Agenda and minutes

The Members had before them:

A.    The Agenda papers (previously circulated); and

B.    The Minutes of the meeting held on 22 September 2017 (previously circulated).

To receive details of any member nominated to attend the meeting in place of a member of the Committee.

Mr A C Roberts for Mrs L C Hodgson and Mr A T Amos for Mrs K J May.

To invite any member to declare any interest in any items on the Agenda.

Apologies were received from Mrs L C Hodgson and Ms K J May.

Mrs L Denham declared an interest as Chair of the Friends of Fort Royal Hill and Commandery Gardens.

To confirm the Minutes of the meeting held on 22 September 2017 (previously circulated – pink pages)

RESOLVED that the Minutes of the meeting held on 22 September 2017 be confirmed as a correct record and signed by the Chairman subject to an amendment to Minute no. 325 that Mrs L Denham declared an Interest as the Chair of the Friends of Fort Royal Hill and Commandery Gardens.

The Joint Committee considered the Commandery development future phases.

The Joint Committee received a presentation by Gemma Dhami, Learning Volunteering and Partnerships Manager on the learning programme for schools at the Commandery.

At the conclusion of the presentation, the following principal points were raised:

·         Was the project aimed at any particular age group? Gemma Dhami indicated that the programme was aimed at children between the ages of 11 and 16 however there were some creative aspects of the programme that could be beneficial to younger children. It could also be used for adult learning 

·         In response to a query, Gemma Dhami indicated that the project had been funded for current academic year only

·         Had any thought been given to rolling the project forward for future learning and seeking other potential forms of funding? Gemma Dhami commented that it was possible that certain element of the programme could be retained for example the theatre piece which schools could book and fund with their sessions 

·         Was the English Civil War part of the national curriculum? Gemma Dhami indicated that it was taught as part of Hey Stage 3 history, dependent upon the approach taken by the relevant teacher

·         Had other schools from outside the county participated in the educational programme? Gemma Dhami commented that schools from South Wales and Gloucestershire had accessed the facilities available at the Commandery.

The Joint Committee considered each of the themes of the Commandery future development phases and the following principal points were raised:

Learning

·         In response to a query, Gemma Dhami stated that the number of school visits had increased since the refurbishment of the Commandery. The joint service was also looking to expand its adult education programme. Philippa Tinsley added that the joint service had been particularly successful in developing a family audience but would also wish to increase the historical interest audience. The success of funding for partnerships with universities at Newark had showed the benefits of the provision of a strong popular offer grounded in an authentic historical context 

·         Did the joint service know its target market for the Commandery? Helen Large commented that the joint service aimed to attract customers from within a 45 minute drive time radius who would purchase the highest ticket price (the family market target). However there was capacity to consider targeting an older market as well as a more specialist market

·         Was the Tickenhill Trust being used to its full potential as an additional source of funding for the joint service? Hannah Needham indicated that there were plans to more fully maximise the potential of the Trust as a form of Charitable Trust that could access funds that would not normally be available to council-run organisations.

Income Generation

·         Philippa Tinsley explained that a part-time wedding co-ordinator had been employed for one year as part of the development funding by Worcester City Council. The Café at the Commandery had been particularly successful since the redevelopment, making the most from the space available and improving  ...  view the full minutes text for item 335.

The Joint Committee considered the Finance Report.

In the ensuing debate, the following principal points were raised:

·         In response to a query, Sonia Matthews explained that the budget had been prepared taking into account the inflation costs of the County Council. The contribution from the City to the Council was £493k in 2017/18 this would be uplifted by inflation in 2018/19

·         In response to a query, Philippa Tinsley commented that property costs were the responsibility of the individual councils who had a different approaches to managing them

·         How confident were officers about the financial information available to them bearing in mind the difficulties experienced with the Mercury system? Hannah Needham explained that the financial information could also be accessed manually if necessary so there was confidence that the information was accurate.

RESOLVED that:

a)    the financial position of the Joint Museums Committee as detailed in the report be noted; and

b)    an item on budget setting be brought to the meeting of the Joint Committee on 24 January 2018.

RESOLVED that pursuant to Section 100A of the Local Government Act 1972, the press and public shall be excluded from the meeting during item 6 on the grounds that there would be disclosure to them of information relating to the financial or business affairs of any particular person (including the authority holding the information) and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Summary of the proceedings of the meeting during which the press and public were excluded.

The Committee considered the Joint Service contributions 2017-21.

RESOLVED: that

a)    the reductions in contribution to the joint service proposed by the two partner councils be noted and the approach for reducing the budget to meet these reductions as set out in the exempt Appendix to the report be approved; and

b)    A report on Hartlebury Castle’s business plan and staff restructure be brought to the meeting of the Joint Museums Committee on 24 January 2018.

The Joint Committee considered the performance and planning information for the 2nd quarter 2017-18.

In the ensuing debate, the following principal points were raised:

·         Was anything being done at the Guildhall to promote the Commandery and vice-versa? Helen Large indicated that links on weddings and events with the Guildhall were being discussed

·         In response to a query about the Worcestershire Volunteer Portal, Gemma Dhami explained that the Portal provided a website for the sharing of volunteers and best practice. She confirmed that the University of Worcester had not been involved but discussions were taking place with them on ways of communicating opportunities to their students

·         In response to a query, Philippa Tinsley commented that the forecast target for the income from weddings at the Commandery was £10k for the present year rising to £23k for next year and £32k for the following year.

RESOLVED that the performance and planning information provided for the 2^nd quarter 2017-18 be noted.

The Joint Committee considered its work programme.

In the ensuing debate, Philippa Tinsley confirmed that a Members' Seminar was being arranged in February 2018 and it was agreed to open the seminar to all members from both councils.

RESOLVED that the work programme be noted subject to the addition of an item on budget setting to the agenda for the meeting of the Joint Committee on 24 January 2018.