denning District Council and
Ithaca, a national charity. In October this pioneering group has begun a new project (with a
lottery A4E grant), which includes the formation of a ‘Young Funtastic’ and the creation of
new and inspirational dance performances for touring. The Den supports Funtastic through
subsidised rent for office and rehearsal space, workshop space, advice and information on
funding, marketing and technical support.

Dadrum Community Music

Dadrum has been an associated company since 1996 and in collaboration with The Den has
been running weekly classes as well as occasional weekend events. This has served to
create and consolidate an audience for World Music events at The Den. Dadrum is
performing and running a residency at The Den as part of the lottery funded project.
Dadrum in collaboration with The Den organised a showcase event for World Music in July
and will run a Drumfest event in November.

Extract from Last Report Prepared by the

Previous Head of Centre

Stakeholders’ Review

The committee considered the present situation with regard to the proposed stakeholders’
review. The Chair reported on the meeting with the Chief Education Officer and Director of
Cultural Services at which agreement had been reached for the review to take place with the
help of an external consultant and the possible involvement of Denning District Council and
Western Arts. However, it was noted that this process had been significantly delayed so that
the timetable originally agreed could not now be followed.

Draft Budget

The Head of Centre presented the draft budget for the financial year 2010/2011. It was
acknowledged that many of the assumptions in the budget depended upon renewed
commitments from funding bodies, which had yet to be negotiated or established. It was
hoped that such discussions would form part of the overall review and that matters could be

Exam Case Study–- BD215004S 3

resolved before the beginning of the new financial year. The committee broadly accepted
the estimates and aspirations set out in the draft budget. However, it was also felt that the
centre’s plans should not be based on expectations, which might need to be modified at
relatively short notice in the Spring. The Head of Centre was therefore asked to prepare an
alternative budget based upon standstill grant income but including inflation linked pay rises
for staff, with an Appendix showing potential growth/development areas if additional funds
could be obtained.

Staffing

Retention of good quality staff continues to be a problem, for three reasons all connected to
funding difficulties:

♦ Rates of pay in recent years have only barely kept pace with inflation, whereas other
parts of the employment market have moved well ahead.
♦ Staff feel insecure about The Den’s future – the credit crunch seems to be affecting
audience numbers.
♦ Everyone is being asked to do more for no extra pay.

Improvements have been made in the contractual arrangements for seasonal and casual
staff in order to comply with existing and anticipated employment legislation on ageism and
disability. Further developments may effect the terms of employment for part-time tutors and
guidance is awaited from the County Council following its own review of this issue. In
general it is felt that contracts for employees and volunteers are rather lax which may have
some legal implications.

A substantial number of volunteers, trainees and students on work placement continue to

play a vital role in many areas of operation including front of house, box office, technical
assistance etc. The recruitment, training and retention of these ‘casual’ workers is proving to
be difficult and it is recommended that the Den examines this area quickly.

Premises and facilities

The upstairs flooding caused by a severely damaged roof, was a traumatic event for The
Den. Thanks largely to the commitment and resourcefulness of the staff, the inevitable
disruption was kept to a minimum and activities continued at ground floor level. The
programme of refurbishment was also efficiently carried out with good collaboration between
the County Council, the insurers, the contractors and The Den staff.

In some ways the Town Centre redevelopment is almost equally disruptive. The major issue
is one of access to and from the town centre together with parking restrictions associated
with work around the front and sides of the building.

Negotiations are proceeding with the District Council and the Developers for a landscaped
scheme between The Den and the road to provide an attractive social space as a ‘gateway’
to both The Den and the shopping centre.

Because of national changes and Arts Council Lottery Funding, The Centre’s bid has been
deferred. However, it is hoped that as soon as new guidelines are issued the application
can go forward with the prospect of making significant improvements to the facilities
coinciding with the opening of the new shopping centre.

Exam Case Study–- BD215004S 4

WELTONSHIRE COUNTY COUNCIL

Weltonshire’s County Council’s budgetary restrictions have continued to have an effect on

The Den Arts Centre. This relates not only to specific spending cuts such as the Arts Grants
but also to long term strategic planning made increasingly difficult after successive years of
contraction and budget reductions.

The long running Community Education review is nearing some resolution but without as yet
making specific provision for the role and structure of the County Centres including The
Sphinx and the Farm in the City of Welton.

The re-named Cultural Services Committee is undertaking a review of the Arts Policy and
also considering a limited renewal of grant aid for some Arts provision in the County.

DENNING DISTRICT COUNCIL

There has been an impressive consolidation of the working relationship between the centre
and the District Council. In addition to the service level agreement for the Centre’s core
activities there has been a number of effective collaborations at several levels. These range
from a series of practical arrangements such as joint mailings, co-operation on use of
premises etc, through to large-scale events such as the Young People’s Internet Project with
the Animation Station. It is suggested that for the coming year the responsibility for the
Centre’s Dance Programming should revert to The Den although with the continuing close
collaboration with the District Council Dance Officer.

WESTERN ARTS

Relationship with Western Arts is less positive and The Den is anxious to extend contacts
and joint working opportunities wherever possible.

Audience responses to specific performances

We undertook audience surveys in November, December and January for a variety of our
events in order to ascertain where people hear about The Den events as well as information
on the quality of the events. As part of our customer care practice the House Managers
gather information from customers concerning our programme and facilities.

There was a very positive response to the children’s theatre, most people felt that the events
were of high quality, and provided a valuable service in the area.

“The Den’s programme is very good, there are great shows for children and plenty for
the adults too!”

“Wow! We loved the Snow Queen – the snow flakes at the end were a real hit!”

“Nothing like in this in Weltonshire for parents”

“Object to having to pass through a smoky atmosphere – i.e. outside the doors”
(In response to this we have limited the smoking to one side of the entrance area)

“We love the ambience at The Den …..it always feels so welcoming”

Exam Case Study–- BD215004S 5

“Denning and the surrounding areas would be a cultural desert without places like
The Den”

“The programme is so diverse. It appeals to levels and interest groups. We look

forward to picking up the new brochure”

“What has always attracted me to The Den is that it has a real quality edge to its
programmes. I know when I come to see something, whatever it may be, that I can be
guaranteed a good quality performance”

“Great gig, great place…..can’t wait until the next time.”

All of this is encouraging but slightly surprising as we have not had a permanent manager of
this area for the past twelve months.

Staff Survey

The results from the recent staff survey found that 65% of the permanent workforce feel
undervalued by their managers. The staff also thought that effort was not always rewarded
appropriately – sometimes people were thanked with a small bonus or bottle of wine, but
other times people were just ignored for completing a task. On the whole most people liked
working at the Den but just wanted to know their efforts were appreciated and recognised by
the Board.

Another issue that concerned some people was the disruption caused by the work in the City
centre – some people even suggested coming to work early to avoid the rush but didn’t
know if this would be allowed and if they did would they be allowed to go home early. The
overall impression is that different areas have different systems for rewarding and paying
staff and volunteers. A degree of consistency and transparency is required with perhaps a
clearer training and development programme.

The recruitment of friends of friends was also a worry – it seemed to some people that it
really doesn’t matter what you know but who! On the other hand most people like working at
The Den as it is friendly and everybody contributes when a production is underway.

Exam Case Study–- BD215004S 6

 STOP PRESS!

Extract from Denning Gazette

A DENFULL OF INTRIGUE!

The Denning Gazette has

obtained information from
reliable sources that the
Denning Leisure Centre, wants
to buy The Den, in order to
extend its facilities and parking.

Situated within ¼ mile of each

other, these two locations have
been nicknamed “Leisure Island”
because it has become
notoriously difficult to reach
them and park nearby, since the
Town Centre redevelopment.

Denning Leisure Centre is owned

by a private consortium who
appear to have no shortage of
funds, but the situation is not a
straightforward one. The Den
has traditionally been a highly
subsidised community arts
resource and despite some fall
off in attendances recently,
would be sadly missed.

DLC deny rumours of any

redundancies that may follow
any proposed merger. A
spokesperson from The Den said
‘we’ll fight this tooth and nail!’

Exam Case Study–- BD215004S 7

 The Den Arts Centre Capital Programme Lottery Bid

BACKGROUND INFORMATION

Current Situation

The Den is a busy multi-purpose Arts Centre housed in a converted Warehouse in the
centre of Denning, a large market town, 20 miles from the City of Welton. It has a full and
varied programme and a track record of success in recent years. Present accommodation
includes a 200 seat flexible performance space, 100 seat music venue, a foyer gallery, 2
bars and a catering facility, studio spaces for music and visual arts together with general
purpose meeting and rehearsal rooms.

Proposal for capital improvements:

A range of suggestions has been put forward as follows:

♦ The creation of a purpose-built theatre studio and drama resource space

♦ Enhancement of existing theatre facilities including improved lighting and refurbished
seating
♦ Improvements to the music performance and studio spaces and some rationalisation of
access and internal circulation
♦ Development of the frontage to respond to the new town centre redevelopment
including the possibility of outdoor facilities and social areas
♦ Improvement in bar and catering facilities
♦ Introduction of a computerised box office.

Organisation and Finance

The governing body is The Den Management Committee although the building and some
adjacent land is owned by Weltonshire County Council. The Denning District Council is a
funder and also owns part of the land which might form part of the final proposals.

There seems to be a good prospect of at least £30,000 coming available from the Henry
White Theatre Trust in response to the Centre’s proposal for a Theatre Studio. There have
been indications of possible contributions from other local sources including Denning
Charities.

The District Council has agreed that The Den development would be seen as high priority
and may be able to offer “feasibility” funding.

The County Council seems unlikely to be able to offer additional cash but has already done
some preparatory work for the Henry White bid and would presumably be prepared to make
a substantial contribution “in kind”.

Exam Case Study–- BD215004S 8

An example of a recent job advertisement placed in the Weltonshire
Herald

WANTED

BAR STAFF/CUSTOMER CARE

OPERATIVES

We need a number of people to join us at The Den to

work in several areas.

We need Bar Staff – you should be young and

enthusiastic with some previous experience.

The Customer Care Operatives will be responsible for

ensuring the youth programmes run smoothly so you
should be familiar with working with children.

We are a friendly open organisation and you’ll be joining

us as we prepare for the new season of activities.

We are an equal opportunities employer and welcome

applications from ethnic minority groups.

Rates of pay vary depending on experience and age.

Please apply in writing providing a referee and CV by

12th December 2010.

Exam Case Study–- BD215004S 9

Private & Confidential

Memo: from Bill Agnew Finance Manager.

To: Head of Centre

Sorry to drop this in your lap but we’ve got a problem with five members
of staff in the kitchen area. The manager has accused them of stealing
cash from the front of house cash register and they’ve accused him of
bullying and sexual harassment. I’ve sent them all home for the day.
What do you want me to do?

Exam Case Study–- BD215004S 10

THE ARTS – A NATIONAL VIEW

The priorities of a new government are bound to influence the Arts

funding system and changes are already under way for the Arts
Council, the Regional Arts Boards and the National Lottery.

Arts policy has suffered from endemic problems of elitism and

bureaucracy. Any reform should be more than a structural reshuffle
and should challenge accepted assumptions as to how and why the Arts
are funded. In particular the Arts funding system should not align
itself so closely with the needs of a small number of beneficiaries.
The Arts should be seen less as a series of minority pastimes and
recognised as being much more central to the Country’s cultural and
economic life.

There are signs that new thinking is gaining ground which may help
to shift policy and resources towards a broader more inclusive
approach.

In particular the Advisory Committee on Creative and Cultural

Education and the recent study on the social impact of participation
in the Arts seem to be setting a new agenda for policymakers which
could have far-reaching effects.

This is clearly based upon increased access the importance of

Education and the value of the Arts in other areas of policy.

Exam Case Study–- BD215004S 11

 Extract from Weltonshire Herald

STAFF THREATEN WALK OUT AFTER ROOF COLLAPSE!

Staff at the Den,

Denning’s multi-
cultural Art Centre,
have threatened to walk
out after the ceiling
and part of the roof
collapsed earlier this
week.
Managers at the Centre
have been quick to point
out that no one was
actually hurt and that
the building has a good
health and safety
record.

It seems that after

heavy rain during the
day, the roof developed
a leak which resulted
in some of the ceiling
coming down in the
theatre.
Apparently some of the
plaster narrowly missed
a member of the Den who
was trying to manoeuvre
some stage props.
Mr Hugh Lanscott, from
the Council’s Health and
Safety Dept. said they
would be calling into
the Den to carry out an
investigation under the
Health and Safety at
Work Act. There was no
need to panic at this
stage he added as there
had been no serious
injury.

‘I was pulling some of

the stage panels across
and there was this loud
crash’ said Archi
Drann, ‘when I looked
across there was a huge
piece of plaster when I
had been standing. I
could have been
killed!’

Exam Case Study–- BD215004S 12

 THE DEN ARTS CENTRE

Audience – figures from the period

September ‘09 – September ‘10

Theatre
Physical theatre
Audience numbers in total 69
Target audience numbers 110 – 120

Culturally diverse companies

Audience numbers in total 100
Target audience numbers 120

Curriculum based performances

Audience numbers in total 383
Target audience numbers 444

Children’s Theatre
Audience numbers in total 1,589
Target audience numbers 1,650 – 1,804

Disability Arts performances

Audience numbers in total 68
Target audience numbers 80

Contemporary Dance
Audience numbers in total 330
Target audience numbers 360 - 378

World Dance
Audience numbers in total 312
Target audience numbers 225 - 237

Exam Case Study–- BD215004S 13

 ‘THE DEN’

Summary of Alternative Budget for 2010/2011

based upon Standstill Grant Income

BASED BUDGET

Income Expenditure
£ £

Grant Aid:
Denning District Council 40,376
Western Arts 10,000
Weltonshire County Council 0
Training/Other 100 50,476

Bar & Café

Sale/Purchases 121,620 64,195

Room Hire 30,000 1,300

Theatre 7,260 9,360

Music 20,800 25,610

Dance 3,200 4,750

Community Education 13,500 14,000

Front of House 34,659

Production Costs 16,770

Bar & Café – Other Costs 39,821

Publicity & Advertising 16,907

Overheads 19,484

Contingency 0

TOTAL 246,856 246,856

Surplus (deficit) 0

Exam Case Study–- BD215004S 14

 Appendix A

‘THE DEN’

Growth / Development Plan

Income Expenditure
£ £

Theatre:
Professional Theatre 3,180
Professional Theatre Workshops 250
Children’s Theatre Workshops 250 3,680

Music:
Professional Rock/Blues 1,040
Professional Acoustic/Folk 500
Professional Jazz 1,000
Jazz Workshops – Youth 1,250
World Music – Performances 160
World Music – Workshops 50 4,000

Dance:
Dance Events 1,500
Youth Events 500 2,000

Community Education:
Youth Development 1,500
Adult Development 500 2,000

Front of House:
Reception / Box Office 6,000
Computerised Box Office 2,500 8,500

Publicity & Advertising:

Market Assistant 6,500
Mailouts 1,500 8,000

Contingency 2,000

Total Development Expenditure 30,180

Required Extra Grant Aid / Funds £30,180

Exam Case Study–- BD215004S 15