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Apologies for Absence
Apologies for absence were received from Councillor P Smart.
To consider the Minutes of the Meeting held on 27 June 2017.
13.1. Minute 2: Mr Seaman (Colchester and Ipswich Museum Service Manager) highlighted that the minute should read: “…. Councillor Young was appointed Vice-Chair …”.
that, subject to the correction above, the Minutes of the meeting held on 27 June 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 recommended to note and approve the Business Plan 2018-22 for the Colchester & Ipswich Museum Service and its appendices.
Mr Seaman highlighted that the Action Plan and objectives for
2018/19 were embedded in the Business Plan for 2018-2022, which
also included NPO elements of the Service that will be funded by
the Arts Council England (ACE).
ACE have provided comments on the draft Business Plan, and in
response the following have been added: a new Appendix detailing
the Colchester Borough Council 2018/19 Budget position; information
relating to cashflow and CBC reserves;
a new staff chart.
The Committee thanked Mr Seaman and his team for all their work in
producing the Business Plan.
Councillor Oxford asked whether consideration had been given to
putting on plays in museum venues in future years or whether this
was too complex due to the involvement of other
organisations. Councillor Young
commented that the problems experienced in Colchester, where events
had been scheduled and then had to be cancelled at short notice as
the performers were not able to attend, were an issue for the
Events Team to follow up, rather than the Museum Service.
Councillor Jones requested that a direct reference to marketing be
included under item 1 (Audiences) within Section 13.
In reference to Aim 1.1 under the Objectives for 2018/19,
Councillor Jones requested that the measure of a “5% increase
in the number of people on each towns’ e-newsletter
list” should be increased and asked Officers to review this
that, subject to the proposed revisions, the Colchester and Ipswich Museum Service Business Plan for 2018-22 and its appendices be approved.
The Committee is asked to note the performance of the Colchester and Ipswich Museum Service for the period April to November 2017.
Mr Seaman introduced the report highlighting key areas of
performance; the Volunteer Matters event at Christchurch Mansion
had been successful in attracting a different audience demographic.
This change was also reflected in the age profile of the Museum
Service’s volunteer team.
Mr Seaman added that the Training Museum programme would be
finishing at the end of March 2018; this had been very successful
and the Joint Museum Service was now seen as a high quality
training provider. The award of
£570,000 from the Skills for the Future Stage 2 funding would
enable further traineeships to be delivered.
Mr Seaman commented that there was opportunity for future growth in
hirings income at Christchurch Mansion following the renovations
and this income target has been reviewed for 2018/19.
Councillor Young questioned the low percentage of activity income
for Hollytrees Museum. Mr Hodgson (Colchester Museums Manager)
reported that two events at Hollytrees had been cancelled at short
notice and money refunded. Colchester Castle provided more scope
for income through activities and events had been planned for the
February half-term week. Councillor Young commended the flying of
the rainbow flag from the Castle as part of the Pride
Councillor Jones commented on the monthly Mini-Mammoths play
sessions being fully booked and asked whether there was capacity
for more frequent sessions. Mr Steward
(Ipswich Museums Manager) reported that this activity was targeted
at a young age group; whilst there might be the market for
additional sessions, care should be taken to manage resources and
not saturate the programme to the detriment of other age
Councillor Oxford asked whether it was possible to offer any
savings on bus travel for large events in Colchester Castle to
deter people from bringing cars into the town centre.
that the Performance Report be noted.
This report provides a brief update on the current financial position for Colchester & Ipswich Joint Museum Service for 2017/18.
The report also summarises the current indicative position in relation to setting the 2018/19 budget for Colchester & Ipswich Joint Museum Service, and recommended financial contributions from Colchester Borough Council and Ipswich Borough Council, to be agreed through each Councils budget setting process.
Mr Seaman outlined the budget position for 2018/19 as detailed in
the report and highlighted that the Colchester Borough Council
contribution now included a number of corporate savings and
additional income expectations.
that the total Colchester Borough Council and Ipswich
Borough Council contribution to the Colchester and Ipswich Museum
Service for 2018/19 be agreed as £1,853,300;
that the budget contribution for 2018/19 in relation to
Colchester Borough Council be agreed at £1,025,400;
that the budget contribution for 2018/19 in relation to
Ipswich Borough Council be agreed at £827,900;
(iv) that the total figure and respective partner contributions be recommended to the Cabinet of Colchester Borough Council and the Executive of Ipswich Borough Council for adoption.
Proposed Dates of Meetings for 2018/19
To confirm the dates of the meetings for 2018/19:
· Tuesday 26 June 2018, 2pm – Colchester
· Tuesday 22 January 2019, 2pm – Ipswich
Please note: It has been requested that the first date be revised to Tuesday 19 June 2018, 2pm in light of availability issues.
It was proposed that the first meeting for 2018/19 take place on
Tuesday 19 June 2018 and this was agreed.
Due to other commitments, Councillor Jones proposed an earlier
start of 12.30pm for both meetings in 2018/19 and this was
that the dates of meetings for 2018/19 be confirmed as:
· Tuesday 19 June 2018, 12.30pm – Colchester
· Tuesday 22 January 2019, 12.30pm – Ipswich
The Committee is asked to note the Joint Museum Service Approach to Fundraising from Trusts and Foundations.
Ms Macfarlane, Projects Development Officer, gave a presentation on
fundraising by the Joint Museum Service, with the following key
· Secured funding obtained in 2017/18: NPO Programme 2018-2022, £797,000 (ACE); Transforming People to Transform Museums 2018-2022, £570,000 (HLF)
· Application made to John Ellerman: Regional Museums and Galleries Fund for Natural History Curator post, £86,000 – shortlisted for next stage (outcome to be announced in May 2018)
· Application to be made to HLF: Our Heritage for Collections Management system to enable collections to be displayed online, £95,000
· Fundraising approach document produced, setting out principles and processes for applying to trusts and foundations
Aside from trusts and foundations, the biggest opportunity for
funding was developing ‘relationship fundraising’, from
initial awareness and donations through to legacy giving; this
would require dedicated resource and mechanisms to reach larger
Councillor Young questioned the financial limits set within the
decision-making process. Ms Macfarlane
reported that the £500,000 limit was taken from
Colchester’s constitution as the threshold for requiring a
decision from Cabinet. Ms Breadman (Assistant Director for
Communities, Colchester) commented that the £120,000 limit
was arbitrary, but added that most of the smaller funding bids fell
within this limit and often came with shorter deadlines, so the
sign-off process needed to be more streamlined.
Councillor Young requested that the Portfolio Holders with
responsibility for Museums from both authorities should be included
in the sign off for applications between £120,000 and
£500,000, in case of any issues of political
Ms Breadman commented that a template had been created for project
Ms Hedges (Chief Operating Officer, Colchester) commented that
better coordination was required between local authorities and
local arts organisations to ensure that several organisations
within the same area were not competing for the same
Councillor Jones asked whether applications over £500,000
should be reported to the Executive of Ipswich Borough
Council. Mr Fairclough (Head of Culture
and Environment, Ipswich) reported that information of project
briefs would be shared with Ipswich.
With regards to raising awareness of the need for Museums to
attract donations, Ms Hedges commented that this would need to be
handled diplomatically and within
context, e.g. funding to enable extra activities to be offered. Mr
Fairclough commented that some organisations had taken a very
aggressive approach with fundraising posters placed everywhere,
which could be counterproductive.
Ms Hedges commented that a fairly aggressive approach could be
considered as long as there was a particular project or clear
outcome for the funding.
Mr Seaman commented on the need to draw a distinction between
providing funding to a Museum Service and to a local
20.10. Councillor Jones proposed
that a meeting be set up with officers to consider the best
approach for the Museum Service to attract future donors and other
potential income streams.
20.11. The Committee thanked Ms
Macfarlane for all her work on the Training Museum
Resolved: ... view the full minutes text for item 20.