Agenda and minutes

At this point in the meeting, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

Members were asked to declare any personal or prejudicial

interests not included on the register of interests, any prejudicial

interests or disclosable pecuniary interests which they might

have in respect of the business on the agenda. No interests

were declared.

At this point in the meeting members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 11^th March 2016.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact the Democracy Officer for the meeting, on the details at the foot of the agenda.

Filming, Recording or Webcasting Meetings

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting, i.e. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at http://www.york.gov.uk/downloads/file/6453/protocol_for_webcasting_filming_and_recording_of_council_meetingspdf

The Vice President of Friends of York Art Gallery spoke on item 3 York Museums Trust SLA Scrutiny Review – Draft Final Report. He confirmed that the Friends group had concerns when charges for all visitors were introduced but did understand why the Art Gallery had to charge residents. After receiving a large funding cut from City of York Council he believed the York Museums Trust had done their best to make the gallery accessible to residents. He confirmed that the Friends membership had grown since the charges were implemented but with a fall in visitor numbers to the Art Gallery, he felt the charges should be dropped to allow attendance figures to rise.

This report presents information gathered to date in support on the scrutiny review of the York Museums Trust Service Level Agreement (SLA), together with the Task Group’s draft recommendations for their consideration.

The Task Group considered a report that presented information gathered to date in support of the review and asked them to consider the options brought forward to meet the scrutiny review objectives. 

The future legal relationship between the Council and YMT was discussed and having considered the information provided, the Task Group agreed that it should be based on the following key building blocks that would replace all the current agreements and leases:

·          A funding agreement which would govern how the Council would fund YMT.

·          A charity with a governing document or scheme, which would set out how the buildings and collections would be managed.

The Task Group considered the funding agreement and agreed that it should be made up of the following four core elements:

i)          Common Partnership Objectives for Museums Provision

ii)        Reporting Mechanisms:-

The Task Group agreed that it would be appropriate for YMT to report back to the Learning & Culture Policy and Scrutiny Committee twice a year. The report should cover the activities of both YMT and the Council, highlighting development and challenges against:

•        The Core Partnership Objectives

•        The Long-Term Financial Plan

•        The Capital Development Plan

iii)       A Long-Term Financial Plan  

iv)      A Projected Capital Development Plan

The Scrutiny Officer tabled a number of email responses to the press release that was issued in support of the review and confirmed that members of the public would also have the opportunity to speak at Learning and Culture Policy and Scrutiny Committee on 21 March 2016 and Executive on 28 April 2016 when both committees would be considering the Task Groups recommendations.

The Chief Executive of YMT was in attendance and confirmed that the Arts Council was opening a portal in August 2016 to give organisations the opportunity to apply for a 4 year financial funding plan.  She stated that the Arts Council would consider the funding they received from City of York Council (CYC) and suggested an outline long-term forward financial plan from CYC would further support their application. 

Officers suggested that in considering how best to establish, maintain and update the Funding Agreement, an annual discussion with YMT should take place between August and September, and in support of that discussion YMT would need to provide their refreshed 5 year financial plan and an updated capital development plan. 

In considering the current management arrangements for all of the heritage and cultural assets, the Task Group agreed that a more consistent model of stewardship would be beneficial, as it would put a double-lock protection on the assets so that neither YMT nor the Council could dispose of or use them outside of the terms of the governing document or scheme without the other’s consent and would also:

•           Provide clarity and consistency of approach regarding the long-term use and management of the assets.

•           Reassure potential donors to the collections regarding the long-term security of their donations.

•           Reassure potential funders, legacy donors and others regarding the long-term security of their contributions.

•           Demonstrate  ...  view the full minutes text for item 3.