Agenda and minutes

Resolved:-  That the minutes of the meeting of the Cabinet Member held on 9^th March, 2010 be signed as a true record.

Nichola Streeton to report.

Consideration was given to a report presented by Nichola Stretton, Finance Manager, which detailed the performance against the revenue budget for the Environment and Development Services Directorate as at the end of February, 2010 and provided a forecasted outturn for the whole of the 2009/10 financial year.

The report reflected the position against budget for the period 1st April, 2009 to 28^th February, 2010 and a summary was provided of the projected 2009/10 revenue position for the Directorate.

The key pressures for Culture and Leisure Services contributing to this position included staffing costs in Theatres (£63k) and the payment for South Yorkshire Archives (£18k).  These pressures were being offset by an underspend on staffing in Museums (£55k-).  Additional minor savings across the Service amounted to £2k-.

Overall Library Services were forecasting an underspend (£54k-), which was due to effective budget management and as a result of the imposed moratorium.

Pressures within Sports and Recreation included solicitor costs (£18k), operational costs at the Stadium (£22k), unrecovered debts (£64k),and loss of income within Countryside budgets (£30k), but the delay in opening Clifton Park was partially offsetting these pressures (£59k-), as were savings in pay across the service area (£42k-).  Tourism projections were to overspend by £8k due to subscription costs.

Pressures within Libraries Management were being offset by staff vacancies, materials fund savings and an expected reduction in RBT charges, therefore, reporting an underspend of (£64k-).

The Service was continuing to work to achieve the savings offered in the 2009/10 budget.

It was noted, however, that there was an underspend on Third Party Funding of £20k, which would be requested to be carried forward and was earmarked for the delivery of Service within the Area Assemblies.  An explanation regarding the origination of this fund, responsibility for its devolvement and the criteria and its use was provided.

A proposal had been made to offer part of the Museum Insurance monies post Floods 2007 to mitigate pressures within Environment and Development Services.  This would be reduced if the out-turn position improved.  A detailed report would, therefore, be presented to Cabinet Member for Cultural Services and Sport, outlining the risks of this proposal.

Discussion ensued on the transfer of responsibility and criteria for the Third Party Funding and it was suggested that a report be submitted to the Cabinet Member in June, 2010 setting out what the fund had been used for in the past, its use for the future and the criteria to be met.

Reference was also made to the unbudgeted costs at Ulley Country Park for security and the loss of Swinton swimming pool resulting in an income shortfall in relation to district heating.  It was noted that Thrybergh Country Park café was now up and running following its extension and was proving to be very popular.

Discussion also took place around the staffing costs in Theatres, two of which were unavoidable and one that was being pushed for an early resolution.

Resolved:-  (1)  That the current forecast year end outturn  ...  view the full minutes text for item 81.

-        Elenore Fisher, Cultural Services Manager, to report.

Consideration was given to a report presented by Elenore Fisher, Cultural Services Manager, which detailed how the main storage facility operated by the Museums, Galleries and Heritage Service was flooded by contaminated mains drainage water on Monday, 25th June, 2007.  The Service received a reasonable insurance settlement for the items damaged or destroyed by the waters and a report was submitted to Members on 2nd June, 2008 with an outline of the projects using the insurance funds, designed to allow the Service and associated collections to recover from the flood.  This comprised three main sections; permanent collections conservation, permanent collections acquisitions and re-instatement of the school loans service.

More recently the Service had been asked to look for potential savings across this fund as a contribution to the overall Culture and Leisure outturn for 2009-10.  In considering the overall position it was estimated that up to £60,000 could be saved as a result of some of the flood recovery tasks being supported by mainstream funding.

It was stressed that the savings identified did not put any of the permanent or handling collections at any further risk and prioritised the continued development of front line services.

Following the request the Authority's Risk and Insurance Section were contacted regarding this proposal. They were of the view that having settled the insurance claim in accordance with the policy conditions, the insurance company had no further interest in the matter and it was for the Council to decide how it wished to apply the proceeds of the claim.

A lengthy discussion ensued and concerns expressed about the identified risks to accreditation involved with this contribution, attempts by the Museum Services to minimise the risk, the plans to mitigate the overall Environmental and Development Services budget position, the potential loss of the Museum, Libraries and Archives Council Accreditation Scheme and the principals and values embodied in the Museums Association code of Ethics.

The potential serious consequences for the service and the Council on the Accreditation being removed were discussed and required some further thought and discussion before a decision was taken.

Further information was provided on the background to the insurance settlement as a result of the 2007 floods and the current state of play with regards to the storage facilities for the appropriate surviving collections.

Clarification was, therefore, sought on the deadlines for the final outturn figures.

Further information was sought on the status of the “Acquisition Fund” for the Museums Service and the criteria for acquisitions with an acknowledgement that unspent funds be carried forward into the following year.

It was acknowledged that there appeared to be some need for further discussion before any decision to use the insurance settlement was taken and that this report be deferred to allow that to take place.

Resolved:-  That the request to use some of the insurance settlement to contribute towards the overall outturn of Culture and Leisure Services for 2009-10 be deferred pending further discussions and a revised report be submitted to the Cabinet  ...  view the full minutes text for item 82.