Agenda and minutes

Bursledon Windmill Joint Management Committee - Wednesday, 14 October 2009 3:00 pm

Venue: Conference Room 2, 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 2009-10 the Chairman will be appointed from the County Council members of the Committee.)






That Councillor Broadhurst be appointed as Chairman of the Committee for the year 2009-10.


Appointment of Vice-Chairman

(NOTE: The Vice-Chairmanship alternates annually between the two authorities.  For the year 2009-10 the Vice-Chairman will be appointed from the Borough Council members of the Committee.)






That the appointment of Vice-Chairman for the year 2009-10 be deferred to the next meeting.


Minutes pdf icon PDF 10 KB


The Minutes of the meeting held on 22 April 2009 were agreed as a correct record.


Acting Site Manager's Report pdf icon PDF 20 KB


The Acting Site Manager introduced a report detailing activities and events at the Windmill site between April and October 2009.


A different activity had been held every week of the school holidays throughout the year.  These were family friendly and mainly bookable at £2.50 per child, with the Big Draw and Christmas and New Year events free.  Activities had included Dough Monsters, Mosaic Windmills, Harry the Harvest Mouse and Gears and Windmills.


Added Value Days had also been offered, usually on a Sunday, when an additional attraction was included in the normal visit to the Windmill.  This attraction was free to those visiting, whether or not they paid for the standard Mill visit.  On 27 October, for example, during half term, two free Spider Sessions would be run at the same time as the Big Draw at the Windmill event.


The Windmill had been represented at the Autumn Pumpkin Festival at the Royal Victoria Country Park on 10 October, attended by 99 people.  The small rotary quern had been trialled at this event, purchased as a piece of equipment to take to such events and easier to work for younger visitors to the mill. 


Booked visits to the Windmill took place on Tuesdays and Wednesdays.  Brownies, Bursledon WI, a local Art Group, and a Camera Club were among the groups visiting during the year.


Two educational sessions had been worked up and trialled as family activities during the summer.  It was expected that these would become part of the educational offer for Reception and Year 1 children, and that more school visits would be made when the package was complete.  The Committee was surprised at the small number of schools visiting the site and asked that encouragement to visit be given to schools.  A further report on educational activity was requested at the next meeting.


Visitor figures for April to September had increased on the previous year, with the exception of June, when an added interest Sunday for National Insect Week had been offered in 2008, but not in 2009.


The Hereward grain from the Leckford Estate had now all been used and the Acting Site Manager was trying to find an alternative supplier.  So far it had only been located in Oxfordshire and the Committee was mindful of the environmental implications of bringing grain from further away, whilst also acknowledging that commercial customers needed to be satisfied.  The Windmill was now supplying 13 branches of the Southern Co-op and other outlets were showing an interest in purchasing flour.


A major maintenance check of the pole end of the windshaft of the Windmill and the sails had been carried out during the year, the results of which had been satisfactory.  This would in future be carried out on an annual basis.  The sail canvases and ropes were also in good condition, following a repair to an accidental tear earlier in the year, which had given the contractor an opportunity to assess these.


It was AGREED that the report be noted.


Revenue Budget Estimate 2010-11 pdf icon PDF 17 KB


The Head of Operations introduced a report of the Head of the County Museums and Archives Service, concerning progress with the current year’s budget and the forward estimate for 2010-11. 


At a meeting on 15 October 2008 the Committee had agreed to recommend a budget of £67,000 per partner for the 2009-10 financial year.  However, at a subsequent meeting, this figure had been increased to £68,200, to take into account a new staffing structure for the Windmill’s revised opening hours.  Monitoring of the budget indicated that it would be possible to manage within this cash limit.


The net estimate for 2010-11 was £66,800, which was a decrease of £1,400 on the 2009-10 estimate.  Each partner would be required to contribute £33,400.  The decrease was largely due to decreased staff costs, although the opportunity to reduce the income target had offset some of this saving.  This was a cash limit and the budget would be managed within this figure, with no further inflation allocation being made during the year. 


It was AGREED –


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


(2)  That the constituent authorities be notified of the required contributions.


Public Access to the Woods


The Area Co-ordinator informed the Committee that the Borough Council’s Countryside Service had previously leased and maintained the woodland to the east of the Windmill site but that, due to a change of policy, this was no longer the case. 


A discussion took place concerning the possible future payment for leasing and managing the site by the Joint Management Committee. 


It was AGREED –


That the Area Co-ordinator be requested to establish the value of the land and bring a report to a team meeting of Bursledon, Hamble-le-Rice and Hound Local Area Committee.



Date and Venue of Next Meeting


It was agreed that the next meeting would take place on Wednesday 7 April 2010, at 2 pm, at Bursledon Windmill.


(Subsequent to the meeting, it was agreed that the next meeting would be held at 10 am on 7 April 2010, at the Windmill.)