Agenda and minutes

Eastleigh Museum Joint Management Committee - Wednesday, 15 May 2013 11:30 am

Venue: Council Chamber, Civic Offices, Leigh Road, Eastleigh

Contact: Julia Roy, Democratic Services Officer Tel: 023 8068 8133; Email: 

No. Item


Appointment of Chairman

(NOTE: The Chairmanship alternates annually between the two authorities. For the year 2013-14 the Chairman will be appointed from the County Council members of the Committee.)




That County Councillor Davidovitz be appointed Chairman of the Committee for the year 2013-14.


Appointment of Vice-Chairman

(NOTE: The Vice-Chairmanship alternates annually between the two authorities. For the year 2013-14 the Vice-Chairman will be appointed from the Borough Council members of the Committee.)




That Councillor Irish be appointed Vice-Chairman of the Committee for the year 2013-14.


Minutes pdf icon PDF 17 KB


The Minutes of the meeting held on 17 October 2012 were agreed as a correct record.


Curator's Report pdf icon PDF 276 KB


The Area Curator introduced a report detailing activities and events at the Museum between October 2013 and March 2013. 


Although still less than a year since the start of the new operation with One Community, new relationships had been forged and a slightly different character of the service was beginning to be seen.


This was demonstrated in the Cool Britannia project, which had a strong community element, showcasing the art work of young carers from Eastleigh and across Hampshire.  These young people were given the opportunity to work with artists and the time to develop and express their ideas, inspired by the Diamond Jubilee and Olympics of 2012.  The project involved the skills of the Arts and other Teams from the Museums Service, together with the community links brought to the service by One Community. 


This new partnership-driven approach was set to continue with future projects such as Visions of the Past, which would be delivered with Hampshire charity Open Sight.


The Tea Tales exhibition between October 2012 and January 2013 had explored all aspects of tea, as well as showcasing some of the Museums Service’s ceramic collection.


Then and Now used the photographic archives to find pictures of Eastleigh from the Victorian period forwards, and then five staff, volunteers from One Community and two photography students from Eastleigh College took photos of the same places today.  This created a fascinating exhibition of past and present, allowing people to see how the environment had changed and to share memories of the past.


It was advised that the 45th anniversary of the last steam train through Eastleigh would take place in July 2013 and the Curator was given contact details of the Railway Works with a view to organising an event to mark this.


The effects of both the closure in May 2012 and the Saturday closure between May and September were evident in the visitor numbers for the year, but there were some individual months showing very strong numbers, along with a general recovery towards the end of the year.


The Collections Team had been heavily involved in preparing the 2013 Accreditation submission to the Arts Council over the past six months.  This was the subject of a later item on the agenda for this meeting.  A “behind the scenes” day for volunteers at Chilcomb House had been hosted by the Team in the autumn, providing an opportunity to see the full extent of the collections and the great range of activities undertaken.  The biennial collections review had also been undertaken by the Collections Team during the autumn.  The Museum had been reviewed in November, when the condition of the objects and displays were checked and a plan prepared for improvement and general maintenance.  Security and emergency conservation coverage had also been reviewed.


Community Engagement and Learning (CEL) officers had attended the Primary History Teachers’ Conference and Outdoor Learning Conference to liaise with and promote the offer to teachers.  Over the six month period under discussion, the CEL Team had worked with 10 school groups in the Museum, totalling 290 pupils.  Feedback from participating schools had been very positive.


Other CEL work, in line with the Service Plan aim of widening participation, included a diverse programme of activities such as the Easter holiday self-led offer, Museum Explorers, a box of newly devised family games to interact with the displays.  Work had also commenced with the Local History Society and Forum, the Eastleigh Family History Group and a group of One Community volunteers to put together the elements of the upcoming Meet the Victorians exhibition.  The Strategic Manager, Visitor Services  ...  view the full minutes text for item 4.


Financial Report and Proposed Revenue Budget 2013-14 pdf icon PDF 14 KB

Additional documents:


The Strategic Manager, Visitor Services tabled a revised report which showed the actual figures for the 2012/13 budget and provided details of the proposed 2013/14 budget. 


Actual figures for 2012/13 budget showed that the budget was on track.  With regard to the 2013/14 budget, the partner contributions remained similar to the previous year and were proposed as £102,953 from Hampshire County Council (including Bursledon Windmill) and £30,000 from Eastleigh Borough Council. 


It was AGREED -


That the proposed 2013/14 budget be approved and the constituent authorities notified of their requested contribution.


Joint Management Committee Annual Audit Return pdf icon PDF 10 KB


The Strategic Manager, Visitor Services introduced a report concerning the annual return for the Joint Management Committee. 


An annual return was required by small relevant bodies with an annual turnover of £6.5m or less, summarising their annual activities at the end of each financial year.  The return comprised summary accounting statements for the year, the annual governance statement and the internal auditor’s report.  Once the return had been submitted and approved by external audit, their certificate and opinion was also included.


The Audit Commission had completed their audit of the annual return for the year ended 31 March 2012 and it was their opinion that the information contained in the annual return was in accordance with proper practices and that no matters had come to their attention giving cause for concern that relevant legislation and regulatory requirements had not been met.


BDO LLP had been appointed by the Audit Commission to audit the annual return of the JMC for five years from 2012/13, and BDO LLP’s performance would be monitored by the Audit Commission.


It was AGREED -


(1)  That the report be noted;


(2)  That the accounting statement and governance statement for 2011/12 be signed by the Chairman and the Clerk to the Committee.


Joint Management Agreement


The Area Co-ordinator advised the Committee that the Agreement between the County and Borough Councils for the management of the Museum had now expired. A draft updating the Agreement had been drawn up, on which officers were currently working.


It was AGREED -


That officers from both authorities continue working on the updated Agreement, liaising with Members by e-mail.


Museums Accreditation 2013 pdf icon PDF 15 KB


The Visitor Services Manager introduced a report of the County Collections Team Manager which informed the Committee that the County Arts and Museums Service had submitted a Museum Accreditation Return for Eastleigh Museum (Acc No 1176) on 26 April 2013.  The report also summarised the aims and benefits of the scheme to the site and outlined the progress made.


Accreditation was the UK standard for museums and galleries and was managed by the Arts Council in England.  It defined god practice and identified agreed standards, thereby encouraging development. 


In order to meet the Accreditation Standard, the Accreditation Panel required evidence on organisational health, collections and users and their experiences for each museum.


Further details could be provided in a presentation by the Collections Team Manager at the next meeting of the Committee, should Members consider this appropriate.


It was AGREED -


(1)  That the information provided on the Arts Council Museums Accreditation Scheme, the aims and benefits of the Scheme and the submission of the Accreditation Return for Eastleigh Museum be noted; and


(2)  That a presentation on the Scheme be provided by the Collections Team Manager at the next meeting of the Committee.


Date and Venue of Next Meeting


It was agreed that the next meeting would be held on 9 October 2013 at 11.30 am at the Civic Offices. 


The Bursledon Windmill JMC will take place at 9.30 am on 9 October and, to enable members of both JMCs to attend the presentations agreed at this meeting, the presentations will take place between the two meetings, at approximately 10.45 am.