Agenda item

Members are to receive a presentation from the York Museums Trust, in support of their scrutiny review to determine whether York Museums Trust has achieved appropriate collections management standards, in line with the Collections Loan Agreement and Collections Management Protocol agreed in 2002.

Members received a presentation from the York Museums’ Trust (YMT) in support of their scrutiny review to determine whether YMT have achieved appropriate collections management standards in line with the Collections Loan Agreement and Collections Management Protocol agreed in 2002.

The Commercial Director of YMT explained that City of York Council’s role was as custodian trustee with ultimate ownership of the collections. YMTs role was that of managing trustee giving them day to day responsibility for looking after and managing the collections. He advised the Committee that the collection was vast and extremely diverse and the range of object types and collection types all had different preservation issues. He stated that in 2002 when YMT was set up, a number of priorities were identified, these being the storage, documentation and development of the collection. He provided the following information:-

Storage

·        In 2002 storage was identified as inadequate, outdated, and there were issues with damp in some places.

·        YMT now have four external storage sites on a long term basis at Birch Park, Ricall Grange, James Street and Fulford Cross. Material is moved between stores to get the best fit and between museums and stores dependent on displays.

·        Castle Museum has lost some storage space due to the expansion of Kirkgate and there are still some remaining on-site storage issues to sort out.

·        Art Gallery store is a big challenge. It is very important to preserve paintings in the correct environment with a need to maintain correct temperature and humidity levels. Currently the plant servicing the building is within the storage area and while this creates a suitable environment for paintings there is the potential for damage to paintings from water leaks. A forthcoming re-configuration of the Art Gallery will address this problem as the plant will be repositioned onto the roof.

Documentation

·        Identified as a priority due to the need to apply for accredited museums status.

·        Director of Collections Management was recruited who set about task of documentation in formal way with regular meetings to assess progress.

·        All fine arts collection is now catalogued as well as most of the archaeological collections and science collection (at box level). Remaining challenge is social history – currently reassessing approach to that.

·        157,000 records (equates to approx 75% of collection) on database but some records represent multiple objects.

·        YMT cannot rely solely on their own staff due to the time needed to document the collection. Job is currently undertaken by curators and documentation staff however the plan is to involve the 50/60 volunteers.

·        Veritau (Internal auditors) have carried out random sampling exercise to test procedures and ensure all staff understand procedures. They gave assurances that the controls in the system were good.

·        Database conceived as internal tool but can also be used to respond to public enquiries about the collections. Aim is to get all existing data into public domain but some challenges and issues around that to work through.

Development

·        Collection is continually developing – some new items may be very expensive to purchase while others may cost nothing.

·        Core collection may attract other donations.

·        CYCs ownership of YMT may have effect of putting some donors off who may instead decide on long term loan rather than actual donation.

·        YMTs trust status attracts benevolence from individuals.

·        Close relationship with British Museum – British Museum devoted room to York Collection. YMT has also loaned work around the world as well as to Tate and V&A Museum.

·        Trying to bring in external expertise by bringing in facilitators who are given access to the collection and add information to database.

·        Growth in admissions, trading and renaissance income

Members noted that they had already received a general invitation to visit the Castle Museum but acknowledged that this would not deal with storage. Members agreed a task group made up of Councillors Watson, Taylor and Fitzpatrick to take this review forward and the Scrutiny Officer agreed to liaise with YMT to arrange for the task group to visit the Trust’s storage facilities.

RESOLVED:             (i)         That the presentation be noted.

                                    (ii)        That a task group be set up comprising Cllr          Watson, Taylor and Fitzpatrick to take the review      forward.

                                    (iii)       That a visit be arranged to look round the Trust’s             storage facilities.

 REASON:                 In order to progress the scrutiny review.