Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies were received from Sir George Meyrick and Mr Alan Frost

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.

To confirm and sign as a correct record the minutes of the Meeting held on 28 October 2024.

RESOLVED: That the minutes of the meeting held on 28 October 2024 were approved as a correct record.

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 Thursday 23 January 2025 (4 clear working days) before the meeting.

The deadline for the submission of a statement is Tuesday 28 January 2025 (midday the working day) before the meeting.

The deadline for the submission of a petition is Tuesday 14 January 2025 (10 working days) before the meeting.

There were no public issues.

To approve the disposal of items in the Collection which do not meet the Museum’s Core Offer in accordance with 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.

To approve the disposal of items in the Collection which do not meet the Museum’s Core Offer in accordance with the Museums Association Code of Ethics.

There were 3 specific disposals raised in the meeting

1. 2 items of natural history which were additional to a disposal at a previous meeting, which are on long term loan to Hampshire Cultural trust in Gosport Discovery Centre.  No connection of the items to Bournemouth or the Russell-Cotes.
2. Collections of insects and moths which were subject to pest infestation which are putting the rest of the collection at risk.
3. 312 books relating to the life and work of Shelley which were previously held in the Mary Shelley Museum. They are secondary works.  They were offered to Bournemouth University and Arts University Bournemouth who were not interested in them.  Bournemouth Library are going to review them.

Members suggested also offering the books to other institutions such as St Peter’s Church or the Shelley Society.

The Management Committee’s thanks were recorded for Duncan Walker, Curator, for his meticulous work.

RESOLVED that

The Management Committee approves the disposals as outlined in the Disposals Report

Voting: Unanimous

It is a statutory requirement to agree the Annual Financial

Statements for the Russell-Cotes Art Gallery and Museum and

submit to the Charity Commission by 31 January each year. The

Management Committee are asked to review and agree the

Financial Statements and the Letter of Representation prior to them being signed off by the Leader of the Council.

The Assistant Chief Financial Officer 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.

It is a statutory requirement to agree the Annual Financial

Statements for the Russell-Cotes Art Gallery and Museum and

submit to the Charity Commission by 31 January each year. The

Management Committee are asked to review and agree the

Financial Statements and the Letter of Representation prior to them being signed off by the Leader of the Council.

It was recorded that a preliminary sight of the accounts and discussion had taken place and they were now ready for formal sign off.

As part of those discussions, the unsatisfactory treatment of some of Russell-Cotes reserves (totalling nearly £500,000), which were held in BCP Council accounts had been identified.  Now all reserves had been transferred to the Russell-Cotes and were clearly identifiable in the accounts.

It was reported that Auditors had challenged the insurance basis of the valuation of the property.  An external valuer was instructed to undertake a valuation, which they had concluded to be just under 5 million pounds which was significantly lower than the previous valuation.  The Committee was assured that this was a notional figure and would not effect the reserves or impact the function for the museum as a charity.

RESOLVED that

The Management Committee agree the Annual Financial

Statements and the Letter of Representation for the Financial Year 2023/24.

Voting: Unanimous

To note the date of the scheduled meeting on Monday 2 June 2025 at 2:00pm

Monday 2 June 2025.