Agenda and minutes

There were no apologies for absence.

There were no declarations of members' interests.

Purpose: This report is to inform the Cabinet Member of the successful securing of funds from the Interreg IVA programme for a series of linked activities with our twin city of Caen in relation to the 70^th Anniversary of the D Day landings.

RECOMMENDED that the Cabinet Member

(1) notes the success of the application to the Interreg IVa fund and

(2) agrees that an update report be brought to a future Culture, Leisure & Sport meeting.

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Claire Looney, Partnership & Commissioning Manager.

DECISIONS: that the Cabinet Member

(1) noted the success of the application to the Interreg IVa fund and

(2) agreed that an update report be brought to a future Culture, Leisure & Sport meeting.

Purpose: This report is to inform the Cabinet Member on the work carried out by the Portsmouth Cultural Trust during their second year of operation from April 2012 - March 2013

RECOMMENDED

(1) That this update report on the operation and delivery of services by Portsmouth Cultural Trust 2012/13 be noted including the delivery in excess of the key performance targets as outlined in the Partnership Agreement.

(2) That congratulations be given to Portsmouth Cultural Trust for achieving the year's successful delivery.

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Claire Looney, Partnership & Commissioning Manager.

DECISIONS: that the Cabinet member

(1) noted the update report on the operation and delivery of services by Portsmouth Cultural Trust 2012/13 including the delivery in excess of the key performance targets as outlined in the Partnership Agreement.

(2) agreed that congratulations be given to Portsmouth Cultural Trust for achieving the year's successful delivery.

Purpose: This report is to provide an update on the recent work that has taken place at Cumberland House.

RECOMMENDED that:

(1) The improvements to Cumberland House are noted.

(2) The proposed development of the museum's events programme and the increased involvement of volunteers are noted.

(3) The Friends of Cumberland House are thanked for their work on the garden.

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Dr Jane Mee, Museums & Records Manager

and Gemma Waters, Cumberland House Museum Development Officer.

DECISIONS: that:

(1)   The improvements to Cumberland House are noted.

(2)   The proposed development of the museum's events programme and the increased involvement of volunteers are noted.

(3)   The Friends of Cumberland House are thanked for their work on the garden.

Purpose: This report is to review the achievements of Portsmouth Museums & Archives in 2012/13 and present an action plan for the year ahead.  Portsmouth Museums’ operational 'plan on a page' is attached at Appendix A. 

RECOMMENDED that the recommendations set out in paragraph 2 of the report be agreed.

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Dr Jane Mee, Museums & Records Manager.

DECISIONS that:    

(1)   The achievements of Portsmouth Museums and Archives in 2012/13 are noted.

(2)   The D-Day related projects, D-Day+Youth and D-Day 70 ‘Launching the Invasion’ are delivered in accordance with the successful funding bids submitted to ACE (Arts Council England) and the Heritage Lottery Fund (HLF) respectively.

(3)   The Development Phase of D-Day 75, the council’s major project to transform the D-Day Museum offer, is implemented subject to a positive outcome of our funding bid to the HLF.

(4)   A bid is submitted to ACE for Renaissance Strategic Support Funding for 2014/15 to support developing the sub-regional D-Day offer in partnership with the area’s Regimental Museums and similar organisations.

(5)   The work to Cumberland House is completed with the opening of an A-Z of Natural History in the main ground floor gallery.

(6)   Volunteers are recruited in Cumberland House and trained to assist in the delivery of events and activities at the museum in accordance with 'Invest in Volunteers' standards.

(7)   The service prepares for Accreditation and completes the review of the council’s collection development plan incorporating museum, archive and library collections.

(8)   The service completes the work started with the Museum of English Rural Life, with ACE funding, with the aim of achieving the Investors in Volunteers standard.

(9)   A review of the current school led offer is undertaken and a review of the school loans / handling collection is started.

(10)Partnership projects with the QA Hospital (improving environments for people with dementia) and the University of Portsmouth (Doctoral Collaborative Award for Conan Doyle) are implemented.

(11)The Portsmouth City Museums exhibition programme Secret Egypt and Tricorn is delivered as planned and publicised.

(12)Plans for the WW1 centenary exhibition and community engagement – Lest We Forget – are developed and implemented.

Purpose: The report is to inform the Cabinet Member of the currentprocess used to review library stock and to agree new recommendations for stock that is no longer required.

RECOMMENDED that the recommendations set out in paragraph 2 of the report be agreed.

TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Clare Forsyth, Service Development Manager.

DECISIONS 

(1) That a continuous programme of stock work is carried out in all libraries to cope with new stock arrivals rather than at intervals of every few months.

(2) That the Central Library store stock is reviewed as a whole once a year.

(3) That permanent book sale displays of withdrawn library stock are removed from all libraries except Central Library.

(4) That to replace permanent books sales a temporary book sale site is established to run for 1 week in duration in branches.

(5) That a permanent, well displayed second hand bookshop is set up at Central Library.

(6) That the pricing of withdrawn stock should reflect the quality of the stock and higher prices being asked in charity shops and online booksellers.

(7) That Amazon Marketplace, a fixed price site, is used as a mechanism for selling some of our more specialist stock.

Purpose: The report is to present the museums, archives and the libraries' special book collections draft Collections Development Plan 2013-2018 and to seek approval from the Cabinet that it is fit to be sent out for consultation to wider stakeholders.

RECOMMENDED

(1)That the draft Collections Development Plan be approved.

                  (2)That the draft Collections Development Plan be sent out to wider stakeholders for consultation.

 (3) That the Portsmouth Museums service re-presents the Collections Development Plan to the Cabinet after consultation has taken place

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT

& CULTURAL SERVICES)

The report was introduced by Rosalinda Hardiman, Museum Collections Manager.

DECISIONS:

(1) That the draft Collections Development Plan be approved.

(2) That the draft Collections Development Plan be sent out to wider stakeholders for consultation.

(3) That the Portsmouth Museums service re-presents the Collections Development Plan to the Cabinet after consultation has taken place

(Please note that appendices 2 and 3 are exempt so if the Committee wish to discuss these, the meeting will need to move into exempt session at that point - see Agenda item 13).

Purpose: To inform the Cabinet Member of the outcome of a market evaluation exercise undertaken to help determine what opportunities are to be formally advertised at the sports areas and Lumps Fort building within the Canoe Lake site.

RECOMMENDED that

(1) the Cabinet Member for Culture, Leisure and Sport notes the outcome of the market evaluation exercise.

(2) the Head of Transport and Environment be authorised to proceed with the procurement of the recommended future tender opportunities for the identified areas, undertaking any necessary feasibility work required.

(3) the Head of Transport and Environment, in conjunction with the s151 officer and Head of Finance and the procurement gateway process, be authorised to accept the outcome of the most appropriate tendering exercise for each identified area, that will include a robust financial appraisal of all options.

The following items are for information only

(TAKE IN REPORT BY THE HEAD OF TRANSPORT AND ENVIRONMENT)

The report was introduced by Adrian Rozier, Technical Projects Officer

DECISIONS that

(1) the Cabinet Member for Culture, Leisure and Sport notes the outcome of the market evaluation exercise.

(2) the Head of Transport and Environment be authorised to proceed with the procurement of the recommended future tender opportunities for the identified areas, undertaking any necessary feasibility work required.

(3) the Head of Transport and Environment, in conjunction with the s151 officer and Head of Finance and the procurement gateway process, be authorised to accept the outcome of the most appropriate tendering exercise for each identified area, that will include a robust financial appraisal of all options.

(4) That subject to (2) and (3) above the Head of Corporate Assets, Business and Standards be authorised to complete the leasing of the tendered opportunities identified within this report.

The following items were for information only.  No decisions were made and they were not therefore subject to call in.

Information report requested by Cabinet Member for Culture Leisure and Sport

Purpose: To note the loan of ‘Near Epsom’, a painting by George Vicat Cole to an exhibition in 2014

(TAKE IN INFORMATION REPORT BY THE HEAD OF CITY DEVELOPMENT & CULTURAL SERVICES)

The report was introduced by Rosalinda Hardiman, Museum Collections Manager who advised of the loan of ‘Near Epsom’, a painting by George Vicat Cole to an exhibition in 2014 being held initially at Southampton Art Gallery, but possibly to two other venues in Hampshire. She confirmed that a notice by the painting would give details that the painting was on loan from Portsmouth's art collection.

Information report requested by Cabinet Member for Culture Leisure and Sport.

Purpose: To inform the Cabinet Member for Culture Leisure and Sport of the review and evaluation undertaken in Spring 2013 of services, layout and performance at Southsea Library. Also, to identify the subsequent changes implemented in response to the process.

(TAKE IN INFORMATION REPORT BY THE HEAD OF CITY DEVELOPMENT & CULTURAL SERVICES)

The report was introduced by Rosalinda Hardiman, Museum Collections Manager.

Information report requested by Cabinet Member for Culture Leisure and Sport

Purpose: To inform the Cabinet Member and Group Spokespersons of

(1) The forecast revenue expenditure for the year compared with the cash   limited budget

(2) The forecast capital expenditure against the capital programme for the Culture Leisure and Sport Portfolio

(TAKE IN INFORMATION REPORT BY STRATEGIC DIRECTOR AND S151 OFFICER)

The report was introduced by Susan Aistrope, Finance Manager.

That in view of the contents of the item on the agenda indicated below the Committee is RECOMMENDED to adopt the following motion:

“That, under the provisions of Section 100A of the Local Government Act, 1972 as amended by the Local Government (Access to Information) Act, 1985, the press and public be excluded for the consideration of the following item(s) on the grounds that the report(s) contain information defined as exempt in Part 1 of Schedule 12A to the Local Government Act, 1972”.

The public interest in maintaining the exemption must outweigh the public interest in disclosing the information.

(NB     The exempt/confidential committee papers on the agenda will contain information which is commercially, legally or personally sensitive and should not be divulged to third parties.  Members are reminded of standing order restrictions on the disclosure of exempt information and are invited to return their exempt documentation to the Senior Local Democracy Officer at the conclusion of the meeting for shredding.)

Item                                                                            Exemption Para No.*

9. Proposed Use of Land and Buildings

at Canoe Lake - Appendices 2 and 3 only

Paragraph Exemption No:                                               3

3.Information relating to the financial or business affairs of any particular person (including the authority holding that information)