Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies were received from Alan Frost.

To elect a Chairman of the Russell-Cotes Art Gallery and Museum Management Committee for the municipal year 2025-26.

Nominations were sought for the election of Chair. A nomination was received and seconded for Stuart Bartholomew. No further nominations were received.

RESOLVED that Stuart Bartholomew be elected as Chair of the Russell-Cotes Art Gallery and Museum Management Committee for the 2025/26 Municipal Year.

To elect a Vice-Chairman of the Russell-Cotes Art Gallery and Museum Management Committee for the municipal year 2025-26.

Nominations were sought for the election of Vice Chair. A nomination was received and seconded for Councillor L Williams. No further nominations were received.

RESOLVED that Councillor L Williams be elected as Vice Chair of the Russell-Cotes Art Gallery & Museum Management Committee for the 2025/26 Municipal Year.

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 29 January 2025.

RESOLVED: that the minutes of the meeting held on Monday 29 January 2025 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 Tuesday 27 May 3 clear working days before the meeting.

The deadline for the submission of a statement is midday Friday 30 May the working day before the meeting.

The deadline for the submission of a petition is Thursday 15 May 10 working days before the meeting.

The Committee was advised that there had been no public questions or statements received on this occasion.

This winter 6-month period has seen the highest visitor numbers (23,283) since an admission charge was introduced in 2017, reflecting the popularity of the ‘Artists in Purbeck’ exhibition.  It has generated increased income in admissions, Gift Aid, cafe and shop.

The Museum submitted its latest Accreditation return to the Arts Council England. This sets standards for governance, collections care and user experience and is a requirement for important  museum activity such as inter-museum loans and grants. The result will be heard in August.

The Russell-Cotes has had considerable success with grant applications including:

·       £1,500,817 for building repairs from ACE MEND Round 4 subject to BCP Council approval;

·       £30,000 from Paul Mellon Centre for Studies in British Art for a research curator into the tempera revival at the Russell-Cotes;

·       £8,000 acquisition grant for prints from the Hallett Prize;

as a partner museum in the £5million 5 year ‘Going Places’ project funded by Art Fund, National Heritage Lottery Fund and Julia Rausing Trust.

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 dry weather had reduced maintenance issues with less leaks, however, the recent cliff fires had put the museum at some risk as it was close to the cliff top.

This winter 6-month period had seen the highest visitor numbers (23,283) since an admission charge was introduced in 2017, reflecting the popularity of the ‘Artists in Purbeck’ exhibition.  It had generated increased income in admissions, Gift Aid, cafe and shop. 

The ‘May Morris’ exhibition (textiles and embroidery) launched in April 2025 was well presented and the ‘Artist as Witness’ exhibition was scheduled for October, with a funded catalogue.

The Museum submitted their latest Accreditation return to the Arts Council England. This sets standards for governance, collections care and user experience and was a requirement for important museum activity such as inter-museum loans and grants. The result would be heard in August 2025.

The Russell-Cotes had considerable success with grant applications including:

·       £1,500,817 for building repairs from ACE MEND Round 4 subject to BCP Council approval;

·       £30,000 from Paul Mellon Centre for Studies in British Art for a research curator into the tempera revival at the Russell-Cotes;

·       £8,000 acquisition grant for prints from the Hallett Prize;

• The museum had also received small awards for bicycle racks and £3000 for sculpture refurbishment.

RESOLVED that The Management Committee accepts the Russell-Cotes Art Gallery & Museum Update report for the period 1 October 2024 – 31 March 2025

Voting: Unanimous

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 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 'B' to these Minutes in the Minute Book.

It had a markedly positive periopd of donations to the museum, partly prompted by the Purbeck show which had inspired a number of donations including from neighbours of the artists in the exhibition.

Two paintings by Lucy Kemp-Welsh were donated to the collection and about six prints and watercolours by well-known local artist Lesley Moffat-Ward.

The Hallett Prize fund was used to purchase prints from the London Original Print Fair which included a print by Eric Ravilious.

A Pre-Raphaelite influenced folding screen by Fred Appleyard had been donated by Philippa Chappell.

An exceptional request had been made to return the framed oil painting entitled 'Lighthouse Fields, Purbeck' by Pádraig Mac Miadhacháin (1929-2017), to the donor, the artist’s widow Jane along with associated sketches.

RESOLVED that The Management Committee notes and approves

a)       acquisitions

b)       loans

c)        disposals

As outlined in the Acquisitions, Loans and Disposals Report

Voting: Unanimous

The ACE MEND project for urgent repairs of the Russell-Cotes has been successfully concluded with the completion of all planned activity by 31 March 2025 ie:

·       Renewal of environmental plant and machinery

·       Restoration of conservatory

·       Improvements to foul drainage

·       Increased CCTV coverage

The total cost was £1,016,221.

Funding was received from:

·       £518,000 Arts Council England MEND

·       £213,000 CIL          

·       £213,000 BCP Prudential borrowing          

·       £33,000 Conservatory fundraising          

·       £24,221 Reserves  

£15,000 Insurance claim on conservatory

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 were informed that MEND 1 had been successfully completed with some small scale work continuing such as adding anti shatter film to the glazing in the conservatory.

The plant had been replaced which gave reliable heating and demonstrated a 10% reduction in the use of energy.

It was reported that the conservatory looked stunning and visitors were enjoying the space.  The museum was looking at options to use the space for events, afternoon teas etc to generate income. The total project would be for £1.9 million.  Unfortunately, the repair and reconnection of the fountain in the Main Hall was rejected from the funding on the basis was not urgent.

RESOLVED that The Management Committee reviewed the report and approved the conclusion of the project.

Voting: Unanimous

The Scheme which agrees the future governance framework for the new Corporate Trustee of the Russell-Cotes Art Gallery & Museum has been approved by the Charity Commission and BCP Council under delegated powers. It was passed to the Department of Culture Media and Sport (DCMS) in April, together with the Draft Order of State for the publicity and modification phase, before ministerial and parliamentary approval in due course.

RCAGM Sole Trustee Ltd, the new Company Limited by Guarantee, was incorporated on 10 March 2025 and will act as Corporate Trustee in place of BCP Council after Vesting Day. The Company number is 16304062 and 9 Board members have been recruited and regular formal meetings have started.

Due to the extended time frame and higher legal and ICT costs than anticipated, the transition costs have been revised from £119,000 to £145,000.  Additional funding to cover these costs has been agreed from reserves.  £100,000 will be transferred from these and the NHLF Lottery Grant, which is contributing to the project, to the new Sole Trustee so that it can procure services needed (eg HR, legal and ICT) as well as other operational costs to prepare for vesting day. 

The Chairman 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 Scheme which agrees the future governance framework for the new Corporate Trustee of the Russell-Cotes Art Gallery & Museum had been approved by the Charity Commission and BCP Council under delegated powers. It had been passed to the Department of Culture Media and Sport (DCMS), together with the Draft Order of State for the publicity and modification phase. This would be reviewed by the Secretary of State for either sign off or laid before Parliament. This was not likely to happen until the autumn, because of the summer recess which could delay vesting day until 2026.

RCAGM Sole Trustee Ltd, the new Company Limited by Guarantee, was formed and shadow meetings have taken place.

It had been agreed that reserves could be transferred to the new  Trustee’s account so that it could establish contracts for HR and legal advice to progress necessary activities including staff transfer in advance of Vesting Day.

ICT had been helpful and assisted in screening and assessing potential suppliers of new equipment and ongoing support contracts.

The actuarial assessment for the pension scheme was still awaited and help was sought to expedite this if possible.

RESOLVED that The Management Committee notes progress on moving to an independent trust

requests officer support to progress:

a)       The transfer of £100,000 of reserves and grant funding to the new Sole Trustee

b)       The delivery of the pension actuarial assessment

c)       Development of legal agreements

d)       ICT Service transfer

and delegates authority for progressing and agreeing terms to Service Director for Customer and Property, Chief Operations Officer and Monitoring Officer.

Voting: Unanimous

The Russell-Cotes Art Gallery & Museum (charity Number 306288) is going through a highly complex governance change which was started in 2018 and will require an Order of State through Parliament to complete.  Very significant progress has been made, after considerable investment of time and resource from BCP Council, Charity Commission, National Lottery Heritage Fund and Arts Council England.

The charitable ‘Scheme’, which allows for the repeal of Section 57 of the Bournemouth Borough Council Act 1985 and updates the original founding documents (from 1908 to 1920), has been agreed by Charity Commission and BCP Council and sent to the Department of Culture Media and Sport for review, ministerial and ultimately parliamentary approval.

Through the prolonged and complex process, which has also involved negotiating a financial package with the Council (agreed in January 2024), Professor Stuart Bartholomew has been the Chair of the Management Committee, to which Cabinet delegate the responsibility for oversight of the charity.

Professor Bartholomew was appointed in 2017 and served for the maximum two terms. In 2022, Cabinet agreed exceptionally to appoint him for a further 3 year term on the basis that the governance change had reached a critical juncture, which was impacted by Covid and heightened by coinciding with the Museum’s Centenary.

That further term is due to end in September 2025 and while it had been anticipated that externalisation would be complete on 1 October 2025, there is a strong likelihood that Vesting Day may not be achieved until 1 January 2026 or even 1 April 2026 and therefore the Committee will need to keep functioning in the meantime.

A further limited extension is advised rather than lose Professor Bartholomew’s experience and commitment to this complex project and potentially putting it at risk at this critical moment. 

The Chairman 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 Russell-Cotes Art Gallery & Museum was going through a highly complex governance change which was started in 2018 and would require an Order of State through Parliament to complete. 

Through the prolonged and complex process, Professor Stuart Bartholomew had been the Chair of the Management Committee, to which Cabinet delegate the responsibility for oversight of the charity.

Professor Bartholomew was appointed in 2017 and served for the maximum two terms. In 2022, Cabinet agreed exceptionally to appoint him for a further 3 year term on the basis that the governance change had reached a critical juncture, which was impacted by Covid and heightened by coinciding with the Museum’s Centenary.

That further term was due to end in September 2025 and while it had been anticipated that externalisation would be complete on 1 October 2025, there was a strong likelihood that Vesting Day may not be achieved until 1 January 2026 or even 1 April 2026 and therefore the Committee would need to keep functioning in the meantime.

A further limited extension was advised rather than lose Professor Bartholomew’s experience and commitment to this complex project and potentially putting it at risk at this critical moment. 

RESOLVED that that the Russell-Cotes Management Committee recommend to Cabinet that the Chair of the Management Committee’s term of office be extended until the transfer of the Museum to the new sole trustee is completed or for a further 3 years (whichever is soonest) to provide vital continuity at the pivotal moment in the process of externalisation.

It is noted that as soon as Vesting Day is achieved the Management Committee would cease to exist and the appointment will be concluded.

It is noted that this decision would not set any precedent for this or any other BCP Council Committee.

Voting: Unanimous

To note the date of the scheduled meeting on 27 October 2025 at 2.00pm.

Monday 17 October 2025.