Agenda and minutes

There were no apologies for absence.

There were no declarations of interest.

Purpose of report

(1)  To inform the Cabinet Member of the need to identify suitable permanent premises to accommodate the parks service external works team and enable vacation of the temporary accommodation at Seafront Services, Avenue de Caen.

(2)  To highlight the long-term benefits that may be achieved by considering the needs of other city council staff and contractors as part of any new accommodation proposal.

RECOMMENDED

(1)  That the Cabinet Member for Culture, Leisure and Sport notes the content of the report and the need to secure alternative permanent premises to accommodate the operational activities of the parks external works and inspection team.

(2)  Whilst the Head of Corporate Assets, Business and Standards continue to investigate the availability of suitable premises on a rental basis or as a prospective purchase, that the Head of Transport and Environment be authorised to continue with the options appraisal for development of the Burrfields Road site to accommodate new premises and to achieve the outlined benefits. 

(3)  That in the event of the Head of Corporate Assets, Business and Standards not identifying suitable e alternative premises within the city council property portfolio or from those commercially available, that a bid be considered to secure the required capital funding to deliver the new development and the outlined benefits.

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

The report was introduced by Adrian Rozier, Technical Projects Officer.  He advised that since the report had been published officers had submitted a capital bid for accommodation.  This would be reviewed as part of the budget process. 

DECISIONS:

(1)  The Cabinet Member for Culture, Leisure and Sport noted the content of the report and the need to secure alternative permanent premises to accommodate the operational activities of the parks external works and inspection team.

(2)  That whilst the Head of Corporate Assets, Business and Standards continue to investigate the availability of suitable premises on a rental basis or as a prospective purchase, that the Head of Transport and Environment be authorised to continue with the options appraisal for the development of the Burrfields Road site to accommodate new premises and to achieve the outlined benefits.

(3)  That in the event of the Head of Corporate Assets, Business and Standards not identifying alternative premises within the city council property portfolio or from those commercially available, that a bid be considered to secure the required capital funding to deliver the new development and outlines benefits.

Purpose of report

To inform the Cabinet Member for Culture, Leisure and Sport of the progress with the city wide sports strategy and to seek approval for the proposed vision, objectives and time line for completion.

RECOMMENDED

(1)   That the Cabinet Member for Culture, Leisure and Sport agrees the proposed objectives within the draft city wide sports strategy and the proposed route to completion.

(2)   That the Cabinet Member for Culture, Leisure and Sport agrees the time line for completion.

(3)   That the Cabinet Member for Culture, Leisure and Sport agrees the proposal of the formation of a city wide physical activity and sports forum.

(4)   That the Cabinet Member for Culture, Leisure and Sport is updated by officers as to the progress of this process, the final strategic document and the resulting actions, in the first six months of 2015.

(TAKE IN REPORT BY HEAD OF TRANSPORT AND ENVIRONMENT)

Jasmine Fletcher, Environmental Change and Sports Development Team Manager introduced the report.  She advised that an additional recommendation had been added to the report and some amendments had been made to the draft strategy.

DECISIONS: that

(1)  The proposed objectives within the draft city wide sports strategy and the proposed route for completion are approved.

(2)  The timeline for completion is approved.

(3)  The proposal of the formation of a city wide physical activity and sports forum is approved.

(4)  Officers update the Cabinet Member as to the progress of this process, the final strategic document and the resulting actions, in the first six months of 2015.

 Purpose of Report

The purpose of this report is to update and inform the Cabinet Member on the progress of the Interreg funded DDAY70 project.

RECOMMENDED

That officers are requested to continue to seek further external funding to support and deliver projects which enhance the core offer of City Development & Cultural Services.

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

The report was introduced by Billy Ansell, European Project Co-ordinator.  He advised that the officer's visit to Caen had taken place and been valuable.

DECISIONS:

That officers continue to seek further external funding to support and deliver projects which enhance the core offer of City Development and Cultural Services.

Purpose of report

(1)  To inform the Cabinet Member of the progress on the Arthur Conan Doyle Collection's Heritage Lottery Funded (HLF) bid, Sharing Sherlock. Funding was awarded for a two year project until December 2014 but could be extended until March 2015

(2)  To update the Cabinet Member on the progress made so far in the delivery of Sharing Sherlock and its involvement with Portsmouth residents. The main aim of this funding is to reach further audiences across Portsmouth. 

RECOMMENDED   

To continue to support The Arthur Conan Doyle Collection until 31^st March 2015 and beyond, using the tools and existing engagement with groups from the Sharing Sherlock project to explore potential future opportunities.

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

The report was introduced by Laura Weston, Learning and Education Officer.

In response to questions officers clarified the following points:

·         The mobile app was not yet live and it was anticipated this would be live in December.  It would be for Android phones and aimed at community groups who have been part of the project.

·         The Southsea Shopping Festival Sherlock Trail ended on 28 September.  The trail included many cultural venues across the city, tying in four of the main shopping areas.

DECISION:

That the Arthur Conan Doyle Collection continues to be supported until 31 March 2015 and beyond, using the tools and existing engagement with groups from the Sharing Sherlock Project to explore potential future opportunities.

Purpose of report

The purpose of the report is to provide the Cabinet Member with an initial evaluation on the delivery of the Victorious Festival 23-24 August 2014 as requested in the recommendations of the Culture, Leisure & Sport meeting of 17 January 2014.

RECOMMENDED

(1) That this update report on the successful operation and delivery of the 2014 Victorious Festival be noted and that the organisers of the Festival be congratulated on their very professional approach, delivery and responsiveness around all aspects of the event.

(2) That officers be authorised to negotiate with the organisers of the Victorious Festival to implement findings from the review process of the 2014 festival to support the delivery of an improved event in the future.

(3) The officers be authorised to work with Victorious Festival to support the delivery of an annual festival over the August Bank Holiday weekend for from 2015 - 2018 with the ability to extend this on the same contract for a further 2 years (2019 - 2020).

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

The report was introduced by Claire Looney, Partnership and Commissioning Manager. In response to questions she clarified the following:

·         There was no timeframe for completion of the evaluation process.  Officers were currently working with festival organisers on this and discussing the identified areas so there was time to implement any changes arising from this.

·         The Victorious organisers had asked to hold the event in future years on the August Bank Holiday weekend. As part of the evaluation process officers and the festival organisers were considering how this would fit in with the kite festival which is held on the same weekend and would have discussions with the kite festival organisers.

·         A report for Victorious 2015 would come back to the Cabinet member for decision. 

·         The siting of the toilets would be reconsidered for next year's festival.

·         Members were pleased to note that there were only two noise complaints received and congratulated all those involved with the organisation of this year's festival.

DECISIONS: that

(1)  The successful operation and delivery of the 2014 Victorious Festival is noted and the organisers of the Festival be congratulated on their very professional approach, delivery and responsiveness around all aspects of the event.

(2)  Officers are authorised to negotiate with the organisers of the Victorious Festival ti implement findings from the review proves of the 2014 festival to support the delivery of an improved event in the future. 

(3)  Officers are authorised to work with Victorious Festival to support the delivery of an annual festival over the August Bank Holiday weekend from 2015-2018 with the ability to extend this on the same contract for a further two years (2019-2020). 

Purpose of Report

The purpose of this report is to request the release of funds allocated at the Full Council Meeting in February 2013 to the ARTches project now the scheme has secured both external funding and the required planning permission to proceed.

RECOMMENDED that:

The £100,000 Corporate Resource Allocation is authorised for release as part of the matched funding for the delivery of the ARTches project now the external funding has been secured.

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

The report was introduced by Claire Looney, Partnership and Commissioning Manager. In response to a question she clarified the following:

·         Other funding streams e.g. English Heritage, will be explored to secure funding for the future.

DECISION:

That the £100,000 Corporate Resource Allocation be released as part of the matched funding for the delivery of the ARTches project now the external funding has been secured.

 Purpose of report

To present the Portsmouth Museums Care and Conservation Policy.

RECOMMENDED that:

(1) The draft Portsmouth Museums Care and Conservation Policy be approved.

(2) A Care and Conservation Plan is developed to drive the operation of this Policy.  The Plan to be presented at a later date.

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

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

DECISIONS that:

(1)  The draft Portsmouth Museums Care and Conservation Policy is approved. 

(2)  A Care and Conservation Plan is developed to drive the operation of this policy.  The Plan to be presented at a later date.

Purpose of report

To revise the fees for the reproduction of images from the council's museum and archive collections.

RECOMMENDED:

(1) That the categories and scales of fees are simplified.

(2) That a new category of reduced fees for local people and businesses is introduced.

(3) That the recommended fees for the use of images are agreed and implemented from 1 December 2014 as follows:

·         The reproduction fees for books including e-books and CD ROMs for Portsmouth residents and businesses will be £30 for inner pages and £90 on covers for print runs up to 1,000 copies. The fees will be £40 and £110 for print runs up to 10,000 copies and £70 and £130 for print runs over 10,000.

·         The reproduction fees for books including e-books and CD ROMs for non- Portsmouth residents and businesses will be £50 for inner pages and £150 on covers for print runs up to 1,000 copies. The fees will be £60 and £200 for print runs up to 10,000 copies and £110 and £300 for print runs over 10,000.

·         The reproduction fees for newspapers, magazines and leaflets for Portsmouth residents and businesses will be £30 for inner pages and £80 for covers.

·         The reproduction fees for newspapers, magazines and leaflets for provincial publishers will be £40 for inner pages and £100 for front pages.

·         The reproduction fees for world-wide rights for newspapers, magazines and leaflets will be £80 for inner pages and £250 for front pages.

·         The reproduction fees for merchandise for Portsmouth residents and businesses will be £100.

·         The reproduction fees for merchandise for non-Portsmouth residents and businesses will be £250.

·         The reproduction fees for website use will be £100 for one year's use and £250 for 5 year's use.

·         The reproduction fees for single country television transmission of an image will be £100.

·         The reproduction fees for world television transmission of an image will be £150.

·         The reproduction fees for world television transmission of an image for 5 year use will be £250.

·         The reproduction fees for use of images in displays and exhibitions for up to one year will be £50 and £150 for over one year.

·         The reproduction fees for use of images (with the exception of images pertaining to the Conan Doyle collection) in displays and exhibitions by other accredited museums and galleries will be waived where entry to the venue and exhibition is free of charge.

·         The reproduction fees for third sector groups and organisations will qualify for a reduction of 15% except for the 'Portsmouth' category where there will be no further reduction.

·         The reproduction fee for the use of images in talks, lectures and presentations will be £2.00.

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

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

DECISIONS:

(1)  That the categories and scales of fees are simplified.

(2)  That a new category of reduced fees for local people and businesses is introduced.

(3)  That the recommended fees for the use of images are agreed and implemented from 1 December 2014 as follows:

·         The reproduction fees for books including e-books and CD ROMs for Portsmouth residents and businesses will be £30 for inner pages and £90 on covers for print runs up to 1,000 copies. The fees will be £40 and £110 for print runs up to 10,000 copies and £70 and £130 for print runs over 10,000.

·         The reproduction fees for books including e-books and CD ROMs for non-Portsmouth residents and businesses will be £50 for inner pages and £150 on covers for print runs up to 1,000 copies. The fees will be £60 and £200 for print runs up to 10,000 copies and £110 and £300 for print runs over 10,000.

·         The reproduction fees for newspapers, magazines and leaflets for   Portsmouth residents and businesses will be £30 for inner pages and £80 for covers.

·         The reproduction fees for newspapers, magazines and leaflets for provincial publishers will be £40 for inner pages and £100 for front pages.

·         The reproduction fees for world-wide rights for newspapers, magazines and leaflets will be £80 for inner pages and £250 for front pages.

·         The reproduction fees for merchandise for Portsmouth residents and businesses will be £100.

·         The reproduction fees for merchandise for non-Portsmouth residents and businesses will be £250.

·         The reproduction fees for website use will be £100 for one year's use and £250 for 5 year's use.

·         The reproduction fees for single country television transmission of an image will be £100.

·         The reproduction fees for world television transmission of an image will be £150.

·         The reproduction fees for world television transmission of an image for 5 year use will be £250.         

·         The reproduction fees for use of images in displays and exhibitions for up to one year will be £50 and £150 for over one year.

·         The reproduction fees for use of images (with the exception of images pertaining to the Conan Doyle collection) in displays and exhibitions by other accredited museums and galleries will be waived where entry to the venue and exhibition is free of charge.

·         The reproduction fees for third sector groups and organisations will qualify for a reduction of 15% except for the 'Portsmouth' category where there will be no further reduction.

·         The reproduction fee for the use of images in talks, lectures and presentations will be £2.00.

Purpose of report

The purpose of this report is to present a request from Winchester City Museums for the return of seven geological specimens on loan to Portsmouth. These were mistakenly accessioned in 2009 so will need to be formally de-accessioned.

RECOMMENDED:

(1) That the seven specimens are de-accessioned from Portsmouth's museum collections.

(2) That the seven specimens are returned to Winchester City Museums.

(3)That the early life display at Cumberland House is re-displayed after the removal of these specimens and that alternative specimens are sourced

(TAKE IN REPORT BY HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

The report was introduced by Rosalinda Hardiman, Museums Collection Manager.

DECISIONS that:

(1)  The seven specimens are de-accessioned from Portsmouth's museum collections.

(2)  The seven specimens are returned to Winchester City Museums.

(3)  The early life display at Cumberland House is re-displayed after the removal of these specimens and that alternative specimens are sourced. 

Purpose of report

To update the Cabinet Member for Culture, Leisure and Sport on the Portsmouth History Fair held at the Central Library on 12 July 2014 and the plans for future development.

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

The report was introduced by Jackie Painting, Assistant Library Services Manager. 

The Cabinet Member noted the information report.   

The purpose of this report is 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 HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

The report was introduced by Susan Aistrope, Finance Manager.

The Cabinet Member noted the information report.