Agenda and minutes

Apologies for absence were received from Councillors Liz Hogger, Nigel Kearse, Bob McShee, Mike Piper and Matthew Sarti.  Councillors Adrian Chandler, Christian Holliday and Caroline Reeves attended as substitutes for Councillors Mike Piper, Bob McShee and Liz Hogger, respectively.

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any Disclosable Pecuniary Interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

There were no declarations of interest.

To confirm the minutes of the Executive Advisory Board meeting held on 19 February 2018.

The minutes of the meeting of the Board held on 19 February 2018 were approved, and signed by the Chairman.

To consider the progress report in respect of the Guildford Museum Development Project.

Attendance at the meeting included two public speakers, Gavin Morgan of Guildford Heritage Forum and Honorary Freeman and Chair of the Friends of Guildford Museum Jen Powell, and members of the Museum Review Group.  The Chairman made introductions and welcomed all to the meeting.

Councillor Nikki Nelson-Smith, the Lead Councillor for Social Welfare, Heritage and the Arts, gave a presentation in respect of the Guildford Museum Development Project.  The project had been established following the outcome of a review of the existing museum facilities which had concluded that the current offer fell short of expectations for a town of the size and historic nature of Guildford.  The presentation explained the Council’s aspiration to develop a modern visitor attraction befitting the town; create a heritage quarter by strengthening links between the museum and castle; provide a programme of events and activities with learning opportunities for all; and increase appeal, broaden the audience, create a destination and support the local economy.  The Museum Review Group had been established to oversee the project.

In terms of project governance, the Museum Review Group monitored the three workstreams of property; service content, activity and interpretation; and fundraising.  The property aspect balanced the limitations of the site against the space requirements for a new museum, investigated options to extend into Castle Cliffe Gardens or the existing courtyard, considered the potential for a gallery celebrating Lewis Carroll and reviewed the historical significance of the site in discussion with Historic England.  The presentation included plans showing the museum courtyard and facilities on three levels.  Facilities included temporary and permanent exhibition spaces, a Lewis Carroll centre, public events space, shop and café.

Service development included establishing the museum vision and aims, cataloguing assets and collections, agreeing target audiences and developing activities.  Work to date had consisted of collaboration with partners, engagement with local expertise and interest groups, ‘Your Stories, Your Museum’ consultation and engagement initiative, and working with volunteers.  This consultation and engagement work led to identifying and prioritising themes for the museum which has been distilled to 15 reflecting creativity and innovation through the ages.

Fundraising was necessary to fund the shortfall in Council funding for the project and the aim was to establish a charitable trust to apply for grants and generate donations.  Discussions would continue with the Carrollian Wonderland Trust regarding the potential and funding for the Lewis Carroll gallery.

Next steps consisted of developing a masterplan followed by a detailed cost plan, continuing service developments, establishing a charitable incorporated organisation for fundraising and completing a feasibility study and business case for Executive approval.  It was hoped that the new museum would open in early 2021.

Gavin Morgan of Guildford Heritage Forum and Honorary Freeman Jen Powell, Chair of the Friends of Guildford Museum, spoke in favour of the museum project and were appreciative of the report and grateful for work undertaken to date.

The Board’s attention was drawn to the discussion points in paragraph 6.0 in the agenda report which sought views on whether the  ...  view the full minutes text for item BEI31

To consider the progress with items previously considered by the EAB.

The Board reflected on progress with items that it had previously considered.  The Chairman drew the Board’s attention to an item in respect of the implications for Guildford of the Surrey Infrastructure Study and advised that the Board would receive a future update in this regard.

To consider and approve the EAB’s draft work programme.  Details of future Executive decisions are included.  

The Chairman advised that an additional meeting of the Joint Executive Advisory Board had been arranged for Monday 23 April to enable the Board to consider the draft new Council Corporate Plan and feed any suggestions or comments thereon to the Executive prior to its consideration of the document.  Councillor Adrian Chandler would chair the joint meeting.  There were no comments regarding Work Programme items.