NATIONAL MUSEUMS LIVERPOOL BOARD OF TRUSTEES. 30 June 2016, 10.00am. (World Museum)

Transcription

1 NATIONAL MUSEUMS LIVERPOOL BOARD OF TRUSTEES 30 June 2016, 10.00am (World Museum) PRESENT: Professor Phil Redmond (Chair), Dr Clive Elphick, Carmel Booth, Laura Carstensen, Heather Lauder, Clive Wilson, Ian Rosenblatt, Dr Nicola Thorp and Virginia Tandy and Jim Chapman In Attendance Dr David Fleming, Claire Harvey, Louise Parnell, Sharon Granville, Carol Rogers, Melanie Lewis and James Best 1. Introductions and Apologies for Absence The Chairman welcomed Ian Rosenblatt to his first Board meeting since being appointed as a Trustee. The Chairman also informed the Board that Jenny Baxter had unfortunately tendered her resignation as a Trustee. There were apologies for absence from Philip Price and Andy McCluskey 2. Declarations of Interest The Chair invited members to indicate whether they had any conflicting or prejudicial interests within the items of business set out below and besides the standard Register of Interest for Trustees, no additional declarations were made. 3. Minutes of the last meeting and Matters Arising The minutes of the meeting of the Board of Trustees of 24 March 2016 were approved for signing as a correct record of proceedings. 4. Chairman s Overview The Chair provided a verbal update on recent and forthcoming meetings and matters of interest, noting in particular; a) there will be an ALB Chair and Chief Executive meeting on 4 July 1

2 when more clarity may be given on the impact of the EU exit on DCMS, and, therefore, NML; b) the Museums Association has published a view on what the EU exit may mean to the sector, but the essence is that there will be uncertainty for some time; c) Liverpool has previously done very well from EU funding for projects, and there will no doubt be reduced access to such now. We may, however, now be able to apply for funding where we ve not previously had any success; d) EXEMPTED MATERIAL: The details of this item of business have been removed from this version of the minutes because they relate to the effective conduct of public affairs that might be prejudiced by disclosure; e) the role of the Liverpool Culture Partnership (LCP) will be key in ensuring the cultural sector in the region work together and complement each other in their working and their request for funding; f) the role of culture in society, and on the health and wellbeing agenda, needs to be further explored, and the savings to the health sector invested in expanding the programme; and g) the Chairman s term of office is due to end on 31 July, and, though a request for an extension has been submitted to ministers, a decision has not yet been made. It will be necessary to have interim arrangements in place should the extension request not be granted. 1) the update be noted; and 2) it was agreed that Carmel Booth become Acting Interim Chair of the Board if the Chairman s term of office is not extended beyond 31 July; 3) if the above does happen, C Booth is to also be appointed on the NML Foundation as the Trustee representative; 4) in the event of the Chairman s term ending on 31 July, shortly in advance of that date an emergency Board will be called in order to have a proper handover of duties and projects to be taken forward. 2

3 5 Literacy Project C Rogers circulated a report she had written on the expansion of the House of Memories project, noting, in particular; a) EXEMPTED MATERIAL: The details of this item of business have disclosure; b) a recent economic impact study has shown that 1m spent on House of Memories has an impact of 19m+ to the health sector; c) the commercialisation of the model and the digital app are being explored (separate paper on the agenda); and d) although there is a literacy strand to the further development of the House of Memories model, this is an enabler to allow people to deliver and participate in the training. It is not a literacy project in its own right that could be used in, for example, prisons, where literacy, or lack thereof, is a huge problem. 1) the report be noted; 2) EXEMPTED MATERIAL: The details of this item of business have disclosure; 3) a potential literacy project be the focus of a discussion at the next board meeting, with a report being prepared as to what would need to be done to drive this forward, what resource would be required, and what would be the reason and benefit for NML to take forward such a project 6 Director and Executive Team Update The Board considered a verbal update from the Director and members of the Executive Team on matters of interest, as well as considering the Management Overview report and NML Dashboard, noting in particular; a) NML has recently added support, at their request, to St Helen s Council s bid for money for the Great North Exhibition, a Treasury initiative. Other local councils, including Liverpool, had said they were not going to bid; b) NML Trading Ltd had another successful year and work is underway on the World Museum project to enhance the visitor and 3

4 corporate offer for both retail and catering at the venue; c) EXEMPTED MATERIAL: The details of this item of business have disclosure; d) new Atrium teams are being piloted at World Museum and the Maritime Museum to offer a better welcome to visitors and explain about donations and how they are used, and, at World Museum, to explain the new charges for the Planetarium; e) we were shortlisted in four categories at the Liverpool City Region Tourism Awards Maya: revelations of an endless time (Large Tourism Event), Old Dock Tours (Tourism Experience), World Museum (Large Visitor Attraction) and Visitor Host, Jillian Ireland (Tourism Star of the year). While we didn t win any of the categories, Jillian Ireland was highly commended; f) the recently appointed external advisor to develop a fundraising strategy has met with the Executive Team and Development Office staff, and considerable progress on this is expected by the Autumn; g) work has been taking place on how to rationalise, if possible, the estate, and, linked to that, the most suitable and cost effective storage of archive material; h) the expansion of our touring exhibitions model, and more international loans continues to be explored, and the recent visit by the Director, and Executive Director of Collections and Estate, to China, produced interest in various exhibitions; i) EXEMPTED MATERIAL: The details of this item of business have disclosure; and j) Trustees were informed that Ian Williams, the former Director of Estate Management, is to leave NML on1 July, having delayed his exit under VR to assist in the finalisation of the Museum of Liverpool legal cases, and remedial works to the steps and terraces. 1) the verbal updates, Management Overview report, and Dashboard document, be noted; 2) a report on the rationalisation of the estate, and the storage of 4

5 archive material, be brought to the next meeting of the Board; 3) Trustees thank Ian Williams for his work over the years, and wish him the very best for the future. 7 Committee Proceedings The Board considered the proceedings of the various Committees which have taken place since the last Board of Trustees meeting on 24 March 2016 a) the proceedings of the NML Trading Ltd Board of Directors meeting of 19 April and 7 June the proceedings be noted b) the proceedings of the Audit Committee meeting of 14 June ) the proceedings be noted; and 2) the NAO had, as part of the account closure process commended NML on now being one of the fastest in the sector to complete the process, having previously been one of the slowest. c) the proceedings of the Finance Committee meeting of 14 June the proceedings be noted. 8 Items Accessioned since the last Board of Trustees meeting The Board considered a report of the various Registrars listing acquisitions made, and gifts accepted, in exercise of delegated powers in the period since the last meeting of the Board, noting that, if appropriate, a request for funds to curate and/or store items gifted to the collections, is made at the time of giving/receiving. the report be noted. 9 Loans Agreed since the last Board of Trustees meeting The Board considered a report of the various Registrars listing loan arrangements entered into since the last meeting of the Board, noting that NML are entering into fewer loan agreements now, due to more limited resources and are seeking reciprocal loans, and/or charging to recover costs incurred, where appropriate. Each loan request is looked at 5

6 on an individual basis and action agreed by the Executive Team. the report be noted. 10 NML Legal Register, Fraud Register, and Health & Safety Statistics The Board considered the latest version of the NML Legal Register, Fraud Register, and health and safety statistics for the organisation, noting that PI claims are now managed through the new insurance portal system to speed up the process and to cap liability costs. 1) the reports be noted; and 2) the Board are satisfied that they have discharged their statutory obligations in respect of Health and Safety management. 11 Audit Committee Annual Report to the Board The Board considered a report apprising them of the work undertaken by the Audit Committee, on their behalf, for the financial year 2015/16. the report be noted. 12 Income Generation Update The Board considered, and discussed, an update on income generation, noting that; a) EXEMPTED MATERIAL: The details of this item of business have disclosure. ; b) initial feedback on the new charging model for the Planetarium is that there hasn t been much negative reaction, and take-up for the free show at the end of the day has been really positive; and c) the external advisor looking at a fundraising strategy will also look at NML s current membership scheme and its effectiveness. 1) the update be noted; and 2) the evaluation report on the Pre-Raphaelites: Beauty and Rebellion exhibition be brought to the next Board meeting. 6

7 13 Developing the NML People Strategy The Board considered a report presenting an initial overview of a proposed People Strategy for , noting that; a) the People Strategy will be developed alongside the Strategic Plan; b) it has been identified that there are five key areas to be addressed through various actions; c) further consultation and research is required and will include (but may not be limited to), one-to-one interviews with directors and senior managers, input from NML Board, analysis of previous staff suggestions for key themes about the workplace, workshops with staff, consultation with trade unions and external benchmarking; d) the Trustees would like to see succession planning being brought in as a major focus of work, alongside how we keep people, keep them motivated, and help them progress; e) Trustees are pleased to see that training, and a budget for this, has been reinstated; f) perhaps a non-monetary form of recognition of outstanding work could be considered, as done in other businesses; and g) the new LCP may provide opportunities for NML staff to be seconded to other cultural organisations for experience and development. 1) the report be noted; and 2) the People Strategy, with relevant action plan is to be brought to the next meeting of the Board. 14 House of Memories Progress Report The Board considered a report providing them with an update on the House of Memories Phase Two development programme, noting that; a) in January 2016, House of Memories successfully applied for funding from the NML Foundation Trust to create a digital infrastructure that will position the national programme and enable income generation opportunity; and 7

8 b) this report forms the six monthly progress update that Trustees requested. the report be noted. 15. Commercial Strategy and Action Plan The Board considered a report outlining the key principals for commercial activity at National Museums Liverpool (NML) and how it relates to the overarching Strategic Plan, and informing Trustees of the commercial activity currently taking place across NML and a summary of the action plan for , noting in particular; a) the organisation requires a commercial strategy to support the growth of existing income streams and the creation of new ones. NML must increase its income from sources other than Grant in Aid (GiA) in order to become a more sustainable organisation; b) the strategy will give direction to the teams who have not necessarily had to consider income as a priority before, and will empower them to deliver the increased income required, in a structured, and efficient, way; c) the People Strategy being written will align to this increased income generation role increasingly being required of staff; and d) the value of activity will also be assessed, as well as deriving income and profit, as that is equally as important within NML. 1) the report be noted; and 2) many of the current projects are at the execution stage and when large individual business cases or initiatives are ready to go live they will be shared with the Board of Trustees when appropriate; and 3) further to the large individual business cases, general progress will be updated regularly at future NML Board of Trustee meetings. This will be in the form of a Commercial Update paper or through an IGG Update paper. NMLT will continue to report on targets and action plans at the separate NMLT Board of Directors meetings, and, when appropriate, reports will be shared at these meetings. 16 Annual Report and Accounts 1 April March 2016 The Board considered the latest draft of the Annual Report and Accounts (ARA) 1 April March 2016, noting that; 8

9 a) the ARA has been approved for recommendation to the Board at both Finance and Audit Committees in advance of this meeting; b) it had also been circulated to all Trustees for any comment, in advance of this meeting; and c) since the version presented had been produced, as well as some minor changes discussed and approved with Trustees, a statement relating to the EU referendum result had been provided by the NAO for inclusion, and wording re the devolution agenda had been agreed. 1) the accounts and proposed methodologies within, along with the Letter of Representation, be approved for signing by the Director and the Chair; and 2) approval for any necessary late adjustments be delegated to the Chair, and Chairs of Finance and Audit, 17 Cash Investments EXEMPTED MATERIAL: The details of this item of business have to the effective conduct of public affairs that might be prejudiced by disclosure. 18 Capital Projects Update The Board considered a report apprising them of the progress of main capital projects underway: Museum of Liverpool Steps & Terraces Rectification Project and associated works; and World Museum Egypt Gallery, noting that a Main Contractor has been identified for the Museum of Liverpool steps and terraces work, and, though their price is within budget, the team are not entirely satisfied with the proposed programme of works, and have asked for this to be reviewed. 1) the report be noted; 2) approval be granted to let the tender for the Museum of Liverpool Steps & Terraces main contract works to WH Snow at a cost not exceeding 1,238,922; 3) approval is granted to appoint Krol Corlett Ltd. as Main Contractor for the Egypt Gallery construction works at a tender sum of 353,463.75; and 9

10 4) approval is granted to procure the main exhibition fit out contractor for the Egypt Gallery over the summer period, with a view to appointing before the next Board meeting in October. 19 Heating, Ventilation and Air Conditioning (HVAC) Contract The Board considered a report advising them of the proposed terms of the extension to the Heating, Ventilation, and Air Conditioning contract with Integral UK, noting that; a) the extension to contract being sought, though non-standard, and against NML s procurement process, is required due to the delay of the publication of the Crown Commercial Services Total FM frameworks models; b) the extension is being sought to allow for enough time for a full tender exercise to be undertaken to review the contract and appoint a provider; and c) Integral UK, the current provider, have agreed to extend their contract at the same rates as this year, with no inflation increase. 1) the report be noted; and 2) the Board approve the extension of the contract with Integral UK through until 31 March Chinese Exhibition EXEMPTED MATERIAL: The details of this item of business have disclosure. 21 Strategic Plan The Board considered the draft Strategic Plan , noting that; a) the document was the outcome of discussions with staff and Trade Unions but there has been no significant shift in strategic vision and objectives from the last Strategic Plan, other than the need to diversify income generation and adapt to GiA cuts and staff losses; b) although the document is shared with DCMS, and is available on our website, it is seen mainly as a motivational tool for staff; and c) some amends were suggested, including a need to add a paragraph re Brexit; the need for 2016/17 objectives to be more quantitative; an objective be added re our people, and how to build 10

11 on the strength of our staff; there to be no ethical appendix - just a statement re work in progress; and an Item in advocacy to reflect an updated report about NMLs economic and social impact. 1) the report be noted; 2) how the Board will get assurances that objectives are being met through the year, aside from the Management Overview Report, be discussed at the next meeting; 3) how to engage the Local Cultural Partnership in achieving our mission and objectives to be a discussion point on the agenda for the October meeting; and 4) the amendments suggested be made and the document brought to the next meeting for final approval. 22 Any Other Business There were no matters discussed under this agenda item. 23 Date and time of next meeting The next meeting will be held on Tuesday 11 October 2016 at 10.00am, venue to be advised CHAIRMAN 11