Agenda and minutes

Bursledon Windmill Joint Management Committee - Wednesday, 15 October 2008 3:00 pm

Venue: Conference Room 2, Civic Offices, Leigh Road, Eastleigh

Contact: Julia Roy, Democratic Services Officer Tel: 023 8068 8133; Email:  julia.roy@eastleigh.gov.uk 

Items
No. Item

1.

Appointment of Chairman

(NOTE: The Chairmanship alternates annually between the two authorities.  For the year 2008-09 the Chairman will be appointed from the Borough Council members of the Committee.)

 

Minutes:

RESOLVED –

 

That Councillor Millar be appointed Chairman of the Committee for the year 2008/09.

2.

Appointment of Vice-Chairman

(NOTE: The Vice-Chairmanship alternates annually between the two authorities.  For the year 2008-09 the Vice-Chairman will be appointed from the County Council members of the Committee.)

 

Minutes:

RESOLVED –

 

That County Councillor Broadhurst be appointed Vice-Chairman of the Committee for the year 2008/09.

3.

Minutes pdf icon PDF 12 KB

To consider the Minutes of the meeting held on 9 April 2008.

Minutes:

The Minutes of the meeting held on 9 April 2008 were agreed as a correct record.

 

Matters Arising

 

Future Marketing of Flour:  The Visitor Services Manager (VSM) reported that she had contacted Tesco, but that the Windmill would not be able to produce the quantity required.  She was also in touch with Winchester City Mill and with the mill at the Weald and Downland Open Air Museum at Singleton.  Local farm shops would also be contacted. 

 

The Committee considered that the sale of flour through specialist shops should be investigated further.  In addition, it was considered that the Windmill brand would be a valuable asset for Tesco and the Chairman confirmed that he would visit the store to discuss this further.  The VSM confirmed that the Senior Education Officer was also following up a possible liaison with Tesco regarding school visits.  A class had visited the bakery at Tesco and then visited the Windmill; this could be offered in the future to schools on a regular basis.

4.

Bursledon Windmill Report pdf icon PDF 259 KB

Minutes:

The Visitor Services Manager introduced a report detailing activities and events at the Windmill between April and September 2008.

 

On 29 June, 113 people attended the National Insect Week Pond Lab event, run by the natural sciences section of the Museums Service.  Funding for the event also enabled a permanent pond interpretation board to be provided at the site, a photograph of which was provided.

 

Two events were being organised for the Big Draw event in October; Willow Wands and Baskets Day on 5 October and The Big Draw comes to Bursledon Windmill on 28 and 29 October, during half term. 

 

The holiday activity sessions for children and families had been very successful, with 135 children and 115 adults taking part in 16 sessions run over the Easter and summer holidays.  One session was filmed by Meridian and shown the following evening on the local news section.  Enquiries for these sessions had been successfully handled by the new system using the contact centre.  It was also reported that the Windmill had been advertised on Radio Hampshire, with free tickets being given as prizes.  Also, a stall had been staffed on one day of the New Forest Show.

 

The Senior Education Officer was assisting in planning multi-tasked educational visits and family site discovery/activity sheets and some teachers had expressed an interest in trialling some of these sessions.

 

The number of visitors overall to the Windmill was steady, with 641 visiting in August.  Group visits to the site included parties from Southampton University, Monks Brook U3A and the Lee-on-the-Solent Art Group.  Three school visits had also been made.

 

Approximately 1,156 kg of grain had been milled between April and September and 802.5 kg of flour sold.  73.5% of flour was sold at the Windmill, 17% at Pickwells Farm Shop, 5% at Eastleigh Museum and 4.5% at Rockbourne Roman Villa.  A small local firm just starting up called Doughtastic was also interested in using the flour and in holding events in conjunction with the Windmill.  In addition, discussion was taking place with Manor Farm with a view to working together in the future. 

 

With regard to the site, it was reported that two coffee machines had been trialled by staff, and the Committee asked that the provision of Fairtrade coffee be considered should a machine be leased for the site.  Also, a new sign for the entrance to the Windmill had been received, a photograph of which was provided.

 

The Committee welcomed the report and members were pleased to see the encouraging visitor figures, particularly the increasing number of children visiting the site.

 

It was AGREED that the report be noted.

5.

Revenue Budget Estimate 2009-10 pdf icon PDF 17 KB

Minutes:

The Head of Operations, County Museums and Archives Service, introduced a report concerning the revenue budget for the Windmill for the current year and the forward estimate for 2009-10.

 

At its meeting on 14 November 2008, the Committee had recommended to Bursledon, Hamble-le-Rice and Hound Local Area Committee a cash limit for 2008-09 of £68,600 (a contribution of £34,000 from both the County Council and the Borough Council).  At a subsequent meeting of the Local Area Committee (LAC), it had been decided that the Borough Council’s contribution would be £30,686.  Bursledon Parish Council had been approached to make up the shortfall of £3,614, and this had subsequently been agreed.  Monitoring of the current year’s budget indicated that it would be possible to manage within the agreed cash limit.

 

The estimate for the 2009-10 budget was £67,000 (£33,500 per authority), a decrease of £1,600 on the current year.  This was largely due to reduced staff costs, arising out of the staffing restructure and the retirement of the curator.  The budget took account of the anticipated 2.5% increase for inflation on salaries and 2.5% on other costs.  Further plans for restructuring the staffing at the Windmill were being considered, which it was hoped would provide further savings whilst improving flexibility.  The proposals would be put before the Committee in the new year. 

 

During discussion of the report, it was confirmed that the LAC would consider the revenue budget estimate at its meeting on 27 November. 

 

It was AGREED –

 

(1)  That the budget to maintain the current levels of service be noted; and

 

(2)  That the revenue budget estimate be recommended to Bursledon,  Hamble-le-Rice and Hound Local Area Committee.

6.

Date and Venue of Next Meeting

Minutes:

It was agreed that the next meeting would be held on Wednesday 22 April 2009 at 3pm at the Civic Offices.