Agendas, Meetings and Minutes - Agenda and minutes

Agenda and minutes

Venue: The Commandery, Worcester

Contact: Simon Lewis  Committee Officer

Items
No. Item

176.

Named Substitutes (Agenda item 1)

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

Minutes:

None.

177.

Apologies / Declarations of Interest (Agenda item 2)

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

Minutes:

Mr A Roberts declared general interests as a previous member of Worcester Military Museum and a member of the Battle of Worcester Association and a specific interest in Agenda item 5 as a Board member of St Richards Hospice.

178.

Election of Chairman (Agenda item 3)

To elect a Chairman for the ensuing year.

 

(The Museums Shared Services Agreement stipulates that the position of Chairman should be alternated between members representing different authorities. Therefore, the Chairman should be a representative of Worcestershire County Council)

Minutes:

RESOLVED that Mrs L C Hodgson be elected Chairman for the ensuing year.

179.

Appointment of Vice-Chairman (Agenda item 4)

To appoint a Vice-Chairman for the ensuing year.

 

(The Museums Shared Services Agreement stipulates that the Chairman and Vice-Chairman should not be members of the same authority. Therefore, the Vice-Chairman should be a representative of Worcester City Council)

Minutes:

RESOLVED that Mr D Wilkinson be appointed Vice-Chairman for the ensuing year.

180.

Confirmation of Minutes (Agenda item 5)

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

Minutes:

RESOLVED that the Minutes of the meeting held on 3 March 2014 be confirmed as a correct record and signed by the Chairman.

181.

Annual Review 2013-14 (Agenda item 6) pdf icon PDF 28 KB

To consider the Museums Worcestershire Annual Review for 2013-14.

Additional documents:

Minutes:

The Committee received a presentation on the Museums Worcestershire Annual Review for 2013-14.

 

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

 

·         How did visitor numbers compare with other neighbouring museum services? The Marketing and Events Manager commented that visitor numbers had dropped by 3% which reflected the regional picture despite a national increase in visitor numbers

 

·         How had the information regarding the economic impact on Museums Worcestershire work been collated?  The Marketing and Events Manager stated that the comparator information had been provided by external consultants who looked at the 'additionality' factor which was a measurement that showed the additional income that would be generated for Worcester city

 

·         Had there been an impact on the service of the decision to increase the price of tour buses nationally? The Museums General Manager stated that the biggest impact of this change had been a reduction in the number of school visits. Every effort had been made to show that the service provided value for money for schools. It was not clear whether the increased prices had had any impact on any other areas of the service

 

·         Had the recent increase in the price of coach parking in Worcester city had any impact on the service? The Marketing and Events Manager explained that the market for attracting coach parties was very competitive and some impact was expected as a result of these changes. However the service was not over-reliant on coach parties as a source of revenue. It was important that the offer provided by the service was clear and attractive to promote its use by coach parties whatever charges were introduced for parking

 

·         There was no mention in the presentation of the use of the Commandery as a venue for open area theatre. Did the service benefit financially from these events? The Marketing and Events Manager advised that the service contributed to the Worcester Festival. The Museums General Manager added that the service benefited financially as a result of these arrangements

·         How did the service become aware of artefacts that became available from private lenders? The Marketing and Events Manager stated that the museum curators used their knowledge and expertise to contact the private lenders, most of whom were individual lenders.

 

RESOLVED that the Museums Worcestershire Annual Review for 2013-14 (attached as an Appendix) be approved.

182.

Museum and Art Gallery Feasibility Study (Agenda item 7) pdf icon PDF 40 KB

To consider a report from DCA Consultants on an Options Appraisal and Feasibility Study for the Museum and Art Gallery.

Additional documents:

Minutes:

The Committee considered a report from DCA Consultants on an Options Appraisal and Feasibility Study for the Museum and Art Gallery.

 

The report indicated that DCA Consultants of Birmingham had been appointed in June 2013 to carry out the study. Following presentation of their initial findings on the options available, the Joint Committee recommended that the consultants draw up a business plan for the use of the lower floor of the Museum and Art Gallery (MAG) based on the concept of a children's museum.

 

The feasibility study identified the key considerations in the installation of a Children's Museum or Gallery in the space, addressed the size and nature of the market, visitor numbers and pricing, architectural considerations and costs and potential funding.

 

The report painted a picture of an exciting new attraction for Worcester that would also address the budgetary pressures faced by the museum service over the next three years. There were however a number of other options still under consideration by the City Council. It was therefore recommended that the report be referred to the City Council for further consideration at this stage.

 

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

 

·         The consultants had experience of Heritage Lottery bids so it was promising that they considered that this project was suitable for such a bid. It was clear from the consultants' report that 'mothballing' of the ground floor of the building would be too expensive. The question however was where the £2m funding would be sought. The Museums General Manager commented that it was anticipated that there would be a shortfall in funding for the project of £300k. It would therefore be necessary to undertake a fund-raising drive. There were a number of organisations that would be interested in supporting a children's facility such as the one proposed. However the service would need to provide an up-front commitment to the project before any bidding process could be commenced

 

·         The Corporate Director – Worcester City Council advised that the Joint Committee should consider the proposals in respect of the museums service, although they were aware of other issues at the City Council relating to the use of the MAG. It was therefore suggested that the Joint Committee agree the Children's Museum as the preferred approach for future development of the MAG. In addition, the future use of the building had not yet been discussed by the City Council therefore it was proposed to seek agreement from the City Council to develop the site for a Children's Museum

 

·         Part of the attraction of facilities for children was the ability to access outside space. Did the lack of such space at the MAG distract from the attraction to visitors? The Museums General Manager commented that the way the building had been designed enabled ample opportunity for children to 'let off steam' within the fabric of the building

 

·         There was a possibility that the City Council would wish to use the ground floor of the building for other purposes. Did  ...  view the full minutes text for item 182.

183.

Opening Hours Review (Agenda item 8) pdf icon PDF 42 KB

To consider the production of a business case for changes to museum opening hours.

Minutes:

The Committee considered the production of a business case for changes to museum opening hours.

 

The report indicated that Last year's review covered the Art Gallery and Museum and The Commandery. Due to the HLF funded developments at Hartlebury it was felt not appropriate to consider reviewing its opening patterns at this point. However in the intervening period a number of options for the ground floor space within the Art Gallery and Museum had been explored, one of which was the subject of a report to this meeting. As no firm decisions had been made on this or other options, the opening hours for the Foregate Street building had also been excluded temporarily until there was a clear direction. The report was therefore concerned with the opening hours at the Commandery.

 

Following a review it was proposed that the opening hours changes least likely to impact on the public were for the Commandery to close on Mondays and throughout the month of January. A longer period of closure during the winter months was considered but this would potentially have an impact on the Christmas season and promotions in December, as well as the Love Worcester campaign developed around February half term. It was proposed that opening on Bank Holiday Mondays be maintained as an exception to Monday closure. This new opening hours pattern would represent common practice at other museums and heritage sites.

 

These proposals would require changes to staff hours and deployment. Given the range of consultants' reports and in-house now in place identifying improvements to interpretation, visitor experience and marketing of the Commandery, it was also proposed that job roles be reviewed to ensure the best possible service to the public is maintained and enhanced from Tuesday to Sunday when most people want to visit.

 

Initial estimates of the savings (subject to grading) were £12-14K, assuming all income from the closed periods was lost and not displaced. Extra marketing resources would be required initially to inform visitors of the changes and to encourage visits on other days of the week. It was intended that opening hours would be reviewed again once new interpretation and an improved visitor experience is in place in 2-3 years.

 

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

 

  • In response to a query, the Museums General Manager explained that the basis for the proposed review of museum opening hours was to achieve cost savings

 

·         It was noted that the Foregate Street building had been omitted from the review of opening hours however it would be worth considering opening the building on Sundays. The Museums General Manager commented that the problem with proposals at the Foregate Street building was that an admission-free policy was in operation there and therefore there would be cost implications of opening on Sundays. It could only be possible to open on a Sunday if the building was closed on another day of the week. In contrast any costs as a result of changes to the  ...  view the full minutes text for item 183.

184.

Commandery Redevelopment - Phase 1 (Agenda item 9) pdf icon PDF 36 KB

To consider the submission of an application to the Heritage Lottery Fund for phase 1 of developments at The Commandery

Additional documents:

Minutes:

The Committee considered the submission of an application to the Heritage Lottery Fund for phase 1 of developments at The Commandery.

 

The report indicated that over 2012/13 Museums Worcestershire commissioned a significant body of research (funded by Arts Council England) into the potential of the English Civil War heritage to provide an overarching theme for the Commandery as a visitor destination. The research looked at the current visitor experience at the historic site from the perspective of existing and future visitors, evaluated pilot interpretation with these audiences, identified potential future markets for a Civil War product and quantified the wider Civil War history that existed in Worcester.

 

The findings of this research had informed strategic planning for The Commandery and The Commandery's potential needed to be realised by better interpreting and explaining the historic significance of the site and its Civil War story and by strengthening its position as a visitor destination. This work would be carried over four phases.

An application to the HLF Our Heritage Fund was required for the first phase of this work which would see the reintroduction of the English Civil War as a theme in a significant section of the building, the rebranding and repositioning of The Commandery and the curation of a high profile events programme throughout 2015 leading up to a product launch in Spring 2016.

 

The total value of the first phase of the project was estimated at £126,000, with HLF requested to fund £98,000. The remaining £28,000 would be sourced from existing budgets, sponsorship and in-kind support of volunteers.

 

RESOLVED that the submission of an application to the Heritage Lottery Fund for phase 1 of developments at The Commandery be approved.

185.

Heritage Marketing Report (Agenda item 10) pdf icon PDF 55 KB

To consider the progress made in delivering museums and heritage marketing projects.

Minutes:

The Joint Committee considered the progress made in delivering museums and heritage marketing projects.

 

RESOLVED that the progress made in delivering museums and heritage marketing projects be noted.

186.

Finance Report (Agenda item 11) pdf icon PDF 70 KB

To consider the financial position of the Joint Museums Service for the 4th quarter 2013-14.

Additional documents:

Minutes:

The Joint Committee consideredthe financial position of the Joint Museums Service for the 4th quarter 2013-14 and draft budget for 2014-15.

 

RESOLVED that the financial position of the Joint Museums service as detailed on the report be noted

187.

Performance Report - 4th Quarter (Agenda item 12) pdf icon PDF 37 KB

To consider the performance information provided for the 4th quarter 2013-14.

Additional documents:

Minutes:

The Committee considered the performance and service plan information provided for the 4th quarter 2013-14.

 

The report indicated that the key points to note were:

 

a)    An uplift in admissions at both Hartlebury and the Commandery;

 

b)    The popular Songs of the Sea exhibition attracted 17,000 visitors following its opening on 8 February, allowing the Museum and Art Gallery to recover after lower numbers in January. Figures were lower for the 4th quarter overall due to the success of the Laura Knight exhibition in the same quarter in 2013;

 

c)    Visits to the museum website showed a drop but significant changes to the museum website were being planned to develop its content and profile;

 

d)    The number of visits by children and young people showed a positive increase in the last quarter, a sign that both promotional work linked to Love Worcester and new publicity directed towards schools was paying dividends.

 

RESOLVED thatthe performance information provided for the 4th quarter 2013-14 be noted.

188.

Work Programme (Agenda item 13)

To consider the Joint Committee's future work programme.

Minutes:

The Committee considered its future work programme.

 

The Committee noted its future work programme.