Agenda and minutes

Bursledon Windmill Joint Management Committee - Wednesday, 17 October 2012 12:30 pm

Venue: Room 4B, 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.

Minutes pdf icon PDF 19 KB

Minutes:

The Minutes of the meeting held on 16 May 2012 were agreed as a correct record.  Parish Councillor McCormick clarified that, of the two Bursledon Parish Council representatives present, only he left at 10.45 am.

2.

Signing of Financial Returns 2011/12 pdf icon PDF 49 KB

Minutes:

The Chairman referred to a letter he had sent to the County Treasurer’s Department following his signing of the Annual Return 2012/13.  The Chairman had been sent the Return to sign, but Section 2 had been incomplete and he had requested confirmation in writing that Section 2, Items 1 to 8 had been amended once returned to the County Treasurer’s Department.

 

No such confirmation had been received, however, although the Chairman advised that he had received a letter during the week prior to this meeting, confirming that the Auditors had accepted the Return.  The Visitor Services Manager confirmed that a letter had been sent, which must have gone astray. 

 

The Chairman was not satisfied with the way in which the signing of the Annual Return had been handled, and asked that the Return be sent to him in good time in future, ideally for signing at a meeting of this Committee. 

3.

Curator's Report pdf icon PDF 225 KB

Minutes:

The Area Curator introduced a report detailing activities and events at the Windmill between June and September 2012. 

 

A significant milestone had been reached on 19 August with The Bursledon Bake Off.  This was the first time since the original restoration of the Windmill that food had been prepared and cooked on the premises and enjoyed by visitors to the site.  The event centred around the traditional, wood-fired pizza oven, built under the supervision of the Visitor Services Assistant.  Responses from visitors were very positive and the Committee congratulated the staff and volunteers who had taken part.

 

The theme of broadening the scope of activities at the site was to be continued on the evening of 6 December with “A Curious Christmas Circus”, an event featuring live circus performers, storytellers and magical characters, led by the Area Manager for South East Hampshire.

 

Visitor figures were lower than previous years, but not unexpected while the Mill was not working and the sails had been removed.  The strong events programme would place the Mill in a good position to return to strong numbers when the repairs were completed after the planned restoration.  The preparation work for the restoration funding bid had been progressing, together with work on a condition check of the collections and displays at the Windmill. 

 

Between April and September, the Community Engagement and Learning Team had worked with nine school groups on a number of workshops, with a total of 244 pupils.  A range of community activities also attracted 619 people over this period.

 

Marketing of the Museums Service was continuing, with on-line marketing increasing, together with a Facebook page of over 400 “likes” and Twitter feed of nearly 550 followers.  The Windmill also had its own Facebook page, providing a more local interface. 

 

It was AGREED –

 

That the report be noted.

4.

Schools Service Review pdf icon PDF 20 KB

Minutes:

The Area Curator introduced a report detailing the findings of the School Service Review, which had been undertaken by the Community Engagement and Learning (CEL) Team. 

 

The review aimed to look at the use made of the Windmill by its local schools and others at the height of the Renaissance funding in 2009/10, when CEL was targeted towards schools programmes, and during the subsequent transition years.

 

Figures for schools sessions during 2009 – 2012 were provided, together with the schools that had participated, details of types of session delivered and an action plan to ensure that a service was continued for regular visitors and to re-engage those who had not visited recently.

 

It was AGREED that the report be noted.

5.

Budgets 2012/13 and Initial Proposal for 2013/14 pdf icon PDF 63 KB

Minutes:

The Visitor Services Manager introduced the budget for the Windmill for 2012/13 and proposals for 2013/14.

 

Actual figures for Quarters 1 and 2 of 2012/13 for expenditure and income were provided and it was proposed that the budget for 2013/14 be rolled forward as per the 2012/13 figures.  This involved a contribution of £27,728 from the Borough Council, £2,672 from Bursledon Parish Council and a total of £103,253 from the County Council for both the Windmill and Eastleigh Museum for 2013/14.  These figures would be incorporated into each authority’s budget setting process.

 

It was AGREED that the budget for 2012/13 and the initial proposal for 2013/14 be noted.

6.

Redevelopment Project at Bursledon Windmill pdf icon PDF 27 KB

Minutes:

The Visitor Services Manager introduced a report providing an update on the project to conserve and repair the Windmill through the replacement of the windshaft.  This would enable the mill to operate its historic machinery and re-establish its position as the only working windmill in Hampshire.  The windshaft was to be made from oak to match the original shaft. 

 

The project also involved making the operational working of the Windmill sustainable through further improvements to the infrastructure, the visitor facilities and the interpretation of the mill, covering aspects of the social technological and local history. 

 

It was hoped that a grant from the Heritage Lottery Fund (HLF) could be awarded to fund part of the project.  In order to attract such a grant, the project had to address criteria concerning learning, conservation participation.  The report contained the feedback received to a pre-application submission to the HLF in June 2012 with regard to these criteria.

 

The Bursledon Community Partnership had met in September and considered this feedback, together with the indicative budget and timeframe, contained in appendices to this report.  A Community Support Open Day was planned for 22 November to generate wider interest in the project.  Donations were currently strong at the Windmill and plans were being developed for a public fundraising strategy. 

 

It was AGREED that the project be progressed against the indicative timeline and budget.

7.

A New Trust for Arts, Museums and Heritage in the Hampshire-Solent Area pdf icon PDF 42 KB

Additional documents:

Minutes:

The Head of Museums introduced two reports which outlined the proposal to create a new Trust for Arts, Museums and Heritage in the Hampshire-Solent area, and provided a view of how Arts and Museums services in Eastleigh might be delivered under the new proposals.

 

The new Trust would be Hampshire’s leading cultural organisation and would take the form of a charitable company limited by guarantee and independently governed by a group of trustees from the local community and business world.  The founding partners would be Hampshire County Council, Southampton City Council and Winchester City Council.  The Trust’s mission would be to provide outstanding arts and heritage experiences, working closely with local communities, businesses, schools and organisations.

 

A five-year strategy would be developed, with a number of objectives, including raising the national and international profile of Hampshire’s arts and heritage, increasing access to regional, national and international collections and embedding learning and community engagement across its services.

 

The business case was currently in the final stages of development and proposals were being finalised with regard to the provision of long-term lease or loan of the properties and collections currently owned by the three partner authorities; grant funding agreements, central support services and transfer of staff. 

 

It was anticipated that the benefit of a charitable trust model would be to improve capacity to harness new sources of money for re-investment in services.  These included activities that would increase audiences, develop new potential income and grant-aid strands, maximise tax relief opportunities and improve the efficient use of resources.

 

Under the proposal, the delivery and development of services at Bursledon Windmill would be transferred to the new Trust.  No change to current service levels would take place, although frontline staff would transfer to the Trust under TUPE arrangements.  Potential benefits would include promotion of services via a dedicated website and e-marketing strategy, access to the wider fundraising and income generating opportunities and capacity of the new Trust and wider community engagement at all levels of activity.

 

The Head of Museums reported that the three partner authorities would decide whether to proceed with the establishment of a new Trust in December 2012-January 2013.  With regard to the County Council, the Culture, Communities and Rural Affairs Select Committee would discuss the proposal on 20 November 2012, and the Executive Member for Culture and Recreation would make a decision on 5 December, informed by comments from all partners.  If a decision was made to proceed, it was intended that the new Trust would be established during 2013/14 and that services would be transferred from 2014/5 onwards. 

 

In considering the proposal to set up a new Trust, members of the Committee expressed a number of concerns regarding the implications for Bursledon Windmill, including:

 

·  In the first five years of the Trust, more rather than less funding would be required.  If the three partners were not minded to provide this, the Trust could fail;

 

·  Assurance was needed that the budget for the Windmill would have funding set aside for the next replacement of the windshaft;

 

·  Trusts could not hold large reserves, and a detailed analysis of the financing of such a trust was required, with regard to issues including tax exemption and grant aid;

 

·  If staff pensions were transferred to the Trust, this would involve a large amount of money in the future.

 

The Committee considered that the timescale for the submission of comments was very short and that both Bursledon, Hamble-le-Rice and Hound Local Area Committee (BHH LAC), and Bursledon Parish Council, as funding partners for the Windmill, would need to consider the proposal in much more detail  ...  view the full minutes text for item 7.

8.

Date and Venue of Next Meeting

Minutes:

It was agreed that the next meeting would be held on Wednesday 15 May 2013 at 10am at the Civic Offices.