Agenda item

The Joint Committee considered a report on the forthcoming changes to the Museum and Art Gallery building.

Worcester City Council had decided to approve an alternative recommendation for its staff to move into the ground floor of the Museum and Art Gallery building following the sale of Orchard House. The City Council had requested that the Joint Committee considered alternative options for utilisation of the ground floor of the Museum and Art Gallery for the delivery of the Transformation Plan.

Advice had been sought from the National Security Advisor to make sure all changes to the building and its procedures did not jeopardise the Art Gallery's Government Indemnity status. This in turn allowed for the loan of works from the national collections, the only space in the whole County which could receive such collections and display them to the public.

The main accommodation changes were:

•       Museum staff to vacate offices and a workshop on the ground floor

•       The creation of a new office on the first floor as part of the contract

•       The surrender of the museum committee room on the ground floor as a public space available for lettings – this would now become the main meeting room for the building

•      Creation of new offices, toilets and a kitchen on the ground floor for City Council staff.

The shop and café would continue to occupy the entrance and foyer. The impact on both and on the general operation of the building during the course of the contract would be minimised as far as possible but there would inevitably be some unavoidable disruption during the building work.

The City Council's offices required more extended opening hours and work was in progress to find the best solution to key holding and security matters. A review of facilities management contracts was also underway to avoid any duplication once the offices were ready for opening.

The first moves of City Council staff into the new location would take place in February 2015. A further progress report would be provided to the Joint Committee at that point.

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

·        In response to a query, the Museums General Manager acknowledged that there would be a reduction in income to the service from room hire and catering fees as a result of the loss of the meeting room at the MAG

·        The service should not be expected to make more savings from its budget to cover this loss of income as a result of these changes. This was a matter that could legitimately be raised with the City Council because of the impact on the financial position of the shared service. The Museums General Manager added that there was also a one-off cost to the service as a result of the impact of the rearrangement of the physical space to move City Council staff into the building. He was in discussions with the City Council to address this matter

·        A letter should be sent to the Portfolio holder with Responsibility for Safer and Stronger Communities at the City Council to express the Joint Committee's concerns about the impact on the budget of the Shared Service of the alterations to the MAG building. 

RESOLVED that:

a)    the report on the forthcoming changes to the Museum and Art Gallery building be noted;

b)   the principle that the loss of the meeting room should not impact on the shared services budget be accepted; and

c)    the Museums General Manager be authorised to write to the City Council's Portfolio Holder for Safer and Stronger Communities to express the Joint Committee's concerns about the possible impact on the Shared Services budget of the changes to the Museum and Art Gallery building.