Agenda and minutes

There were no apologies for absence.

There were no declarations of interest.

Purpose of report

The purpose of the report is to provide the Cabinet Member with an initial evaluation on the delivery of the Portsmouth Summer Show and the Mutiny Festival which took place at King George V Playing Field in May 2016 and to seek authority to undertake negotiations with the event providers for a further five year contract for each event.

RECOMMENDED

(1)   That the update report on the operation and delivery of both the Portsmouth Summer Show and the Mutiny Festival be noted and that the professional approach, delivery and responsiveness around all aspects of the event by the event organisers be noted.

(2)   That officers be authorised to negotiate with the organisers of the two events to implement findings from the review process for both their events to support the delivery of improved events in the future.

(3)   That officers be authorised to work with the event organisers of both the Portsmouth Summer Show and the Mutiny Festival to support the delivery of an annual event for both events from 2017 - 2020 with the ability to extend this on the same contract for a further 2 years (2021 - 2022).     

(TAKE IN REPORT)

The report was introduced by Claire Looney, Partnership and Commissioning Manager.  All members agreed that it was great to see more events in the north of the city and were pleased to note that both events were dealt with very professionally.

DECISIONS:

(1)  The update report on the operation and delivery of both the Portsmouth Summer Show and the Mutiny Festival was noted and that the professional approach, delivery and responsiveness around all aspects of the event by the event organisers was noted.

(2)  That officers be authorised to negotiate with the organisers of the two events to implement findings from the review process for both their events to support the delivery of improved events in the future.

(3)  That officers be authorised to work with the event organisers of both the Portsmouth Summer Show and the Mutiny Festival to support the delivery of an annual event for both events from 2017 - 2020 with the ability to extend this on the same contract for a further 2 years (2021 - 2022).

Purpose of report

To inform the Cabinet Member of the increased audience attendances at this year's BookFest following its rescheduling; the continuing impact of partnerships with local authors and venues and to make recommendations that will further improve aspects of the event, including ticketing arrangements.

RECOMMENDED

(1)       That BookFest continues to take place in February and early March.

(2)       That BookFest continues to work with local authors and writers' groups to present a wide range of events.

(3)       That the Portsmouth Short Story Prize becomes an annual event and is opened up to anyone who lives, works or studies in the city or can demonstrate a close personal connection to the city.

(4)       That different solutions for online ticketing are investigated

(TAKE IN REPORT)

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

DECISIONS:

(1)  That BookFest continues to take place in February and early March.

(2)  That BookFest continues to work with local authors and writers' groups to present a wide range of events.

(3)That the Portsmouth Short Story Prize becomes an annual event and is opened up to anyone who lives, works or studies in the city or can demonstrate a close personal connection to the city.

(4)  That different solutions for online ticketing are investigated

Purpose of report

(1)  To update and inform the Cabinet Member for Culture, Leisure and Sport of the work carried out by the Portsmouth Library and Archive Services in the last twelve months, i.e. 2015/16.

(2)  To update on the activities undertaken to address the recommendations for action agreed in the 2015 Libraries and Archives Update Report.

(3)  To make recommendations for additional actions to be undertaken in Portsmouth Libraries and Archives in line with the Business Plan for the period 2016/17

RECOMMENDED

(1)  That the updates to the agreed actions from the Portsmouth Libraries and Archives Annual Update Report 2014/15, shown at 3 be noted.

(2)  That  the following actions and activities at 2.2 .1 - 9 be carried forward from the 2015/16 Portsmouth Libraries Update Report to be delivered or continued in 2016/17:

(a)  Deliver annual budget savings (2016/17).

(b)  Increase volunteer hours with the Library and Archive Services by 5% annually

(c)  Develop and agree a policy for the identification, safe storage and management of "Born Digital" archive for Portsmouth.

(d)  Continue to develop the health and wellbeing library offer including library engagement with Macmillan Cancer Support, development of dementia collections, vision impaired services and Books on Prescription.

(e)  Exploration of a separate Archive Photographic Store

(f)   Explore the refurbishment of Cosham Library within existing budgets.

(g)  Continue to develop and support the Friends Group programme at libraries across the city.

(h)Explore the delivery of current archive photographic records, on-line to improve public access.

(i)    Continue the delivery and development of the following annual events:

·      BookFest Book Festival

·      Portsmouth History Fair/Archives Week event

·      Summer Reading Challenge

·      Portsmouth Book Awards for Picture Books, Shorter Novel and Longer Novel

·      Portsmouth Literature Quizzes

(3)  The following recommendations be added to the Library Business Plan for the forthcoming year 2016/17:

(a)  Make the following changes to the Library Management System:

·         Transfer from the PCC server to "hosting" on the Civica/Spydus  server

·         Upgrade from Spydus 8 to Spydus 10

·         Upload the Archive catalogue to Spydus 10 and develop web access

(b)  Publication of two Portsmouth Papers with "print on demand" options

(c)Delivery of digital archives project with procured external provider.

(d) Embed Portsmouth Short Story competition as an annual BookFest element.

(e) Development of staff training days with embedded use of "Learning

            Pool" modules developed by SCL.

(f) Explore funding bids to develop subject "sites" in information stock

(g) Move the key communication model, with library members to email, with charges at cost for postal communication from April 2017

(h) Deliver activities and events to commemorate the 40^th birthday of the Central Library and the 5^th birthday of Southsea Library

(TAKE IN REPORT)

The report was introduced by Lindy Elliott, Library and Archives Service Manager. She advised that outcome of the application for the Archive Accreditation with National Archives would not be known until 20^th July however she was positive that this would be achieved. 

Members were very pleased to note the recognition of volunteers in the report.

DECISIONS:

(1) That the updates to the agreed actions from the Portsmouth Libraries and Archives Annual Update Report 2014/15, shown at 3 be noted.

(2) That the following actions and activities at (a)-(i) below be carried forward from the 2015/16 Portsmouth Libraries Update Report to be delivered or continued in 2016/17:

(a) Deliver annual budget savings (2016/17).

(b) Increase volunteer hours with the Library and Archive Services by 5% annually

(c) Develop and agree a policy for the identification, safe storage and management of "Born Digital" archive for Portsmouth.

(d) Continue to develop the health and wellbeing library offer including library engagement with Macmillan Cancer Support, development of dementia collections, vision impaired services and Books on Prescription.

(e) Exploration of a separate Archive Photographic Store

(f) Explore the refurbishment of Cosham Library within existing budgets.

(g) Continue to develop and support the Friends Group programme at libraries across the city.

(h) Explore the delivery of current archive photographic records, online to improve public access.

(i) Continue the delivery and development of the following annual events:

·         BookFest Book Festival

·         Portsmouth History Fair/Archives Week event

·         Summer Reading Challenge

·         Portsmouth Book Awards for Picture Books, Shorter Novel and

·         Longer Novel

·         Portsmouth Literature Quizzes

(3) The following recommendations be added to the Library Business Plan for the forthcoming year 2016/17:

(a) Make the following changes to the Library Management System:

·         Transfer from the PCC server to "hosting" on the Civica/Spydus server

·         Upgrade from Spydus 8 to Spydus 10

·         Upload the Archive catalogue to Spydus 10 and develop web access

(b) Publication of two Portsmouth Papers with "print on demand" options

(c) Delivery of digital archives project with procured external provider.

(d) Embed Portsmouth Short Story competition as an annual BookFest element.

(e) Development of staff training days with embedded use of "Learning Pool" modules developed by SCL.

(f) Explore funding bids to develop subject "sites" in information stock

(g) Move the key communication model, with library members to email, with charges at cost for postal communication from April 2017

(h) Deliver activities and events to commemorate the 40th birthday of the Central Library and the 5th birthday of Southsea Library

Purpose of report

To provide details of how the D-Day Museum Collections will be developed to deliver the aspirations for the new D-Day Museum displays, which will open in late 2017 as part of the Transforming the D-Day Museum project.

RECOMMENDED that the Cabinet Member for Culture Leisure and Sport:

(1)  Approves the preparation of a separate collection development policy for the D-Day Museum.

(2)  Notes the recent acquisition of artefacts for the D-Day Museum's new displays, both purchases funded by the Heritage Lottery Fund (HLF) grant and donations from the public.

(3)  Notes that non-collection items from the old displays which are not required for the new D-Day Museum displays will be disposed of      according to Portsmouth City Council procedures.

(4)  Approves the transfer or disposal of larger accessioned items which are        not required for the new D-Day Museum displays and which the museum does not have the storage space or funds to place in storage for the long         term. This process will be carried out according to the Museums' Collections Development Policy.

(5)  Notes that the D-Day Museum is pursuing loans of artefacts from museums in the UK and abroad, for use in its new displays.

(6)  Notes the planned loan to the Juno Beach Centre museum in Normandy of one or more artefacts from the D-Day Museum's collection.

(TAKE IN REPORT)

The report was introduced by Andrew Whiltmarsh, D-Day Museum Development Officer.

DECISIONS: the Cabinet Member:

(1)Approved the preparation of a separate collection development policy for the D-Day Museum.

(2)  Noted the recent acquisition of artefacts for the D-Day Museum's new displays, both purchases funded by the Heritage Lottery Fund (HLF) grant and donations from the public.

(3)  Noted that non-collection items from the old displays which are not required for the new D-Day Museum displays will be disposed of according to Portsmouth City Council procedures.

(4)  Approved the transfer or disposal of larger accessioned items which are not required for the new D-Day Museum displays and which the museum does not have the storage space or funds to place in storage for the long term. This process will be carried out according to the Museums' Collections Development Policy.

(5)  Noted that the D-Day Museum is pursuing loans of artefacts from museums in the UK and abroad, for use in its new displays.

(6)  Noted the planned loan to the Juno Beach Centre museum in Normandy of one or more artefacts from the D-Day Museum's collection.

Purpose of report

To review the achievements of Portsmouth Museums Service in 2015/16 and to present the service’s operational ‘Plan on a Page’ (PoP) for the current financial year.

RECOMMENDED

(1)  The review of last year's activity and progress and on the delivery of the council’s museums strategy is noted, especially the achievement of the Arts Council England Accreditation standard and the successful outcome of the second round application to the Heritage Lottery Fund for Transforming the D-Day Museum.

(2)  The project to transform the D-Day Museum continues as planned and as the priority for the service, including input from the project’s 4 advisory panels, the development of volunteering opportunities and the recruitment of 3 paid (living-wage) interns.

(3)  A new Butterfly House is acquired for Cumberland House to improve the standards under which the live butterflies are kept.

(4)  The Museums Service supports and facilitates the delivery of the Paulsgrove-based project 'Capturing the Spirit’ in partnership with the Paulsgrove and Wymering Trust.

(5)  External funding is sought for the Conservation of the Edward King collection and associated activities to enhance public access to the collection and to support the loan of 'Night Raid on Portsmouth Docks'   from TATE.

(6)  Cash donations given by the public at Cumberland House and Portsmouth Museum are used to support the Butterfly House and Edward King Conservation projects respectively.

(7)  The 'Game Over' installation at Portsmouth Museum is noted.

(8)  The Health & Safety audit at the Eastney Beam Engine House site is noted.

(TAKE IN REPORT)

The report was introduced by Dr Jane Mee, Museums and Visitor Services Manager.

Councillor Swan as the previous Chair of the Economic Development Culture and Leisure Scrutiny Panel wanted to record her thanks to officers for their work on the Capturing the Spirit  project which was one of the scrutiny panel's recommendations.

Councillor Hunt said that he was very pleased with everything in the report however was concerned to note that visitor numbers at the Charles Dickens Museum had fallen and hoped that there would be a commitment to improving visitor numbers. 

DECISIONS:

(1)   The review of last year's activity and progress and on the delivery of the council’s museums strategy was noted, especially the achievement of the Arts Council England Accreditation standard and the successful outcome of the second round application to the Heritage Lottery Fund for Transforming the D-Day Museum.

(2)   The project to transform the D-Day Museum continues as planned and as the priority for the service, including input from the project’s 4 advisory panels, the development of volunteering opportunities and the recruitment of 3 paid (living-wage) interns.

(3)   A new Butterfly House is acquired for Cumberland House to improve the standards under which the live butterflies are kept.

(4)   The Museums Service supports and facilitates the delivery of the Paulsgrove-based project 'Capturing the Spirit’ in partnership with the Paulsgrove and Wymering Trust.

(5)   External funding is sought for the Conservation of the Edward King collection and associated activities to enhance public access to the collection and to support the loan of 'Night Raid on Portsmouth Docks'   from TATE.

(6)   Cash donations given by the public at Cumberland House and Portsmouth Museum are used to support the Butterfly House and Edward King Conservation projects respectively.

(7)    The 'Game Over' installation at Portsmouth Museum was noted.

(8)    The Health & Safety audit at the Eastney Beam Engine House site was noted.