Agenda and minutes

Bursledon Windmill Joint Management Committee - Wednesday, 18 May 2011 11:30 am

Venue: Conference Room 3, 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 2011-2012 the Chairman will be appointed from the County Council members of the Committee.)

Minutes:

RESOLVED –

 

That County Councillor Broadhurst be appointed Chairman of the Committee for the year 2011-12.

2.

Appointment of Vice-Chairman

(NOTE: The Vice-Chairmanship alternates annually between the two authorities.  For the year 2011-2012 the Vice-Chairman will be appointed from the Borough Council members of the Committee.)

 

 

Minutes:

RESOLVED –

 

That Councillor Craig be appointed Vice-Chair of the Committee for the year 2011-12.

3.

Minutes pdf icon PDF 21 KB

Minutes:

The Minutes of the meeting held on 2 February 2011 were agreed as a correct record, subject to the reference to the Visitor Services Manager in the first paragraph of Minute 4 being amended to read Acting Site Manager.

 

Further to Item 3 (2011-12 Transition Year), an amended budget was tabled by the Head of Community Museums, as requested by the Committee under resolution (2).  Members noted that the Borough’s costs of servicing the Committee had been included, bringing the total contributions for 2011-12 to £34,713 (38%) for the Borough and £91,292 (62%) for the County, based on the new accounting methodology.

 

It was noted that essential maintenance costs for Quarters 2-4 in 2011-12 were higher as the windshaft required extensive repair during 2011-12.  The Chairman stressed the need to carry out the repairs this year before further deterioration took place and a new shaft might be needed.  The last time substantial repairs had been carried out was in 2005 when the windmill had been repainted.

4.

Curator's Report pdf icon PDF 22 KB

Minutes:

The Acting Site Manager introduced a report detailing events and activities at the Windmill between January and April 2011.

 

Visitor figures for January and February showed an increase on the previous year, largely due to family craft activities at half term and the Creatures Great and Small exhibition.  Little interest from schools and groups at this time of year enabled staff to set up and man the exhibition as well as milling and other tasks.

 

A major maintenance visit took place on 20 April, when the deterioration in the windshaft had been discovered.  Repairs were made to the lower sections of the sails in early March by the Museums Service conservation team.  Further repairs were to be undertaken during May.  Other Health and Safety procedures had been carried out and several members of the team had attended the familiarisation training course.

 

In February, the Windmill hosted the touring version of the Creatures Great and Small exhibition produced by the Learning and Access Team.  This proved very popular, attracting 133 visitors to the site, with another 53 attending the related activity.

 

The Learning and Access Team would be building on the success of last year’s Science Links in Museum Education sessions and offering up to 8 sessions making use of the Windmill’s outdoor space to support learning about natural science.

 

Schools and cub/scout groups continued to book sessions at the Windmill.  A pre-visit was usually undertaken and sessions then tailored to specific groups.

 

In preparation for the new management arrangements, a training plan had been produced to support the hand over of the operation of the Windmill on 1 July 2011.  The training would take place over a number of weeks and would include staff from different areas of the Museums Service.

 

Milling had taken place in February 2011, producing 25kg of flour.  Public sales of flour, either on site or at fairs, provided the greater profit due to the higher profit margin.  Public sales for the first three months of 2011 were greater than those for 2010.

 

It was AGREED that the report be noted.

5.

Updated Service Plan 2011/12 pdf icon PDF 28 KB

Minutes:

The Head of Community Museums presented the updated Service Plan 2011-12 for the Windmill.  The Service Plan supported both authorities’ corporate priorities and a proposed budget figure, lead officer and target was provided for each key activity.  The Plan was a working document and was subject to continuous updating. 

 

The Committee agreed that income generation was important and the Head of Community Museums advised that a new chip and pin wireless facility would soon be available, which would enable the culture-all passport to be purchased at the Windmill in future.  In addition, a mini passport, valid for 31 days, was to be produced.

 

Members welcomed the partnership working with Manor Farm and the range of other activities contained within the Plan.  

 

It was AGREED that the updated Service Plan 2011-12 be noted.

6.

Verbal Update on Phase 2 Museums & Arts Restructure

Minutes:

The Head of Museums provided a verbal update on Phase 2 of the County Museums and Arts restructure, which would take the 2011-12 service plan into the future, whilst addressing the 16% reduction required by the County Council in the 2012-13 budget. 

 

The Executive Member for Culture and Recreation had approved a report on 8 March 2011 to start Phase 2 of the Review and provide headlines and principles to take forward.  Phase 2 would include: widening participation, by engaging a range of users and deepening the range; partnership working; a more integrated approach to the running, presentation and marketing of the Arts and Museums portfolio; a strategic approach to collections and provision; optimising income generation and external funding, by seeking opportunities for sponsorship and applying for Heritage Lottery and Renaissance Arts Council funding. 

 

Other factors for consideration included budget challenges; Bursledon Windmill community partnership activities and the pre-application made by the County Council and partners to the Heritage Lottery Fund for the River Hamble project.  This would include Manor Farm, Bursledon Windmill and Bursledon Brickworks in a range of community engagement activities.

 

With regard to timing, a further report to the Executive Member was to be made in July 2011, which would seek approval to explore options in detail with stakeholders.

 

As part of the proposed integration of Arts and Museums, the Head of Museums reported that she had been speaking separately with the Area Co-ordinators for Eastleigh Local Area Committee and Bursledon, Hamble-le-Rice and Hound Local Area Committee, regarding Eastleigh Museum and Bursledon Windmill respectively, and also with the Head of Arts.  However, it would be more useful if a joint meeting could be arranged with these officers, County officers and with members of the JMCs to investigate future partnership working.  It was suggested that a date in July or early September be agreed to discuss opportunities for a more broader delivery of the service. 

 

In addition, reference was made to Bursledon Parish Council’s interest in the Windmill.  The Head of Museums confirmed that a community partnership meeting was to take place on 27 May at Pilands Wood Community Centre at 5pm, to which Parish Council representatives had been invited.  The Chairman of the JMC was invited to chair the meeting, which he duly accepted.

 

It was AGREED –

 

(1)  That the verbal report be noted; and

 

(2)  That the Head of Museums liaise with the Democratic Services Officer with a view to arranging a joint meeting between Borough and County officers and JMC members in July or early September.

7.

Date and Venue of Next Meeting

Minutes:

It was agreed that the next meeting would take place on 12 October 2011 at 11.30 am, at the Civic Offices, Eastleigh Borough Council.