Agenda and minutes

Colchester & Ipswich Joint Museums Committee
Tuesday 28th June 2016 2.00 pm

Venue: Gipping Room - Grafton House. View directions

Contact: Linda Slowgrove  01473 432511

Items
No. Item

1.

Election of Chair

Minutes:

Resolved:

 

that, on the proposal of Councillor Jones and seconded by Councillor Smart, Councillor Young was appointed Chair for the 2016/17 municipal year.

2.

Appointment of Vice-Chair

Minutes:

Resolved:

 

that, on the proposal of Councillor Young and seconded by Councillor Smart, Councillor Jones was appointed Vice-Chair for the 2016/17 municipal year.

3.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor Oxford and Ms Breadman.

4.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 82 KB

To consider the Minutes of the meeting held on 19 January 2016.

Minutes:

Resolved:

 

that the Minutes of the meeting held on 19 January 2016 be signed as a true record.

5.

To Confirm or Vary the Order of Business

Minutes:

Resolved:

 

that, subject to Agenda Item 9 (report JMS/16/03) being considered before Agenda Item 7, the Order of Business be confirmed as printed on the Agenda.

6.

Declarations of Interest

Minutes:

There were no declarations of interest.

7.

JMS/16/03 Risk Management Process pdf icon PDF 59 KB

The Committee is asked to endorse the Risk Management Strategy for 2016/17 and to review and comment on the Risk Register for the Joint Museum Service.

Additional documents:

Minutes:

7.1.        Ms McGrath (Corporate Governance Manager, Colchester) reported that no changes were identified to the Risk Management Strategy as part of the annual review of the Risk Management Process.  The Committee was asked to consider whether the Strategic Risk Register and its scores were still appropriate for the Joint Museum Service.

7.2.        Mr Seaman (Colchester and Ipswich Museum Service Manager) commented on the potential financial uncertainty of external funding sources arising from the ‘Brexit’ vote, and added that whilst the core service could be maintained, any growth of the service would be dependent on external funding.  It was proposed that the risk probability of strategic risk 1.8 be increased from 4 to 5, but the impact should remain at 3; and that the risk probability of strategic risk 1.9 be increased from 3 to 4, but the impact should remain at 3, and this was agreed.

Resolved:

 

(i)           that the Risk Management Strategy for 2016/17 be endorsed;

(ii)          that the Strategic Risk Register for the Joint Museum Service be updated in light of the comments made.

8.

JMS/16/01 Performance Update pdf icon PDF 148 KB

The Committee is asked to note the Performance Update report.

Minutes:

8.1.        Mr Hodgson (Colchester Museums Manager) highlighted that the Colchester Castle school visitor numbers were at an all-time high last year following its reopening, and ongoing evaluation was taking place with visiting school teachers.  Mr Hodgson added that the Natural History Museum was being refurbished.

8.2.        Councillor Jones asked how visitor targets were set, e.g. once visited, was there any allowance made for a drop in visits in future years. Mr Hodgson reported that a membership scheme was available, which effectively paid for itself within 3 visits, and this encouraged repeat visits, as well as a range of family events in the school holidays.  Mr Seaman added that as Colchester Castle was a ‘pay to enter’ museum, accurate data was available from the till system to help inform future visitor targets.

8.3.        Councillor Smart requested that the previous year’s actual figures be included in the future to help identify any trends and indicate whether future targets were overly cautious or ambitious.
Action:  Future performance update reports to additionally include previous year’s actual figures.

8.4.        Ms Austin (Ipswich Museums Manager) highlighted that the investment in the Ipswich Art School Gallery would create opportunities for higher profile exhibitions.

8.5.        With regard to venue hire, Councillor Jones asked whether a list could be provided of the type of events that had been held in Ipswich Museum venues.

8.6.        Councillor Smart commented that the catering income for Christchurch Mansion was exactly the same as the target.  Mr Seaman reported that this was a fixed rental fee for the catering franchise at the Mansion.

8.7.        Mr Seaman reported that hiring income for Christchurch Mansion was below target because of the capital works, which had been delayed to accommodate the Aspire exhibition, making it unsuitable for wedding bookings during that period. In response to Councillor Young, Mr Seaman confirmed that the date of the capital works was not known when the hiring income target was set. 

8.8.        Councillor Smart commented that the Holywells Park buildings were now being used for hire following the HLF Restoration project.  Councillor Young added that this should be taken into consideration when setting future targets.

8.9.        Councillor Jones commented that it would be useful to receive feedback on the Aspire exhibition.  Mr Seaman reported that Anne Millman had undertaken evaluations of this exhibition at each venue and the resulting report was being finalised.  Councillor Jones requested that this information be shared with Councillors.
Action:  The Aspire exhibition evaluation to be circulated to Councillors on the Joint Committee.

Resolved:

 

that the report be noted.

9.

JMS/16/02 Budget Update for Colchester & Ipswich Museum Service (CIMS) pdf icon PDF 73 KB

The Committee is asked to note the Budget Update report and consider the proposals for the CIMS reserves balance.

Minutes:

9.1.        Mr Seaman outlined the 2015/16 year end position and the proposed uses of the reserves, as detailed in section 3.3 of the report.

Resolved:

 

(i)           that the report be noted;

(ii)          that the following uses of reserves be agreed:

·           £15,000 balance of funding agreed for the Business Development investment at Colchester Castle to be carried forward to 2016/17 and used to complete the project;

·           £44,000 income received for the Skills for the Future to be carried forward to be used in 2016/17;

·           £36,000 from the cumulative surplus to be added to the Skills for the Future funding (giving a total of £80,000) to sustain the Collections Information project in Ipswich until March 2017;

·           £36,000 to be ring-fenced for use on collections rationalisation in Colchester.

10.

JMS/16/04 Annual Governance Review and Internal Audit 2015/16 pdf icon PDF 66 KB

The Committee is asked to note the Annual Governance Review of the Colchester and Ipswich Museum Service and to review and comment on the Internal Audit report for the Colchester and Ipswich Museum Service for 2015/16.

Additional documents:

Minutes:

10.1.     Ms McGrath reported that no areas of concern had been identified during the Annual Governance Review of the Joint Museum Service.  Ms McGrath added that the 2015/16 Internal Audit of the Joint Museum Service had resulted in a full assurance rating and no recommendations. 

10.2.     Councillor Jones congratulated the staff of the Joint Museum Service for this excellent result.

Resolved:

 

(i)           that the Annual Governance Review of the Colchester and Ipswich Museum Service for 2015/16 be noted;

(ii)          that the Internal Audit report for the Colchester and Ipswich Museum Service for 2015/16 be noted.