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Election of Chair
that, on the proposal of Councillor Jones and seconded by Councillor Smart, Councillor Young was appointed Chair for the 2016/17 municipal year.
Appointment of Vice-Chair
that, on the proposal of Councillor Young and seconded by Councillor Smart, Councillor Jones was appointed Vice-Chair for the 2016/17 municipal year.
Apologies for Absence
Apologies for absence were received from Councillor Oxford and Ms Breadman.
To consider the Minutes of the meeting held on 19 January 2016.
that the Minutes of the meeting held on 19 January 2016 be signed as a true record.
To Confirm or Vary the Order of Business
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.
Declarations of Interest
There were no declarations of interest.
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.
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.
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
that the Risk Management Strategy for 2016/17 be
(ii) that the Strategic Risk Register for the Joint Museum Service be updated in light of the comments made.
The Committee is asked to note the Performance Update report.
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.
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.
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
Ms Austin (Ipswich Museums Manager) highlighted that the investment
in the Ipswich Art School Gallery would create opportunities for
higher profile exhibitions.
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.
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
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.
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
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
that the report be noted.
The Committee is asked to note the Budget Update report and consider the proposals for the CIMS reserves balance.
Mr Seaman outlined the 2015/16 year end position and the proposed
uses of the reserves, as detailed in section 3.3 of the
that the report be noted;
that the following uses of reserves be
£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.
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.
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.
Councillor Jones congratulated the staff of the Joint Museum
Service for this excellent result.
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.