Agenda and minutes

Contact: Committee Administration - 01905 722027, 722006, 722085 

Items
No. Item

47.

Appointment of Substitutes

To receive details of any Members appointed to attend the meeting instead of a Member of the Committee.

 

Minutes:

None.

48.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

49.

Public Participation

Up to a total of fifteen minutes can be allowed, each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any item on the Agenda or within the remit of the Committee.

 

Minutes:

None.

50.

Minutes pdf icon PDF 69 KB

Of the meeting held on 22nd November 2019 to be approved and signed.

 

Minutes:

RESOLVED: That the minutes of the meeting held on 22nd November 2019 be approved as a correct record and signed by the Chairman.

51.

Worcestershire County Museum Review and Development pdf icon PDF 103 KB

1.      That the Joint Museums Committee note the information regarding the agreements with partners at Hartlebury Castle;

 

2.      The proposed scheme of delegation for fee-setting be approved to enable Hartlebury Castle Preservation Trust to manage a period of commercial transformation; and

3.      That strategic priorities for Museums Worcestershire regarding the County Museum at Hartlebury Castle be discussed in a subsequent members’ workshop.

 

Minutes:

The Joint Committee considered a report on the Worcestershire County Museum Review and Development.

 

The Museums Manager presented the report and provided the Joint Committee with some background to the item.

 

Hartlebury Castle Preservation Trust (HCPT) was formed to save the castle from potential loss of public access, and following a successful application to the Heritage Lottery Fund (HLF) and many other funders, purchased Hartlebury Castle and its surrounding land in March 2015.  Their main project funding from the HLF ends in 2020-21, although their agreement to maintain the site for public interest continues until 2095.

 

The budgets set by Worcestershire County Council (WCC) to run the County Museum are in two parts, those overseen by the Joint Museums Committee and reported quarterly and those retained within Worcestershire County Council’s departmental budgets (figures highlighted in paragraph 2.7 of report).  In addition WCC Cabinet committed in June 2017 to further support HCPT with a cashflow loan of up to £250,000, to be repaid in November 2020 following the final funding payment from HLF to HCPT.  The final instalment of this loan will be paid to HCPT in march 2020.

 

A summary of the key upcoming dates were highlighted in paragraph 2.11 of the report.  WCC look to HCPT to maintain and develop Hartlebury Castle as a visitor destination for Worcestershire and have committed to supporting HCPT to grow in success.  HCPT have recently appointed a Commercial Director who is tasked with moving the site on form its initial project phase to become a successful and sustainable destination.

 

The newly appointed Commercial Director, Steve Bagnall was introduced to the Joint Museums Committee and he presented Members with HCPT’s plans for the future. Mr Bagnall responded to questions from the Joint Committee Members.  The Joint Museums Committee were being asked to consider gift aid and enhanced membership offers covered in paragraph 3.2 of the report.

 

The preferred option was set out in paragraphs 3.1-3.2 of the report and it was agreed that the recommendation at 1.2 of the report be amended to add in the decisions outlined in paragraph 3.2 to be delegated to the County Council’s Assistant Director – Communities in consultation with the Cabinet Member with Responsibility for Communities.

 

RESOLVED: That the Joint Committee:

 

1.   note the information regarding the agreements with partners  at Hartlebury Castle;

 

2.   approve the proposed scheme of delegation for fee-setting to enable Hartlebury Castle Preservation Trust to manage a period of commercial transformation and delegate to the County Council’s Assistant Director – Communities in consultation with the Cabinet Member with Responsibility for Communities to approve admission charges set specifically to meet Gift Aid requirements; and add-ons to admission charges to build membership and friends schemes; and

3.   agree that strategic priorities for Museums Worcestershire regarding the County Museum at Hartlebury Castle be discussed in a subsequent members’ workshop.

 

52.

Quarter 3 Performance Report 2019-2020 pdf icon PDF 95 KB

The Museums Manager recommends that the performance information provided for the 3rd quarter 2019-20 be noted.

 

Additional documents:

Minutes:

The Joint Committee considered a report on the performance information for the 3rd Quarter ended 31st December 2019.  The service plan and summary of performance indicators was attached as appendix 1 to the report, this also incorporated information giving a long-term view of performance at Hartlebury Castle alongside some wider national context.

 

The annual service plan for 2019-20 was approved by the Joint Museums Committee at the March 2019 meeting.  Appendix 2 attached to the report noted progress against targets in Quarter 3, and those still upcoming.  Targets achieved in Quarters 1 and 2 and reviewed at previous meetings have been removed for clarity.

 

The Museums Marketing and Events Manager in presenting the report drew the Committee’s attention to paragraph 3.1 of the report which highlighted some of the key points in the 3rd quarter of 2019-20.

 

The Museums Manager and the Museums Marketing and Events Manager responded to questions relating to the performance indicators and the service plan from the Joint Committee Members.

 

RESOLVED: That the performance information provided for the 3rd quarter of 2019-20 be noted.

53.

Museums Worcestershire Service Plan 2020-2021 pdf icon PDF 111 KB

That the Joint Committee approve the service work plan for 2020-21.

 

 

Additional documents:

Minutes:

 

The Joint Committee considered the Museums Worcestershire Service Plan 2020-21.  The proposed 2019-20 plan was attached as appendix 1 to the report.

 

The Joint Museums Committee were required to approve an annual service work plan under the terms of the Joint Museums Agreement.

 

The plan provided a detailed work programme for the forthcoming financial year based on the overall direction and strategic objectives within the strategic plan agreed in June 2019.  These were highlighted at paragraph 2.2 of the report.

 

Progress reports are provided to members on a quarterly basis, monitoring the PIs adopted by the Committee on 23rd March 2018. And progress against the service plan.  The plan is also supported internally through both local authority partner systems with staff work plans and performance monitoring and reporting.

 

The Museums Manager responded to questions from the Joint Committee Members.  During discussions it was agreed to add the following to the plan:

 

Key target 1 - 1621 Charter celebrations (400th anniversary 2021)

Key target 6 – continue to review Museums Worcestershire governance options alongside future museum planning.

 

RESOLVED: That the Joint Committee approve the service work plan for 2020-21.

54.

Quarter 3 Finance Report 2019-2020 pdf icon PDF 99 KB

That the Joint Committee reviews the financial monitoring details including budget variances for the 3rd quarter ended 31st December 2019.

 

 

Minutes:

The joint Committee considered the financial monitoring details, including budget variances for the 3rd Quarter ended 31st December 2019.

 

The Finance Service representative presented the report.  The Joint Committee were informed that the forecast year end position at Quarter 3 was to achieve a £4k surplus which is a slight reduction on the Quarter 2 forecast.

 

An explanation of the major variances were provided at paragraph 3.6 of the report.

 

RESOLVED: That the financial monitoring details, including budget variances for the 3rd quarter end 31st December 2019 be noted.

55.

Joint Museums Committee Work Programme pdf icon PDF 84 KB

The Joint Committee is asked to note its future work programme and consider whether there are any matters it would wish to be incorporated.

 

Minutes:

The Joint Committee considered its future work programme and concluded there were no additional items to be incorporated at the present time.

 

RESOLVED: That the Joint Committee note the work programme.

56.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

 

Minutes:

Business Continuity and the Coronavirus

 

The Museums Manager updated Members on the current Museums Worcestershire operations and the coronavirus.

 

Members were informed that at the present time normal offers were being made available to visitors for all 3 sites.  It was reported that staff were working within Public Health guidelines and events would be monitored closely.  It was not felt appropriate to cancel events at this time.

 

HR policies providing guidance to staff who were self isolating to be available soon, although it was noted that City and County payments differ.

 

Reference was made to the two independent cafes within the museums and the effect potential closure would have on their businesses and what assistance could be provided.

57.

Item Involving the Disclosure of Exempt Information

The Committee are invited to pass the following resolution:-

 

That under Section 100A(4), the press and public be excluded from the meeting for the following item of business on the grounds that they involve the likely disclosure of information defined in Schedule 12A of the said Act.

Minutes:

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

58.

Minutes (Exempt)

Of the meeting held on 22nd November 2019 (exempt item) to be approved and signed.

Minutes:

RESOLVED: That the minutes (exempt item) of the meeting held on 22nd November 2019 be approved and signed by the Chairman.