Agenda and minutes

Bursledon Windmill Joint Management Committee - Wednesday, 15 May 2013 10:00 am

Venue: Council Chamber, 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 2013-14 the Chairman will be appointed from the County Council members of the Committee.)

Minutes:

RESOLVED -

 

That County Councillor Kyrle be appointed Chairman of the Committee for the year 2013/14.

2.

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.)

Minutes:

RESOLVED -

 

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

3.

Minutes pdf icon PDF 19 KB

Minutes:

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

 

On Minute 7 (A New Trust for Arts, Museums and Heritage in the Hampshire-Solent Area) the Area Co-ordinator reported that the meeting between the Head of Museums and BHH LAC members had not taken place on 25 October, as a new proposal had been developed, on which the County Executive Member for Culture and Recreation was to make a decision on 20 June 2013.

4.

Curator's Report pdf icon PDF 222 KB

Minutes:

The Curator introduced a report detailing activities and events at the Windmill between October 2012 and April 2013.

 

As work proceeded to secure funding for the restoration of the Mill to working order, work at the Mill had been stepped up to ensure that visitor figures remained high and that the site continued to be at the heart of community life.  Volunteers had now been part of the team at the Mill for a year, adding a new sense of energy and enthusiasm.

 

“The Curious Christmas Circus” had enabled people to engage with the site in a new way, bringing live music, performance and storytelling to the site and complementing the presentation of specimens from the Natural Science collection in Chilcomb House and SEARCH in Gosport.  The event also constituted a test for the management and risk assessment of activities for large numbers of people with limited car parking on site.

 

The site staff and volunteer team had also been working on other projects, including the establishment of a garden to grow food produce plot on site, further enhancing the interpretation and educational value of the site.

 

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.

 

The Collections Team had also hosted a “behind the scenes” day for volunteers at Chilcomb House in the autumn, providing an opportunity to see the full extent of the collections and the great range of activities undertaken.  In response to a query, it was confirmed that 18 people had showed an interest in volunteering at the Windmill, three of whom had subsequently joined the team of approximately a dozen volunteers.

 

The biennial collections review had also been undertaken by the Collections Team during the autumn.  The Windmill 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 16 school groups in the Windmill or as outreach sessions in school, totalling 348 pupils.  The schools campaign had been very successful, achieving pupil visitor numbers of 592 against a target of 200 for the financial year 2012/13.  Feedback forms on the sessions had all been very positive. 

 

Despite the mill being currently non-operational due to the repairs required to the windshaft, visitor numbers had remained quite consistent, due to the enhanced provision by the CEL Team, which had been widened to include the Arts Team.  Both Teams had worked together on a project with three local schools, all of which were lapsed or non-visitors, to produce decorative banners for the Christmas Circus in the barn.  This involved working with a professional artist and musicians to showcase the Windmill’s history, technology and natural environment.  The schools were delighted with their achievements.

 

Other CEL work, in line with the Service Plan aim of widening participation, included a diverse programme of activities such as two showings of the new interpretive film, an Autumn Animals Family Workshop and the Mistress of the Mill event.  The Strategic Manager, Visitor Services advised that a presentation could be provided by the CEL Team at the next meeting, if the Committee considered this useful.

 

With regard to marketing, research had shown that more localised  ...  view the full minutes text for item 4.

5.

Financial Report and Proposed Revenue Budget 2013-14 pdf icon PDF 15 KB

Additional documents:

Minutes:

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, although an overspend had occurred on Essential Maintenance and Museum Venue Costs, due to the necessary removal of the sails, in preparation for the replacing of the windshaft, and work on re-laying the road.  This overspend had been picked up by the County Council.  It was confirmed that the cost of putting the sails back on when the work was completed would not be part of this budget, but would be funded by the successful Heritage Lottery Fund bid.

 

The partner contributions for the 2013/14 budget remained similar to the previous year and were proposed as £102,953 from Hampshire County Council (including Eastleigh Museum), £27,728 from Eastleigh Borough Council and £2,672 from Bursledon Parish Council. 

 

It was AGREED -

 

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

6.

Redevelopment of Bursledon Windmill

Minutes:

The Strategic Manager, Visitor Services reported that the Heritage Lottery Fund (HLF) bid for funding to redevelop the Windmill site had been successful. 

 

The bid had been submitted in December 2012 for consideration by the HLF Panel in March 2013, on the basis of there being two years left on the lease of the Windmill from the Hampshire Buildings Preservation Trust (HBPT).  The HLF had then decided that the bid could not be submitted on this basis and, following liaison with the HBPT, a partnership bid between the County Council and the HBPT had been submitted, delaying the Panel decision by a month, to April 2013.

 

Papers containing extracts from the submitted bid regarding details and costings of the planned development projects were tabled for Members’ information.  Any funds contained in the submitted bid which were not currently available would count against the bid and, as a £30,000 shortfall had been identified, budget savings had been made and, in addition, the proposed kitchenette, costing £15,000, had been removed from the bid.  Funding for the kitchenette might be investigated from alternative sources. 

 

Welcoming the successful bid, the Committee expressed deep concern that the replacement of the windshaft was not proposed until March-May 2014.  Members understood that the wood had already been identified and queried why there was such a long lead time before it could be installed.  They considered that there were a number of reasons why the windshaft should be replaced at the earliest opportunity, including possible further time slippage and warping of the other wooden parts the longer they were left.  The Strategic Manager, Visitor Services advised that a considerable amount of preparatory work was required during 2013, including detailed surveying and redecoration.  The County Council’s Specialist Conservation Architect was dealing with the project and the Strategic Manager, Visitor Services agreed to pass the Committee’s comments to him and report back within the following two weeks.

 

It was also queried whether a press release could be produced in order to keep the community up-to-date and engaged with the redevelopment process.

 

It was AGREED -

 

(1)  That the verbal report be noted; and

 

(2)  That a response be received to the Committee’s concerns regarding the long lead time to the replacement of the Windmill’s windshaft.

7.

Joint Management Committee Annual Audit Return pdf icon PDF 10 KB

Minutes:

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.

8.

Museums Accreditation 2013 pdf icon PDF 15 KB

Minutes:

The Strategic Manager, Visitor Services 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 Bursledon Windmill (Acc No 1169) 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 good 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 Bursledon Windmill be noted; and

 

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

9.

Joint Management Agreement

Minutes:

This item was withdrawn prior to the meeting.

10.

Date and Venue of Next Meeting

Minutes:

It was agreed that the next meeting would be held on 9 October 2013 at 9.30 am at the Civic Offices. 

 

The two presentations agreed at this meeting will take place after the meeting, at approximately 10.45 am, to enable members of both this JMC and the Eastleigh Museum JMC, which will start at 11.30am, to attend.

11.

Any Other Business

Minutes:

The Area Co-ordinator advised the Committee that there was a need to update the Joint Management Agreement between the County and Borough Councils for the management of the Windmill.

 

Although the terms of the lease of the Windmill by the County Council from the Hampshire Buildings Preservation Trust did not expire until 2015, the Principal Agreement, to which the Agreement pertaining to the Windmill formed a supplement, had expired in 2011. 

 

It was AGREED -

 

That officers from both authorities commence work on updating the Agreement, liaising with Members by e-mail.