Agenda and minutes

Contact: Committee Administration - 01905 722027, 722006, 722085 

Items
No. Item

1.

Appointment of Substitutes

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

 

Minutes:

None.

2.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

3.

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.

4.

Minutes pdf icon PDF 115 KB

Of the meeting held on 19th March 2021 to be approved and signed.

 

Minutes:

RESOLVED: That the minutes of the meeting held on 19th March 2021 b e approved as a correct record and signed by the Chair.

5.

Election of Chairman

To elect a Chairman for the ensuing year.  (The Museums Shared Services Agreement stipulates that the position of Chairman should be alternated between members representing different authorities.  Therefore the Chairman should be a representative of Worcester City Council).

Minutes:

RESOLVED: That Councillor Mrs L. Hodgson be elected as Chair for the ensuing year.

6.

Appointment of Vice-Chairman

To appoint a Vice-Chairman for the ensuing year.  (The Museums Shared Services Agreement stipulates that the position of Vice-Chairman should be alternated between members representing different authorities.  Therefore the Vice-Chairman should be a representative of Worcestershire County Council).

 

Minutes:

RESOLVED: That Councillor Dormer be elected as Vice Chair for the ensuing year.

7.

Museums Worcestershire Annual Review and Performance 2020-21 pdf icon PDF 219 KB

That the Joint Committee:

 

1.      approves the Museums Worcestershire Annual Review for 2020–21; and

 

2.      notes the information provided regarding performance in 2020-21 compared to previous years.

 

Additional documents:

Minutes:

The Joint Committee considered the Museums Worcestershire Annual Review and Performance for 2020-21.

 

The proposed Annual Review for 2020-21, required by the Joint Museums Service Agreement, was attached as Appendix 1 to the report.  This is to be circulated to key partners and stakeholders, as well as publishing on the museum’s services website, it will also be circulated to all City and County Councillors.

 

A summary of annual performance indicators also gave an account of progress in delivering the work programme against service priorities and targets throughout, this was attached as Appendix 2 to the report.  The performance data is used by Museums Worcestershire’s management team to shape the priorities of upcoming work.

 

The additional performance indicators, agreed at the Joint Committee meeting in March 2021, as highlighted in paragraph 3.2 of the report, will be highlighted in the 2021-22 performance reports.

 

The Museums Manager went through each of the appendices with the Joint Committee Members and drew their attention to paragraph 3.3 of the report which highlighted some of the key points on performance for 2020-21.  The Museums Manager responded to questions from Joint Committee Members.

 

The Joint Committee welcomed the annual review and performance and gave thanks to the Museums Manager, staff and volunteers for their hard work during a challenging year.

 

RESOLVED: That the Joint Committee:

 

1.   approve the Museums Worcestershire Annual Review for 2020-21; and

 

2.   note the information provided regarding performance in 2020-21 compared to previous years.

8.

Quarter 4 Finance Report 2020-21 pdf icon PDF 248 KB

That the Joint Committee reviews the financial monitoring details including budget variances for the 4th quarter ended 31st March 2021.

 

 

Minutes:

The Joint Committee considered the financial monitoring details, including budget variances for the 4th Quarter ended 31st March 2021.

 

The Museums Manager presented the report and responded to questions from the Joint Committee Members.

 

RESOLVED: That the Joint Committee note the financial monitoring details, including budget variances for the 4th Quarter ended 31st March 2021.

9.

Covid Recovery pdf icon PDF 239 KB

The Museums Manager recommends that the impact of Covid-19 on the museums be noted and the progress in reopening museums to visitors in person be noted.

 

Minutes:

The Joint Committee considered a report on Covid recovery.

 

At previous meetings the Joint Committee has been informed of the impact of lockdowns one and two and the closure for lockdown three and of the activity undertaken whilst closed.

 

As reported to the Joint Committee in September, Museums Worcestershire has been successful in securing over £160k of emergency and recovery funding for projects that support the arts industry in Worcester, smaller museums and heritage organisations in Worcestershire, volunteers and to pilot new Covid-secure ways for visitors and users to engage with their museums.

 

The Museums Audiences Manager, in presenting the report, stated that it is anticipated that this would be the last report to the Joint Committee.  The situation would be monitored weekly and would consider any adjustments monthly.

 

The Joint Committee were provided with an update since the last report, highlighting the progress on the reopening of museums to visitors in person. The Museums Audiences Manager responded to questions from Joint Committee Members particularly around joint ticketing initiatives.

 

RESOLVED: That the Joint Committee note the impact of Covid-19 on the museums and note the progress in reopening museums to visitors in person.

10.

A Charitable Body to Support Museums pdf icon PDF 217 KB

That the Joint Committee:

 

1.   approve in principle the setup of a charitable body that would support fundraising for the City and County museums; and

 

2.   set aside up to £10,000 from museum general reserves to fund the costs of external expertise required to support the setup process.

 

Minutes:

The Joint Committee considered a report on a Charitable Body to support Museums.  The main advantages of a development trust for museums were highlighted in paragraph 2.2 of the report.

 

Creating such a body is in the Museums Worcestershire Strategic Plan 2019-2024 as a development priority for the service.  Museums Worcestershire currently overseas a charitable trust, the Tickenhill Collection Trust, as part of its management of the Worcestershire County Museum.  The County Council were looking at ways to improve the Charity Commission’s reporting requirements and depending on the outcome it may be most efficient to integrate the two streams of work together.

 

The Museums Manager, in presenting the report, informed the Joint Committee that research has been undertaken into successful models and the CIO, Barnsley Museums and Heritage Trust, which supports Barnsley Metropolitan Borough Council’s museum service is proposed as an effective structure.  The Museums Manager presented more detail about the best practice model supported by a powerpoint presentation. 

 

At its meeting in January 2019, the Joint Museums Committee set aside £2.400 from the museum general reserves to bring in any external legal or financial expertise required to undertake the next stage of work on the Tickenhill Trust.  It was proposed to increase this to £10,000 to encompass all the external advice required for both work strands.

 

The Museums Manager responded to questions from Joint Committee Members on the best practice model who agreed that the proposal was the best way forward. 

 

The increase from £2,400 to £10,000 from the museums general reserves was agreed by the Joint Committee Members to fund the costs of external expertise required to support the setup process.

 

The Museums Manager confirmed that a progress report would come back to the Joint Museums Committee in due course.

 

RESOLVED: That the Joint Committee:

 

1.   approve in principle the setup of a charitable body that would support fundraising for the City and County museums; and

 

2.   agreed to set aside up to £10,000 from museum general reserves to fund the costs of external expertise required to support the setup process.

11.

Joint Museums Committee Work Programme pdf icon PDF 194 KB

That the Joint Committee:

 

1.   note its future work programme and consider whether there are any matters it would wish to be incorporated;

 

2.   review upcoming meeting dates and adjust if required; and

 

3.   consider the best publicly-accessible venues for Joint Museums Committee meetings and the impact on making audio recordings available online.

 

Minutes:

The Joint Committee considered its future work programme as set out in paragraph 3 of the report.

 

The Museums Manager in presenting the report asked the Joint Committee Members to consider a proposed change to two of the meeting dates for 2022, details to be sent for consideration.  Joint Committee Members were also asked to consider the best publicly-accessible venues for future Committee meetings and the impact on making audio recordings available online.

 

The Joint Committee Members agreed to hold all future meetings at the various museum sites with effect from the September meeting, confirmation of the venue for each meeting date to be circulated shortly.  The Museums Manager suggested that when holding the meeting at the Hartlebury Museum a tour could be arranged for Joint Committee Members.

 

At the July 2020 meeting, the Joint Committee agreed to hold a members’ workshop to discuss the future development of the museums sites.  As Covid-recovery progresses, the Museums Manager agreed to circulate suggested dates for the workshop.

 

It was agreed that there were no additional items to be added to the work programme.

 

RESOLVED: That the Joint Committee note the work programme.

12.

Any Other Business

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

 

Minutes:

None.