Venue: Grand Jury Room, Town Hall, Colchester
Contact: Linda Slowgrove 01473 432511
Election of Chair
that, on the proposal of Councillor Young and seconded by Councillor Smart, Councillor Jones was appointed Chair for the 2017/18 municipal year.
Appointment of Vice-Chair
that, on the proposal of Councillor Smart and seconded by Councillor Jones, Councillor Young was appointed Chair for the 2017/18 municipal year.**
[** Note: This Minute was subsequently amended at the meeting held on 23 January 2018.]
Apologies for Absence
Apologies for absence were received from Councillor Oxford.
To consider the Minutes of the meeting held on 13 March 2017.
that the Minutes of the meeting held on 13 March 2017 be signed as a true record.
To Confirm or Vary the Order of Business
that 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 note the performance of the Colchester and Ipswich Museum Service for the period December 2016 to April 2017.
Councillor Feltham asked what could done
to boost visitor numbers to Colchester Castle during
August. Mr Seaman (Colchester and
Ipswich Museum Service Manager) commented that the visitor numbers
to the Castle had previously been affected in August because of
good weather as it was an indoor attraction; however, refreshing
the exhibits and publicity as part of wider tourism for Colchester
should help to raise the profile of the Castle.
Councillor Jones asked whether successes, such as the Castle guide
book and Valentine’s at the Castle, could be replicated at
Ipswich museums. Ms Breadman (Assistant Director for Communities,
Colchester) commented that this would depend on the business case
for any proposals, e.g. the Castle guide book was funded from
capital funding from the HLF renovation project.
Mr Seaman confirmed that the performance figures for Ipswich Museum
and Ipswich Art Gallery would be reported separately in future, and
for the Art Gallery, targets would be set per exhibition rather
than as an annual figure.
Councillor Smart asked whether factors were taken into
consideration when setting the targets for Christchurch Mansion,
i.e. the works undertaken and the exhibiting of the Salisbury
Cathedral painting. Mr Seaman reported that the targets set in the
business plan were more realistic for this year.
Councillor Smart asked whether there was any evidence of people
visiting other museums in Ipswich when the works were undertaken at
Christchurch Mansion. Mr Seaman
commented that Ipswich Museum may have benefitted from visitors who
would otherwise have gone to Christchurch Mansion, although Ipswich
Museum had a different demographic, attracting mostly families from
the Ipswich area, whilst Christchurch Mansion tended to attract art
lovers from across Suffolk.
Cross-marketing would be undertaken to encourage people to visit
other attractions across Ipswich.
Councillor Jones asked whether there was any benchmarking for the
number of volunteers. Mr Seaman
reported that there had been a major growth in the number of
volunteers under the Training Museum programme due to the provision
of structured activities and the individual approach in supporting
volunteers of all ages. There were over
50 volunteers who provided a lot of support to the
that the performance report be noted.
The Committee is asked to note the brief update on the provisional out-turn position for 2016/17.
Mr Seaman reported how the reserves had been utilised during
2016/17 to fund a number of projects and confirmed that the carry
forward reserves position was £66,745 as at the end of March
that the budget update be noted.
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 2016/17.
Ms McGrath (Corporate Governance Manager, Colchester) reported that
there had been no governance issues reported during 2016/17 and
added that a 5-year business plan plus an action plan for 2017/18
had been produced for the Colchester and Ipswich Museum
9.2. The Colchester and Ipswich Museum Service had received a ‘substantial assurance’ rating from its 2016/17 internal audit, with four recommendations being raised during the audit, all of which had since been dealt with and signed off.
that the Annual Governance Review of the Colchester and
Ipswich Museum Service be noted;
(ii) that the Internal Audit report for the Colchester and Ipswich Museum Service for 2016/17 be noted.
The Committee is asked to endorse the Risk Management Strategy for 2017/18 and to review and comment on the Risk Register for the Joint Museum Service.
Ms McGrath reported that no changes had been identified to the Risk
Management Strategy as part of the annual review of the Risk
Management Process; however, an additional risk (1.10) had been
added to the Strategic Risk Register relating to the move of the
Museum Resource Centre to Heckworth
Close. The Committee was asked to consider whether the risks in the
Strategic Risk Register and their scores were still appropriate for
the Colchester and Ipswich Museum Service.
Councillor Young asked why risk 1.3 had been downgraded from 2x5 to
1x4. Ms McGrath commented that the
political administration of each partner had been stable to date
and added that the risk could always be upgraded in the
future. Ms Hedges (Chief Operating
Officer, Colchester) highlighted that there were no elections due
in the next 6 months and that this risk could be reviewed at the
Ms Hedges suggested that in light of attaining NPO status for the
next 4 years, plus the Stage 2 HLF Skills for the Future funding,
risk 1.8 should be reduced. Mr
Fairclough (Head of Culture and Environment, Ipswich) commented
that there was still some risk relating to HLF bids for
redeveloping the Ipswich Museum and Art Gallery. It was agreed that
risk 1.8 be changed to 3x3.
10.4. In response to Councillor Young, Ms Hedges reported that the move of the Museum Resource Centre was currently on time and within budget, and the Museum Resources Centre should vacate its current premises in September 2017.
that the Risk Management Strategy for 2017/18 be
(ii) that the Strategic Risk Register for the Colchester and Ipswich Museum Service be updated in light of the comments made.
Dates of Future Meetings
To note the dates of future meetings for 2017/18 as follows:
· Tuesday 23 January 2018, 2pm - Ipswich
that the dates of future meetings for 2017/18 be confirmed as:
· Tuesday 23 January 2018, 2pm – Ipswich