Venue: Gipping Room, Grafton House, Ipswich
Contact: Linda Slowgrove 01473 432511
Election of Chair
that, on the proposal of Councillor Smart and seconded by Councillor Oxford, Councillor Jones was appointed as Chair for the 2019/20 municipal year.
Appointment of Vice-Chair
that, on the proposal of Councillor Jones and seconded by Councillor Oxford, Councillor Young was appointed as Vice-Chair for the 2019/20 municipal year.
Apologies for Absence
Apologies for absence were received from Councillor Young.
To consider the Minutes of the meeting held on 22 January 2019.
that the Minutes of the meeting held on 22 January 2019 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 April 2018 to March 2019.
Mr Hargrave (Colchester and Ipswich Museum Service Manager)
highlighted the successful Stage 1 National Lottery Heritage Fund
bid for the redevelopment of Ipswich Museum and the record number
of visitors to Christchurch Mansion for the Kiss and Tell
Councillor Jones asked how ‘local visitors’ was defined
within the audience evaluation of the Kiss and Tell
exhibition. Mr Steward reported that
this would be visitors from within the Borough.
Councillor Jones asked, in respect of community engagement, if it
would be possible to produce a list of the organisations that the
Joint Museum Service had worked with over the last year and the
number of people involved in these activities, as this information
could help to identify crossover opportunities.
Mr Steward commented that the community activities were focused on
social impact; whilst the number of people engaged was low, the
impact could be quite significant in terms of wellbeing
Councillor Jones asked whether the ‘relaxed’ openings
were also suitable for people with dementia. Mr Hargrave commented these sessions were not
advertised as being specifically for people with autism and were
open to all people, with a quieter environment being
Councillor Jones asked about the target audience for the Lampedusa
Cross loan to Ipswich, as it was important for non-refugees to
understand the story behind this exhibit and what it
represented. Mr Hargrave suggested that
this matter be discussed with the Portfolio Holders for the Joint
Councillor Jones asked whether there was any performance
information held in relation to volunteers, e.g. numbers involved,
targets, as they were an important part of the Museums Service. Mr
Hargrave commented that this could be included in future
Councillor Jones also asked whether any information was available
on the Friends Groups. Mr Steward
highlighted the support and generosity of the Friends Groups,
especially in relation to acquisitions and conservation
work. Ms Breadman (Assistant Director
for Communities, Colchester) commented that an annual summary of
their activities and contributions could be included in future
Ms Breadman confirmed that the increase in retail income at the
Natural History Museum was primarily due to the recent review of
its retail offer. Councillor Jones
asked whether there was any benchmark information available in
relation to retail performance. Mr Hargrave added that it was
difficult to compare ‘like for like’ as the retail
offer at some museums included café facilities. Ms Breadman
proposed that a retail offer update be presented at the next
Councillor Jones requested that the Ipswich Museum and Ipswich Art
Gallery figures be separated out in all of the performance
information in light of the different offers of the two
Councillor Smart asked whether it would be possible to separate the
previous years’ figures for the 2 venues. Mr Steward commented that this could be done, but
there would not be separate target figures.
7.12. Mr Steward reported that the Ipswich Art Gallery would be closed for planned works to ... view the full minutes text for item 7.
The Committee is asked to note the brief update on the provisional out-turn position for 2018/19.
that the Budget Update, including the provisional outturn position for 2018/19, 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 2018/19.
Ms McGrath (Corporate Governance Manager, Colchester) reported that
the Annual Governance Review of the Colchester and Ipswich Museum
Service had highlighted no significant areas of concern.
Ms McGrath reported that the Internal Audit of the Colchester and
Ipswich Museum Service had only raised one level 3 recommendation
relating to the sign-off of refunds, and a Full Assurance rating
was achieved for the first time. Ms
McGrath added that there had been no issues raised by Councillors,
Senior Officers or the public during the year.
Councillor Jones congratulated Officers on this
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 2018/19 be noted.
The Committee is asked to endorse the Risk Management Strategy for 2019/20 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, aside from minor changes relating to job
titles, was considered to still be appropriate for the Colchester
and Ipswich Museum Service.
With regard to the Strategic Risk Register, Ms McGrath commented
that the Committee might wish to consider whether the delivery of
the Ipswich Museum Project be added as a strategic
risk. Mr Fairclough (Head of Culture
& Environment, Ipswich) highlighted that the Ipswich Museum
Project was not yet in the delivery phase and was therefore not
currently a risk to the Service, but this risk might need to be
added to the Strategic Risk Register in the future.
Councillor Smart highlighted that the probability representing
‘Very High’ in the Impact Table should be
‘>75%’. Councillor Smart asked
whether the monetary values of the impact categories were reviewed
periodically and how would this be done. Ms McGrath commented that these values would be
looked at in terms of the overall budget of the Service.
that the Risk Management Strategy for 2019/20 be
(ii) that the Strategic Risk Register for the Colchester and Ipswich Museum Service remain unchanged aside from the correction of the error in the Impact Table relating to the ‘Very High’ probability.
Dates of Future Meetings
To note the dates of future meetings as follows:
· Tuesday 21 January 2020, 12.30pm - Colchester
that the dates of future meetings for 2019/20 be confirmed as:
· Tuesday 21 January 2019, 12.30pm – Colchester
Mr Hargrave commented that this would be Mr Hodgson’s last meeting. On behalf of the Committee, the Chair thanked Mr Hodgson for his contribution to the Joint Museum Service over many years.