Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies were received from Cllr L Williams (Vice-Chair) and Greg Irvin.

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

There were no declarations of interest made on this occasion.

To confirm and sign as a correct record the minutes of the Meeting held on 30 January 2023. 

The minutes of the meeting held on 30 January 2023 were approved as a correct record.

Matters Arising:

1. The minutes referred to the production of a bulletin update on externalisation. It was confirmed that the intended audience for this was Museum visitors and Stakeholders.
2. Issues concerning the charities banking and use of the Council’s account. The Portfolio Holder advised that she had been informed of the reasons for this by the finance department. There had been significant implications of not having a separate account, including the withdrawal of a grant. It was agreed that the Management Committee should seek further information for the reasons why this had not been possible and press for a resolution. The Management Accountant and Portfolio Holder agreed to follow up on this issue.

It was noted that for externalisation a full real estate valuation would be required and this was in progress with the estates team but needed to be completed at the appropriate level.

To receive any public questions, statements or petitions submitted in accordance with the Constitution. Further information on the requirements for submitting these is available to view at the following link:-

https://democracy.bcpcouncil.gov.uk/ieListMeetings.aspx?CommitteeID=151&Info=1&bcr=1

The deadline for the submission of public questions is 4 clear working days before the meeting.

The deadline for the submission of a statement is midday the working day before the meeting.

The deadline for the submission of a petition is 10 working days before the meeting.

There were no public issues on this occasion.

To note the new acquisitions to the Collection (material owned and held in trust by the Russell-Cotes Art Gallery & Museum charity in accordance with its charitable objectives) and the loan of material to other institutions (ie public art galleries and museums and to approve the disposal of items in the Collection which do not meet the Museum’s Core Offer according to the Museums Association Code of Ethics.

The Museum Manager presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these minutes in the Minute Book. The Report provided an update to the Management Committee on the new acquisitions to the Collection (material owned and held in trust by the Russell-Cotes Art Gallery & Museum charity in accordance with its charitable objectives) and the loan of material to other institutions (i.e. public art galleries and museums) and sought the Committee’s approval for  the disposal of items in the Collection which did not meet the Museum’s Core Offer according to the Museums Association Code of Ethics.

The Museum Manager highlighted the positive international loans and the Pre-Raphaelite exhibition at the Tate. The importance of the balance between loans and ensuring materials were available within the Museum was highlighted.

A number of disposals were considered as they did not comply with the Museums core offer and there was a cost to retaining ownership in terms of storage.  It was noted that they would initially be offered to other museums and if they were not wanted, they would go to public auction. The money made from this was ringfenced for conservation or acquisitions.

Resolved: That the:

a)    The acquisitions

b)    The loans

c)    The disposals

As outlined in the Acquisitions, Loans and Disposals report be noted and approved.

Voting: Nem. Con

The Management Committee also commended Duncan Walker for his work on this.

This report provides an update on the activities of the Russell-Cotes Art Gallery & Museum from 1 October 2022 – 28 February 2023.

Visitor numbers and performance have continued at pre-Covid levels with sustained good performance in admissions, shop and café. 

Visitors are now returning for group travel, education activities and events.

The Museum Manager presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the minute Book. The Committee was provided with an update on the activities of the Russell-Cotes Art Gallery & Museum from 1 October 2022 until the 28 February 2023. It was noted that visitor numbers and performance had continued at pre-Covid levels with sustained good performance in admissions, the shop and the café.  Visitors were also returning for group travel, education activities and events.

It was highlighted that the Museum received 695 visitors on the 6p day held the Friday preceding the meeting. Several exhibitions had also done very well.

A comment was made that the late nights which began last year were opening the museum up to a younger demographic and that what was being achieved currently was incredible.

In relation to the focus groups outlined in the report it was noted that these would have their first meetings to provide feedback in April. The initial meeting was an opportunity to have introductions and view the museum.

A member suggested that an informal sub-group of the Management Committee could support the Museum Manager in the forthcoming developments. It was noted that a project officer who would lead on this would be sought in the near future.

RESOLVED that:

The Russell-Cotes Art Gallery and Museum review report for the period 1 October 2022 – 28 February 2023 be accepted, and the actions suggested within the report be agreed.

Voting: Nem. Con.

The ACE MEND Project is underway:

·        work on replacement and renewal of the environmental plant and machinery is designed and commissioned with work starting on 13 March and to be completed in 3 phases by February 2024.  

·        The detailed specifications and work required for the Conservatory repairs have been completed ready for imminent tender.

·        Drainage surveys completed

·        CCTV updates yet to be started

The project remains in budget and on time, with a proposed completion date of February 2024.

The Museum Manager presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these minutes in the Minute Book. The Management Committee was informed that the ACE MEND Project was underway. Work on the replacement and renewal of the environmental plant and machinery had been designed and commissioned with work starting on 13 March. This was due to be completed in 3 phases by February 2024. The first phase of the work had been started. The detailed specifications and work required for the Conservatory repairs had been completed and were now out for tender. Drainage surveys had been completed. The CCTV updates had not yet been started. The Management Committee was advised that the project remained in budget and on time, with a proposed completion date of February 2024. It was noted that there would be elements of disruption as the works progressed.

It was noted that the work on the café wing was still to be decided as the modern wing of the museum did not have the same restrictions as the older part of the building. It was noted that to complete the work in the plant room the museum would have to effectively close to allow equipment through. There was potentially a need to close for a month in January, but this was still to be decided. 

A Committee member asked whether there was no other solution to reinstalling gas boilers reinstall gas boilers? It was noted that at present there was not the electrical supply in place to allow for electrical equipment. The boilers should have a 20 year working life but other alternatives were not currently feasible for economical. The new equipment would be significantly more efficient and should result in a reduction in energy costs.

RESOLVED that the report be noted and accepted.

Voting: Nem. Con.

The Russell-Cotes Art Gallery and Museum Management Committee’s recommendation for governance change of the Museum has been fully supported by the approval of externalisation, formally agreed at BCP Council meeting on 10 January 2023.  Financial support of £98,500 has been received from National Heritage Lottery Fund which will support the legal costs for governance change and the transition costs for a new independent operation.

The work programme to achieve externalisation can now be implemented.  The priority is to initiate the application to the Charity Commission for a change of governance under Section 73 of the Charities Act, which requires decisions on the specific governance changes desired.

In order to manage the complex, multi-faceted process a Steering Committee will be set up consisting of Portfolio Holder, Management Committee Members, BCP Council officers and museum staff and advisers, which will meet regularly. This is in addition to regular update reports to this Committee for approval.

The Museum Manager presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these minutes in the Minute Book. The Committee was advised that its recommendation for governance change of the Museum had been fully supported by the approval of externalisation, formally agreed at the BCP Council meeting on 10 January 2023.  The Committee was informed that financial support of £98,500 had been received from the National Heritage Lottery Fund, this would support the legal costs for governance change and the transition costs for a new independent operation.

The work programme to achieve externalisation was now being implemented.  The priority was to apply to the Charity Commission for a change of governance under Section 73 of the Charities Act. This would need to include the specific governance changes required.

In order to manage the process, it was proposed that a Steering Committee be set up consisting of the relevant Portfolio Holder, Management Committee Members, BCP Council officers and museum staff and advisers. The steering committee would meet regularly and updates on progress would continue to be brought back to the Management Committee.

The expected timescales for implementation of externalisation were outlined. It was noted that there was no parliamentary time for this until 2024 and it was therefore suggested that the later part of a timeline from April 2024 to April 2025 would be more achievable.

The Legal Team would be nominating someone to work with the Museum Manager to provide legal advice for the progression of externalisation, engaging a lawyer would also need to go through the Council’s procurement processes due to the significant costs.

The steering group would be helpful in this process and would include someone from project management team to help guide the process. It was expected the group would hold its initial meeting on Monday 3 April.

The Committee asked about the financial sustainability of the project and whether there was a possibility that it would create a funding gap. It was noted that when the Museum does externalise it needed to ensure that it was in its best shape to survive. Most of the Museum’s income was earned from the public.

The Chairman and Portfolio Holder thanked everyone for their work.

RESOLVED that:

·     The report be noted

·     That the establishment of a project steering group to oversee and support progress to deliver BCP Council’s recommendation of full externalisation for the Russell-Cotes be agreed.

·     That the work programme outlined be proceeded with BCP officer support.

Voting: Nem. Con.