Agenda and minutes

Colchester & Ipswich Joint Museums Committee - Tuesday 18th June 2019 12.30 pm

Venue: Gipping Room, Grafton House, Ipswich

Contact: Linda Slowgrove  01473 432511

Items
No. Item

1.

Election of Chair

Minutes:

Resolved:

 

that, on the proposal of Councillor Smart and seconded by Councillor Oxford, Councillor Jones was appointed as Chair for the 2019/20 municipal year.

2.

Appointment of Vice-Chair

Minutes:

Resolved:

 

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.

3.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor Young.

4.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 86 KB

To consider the Minutes of the meeting held on 22 January 2019.

Minutes:

Resolved:

 

that the Minutes of the meeting held on 22 January 2019 be signed as a true record.

5.

To Confirm or Vary the Order of Business

Minutes:

Resolved:

 

that the Order of Business be confirmed as printed on the Agenda.

6.

Declarations of Interest

Minutes:

There were no declarations of interest.

7.

JMS/19/01 Performance Update pdf icon PDF 129 KB

The Committee is asked to note the performance of the Colchester and Ipswich Museum Service for the period April 2018 to March 2019.

Minutes:

7.1.       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 exhibition. 

7.2.       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.

7.3.       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.

7.4.       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 benefits.

7.5.       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 offered.

7.6.       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 Service.

7.7.       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 reports.

7.8.       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 reports.

7.9.       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 meeting.

7.10.    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 venues.
 

7.11.    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.

8.

JMS/19/02 Budget Update for the Colchester & Ipswich Museum Service pdf icon PDF 72 KB

The Committee is asked to note the brief update on the provisional out-turn position for 2018/19.

Minutes:

Resolved:

 

that the Budget Update, including the provisional outturn position for 2018/19, be noted.

9.

JMS/19/03 Annual Governance Statement and Internal Audit Report 2018/19 pdf icon PDF 67 KB

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.

Additional documents:

Minutes:

9.1.       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.

9.2.       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.

9.3.       Councillor Jones congratulated Officers on this achievement.

Resolved:

 

(i)           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.

10.

JMS/19/04 Risk Management Process pdf icon PDF 58 KB

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.

Additional documents:

Minutes:

10.1.    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.

10.2.    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.

10.3.    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.

Resolved:

 

(i)           that the Risk Management Strategy for 2019/20 be endorsed;

(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.

11.

Dates of Future Meetings

To note the dates of future meetings as follows:

·                Tuesday 21 January 2020, 12.30pm - Colchester

Minutes:

Resolved:

 

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.