Agenda and minutes

Resolved:-  That the minutes of the meeting of the Cabinet Member held on 1^st September, 2009 be signed as a true record.

Consideration was given to a report presented by the Principal Officer, Archives and Local Studies, which requested permission to close the Archives and Local Studies Services to the public for five days at the end of November, beginning of December, to carry out essential work on its collections.

The Archives and Local Studies Service had an annual closure week. During this time the staff would undertake work on the historic collections it held which could not be completed at any other time as it required all staff to be available and the use of the space in the public search room. This was normal practice within Archive Services nationally to allow necessary collections work to be undertaken.

This year it was intended to close to the public for the week commencing Monday, 30th November to Saturday, 5th December inclusive. December was historically one of the quietest months, which was why in past years the closure week had been scheduled for this time

It was, therefore, suggested that the intended closure be publicised well in advance to users, including on the Council’s webpages, in the search room and through press releases.

The closure would enable staff to focus upon the Service’s earlier ordnance survey map collection. The impending relocation of the service meant that a clear and careful catalogue of collections needed to be undertaken to ensure that transfers could take place with minimum risk to the integrity of the service and its collections.

Resolved:-   That the closure to the public of the Archives and Local Studies Service for five days to carry out essential work on its collections be approved.

Consideration was given to a report presented by the Senior Officer, Collections, which detailed the Museums Accreditation Scheme, which was the national minimum set of standards for UK museums.  Museums qualified for the scheme by meeting clear requirements on how they cared for and documented their collections, how they were governed and managed and on the levels of information and services they offered to their users and visitors.

A report was submitted to the relevant Cabinet Member in July, 2006 asking for approval for the 2006/2007 Service Development Plan and the Acquisition and Disposal Policies for the three venues (Clifton Park Museum, Rotherham Art Gallery and the York and Lancaster Regimental Museum).  The venues achieved Accredited status in June, 2007.  This was reported to the relevant Cabinet Member on 15th October 2007.

The Service was now required to submit Biennial Returns for the three venues covering the period 2007 to 2009 (from the attainment of Accredited status to now).

The Service was, therefore, seeking approval for the policy document which must be submitted as part of the Return (along with a copy of the signed and dated Cabinet Member Minute).

Resolved:-  (1)  That the report be received and the contents noted.

(2)  That the policy document be approved, in order that the returns for the Biennial Review be submitted.

Consideration was given to a report submitted by the Senior Accountant, which detailed the performance against the revenue budget for the Environment and Development Services Directorate as at the end of August, 2009 and to provide a forecast outturn for the whole of the 2009/10 financial year.

The report reflected the position against budget for the period 1st April, 2009 to 31st August, 2009 and a summary was provided of the projected 2009/10 revenue position for the Directorate.

Following the August cycle of budget monitoring the Directorate identified that it was likely to incur an overspend of £631,000 (1.38%) against its total net revenue budget of £45,814,106.  However, all possible actions to mitigate this would be taken.

The key pressures contributing to this position of relevance were the restructuring costs within Culture and Leisure.

A full breakdown of the Culture and Leisure Services budget was requested and this would be provided in due course.

Resolved:-  (1)  That the current forecast year end outturn position of an overspend of £631,000 for the Environment and Development Services Directorate based on expenditure and income as at August, 2009 be noted.

(2)  That a breakdown of the Culture and Leisure Services budget be provided to the Cabinet Member and Adviser.

Consideration was given to a report presented by the Manager for Service Design and Development, which detailed developments in the Schools’ Library Service (SLS).  These developments were necessary in order to maintain and enhance the Service’s relevance to the needs and aspirations of schools in Rotherham, to better support schools in meeting the challenges they faced and to play a key part in building links between schools and local community libraries.

Recognition of these functions brought the need to ensure secure funding of the Schools’ Library Service for the future and that security would only come with a clear confidence and understanding that the Schools’ Library Service could help to deliver school improvement.

Discussion ensued on the contact mechanisms with schools and emphasis placed on the need to contact schools for their continued support to the Schools’ Library Service on a regular basis.

Resolved:-  (1)  That core service and current priorities should be maintained in order to ensure delivery was of the highest possible standard.

(2)  That the new ways of working and action for the four proposals identified be approved.

(3)  That additional areas of external funding be explored which may supplement current school subscription levels.

(4)  That contingency plans be formulated in order to manage the risk of reduced subscriptions.

(5)  That past consultation be built upon by embedding further consultation with schools into the service planning process.

Consideration was given to the minutes of the Play Pathfinder Project Board held on 18^th September, 2009.

Reference was made to the new benches in Clifton Park and a request made for future use of the old benches if they were still available.

Resolved:- (1)  That the minutes of the previous meeting held on 18^th September, 2009 be received.

(2)  That the request regarding the benches in Clifton Park be followed up and investigated further.