05 May 2007
BOARD OF TRUSTEES
Minutes of a meeting of the Board of Trustees held on Friday, 4 May 2007, at 12.00 noon in the Board Room at the Ulster American Folk Park.
Trustees Present:
Mrs Margaret Elliott (Chairman)
Mr Dan Harvey (Vice-Chairman)
Lt Col Harvey Bicker
Dame Geraldine Keegan
Mrs Wendy Osborne
Dr Alistair Walker
In Attendance:
Mr Tim Cooke (Chief Executive)
Mrs Jude Helliker (Director of HR & Organisational
Development)
Mr John Gilmour (Director of Development)
Ms Amanda Lilley (Director of Finance & Planning)
Mr Marshall McKee (Director of Operations)
Mrs Gillian McLean (Director of Marketing, Communications & Trading)
Ms Jenny Carmichael (Committee Secretary)
1. DEATH OF PROFESSOR EITHNE MCLAUGHLIN
The meeting commenced with a minute's silence in memory of Professor Eithne McLaughlin, a trustee of National Museums Northern Ireland, who died on 27 March 2007.
The Chairman paid tribute to Professor McLaughlin, a much admired academic, with a national and international reputation in her specialist field. The Chairman had written to Professor McLaughlin's husband and sons extending the Board’s sympathies and advised Board members that a memorial service would take place in the Elmwood Hall at Queens University, Belfast, on 23 June at 11.00 am.
2. CONDOLENCES
The Chairman conveyed the sympathies of the Board to the Director of Operations, Mr Marshall McKee, on the recent death of his father. Mr McKee expressed his appreciation to the Board and his many colleagues for their messages of sympathy.
The Chairman also advised the Board of the untimely death of Mr David Hamill, who was a member of staff at W5. Mr Hamill, who was 25 years of age, had joined W5 approximately one year ago and was a popular and enthusiastic member of staff. The Chairman had written to Mr Hamill’s parents expressing the sympathy of the Board, and Dr Walker had extended the sympathies of the W5 Board.
3. APOLOGIES FOR ABSENCE
Apologies were received from Miss Linda Beers, Ms Patricia Flanagan, Mr William Montgomery, Mr Sean Neeson and Mr Tom Shaw.
4. APPROVAL OF MINUTES OF MEETING HELD ON 26 JANUARY 2007
On the proposal of Mr Harvey, seconded by Dr Walker, the Board approved the minutes of the meeting held on 26 January 2007.
5. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 26 JANUARY 2007
The Chairman advised Trustees that any matters arising from the minutes would be addressed within the agenda of the meeting.
6. BUSINESS OF THE EXECUTIVE
6.1 Executive Summary
Visitor Figures: The Chief Executive reported thatvisitor figures for 06/07 were 685,376 - more than 35,000 in excess of the year’s target which had been adjusted to reflect the closure of the Ulster Museum. Website usage had also been very strong, and the new “Titanic in Belfast” website had won the Goldeneye 'Website of the Month' award for March.
Events and Exhibitions: The Chief Executive referred to the successful launch of the “Treasures from the North” exhibition at the National Gallery of Ireland in Dublin and extended his thanks to staff in Registry, Marketing and Collections who had contributed to the success of the event. He also thanked Trustees for supporting the launch.
Smithsonian Festival: The Chief Executive said that the Director of Marketing, Trading and Communications had been involved in substantial negotiations regarding an exhibition to be shown as part of Rediscover Northern Ireland, to coincide with the Smithsonian Folklife Festival. The exhibition, based on the National Museums' Titanic collections, was to be staged at Union Station in Washington DC and was being sponsored by a number of partners, including DCAL, Belfast City Council, Titanic Quarter Ltd and Tourism Ireland. The Chief Executive expressed his gratitude to all involved in taking this project forward.
Human Resources: Trustees noted that the restructuring programme was now underway and a programme of recruitment was in hand. The Chief Executive expressed his gratitude to the Director of HR & OD and those members of the Executive Team involved in the restructuring process. He also thanked Trustees for their support.
Mr Peter Kelly, previously Acting Head of Museum Services, had recently been appointed to the post of Head of Operations at the Ulster American Folk Park. External candidates had also been appointed to the posts of HR Development Manager and Project Accountant and posts with the Marketing, Trading and Communications and Operations directorates were undergoing an internal process.
Visitor Attraction of the Year Award: The Chief Executive reported that the Ulster American Folk Park and W5 had both been shortlisted for the “Visitor Attraction of the Year Award” with the prizewinners being announced at the NITB Awards event on 31 May 2007.
Ulster Museum Project: The Chief Executive advised Trustees that some members of the Ulster Architectural Heritage Society (UAHS) had expressed opposition to the plans for the redevelopment of the Ulster Museum which had been submitted to Belfast City Council for consideration. As a result, the Council had agreed to convene a special meeting to give UAHS and National Museums Northern Ireland an opportunity to present their case. The next stage in the process was the consideration of the plans at a meeting of the Council's Town Planning Committee on 15 May 2007. The Chief Executive advised Trustees’ that the museum’s proposals had been developed in full consultation with the Environment and Heritage Service and had received their endorsement. National Museums Northern Ireland proposal for the refurbishment of the building took into account not only the architectural integrity of the designs but also the physical viability of the building, its relationship with the Botanic Gardens, the generation of income, the provision of modern public facilities and flexibility of opening times.
6.2 Business Plan 2007/2008 Update
The Chief Executive reported that the 2007/08 Business Plan had been submitted to DCAL for approval. DCAL had responded with some suggested amendments and discussions to finalise the Plan were continuing.
6.3 Review of Assets
The Chairman reminded Trustees that the PAC Committee had concluded, as part of its review of Collections Management within the National Museums and Galleries of Northern Ireland, that the organisation should carry out a comprehensive review of its estate to determine the potential for the disposal of property not essential to the longer term strategic development of the museum. Following some discussion it was agreed that a review body would be established chaired by Mr Harvey and comprising one other Trustee, the Director of Operations as the Review Body Facilitator and the Director of Finance & Planning.
Terms of reference would be established by the review body at its first meeting and submitted to the General Purposes & Finance Committee for approval at their June meeting. The role of the body would be to carry out an audit of the estate and present its findings to the Board of Trustees at the September Board meeting for consideration. It was agreed that the expertise of an independent expert would also be required.
The Director of Finance & Planning advised Trustees that, for accounting purposes, a database of the National Museums' portfolio of lands already existed, valued on an existing use basis. This valuation was reviewed each year by the Valuation and Lands Agency and if required, the valuation for the current year could be carried out on a market value basis.
The Chairman offered to review all title deeds for restrictive covenants, to acquire the necessary property certificates from Department and update the Register of Deeds as required.
6.4 Comprehensive Spending Review (CSR)
The Chief Executive advised Trustees that the Comprehensive Spending Review (CSR) had commenced. Four revenue bids had been submitted, in agreement with DCAL as follows:
• an uplift in revenue over the CSR period to enable the National Museums to continue to run an efficient and effective Museum service;
• funding to enable the organisation to engage systematically and pro-actively with communities through development of the theme 'Connected Collections' which incorporated –
- an online programme to bring the digitised collections into classrooms and libraries
- an online programme, 'Memory Net', to encourage engagement with local communities through the exploration of their sense of place, history and identity
- a programme, 'Open Museum', to take the physical collections into the community. It was anticipated that this programme would extend the museum's current outreach programme into the longer term
- a programme, 'Sharing our Future, reflecting on our Past', which would attempt to address the culture of intolerance in the community through developing a shared future
• arising from the success of the 'Treasures of the North' Exhibition in Dublin and from the partnerships formed in preparing the Rediscover Northern Ireland programme, proposals had been submitted for the development of an international tour of Ulster Museum paintings which could link in with Northern Ireland's cultural presence in other parts of the world through bodies such as the Northern Ireland Tourist Board and Invest Northern Ireland;
• the fourth bid had been a resource bid, as a consequence of recent capital bids.
A bid for renewals at W5 had also been submitted, totalling some £2.4 million.
In addition to CSR, Trustees noted that the investment strategy for Northern Ireland was being revisited. The National Museums had been asked to put together, in consultation with DCAL, an outline capital plan to cover the period up to 2018. The organisation's submission had included the Collections Research Centre (c. £23 million), refurbishment of Cultra Manor (c. £2.2 million), the presentation of the maritime collections (c. £10 million) and site developments across the institution. All proposals were consistent with the Board's stated capital priorities and incorporated its obligations to care for its collections, respond to PAC criticisms, enhance sites and improve income generating potential.
The Chief Executive reminded Trustees that all of the non-departmental public bodies (NDPB’s) within DCAL would be undertaking a similar exercise and all of the proposals would be considered in the light of the priorities of DCAL, its newly appointed Minister and the Northern Ireland Executive.
Trustees noted that the Chief Executive had had an opportunity to meet with Mr Poots, the Minister for Culture, Arts and Leisure, and had used the occasion to outline, in general terms, the aims and ambitions of National Museums Northern Ireland.
Dr Walker welcomed the emphasis within the bids on reaching out to the community and interacting with other agencies.
6.5 W5 Reviews
Dr Walker briefed Board members on the expert determination of the W5 strategic plan and the review of governance within W5 by PricewaterhouseCoopers (PwC).
The expert determination, now at final draft stage, had resulted in a positive outcome for W5. PwC had been granted an extension for the completion of the review of governance within W5.
6.6 Amendments to Acquisitions and Disposals Policies
Trustees noted the amendments to the acquisitions and disposals policies.
7. BUSINESS OF CHAIRMAN
The Chairman brought the following items to Trustees' attention.
• Quorum: Following the recent retirement of Sir Ken Bloomfield from the Board of Trustees and the sudden death of Professor McLaughlin, the membership of the Board had been depleted to 11. After some discussion, Trustees agreed that the Chairman should ask the Minister for Culture, Arts and Leisure to co-opt two new members to the Board or if this was not feasible to temporarily amend the Standing Orders to reduce the quorum for the Board’s Sub-Committees to “two” for one year.
• Trustee Annual Appraisals: Trustees noted that the Chairman would be contacting them in the near future regarding the annual performance review.
• Trustee Visit to Dublin: The Chairman reported that the Chair of the National Museums of Ireland had written to express his condolences following the death of Professor McLaughlin. He had also expressed the hope that the Boards of the National Museum of Ireland and National Museums Northern Ireland would continue to meet in the future and Trustees endorsed the Chairman's proposal that the Board of the National Museum of Ireland be invited to visit the National Museums Northern Ireland.
8. TRUSTEES SUB-COMMITTEES
8.1 Staffing Committee
8.1.1 Approval of minutes of meeting held on 15 December 2006
Trustees approved the minutes of the meeting held on 15 December 2006.
8.1.2 Verbal report of meeting held on 16 March 2007
In the absence of the Chairman of the Staffing Committee, Mrs Osborne reported that a number of issues concerning restructuring had been considered at the meeting of 16 March. Committee members had received an update on two appeals which were pending under the Staff Protocol, had discussed the timetables for the next stage of restructuring and had considered the next phases of the Voluntary Early Retirement Scheme. In all these matters, NIPSA had been closely involved.
Committee members had noted that the relocation of those Ulster Museum staff moving to the Cultra site would be completed by early July. The feedback from staff who had visited their new locations had been very positive.
Committee members had welcomed the secondment of Dr Vivienne Pollock to the full-time post of NIPSA section secretary.
The news of the imminent launch of the intranet site had been noted with satisfaction by Committee members, who were confident that it would improve communications across the organisation.
Finally, Mrs Osborne reported that work was ongoing concerning the revision of the grievance and disciplinary policies, and that Management and NIPSA would be undertaking jointly a review of the Staff Protocol.
8.2 General Purposes and Finance Committee
8.2.1 Approval of minutes of meeting held on 15 December 2006
Trustees approved the minutes of the meeting held on 15 December 2006.
8.2.2 Verbal report of meeting held on 9 March 2007
As Chairman of the General Purposes and Finance Committee, Mrs Elliott reported on the meeting of 9 March 2007 as follows:
• Review of Public Administration (RPA): concerning the transfer of Armagh County Museum under RPA arrangements, meetings between DCAL and the National Museums had been ongoing.
• Committee members had noted that approval had been received from DCAL to carry over £721,000 of capital grant at year end towards approved and ongoing programmes of capital work.
• Committee members had considered the review of assets, recommended by the Public Accounts Committee (see Item 6.3 'Review of Assets' above).
• Committee members had approved the 2007/08 budgets. They had expressed concern at the requirement to make in-year savings of some £500,000, given the detrimental effect this would have on activities. This matter had already been highlighted by the Chief Executive (see Item 6.4 'Comprehensive Spending Review' above).
• Committee members had considered the issues regarding the W5 reviews (see item 6.5 'W5 Reviews' above).
8.3 Audit Committee
8.3.1 Approval of minutes of meeting held on 26 January 2007
Trustees approved the minutes of the meeting held on 26 January 2007.
8.3.2 Verbal report of meeting held on 4 May 2007
The Chair of the Audit Committee, Mr Harvey, reported on the issues considered by the Audit Committee that morning, as follows:
• Quarterly Review of Major Risks: the Chief Executive had brought Committee members up to date regarding the major risks. Members had already been familiar with all of them, including the risk posed by the objections against the planning proposals for the Ulster Museum project. Committee members had expressed their satisfaction that the risks were being appropriately managed.
• NIAO Management Letter: Mr Gavin Stewart of NIAO had presented the management letter and had drawn attention to a number of points which the Audit Office believed required attention. Most of the points were already in hand and were largely procedural.
With regard to W5, Mr Stewart had highlighted the need for an internal audit function within W5. Committee members, while agreeing with Mr Stewart, had recognised that the matter would have to be formalised by the Board of W5.
• KPMG had presented the following internal audit reports to the Committee: Review of Income, Review of Fixed Assets, Review of Cash and Banking, Review of Creditor Payments, Review of Payroll Processes and Review of Financial Ledger Process. In all of these there were no Priority 1 issues. There did remain a number of Priority 2 and 3 issues, but action had been agreed with management, and the Audit Committee was satisfied that matters were being dealt with steadily and positively.
• Minutes of Audit Committee Meeting of 20 October 2006: The Director of Sports, Museum and Recreation Division, Mr Mick Cory, had written to the Chief Executive regarding the minutes of 20 October 2006. This matter was still to be resolved.
8.4 Marketing, Development and Fundraising Committee
8.4.1 Approval of minutes of meeting held on 16 November 2006
Trustees approved the minutes of the meeting held on 16 November 2006.
8.4.2 Verbal report of meeting held on 15 February 2007
In the absence of the Chairman of the Marketing, Development and Fundraising Committee, Mrs Osborne advised Trustees that most of the matters discussed at the meeting of 15 February - Marketing posts, Smithsonian Festival, development strategy priorities - had already been covered earlier in the meeting. The Director of Marketing, Communications and Trading had presented a substantial annual marketing and public relations plan, revealing the amount of thought and work being focussed on this area. The Committee members, in considering the decant of the Ulster Museum's collections, had toured the new store and had been very impressed with the smoothness with which the work had been carried out and with the end result.
With regard to the key issue of fundraising, Committee members had noted that the total raised at that date had been £430,000 from four trust funds, and that fundraising staff numbers had been increased.
9. WHOWHATWHEREWHENWHY (W5)
9.1 Minutes of W5 Board meeting held on 19 December 2006
Trustees noted the minutes of the W5 Board meeting held on 19 December 2006.
9.2 Minutes of W5 Board meeting held on 23 January 2007
Trustees noted the minutes of the W5 Board meeting held on 23 January 2007.
9.3 Minutes of W5 Board meeting held on 20 February 2007
Trustees noted the minutes of the W5 Board meeting held on 20 February 2007.
9.4 Minutes of W5 Board meeting held on 27 March 2007
Trustees noted the minutes of the W5 Board meeting held on 27 March 2007.
9.5 Verbal report of meeting held on 27 April 2007
The Chairman of W5, Dr Walker, gave a verbal report of the meeting of 27 April stating that the Board of W5 had considered a number of issues relating to the reviews outlined in item 6.5 above. The Board also noted the excellent visitor figures and the level of corporate users. Board members noted the year end financial report and Dr Walker outlined changes in the way W5 was being funded by DCAL which had resulted in a positive cash balance at year end.
10. ANY OTHER BUSINESS
Schedule of Loans: A schedule of loans from the Ulster Museum to other bodies was tabled and approved by Trustees.
New Accommodation at Ulster Folk & Transport Museum: The Chief Executive offered Trustees the opportunity to tour the new office accommodation at Cultra and it was agreed that the necessary arrangements would be made in due course. It was agreed that the arrangements would be made through his office in due course. The Chief Executive said that the project had been vital to the coherence and business needs of the organisation - not least the Ulster Museum project - and expressed his gratitude to the Director of Operations for his leadership in this area.
International Museums Day Lecture: The Chief Executive invited Trustees to attend a lecture to mark International Museums Day 2007 on 15 May at 7.30 pm in the Rail Gallery at UFTM. The guest speaker would be Dr David Fleming, Director of National Museums Liverpool.
11. NEXT MEETING
The next meeting of the Board of Trustees would be held on Friday, 7 September 2007, at the Ulster Folk and Transport Museum.
The meeting ended at 14.05 pm.
