SANHS MUSEUM COLLECTION PANEL

Sixth meeting to be held at 2 pm on Tuesday 30 April 2013 in the SANHS Office, Somerset Heritage Centre

 

DRAFT AGENDA

 

1.  APOLOGIES FOR ABSENCE                                                            

2.  CHAIRMAN’S REMARKS                                                                 

3.  DECLARATIONS OF INTEREST                                                       

4.  MINUTES OF THE LAST MEETING                                                             

• Actions arising not on the Agenda

5.  REPORT OF MARCH BOARD AND GENERAL MEETING

• Updated Timetable of actions

6.  PANEL TERMS OF REFERENCE

• Board approval
• Independent advisers
• Nominations to AGM

7.  HERITAGE SERVICE REVIEW

8.  REPORT ON MUSEUM ACTIVITIES          

9.  RAISING THE PROFILE OF THE SANHS COLLECTION

• Resourced action plan

10. DOCUMENTATION TO SUPPORT THE SANHS COLLECTION

• ACE advice
• Draft SCC Collections Development Policy
• Draft Forward Collections Management Plan
• SANHS/SCC exchange of letters on A&D policy
• SOPs for SANHS/SCC routine business

11. MUSEUM EXHIBITS REPLACEMENT FUND

• Approved rules
• Fund balance
• Priorities for expenditure

12.  ANY OTHER BUSINESS                                                       

• Trustee training

13. NEXT MEETING

 

 

Minutes of 5th Meeting

 

MINUTES OF THE FIFTH MEETING OF THE SANHS MUSEUM COLLECTION PANEL held Wednesday 6th March 2013 in the Members Room, Taunton Castle, preceded by a tour of the SANHS items in the Museum of Somerset

PRESENT; Steve Parker (Chairman), George Middleton, David Dawson, David Baker, Anthony Bruce, Tom Mayberry.

IN ATTENDANCE; Steve Minnitt, Dennis Parsons (Somerset County Council Heritage Service).

1. APOLOGIES FOR ABSENCE; were received from Max Hebditch, David Hill, Chris Sidaway and Robin Cloke.  We record with deep regret the death of Jessica Vale.

2. CHAIRMAN’S REMARKS; SP welcomed all to the meeting, the main purpose of which was to agree the papers to go to the Board on the 14^th and the General Meeting on the 23^rd March. He directed that abbreviated minutes be taken as the substance of discussion would be incorporated in amendments to the papers before the Panel.

The Panel wished Max Hebditch a speedy recovery from his operation.

3. DECLARATIONS OF INTEREST; referring to declarations at previous meetings, the Chairman asked everyone whether they wished to declare any new interests, or any interests specific to items of the agenda, particularly those relating to Somerset County Council where SCC officers would not be able to vote.  No additional declarations were made.

4. MINUTES OF PREVIOUS MEETING (28^th January 2013, previously circulated); subject to the deletion of the final sentence of paragraph 8.2 which did not appear to make sense, the Minutes were agreed as a correct record of the meeting and were signed by the Chairman.

Action points not covered in the agenda for this meeting;

·         SM to provide a framed photograph of the St Mary Redcliffe staircase, probably in its former position in the Museum and with a suitable notice, for the SANHS Members’ Room.

·         AB to arrange with the new owner that the staircase in its new location displays a notice describing its provenance.

·         Museum Forward Collections Management Plan; GM and SM have met and agreed the points in the document where references should be made to SANHS’ contributions but drafting has still to be done.

·         GM and TM have still to make the exchange of letters protecting the Society’s interest in the Frome Hoard; this should be done as soon as possible.

 

5. RAISING THE PROFILE OF THE SANHS COLLECTION; GM introduced his paper which was welcomed by the Panel.  A number of amendments were suggested to the paper in the light of the Panel’s earlier tour of SANHS items in the Museum and of the points raised during that inspection.  GM would revise the paper accordingly and submit to the Board.

The Panel briefly discussed the ‘proof of title’ issue raised by Max Hebditch at the previous meeting.  In common with most extensive, antiquarian collections it was possible that a very small proportion of the items held in the collections could be open to a dispute over ownership; this often occurred when early records failed to make clear whether items had been donated or lent, and if the latter, for what period.  Our knowledge of the SANHS collection was steadily evolving as boxes were opened, or re-opened; anything obviously pre 1958 would normally be considered as belonging to SANHS.

6. DOCUMENTATION TO SUPPORT THE SANHS COLLECTION; GM introduced his paper and drew attention to the SCC Acquisition and Disposal Policy at Paper 6.2 which was to be replaced by a Collections Development Policy being submitted to Arts Council England (ACE) in October.  He also suggested that Item 7 and the note from Max Hebditch which had been circulated should be discussed under Item 6; this was agreed.  The Panel noted the advice from ACE, agreed the principles of the paper (including those on acquisition and disposal policy) and noted the further work required to cover SANHS interests in SCC documentation, on which further advice from ACE would be sought.  On the question of independent advice, the Panel acknowledged the importance of this and believed the key would lie in the advisers to be co-opted to the Panel.  GM was invited to revise the paper in line with the Panel’s discussion and submit it to the Board.

7. INDEPENDENT ADVICE TO THE BOARD; see Item 6 above.

8. REPORT TO THE BOARD AND DRAFT PAPER FOR MARCH GENERAL MEETING; GM explained that the report to the Board was in the form of a Draft paper for the General Meeting, with the TOR for the Panel and the Rules for the Museum Exhibits Replacement Fund attached.  He hoped this paper would complete the review of the Society’s governance of its museum collection.  The Panel agreed the paper, subject to minor amendment to reflect their discussion, and invited GM to submit it to the Board.

9. REPORT ON MUSEUM ACTIVITIES; SM and DP advised the Panel of current issues for the Museums Service:

1. The research authorised at the last meeting had been successfully completed.


2. ACE had appointed and would fund Martin Brown as a ‘Monument Fellow’ to provide best practice mentoring for 30 days at the Rural Life Museum.


3. The success of the new Museum of Somerset had enhanced the profile of the SANHS collection with particular interest being shown by the University of London.


4. SANHS item: Hay Turner (Accession No. 55.B.12).  This Lincolnshire made horse tedder in very poor condition had been assessed for disposal, as a far better Somerset tedder exists.  SP and one other panel member will view the tedder at ARK storage and make a recommendation to the Board.

10. ANY OTHER BUSINESS; various issues were discussed:

1. The Chairman and GM reported that, together with the Society’s Hon Treasurer, they had attended a training day for Museum Trustees at the Edward Jenner Museum.  The training, provided free by the South West Federation of Museums and Art Galleries, is available to Panel members and Trustees.  AB asked for his name to be put forward for a future session.

2. GM stated that once the current batch of policy papers had been cleared he would finally step down as Acting Secretary of the Panel.  He suggested there was a need for new members to join the Panel. 

11. NEXT MEETING; the Chairman thanked everyone for their attendance and GM for the work put in to assemble the papers for the Board. It was agreed that the next meeting will take place in the Somerset Heritage Centre on Tuesday the 30^th April 2013, starting at 2 pm.  Agenda items to include;

·         Draft Forward Collections Management Plan

·         Draft Collections Development Plan

·         Implications of the Heritage Service Review

GM 13032013

 

 

Minutes of the 4th Meeting of the SANHS Museum Collection Panel

MINUTES OF THE FOURTH MEETING OF THE SANHS MUSEUM COLLECTION PANEL held 28^th January 2013 in the Learning Room, Somerset Heritage Centre

PRESENT; Steve Parker (Chairman), George Middleton, David Dawson, David Baker, Max Hebditch, Anthony Bruce, Jessica Vale, Tom Mayberry.

IN ATTENDANCE; Steve Minnitt, Dennis Parsons (Somerset County Council Heritage Service).

1.APOLOGIES FOR ABSENCE; were received from David Hill, Chris Sidaway and Robin Cloke.

2.CHAIRMAN’S REMARKS; SP welcomed all to the meeting and thanked all Panel members for their input which had enabled real progress to be made in the Panel’s establishment.

3.DECLARATIONS OF INTEREST; referring to declarations at previous meetings, GM asked everyone whether they wished to declare any new interests, or any interests specific to items of the agenda. None were declared.

4.MINUTES OF PREVIOUS MEETING (6^th September 2012, previously circulated); JV asked for clarification of the name of the Code of Practice referred to at item 10 page 6; it was agreed that this should read the “Museums Association Code of Practice”. Subject to this amendment being made, the Minutes were agreed as a correct record of the meeting and were signed by the Chairman.

GM asked for clarification on some action points not covered in the agenda for this meeting;

·         GM and SP have informed Dr Nix of the outcomes of the Panel’s discussions.

·         GM reminded TM of his undertaking at the Panel’s request to provide a framed photograph of the St Mary Redcliffe staircase in its former position in the Museum for the SANHS Members’ Room. AB and SM will take ACTION to provide this as soon as possible.

·         Museum Forward Collections Management Plan; GM and SM have met and agreed the points in the document where references should be made to SANHS’ contributions. DD further requested that his paper previously circulated making suggestions for SANHS’ active contributions to the implementation of this Plan should also be considered and SM replied that he will do so as part of producing the coming year’s Action Plan arising from the Forward Plan.

·         In response to a query from MH, SM said that the contribution of SANHS to the Museum collections would also be visible in the Museum Accreditation documentation for the Museum of Somerset.

·         AB commented that he was not satisfied with SANHS’ current lack of an Acquisition & Disposal Policy and lack of active collecting. He thinks that SANHS members need to be aware of their potential to be active collectors for “their” collection. GM responded that, while the collecting interests of SANHS should never conflict with or rival those of the Somerset Heritage Service (to which TM agreed), the SANHS Board is aware of this and has asked the Panel to prepare a brief on SANHS need for an Acquisition and Disposal Policy.  This could be considered at the Board on the 14^th of March 2013, and be taken with other policy issues to a SANHS General Meeting to be held on the 23^rd of March (ACTION GM for Panel at next meeting).

·         The Panel should also propose any other documents that the Trustees might require to support their responsibility for their collection (ACTION GM for Panel at next meeting). Thenceforward SANHS would have a clear structure for the governance of the collection and its working with the Somerset Heritage Service.

·         GM said that the SANHS Board had considered the Panel’s advice on the future uses of the Museum Exhibits Replacement Fund (i.e. whether it should be used either to support exclusively the SANHS collections or all the Museum of Somerset’s collections), and had concluded that, subject to Arts Council England (ACE) advice, they should recommend the latter option to members at the General Meeting. 

·         GM advised the meeting that three members of the Board will shortly attend training for museum trustees.

5. BOARD DISCUSSION AND TIMETABLE OF ACTIONS; GM introduced two papers from the Board previously circulated, and the Panel discussed the latter agreed timetable of actions. (Expansion of acronyms in the timetable; CLA = Collections Loan Agreement, ACE – Arts Council England, MERF = Museum Exhibits Replacement Fund)

1.      Completed

2.      Panel to monitor effectiveness of CLA and report to Board; it was AGREED that this should be reported back in October 2013. (TM provided further copies of the CLA to all present – ACTION JV to get a copy to David Hill)

3.      Panel actions on documents concerning SANHS collections, consulting with ACE; GM reported that he will consult with Arts Council England (ACE) and is working with SM on these, to report to the Board by April 2013. MH pointed out the importance of SANHS having proof of title to the items in their collection.

4.      Completed

5.      The Board has agreed the paper on Clarification of Museum Collections Ownership. GM and TM should make the exchange of letters protecting the Society’s interest in the Frome Hoard as soon as possible (ACTION GM and TM).

6.      The Board to consider how the MERF should be used in future; GM referred to the Panel’s earlier discussion (reported at bullet 7 of paragraph 4 above).  Consultation of members on this significant decision will take place at the March General Meeting.

7.      Disposal guidance; included within the actions at 3 above.

8.      Completed/ongoing (training pending).

9.      Report from Panel to Board on actions to raise profile of SANHS collection including among SANHS membership (ACTION GM for next Panel meeting), for March Board. Actions required/ in progress were noted as follows:

·         MH suggested and it was agreed that details of some significant items owned by SANHS should be added to the SANHS website. SM agreed to identify 10 or so items from the Museum of Somerset’s short catalogue and the Heritage Service staff to provide an introductory general paragraph, and captions for each photo. DD reminded staff of the significance of the Pleistocene collections and asked that a link be added to the ongoing Strawberry Bank research project. TM suggested also the inclusion of some notable documents.

·         GM asked whether it is possible to get acknowledgement of ownership by SANHS onto individual object labels in the Museum of Somerset displays. DD reminded the Panel that at the time of planning the displays the project management board, on which SANHS was represented, had agreed to the current label format. TM advised the Panel that SANHS is mentioned in the Guide to the Museum and in a general statement on the entrance wall, but that it would not be possible to revise individual labels at this stage.

·         AB suggested that the visibility of the collections could be enhanced through SANHS’ own publication programme.

·         MH suggested that the activity programme for SANHS members should from time to time include guided tours of the Museum of Somerset, and TM said that he would be very happy for these to be provided.

·         DP suggested that the profile of SANHS collections could be raised as part of the Rockwatch event taking place in February 2013.

·         TM said that he is writing for the next SANHS Newsletter an article on the portrait of Judge Jefferys by Kneller.

10.  The Panel had taken action on its composition and terms of reference and reported to the Board in November 2012. With reference to the proposed role of the Head of Museums as expert adviser to the Panel, GM considered this would need to be a separate timetable action.  The Board was considering a revised code of conduct to avoid all potential conflict of interests and, until this was in place to provide guidance, no decision on this proposal could be taken.

11.  Completed

12.  Panel to prepare a draft report in respect of points 6 and 10 above for the Board to consider and present to members in March 2013; ACTION GM to bring a draft to next meeting of Panel.

13.  Hon. Secretary and Chairman of Panel to respond to Dr Nix; GM confirmed that this had been actioned.

6. DRAFT TERMS OF REFERENCE – SANHS MUSEUM COLLECTION PANEL; GM introduced the document as a revised version of that circulated in 2012 as a result of the comments which he had received. The Panel now AGREES that GM should put this document to the Board for their consideration. The Chairman thanked GM for his work in compiling the draft Terms of Reference.

7. UPDATE ON SCC HERITAGE SERVICE REVIEW; TM informed the panel that the outline business case for the Heritage Service had received the County Council’s approval in July 2012, and that the full business case is to go to the County Council’s Cabinet on the 20^th March 2013. The question is whether the Heritage Service will adopt a new business model, one of the potential options being that of a Trust. He understood that SANHS is most concerned about the potential effect any change could have on the Society’s assets (i.e. the Castle and the collections) and on the existing legal agreements between the Society and the County Council, especially the risk of legal expenses being incurred due to any policy change  by the County Council. He will want the SANHS Board to see the full business case as soon as is possible so that the County Council can engage in dialogue with the Society. He also noted the effect that the timing of forthcoming County Council elections may have on the proceedings. GM commented that to maintain continuity the SANHS representatives for discussions would continue to be himself, Chris Sidaway, and Robin Cloke (Hon. Treasurer).  MH commented that the Society needs to be assured that any Trust, if formed, would be truly independent of the County Council, and TM noted this.

8. REPORT ON MUSEUM ACTIVITIES; SM advised the Panel of current issues for the Museums Service:

1. The Museums Service has to submit its application for Accreditation by the 27^th October 2013. He will keep SANHS informed of progress on this.

2. The Museums Service has selected new software for its collections management database, which he hopes will be operational from April 2013. The Service has appointed a new Documentation Officer, Bethany Murray. Both her post and the software are funded by Arts Council England (ACE). DD asked for the Panel to have the opportunity to see the database in due course.

3. An Assistant Curator is working part-time on reviewing the museum collections subject–by-subject. Currently they are looking to produce a briefing document on the fine art collection, including relevant items in the Archive Service. The aims of the review are mainly positive although disposal under certain circumstances could result. One result of the review will be an exhibition of fine art in the Museum’s temporary exhibition area in September 2013. SM will report further to future Panel meetings. TM added that there might be a possibility of hanging some paintings in Castle House in future.

4. Applications for grant aid towards the costs of redevelopment of the Somerset Rural Life Museum are now underway.

5. The Service is working on the production of disaster plans for the Somerset Heritage Centre and the Museum of Somerset.

6. SM asked for the Panel’s permission to allow the extension of the loan of a painting of St Mary Magdalene Church Taunton belonging to SANHS until September 2013 to the Bishop’s Palace at Wells. The Panel AGREED to this request which would be reported to the Board (ACTION GM).

7. DP circulated copies of a request which he had received from a PhD researcher at Royal Holloway College to study some Quaternary mammal bones in the Museum collection belonging to SANHS. The researcher would require very small amounts of destructive testing on a few bones, but DP is keen that the research goes ahead and he therefore asked for the Panel’s permission for this to be done under strict supervision. JV asked that the outcomes of the research be reported to SANHS members in some form and DP agreed that it would be possible to produce an item for the SANHS Newsletter in due course. The Panel was also made aware that the completed PhD thesis would be available online. The Panel AGREED to this request which would be reported to the Board (ACTION GM).

9. ANY OTHER BUSINESS; various issues were discussed:

1. JV drew SM’s attention to an advertisement recently placed by a Yeovil business which included a photograph of the Yeovil torc taken from a website. It was noted that the photo included a caption to say that this is an item in the Museum of Somerset. No further action required of the Panel.

2. GM asked if it would be possible for AB to obtain a photograph of the St Mary Redcliffe staircase in its new location and organise a visit for SANHS members to see it, and AB said that he would take steps (sorry, minute-taker’s pun) to arrange these;  GM to inform the Board that this will be done (ACTION GM).

3. SP asked and DP agreed to discuss arrangement of a SANHS members’ “Ice Age Day” in 2014 to study Pleistocene bones in the Museum collection, calling on the expertise of Danielle Schrieve of Royal Holloway College.

4. DD gave a short presentation to report the results of sampling about 20 pottery sherds from Taunton Castle previously permitted by the Panel. The sampling involved pioneering a technique new to pottery known as automated scanning electron microscopy, which took place at the Camborne School of Mines. The scans showed in minute detail the different mineral composition of inclusions in the pottery, enabling researchers to classify pottery according to source far more accurately than existing visual or chemical techniques permit. The results will be published in a SANHS publication.

10. NEXT MEETING; the Chairman thanked everyone for their attendance. It was agreed that the next meeting will take place at Taunton Castle on Wednesday the 6^th March 2013 but starting at the AMENDED TIME of 2 p.m. with a guided tour of the SANHS collection in the Museum of Somerset, followed by a meeting in the Members’ Room. Agenda items to include;

·         Draft advice to the Board on the need for a SANHS Acquisition & Disposal Policy and on any other documentation required to support the SANHS collection

·         Draft recommendations to the Board on actions to be taken to raise the profile of the SANHS collection

·         Draft paper for the 23 March General Meeting on policy issues of museum governance, including the future use of the Museum Exhibit Replacement Fund.

JV 29012013

The next meeting of the Museum Panel will be held on Monday 28th January at 2 pm in the Learning Room, SHC. An Agenda will be issued after the holiday.

With best wishes to you all for a Happy Christmas and peaceful New Year

THE SANHS MUSEUM COLLECTION

Paper by the Hon Secretary and the Chairman, SANHS Museum Collection Panel

Introduction.

In June the Board noted an interim report from the Panel on the actions being taken to address concerns raised by Dr Nix in August last year about the Society’s governance of its museum collection.  These concerns were set out in a paper (‘the Frome paper’), written with assistance from Dr Nix and presented to a General Meeting of the Society in Frome on 11 February this year.

The SANHS Museum Collection Panel was set up to enable the Society’s interests in its museum collection to be fully represented. The Panel has looked back at the effectiveness of this representation in the past and at the current issues of governance.  Regrettably the inquiry has been protracted and conducted in a confrontational atmosphere of  personal animosity, allegation, and obfuscation. 

Deliberations have been further complicated by the uncertainty over the Society’s interpretation of Charity Commission (CC) guidance on conflicts of interest in the SANHS/SCC relationship; an issue discussed at the July Board and for resolution, following CC advice, in November. It is therefore more than usually important that Trustees set aside issues of personality and emotion and concentrate on fulfilling their obligations under charity law to safeguard and care for the SANHS collection.

This paper, prepared following the Panel’s third meeting (draft minutes at Paper 6.2), reports the conclusions of the Panel on the principles raised by Dr Nix and makes recommendations for Board decision. 

Findings

Within the limitation of the resources available, the Panel has considered the important points raised by Dr Nix in the Frome paper, and in his subsequent detailed commentary to the Panel of 10 July, and has found that:

1. Ownership. The SANHS collection is legally distinct from other collections in the Museum of Somerset (MoS) and elsewhere and is the property of the Society; there are no items of shared ownership.  The 2007 Inventory Disk – copies of which have now been reprovided in the SANHS office - records key accessioning data relating to objects and object groups in the collection, though fuller descriptive detail is often limited.. Updating accessions data is part of a major Project in the museum Forward Collections Management Plan to upgrade systems and documentation with which the Society could be associated.

2. Management.  The form of management of the SANHS collection has steadily evolved from the original agreement with Somerset County Council (SCC) in 1958.  Under the Collections Loan Agreement (CLA) dated 2 September 2008 the Society agreed to lend its museum collection to the SCC and the SCC agreed to accept the loan.  The SANHS collection and the SCC collection are distinct in ownership and documentation, but are cared for, interpreted and displayed as a single resource by the SCC because of their complex interrelationship. 

In the CLA both parties commit to the MLA Scheme and the MA Code of Ethics for museums and the SCC agrees to consult the Society on developing and reviewing a Forward Collections Management Plan. The SCC also agrees to submit an Annual Report on the Plan to the Society’s Annual General Meeting.

With the closure of the Somerset County Museum in 2008 and the focus of management attention on the new Museum of Somerset (MoS), it was agreed by the parties that the MoS project documentation would constitute a statement of forward intentions during the development stage of the museum.  Although, therefore, the formal Plan envisaged by the CLA was not produced, the Society was fully represented on the Museum Project and instrumental in its successful conclusion.

Following the opening of the Museum of Somerset and the formation of the Panel last year, the first formal Forward Collections Management Plan under the CLA was produced and the first meeting held to consider it. The provisions of the CLA, which have in effect lain dormant, can now be fully implemented and the effectiveness of the Agreement as a framework for managing the SANHS museum collection put to the test.  The Panel must involve itself closely in moving the CLA forward and working with museum staff to maximise the benefit from the Forward Collections Management Plan.

3. Documentation.  Many important SANHS documents relating to the Museum are missing.  Some appear to have been lost – possibly during office moves – and some may never have been created. The SANHS Acquisition and Disposal Policy dated 17 March 1990, for example, is among the missing documents and was therefore not available to aid the disposal process for the St Mary Redcliffe staircase; the SCC policy, however, was available.  A Collections Management Policy document is also missing. The Panel has requested copies of the SCC policy documents used to maintain the Arts Council England (ACE) Accreditation Standard of the collections and will review these to determine how SANHS interests should be covered; the assistance of ACE will be sought if required.

4. Museum Exhibits Replacement Fund.  This restricted fund was set up in 1993 with £5,800 received from an insurance claim for SANHS items stolen from the museum; a report on the use of the fund since then is at Annex A.  There are no Terms of Reference for the fund which appears to have been operated on ‘custom and practice’ generally following the guidance in the Museum Association (MA) Code of Ethics for Museums.  Until recently there were no consistent records of receipts and expenditure.  It has, however, been possible to trace the use of the fund from references in minutes of Council and committee meetings and it appears that a form of approval process has been applied. 

Only 3 items have benefitted from the fund since 1992: 2 rings wholly owned by SANHS, both of which were subsequently stolen and their values recovered from insurance, and a £10,000 contribution approved by the Board in 2010 towards the purchase of the SCC owned Frome Hoard. There have also been occasions where the Society’s offers of funds to lever in support for purchase or conservation by the SCC have not been taken up. 

The Frome Hoard contribution is the only example where the fund has been used for the benefit of another collection.  The Panel is content, however, to support this contribution even though the Board’s decision was, arguably, not strictly compliant with the MA Code of Ethics which states:

“6.15  Ring-fence any money raised as a result of disposal through sale, if this exceptional circumstance arises, solely and directly for the benefit of the museum’s collection. Money raised must be restricted to the long-term sustainability, use and development of the collection.  If in doubt about the proposed use of such restricted funds consult sector bodies.

6.17 Apply any money received in compensation for the loss, damage or destruction of objects in the collection solely and directly for the benefit of the museum’s collections.”

The Panel also notes with concern the absence of any documentation to protect the Society’s interest in the Frome Hoard purchase.  It has therefore agreed a paper (at Annex B) and exchange of letters which clarify ownership and compensation for loss where the funding of an item has been obtained from several sources. The letters should be exchanged without delay.

In 2011 the fund was credited with £30,000 from the disposal of the St Mary Redcliffe staircase leaving the current balance at £35,397.  As there are no Terms of Reference for the fund, there is currently no Society guidance on how this significant sum should be used.  The Panel has therefore drawn up draft Rules for the fund at Annex C. In the light of the Code of Ethics quoted above, the Board will need to consider very carefully the option for use in square brackets at paragraph 3 of Annex C. If adopted, this would authorise situations such as the contribution to the Frome Hoard purchase.

 

5. The St Mary Redcliffe Staircase. The Panel has considered carefully the disposal process for the staircase over the period July 2007 to February 2011 when a sale was finally concluded.  As mentioned above, no SANHS Disposal Policy was available to guide the Society.  However the joint SANHS/SCC Staircase Working Group established in August 2008 had access to the SCC Disposal Policy and was required to “adhere to the guiding principles and approaches set out in the MA’s Guide to Disposals and Code of Ethics”.  In general the Panel considers that the processes in the Disposal Toolkit were followed and that the project was managed satisfactorily, with sufficient involvement of the membership and adequate record keeping. The Panel will, however, review guidance on the disposal process as part of their action on documentation at paragraph 3 above.

6. Training. Trustees are given a copy of the MA Code of Ethics for Museums with their Induction Pack but no specific training is given on their responsibilities for the Society’s museum or other collections.  Such training is available at no cost, should be provided by a recognised professional body and be documented.

7. Profile.  While noting that the scheme of labelling in the splendid new museum was agreed by SANHS, the Panel is surprised at the overall lack of SANHS and SCC publicity for the Society’s museum collection and the level of ignorance about its contents even amongst members.  The collection should be celebrated, ownership acknowledged as appropriate, and the website used to full advantage; this will be pursued by the Panel.

8. SANHS Oversight. Since the early 1990s no single person or group appears to have had specific responsibility for the Society’s museum interests and this, combined with the focus on creating the new MoS, may have led to the inadequacies identified above.  Major decisions can, however, usually be traced through various meeting minutes.  

SANHS oversight of its museum collection is now provided by the recently formed SANHS Museum Panel which first met in November 2011. The Panel’s thinking on its composition and role has developed over the last 10 months.  It is important that the Panel is seen to act independently in the best interests of the Society, that it is properly resourced and that it has access to the best professional advice. Under Clauses 3 and 4 of the CLA the Panel sees itself acting on behalf of ‘the Lender’ to fulfil the terms of the agreement.

The latest meeting of the Panel considered the appointment of the SCC Head of Museums as “Convenor” who could be both administrator of the Panel and the source of professional advice on the SANHS collection.  This idea was rejected as there would be a built in conflict of interest; it was subsequently agreed that he should become the Panel’s official Advisor but not a panel member.  The SANHS Panel would then constitute the check-and-balance to the SCC Head of Museums and provide oversight of his advice. Revised Terms of Reference for the Panel, reflecting this and other proposed changes to the Panel’s composition and role, will be submitted to the November Board.  If successful, the role of the Panel could be expanded to cover all the Society’s collections.

Recommendations

The Panel recommends that the Board:

 

1. endorse the Panel’s findings at paragraphs 1 to 8 above
2. invite the Panel to monitor the effectiveness of the CLA and report back to the  Board in 6 months with recommendations for any change (Para 2 above)
3. invite the Panel to review and then, as required, replace, recreate or update the documents needed to support the SANHS collection, consulting ACE as appropriate (Para 3 above)
4. confirm their approval of the Society’s £10,000 contribution towards the purchase of the Frome Hoard (Para 4 above)
5. agree the paper at Annex B and authorise the signature and exchange of letters protecting the Society’s interest in the Frome Hoard (Para 4 above)
6. consider how the Museum Exhibits Replacement Fund should be used and agree the draft Rules for the fund at Annex C, noting that consultation with external authorities may be required (Para 4 above)
7. invite the Panel to report on their further review of disposal guidance (Para 5 above)
8. invite the Panel to arrange appropriate training for the Board (Para 6 above)
9. invite the Panel to report on their efforts to raise the profile of the collection (Para 7 above)
10. consider the Panel’s advice on its future composition and role and invite them to submit revised Terms of Reference for the Panel to the November Board (Para 8 above)
11. invite the Panel to submit a timetable for completion of the above actions to the November Board
12. invite the Panel to prepare a draft report for the November General Meeting, seeking endorsement of the points of principle agreed by the Board
13. consider what further communication to members may be needed.

Conclusion

The Frome paper has led to a thorough and timely review of the Society’s governance of its museum collection and reinforced the importance of a clearly defined, effective, co-operative and transparent working relationship with the SCC.  The Panel has found a number of shortcomings in the current arrangements, all of which it believes are capable of remedy although not without effort.  This paper sets out the decisions and actions required. 

George Middleton

Hon Secretary, SANHS

Stephen Parker

Chairman, SANHS Museum Collection Panel

12 September 2012

 

AnnexA – History of the Museum Exhibits Replacement Fund

AnnexB – Clarification of Collections Ownership and draft letter
AnnexC – Draft Rules of the Museum Exhibits Replacement Fund

SANHS MUSEUM COLLECTION PANEL

 

Third Meeting to be held at 3 pm on Thursday 6 September 2012 in the Learning Room, Somerset Heritage Centre.

AGENDA

1.  APOLOGIES FOR ABSENCE                                                             (GM)

2.   ELECTION OF OFFICERS                                                                 (GM)

3.  CHAIRMAN’S REMARKS                                                                  (SP)

·         Welcome to co-opted attendees                                     

4.   DECLARATIONS OF INTEREST                                                     (GM)

5.   MINUTES OF THE LAST MEETING                                               (SP)

·         Actions arising not on the Agenda

6.   RESPONSE TO MUSEUM PANEL – Paper by Dr Nix dated 10 July 2012

            (Paper 6.1)                                                                                           (GM)

7.   PANEL CONVENOR – Paper by the Hon Secretary (Paper 7.1)      (GM)

8.  CLARIFICATION OF COLLECTIONS OWNERSHIP                  (GM/TM)

     - Paper by Acting Secretary and Tom Mayberry (Paper 8.1)

·         Status of the Inventory and documentation

·         Heritage Service Review update

·         Designation update

9.   COLLECTIONS REVIEW                                                                  (SM)

·         Acquisitions and Disposal Policy 

10.   MUSEUM EXHIBITS REPLACEMENT FUND

·         Draft Terms of Reference (Paper 10.1)                                     (GM)

·         Report on usage since inception (Paper 10.2)                            (DD/SM)

·         St Mary Redcliffe staircase                                                        (GM)

·         Amendments to Panel TOR                                                       (GM)

11.  TRUSTEE TRAINING                                                                                    (SP)

12.   DRAFT FORWARD COLLECTIONS MANAGEMENT PLAN 2013/2014        

            - Paper by Steve Minnitt (Paper 12.1)                                              (SM)

13.  RESEARCH REQUEST                                                                      (SM)

·         Application from Wells Museum (Paper 13.1)

14.  COMMUNICATIONS  (Membership and Website)                          (GM)

15.  REPORT TO THE SEPTEMBER BOARD                                      (SP/GM)

16.  ANY OTHER BUSINESS AND NEXT MEETING                         (SP)