Venue: North Committee Room, Town Hall, Colchester
Contact: Linda Slowgrove 01473 432511
Election of Chair
that, on the proposal of Councillor Jones and seconded by Councillor Smart, Councillor Young was appointed Chair for the 2018/19 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 2018/19 municipal year.
Apologies for Absence
Apologies for absence were received from Councillor Oxford and Ann Hedges.
To consider the Minutes of the meeting held on 23 January 2018.
4.1. Re: Minute 20.4: Councillor Jones requested that the project brief template be sent to her again.
that the Minutes of the meeting held on 23 January 2018 be signed as a true record.
To Confirm or Vary the Order of Business
The Training Museum Programme (2015-18) presentation was delivered to the Committee Members prior to the meeting.
that, subject to the removal of agenda item 11, 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 April 2017 to March 2018.
Mr Seaman (Colchester and Ipswich Museum Service Manager) reported
that the bid to the John Ellerman
Foundation had been successful, resulting in £87,255 of
funding over 3 years.
Councillor Jones asked what information was used in the Visitor
Assessment Quality Assurance Scheme (VAQAS) rating. Mr Steward (Ipswich Museums Manager) reported that
volunteer mystery shoppers were used to provide feedback on the
customer service provided by the Museums Service. Mr Seaman added that it was important that the
staff customer service element was highly rated; any shortfall in
the offer provided could support the case for further funding from
Councillor Young questioned the low activity income for the Natural
History Museum. Mr Hodgson (Colchester
Museums Manager) reported that on 2 occasions the people delivering
the activity session had been unable to attend at short notice;
additionally, there could be an element of pricing resistance to
charges made in a ‘free to enter’ museum.
Mr Hodgson reported that 1,036 Residents Passes for Colchester
Castle had been sold, which provided free entry for future visits
for 12 months; 78 free repeat visits had been made
subsequently. Further promotion of the
Resident Pass would be progressed with the new Marketing
Councillor Young asked whether postcode data was captured at the
front of house when checking if a visitor was a Colchester
resident. Mr Hodgson confirmed that
this data was captured, but would need to be captured again
following the implementation of the GDPR legislation.
Councillor Jones commented that future targets should take into
account any planned closures. Ms
Breadman (Assistant Director for
Communities, Colchester) added that targets should also be adjusted
for future exhibitions expected to attract a large public
Councillor Smart reported that the Mayor of Ipswich would be
holding her Mayor’s At Home event in Ipswich Museum in July,
which would provide an opportunity to raise the profile of this
that the Performance Update report be noted.
The Committee is asked to note the brief update on the provisional out-turn position for 2017/18.
Mr Seaman outlined how the reserves had been utilised during
2017/18 and confirmed the carry forward reserves position of
£37,630 as at the end of March 2018.
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 2017/18.
Ms McGrath (Corporate Governance Manager, Colchester) reported that
there had been no governance issues reported during
Ms McGrath reported that the Colchester and Ipswich Museum Service
had received a ‘substantial’ assurance rating from its
2017/18 internal audit, with three recommendations being raised
during the audit, all of which were accepted and were being
Councillor Smart asked how practical it was to overcome the issue
of having two separate officers to sign off Cash Taking Records and
refunds. Ms Breadman commented that the recommendations from
the audit were considered by Senior Management and could be
challenged if they were not cost effective to
implement. In this instance, refresher
training would be provided to staff, emphasising the importance of
the processes involved.
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 2017/18 be noted.
The Committee is asked to endorse the Risk Management Strategy for 2018/19 and to review and comment on the Risk Register for the Joint Museum Service.
Ms McGrath reported that the Risk Management Strategy had been
reviewed as part of the annual review of the Risk Management
Process and was considered to still be appropriate for the
Colchester and Ipswich Museum Service.
With regard to the Strategic Risk Register, it was proposed to
remove risk 1.10 relating to the move of the Museum Resource Centre
to Heckworth Close as the move had been
completed successfully, and this was agreed. The Committee was asked to consider whether the
other risks in the Strategic Risk Register and their scores were
still appropriate for the Colchester and Ipswich Museum
Ms Breadman commented that, in light of
the successful bids to the Arts Council England (NPO funding for 4
years) and Heritage Lottery Fund (Skills for the Future), the two
strategic risks relating to external funding and resources be
lowered. It was proposed that strategic
risk 1.8 (External Funding Opportunities) be scored as 2x3 and
strategic risk 1.9 (Delivery impacted by reduced resources) be
scored as 3x3, and this was agreed.
that the Risk Management Strategy for 2018/19 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 as follows:
· Tuesday 22 January 2019, 12.30pm - Ipswich
that the dates of future meetings for 2018/19 be confirmed as:
· Tuesday 22 January 2019, 12.30pm – Ipswich
The Chair reported that this would be Mr Seaman’s last meeting and thanked him on behalf of the Committee for his considerable contribution to the Joint Museums Service.