Agenda and minutes

Eastleigh Museum Joint Management Committee
Tuesday, 5 July 2016 12:00 pm

Venue: Bursledon Windmill, Windmill Lane, Bursledon SO31 8BG

Contact: Amy Thorne, Democratic Services Officer Tel: 023 8068 8361; Email:  amy.thorne@eastleigh.gov.uk 

Items
No. Item

1.

Appointment of Chairman

Minutes:

The Chairmanship of the Joint Management Committee alternates annually between the two authorities. For the year 2016/17 the Chairman needed to be appointed from the County Council Members of the Committee.

 

RESOLVED –

 

That Councillor Grajewski be appointed Chair of the Joint Management Committee for the 2016/17 municipal year.

2.

Appointment of Vice Chairman

Minutes:

The Vice-Chairmanship alternates annually between the two authorities. For the year 2016/17 the Vice-Chairman should be appointed from the Borough Council Members of the Committee.

 

RESOLVED –

 

That Councillor Irish be appointed Vice-Chair of the Joint Management Committee for the 2016/17 municipal year.

3.

Minutes pdf icon PDF 84 KB

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 23 February 2016 were agreed as a correct record.

4.

Curator's Report DOCX 1 MB

Minutes:

The Management Committee was advised that the Curator, Erica Monro, left the Hampshire Cultural Trust for a new position at the end of March. The role had been covered in the interim by Christine Taylor, Curator of Natural Sciences. Cerian Trevan had now been appointed and was introduced to the Committee. She started her new role with the Hampshire Cultural Trust on 20 June and was introduced to One Community staff on 21 June.

 

Work had been carried out to smarten up the exterior of the building by painting it cream and the pillars and features purple this was also to make it more prominent. The roundel featuring William Booth, the founder of the Salvation Army, which provided a link to the building’s former use, had also been repainted. The Collections team provided a training course for the volunteers on cleaning the collections on open display. Following on from this the volunteers had done an excellent job of cleaning the main areas of display. Chairs that were no longer required by the museum along with other materials that had been left in cupboards and no longer needed had been taken to Chilcomb House for disposal.

 

Visitor figures were up at the beginning of the year and slightly down in April and May. The ‘Our Town’ exhibition of historic photographs had been very well received locally and it was hoped that Royal Blood and the activities planned to accompany it would help increase visitor numbers.

 

It was reported that several special temporary exhibitions and related events had taken place including Artwork by Mouth and Foot Painters (26 March to 28 May) and Our Town – Historic Photographs of Eastleigh (11 June to 23 July). The Royal Blood: Heads and Tails Exhibition was also due to take place from 30 July – 26 September. The Royal Blood exhibition was written by the Curator of Hampshire Archaeology and would explore Hampshire’s links to the birth of kingship and its connection with the history of monarchy ever since. In Eastleigh the exhibition would explore the relevance of the subject to its own location by focusing on the Victorian era. 2017 would mark the 200th anniversary of Jane Austen’s death. Hampshire Cultural Trust was working with Jane Austen’s House Museum as well as many other partners across the county to celebrate Jane’s creativity and talent.

 

There were 2 school workshops in the museum for Nightingale Primary, Year 3, doing Our Town in the Past (2 classes, 55 pupils). Bookings were in place for June and July as well. The school numbers for the whole financial year 15/16 were 20 sessions, 579 pupils, which was the same as previous years despite changes to the curriculum. The CELO attended the Hampshire Primary History Teachers’ Conferences in March, leading workshops for 68 teachers on working with artefacts, and promoting the schools service. In line with the Venue Plan aim of widening participation, a programme of activities for a range of audiences was offered over the period February to June. The CELO, Janet Wildman retired from the Hampshire Cultural Trust at the end of April. Elements of her post had been taken on by Rebecca Parrant, Cultural Engagement Manager for Schools

 

A new edition of What’s On covering the period May to August and featuring Eastleigh Museum was delivered at the beginning of April. 12,500 copies were printed and it was now in circulation. The e-newsletter Museums Monthly, featuring exhibitions and events from Eastleigh Museum, had over 2,500 subscribers. Postcodes were now routinely collected from visitors these were profiled annually using Mosaic software and provide ongoing information  ...  view the full minutes text for item 4.

5.

Finance Report DOCX 23 KB

Additional documents:

Minutes:

In accordance with the agreement between Hampshire County Council and Eastleigh Borough Council, the net cost of running the Museum was to be shared between the partner authorities.   The report provided an update on the budget for 2015/16 and 2016/17 (Appendix 1) and the committee were asked to note the contents of the update, approve the budget for 2016/17 and make a decision whether to take up BDO’s offer of a limited financial review. 

 

The 2015/16 budget for Eastleigh Museum provided in Appendix 1 to the report reflected proposed partner contributions as follows:

 

·         Venue Management – salaries and costs;

·         Public Programmes (exhibitions);

·         Collections;

·         Better Life Chances; and

·         Business Development.

 

The budget headings reflected the headings in the Venue Plans, making it easier to understand where money was being spent and how Eastleigh Museum directly benefit. The budget had been modelled to include staff increments and the 1% pay award. They also included more accurate projections in relation to VAT costs, the financial activity which would be included in the trading arm and projected income from gift aid (where applicable). In addition, it was intended to report occasionally on external investment secured and/applied for, and in kind support generously received from volunteers, trustees, businesses and other individuals and/or organisations.  It was noted that figures shown for 2016/17 were not end of year figures. 

 

A letter from BDO was attached to the report, which advertised a limited assurance financial review service to the committee.  It was reported that the audits that BDO carried out in the past, for small bodies were no longer necessary.  Members were advised that Hampshire Cultural Trust, as a charitable body, would submit audited accounts for the trust on an annual basis.  It was felt that there was no benefit to the Committee to take up BDO’s offer.  

 

It was AGREED that

 

(1)         the 2015/16 and 2016/17 budget updates be noted;

 

(2)         the 2016/17 budget be approved;

 

(3)         BDO’s offer of financial services be declined.

 

 

 

6.

Date and Venue of Next Meeting

Minutes:

To be arranged and communicated by Democratic Services.