Minutes of the ninetieth meeting of the Board of the Northern Ireland
Museums Council, 17th December 2013, held at the Down County Museum,
Downpatrick
Present:
Mr Johnny Glendinning (Chair)
Cllr Robert Burgess
Mr Clifford Harkness
Mr Roddy Hegarty
Cllr Stephen Huggett
Mr Mike King
Mr Robin Morton
Ms Carol Walker
In attendance:
Mr Chris Bailey, Director, NIMC
Ms Karen Magowan, NIMC
Apologies for absence
13/04/01
Apologies were received from Patrick Barr, Elizabeth Crooke, Olive Mercer and
Roisin Doherty.
Chairman’s Business and Declarations of Interest
13/04/02
Following the invitation to Members to declare any potential conflicts of interests
concerning the business before the Board, Johnny Glendinning, Robin Morton
and Carol Walker declared interests in respect of the recommendations of the
Grant Committee.
The Chairman stated that since the last meeting two museums had attained
recognition under the Museum Accreditation Scheme for the first time. It was
agreed that the Board’s congratulations be passed to all concerned at the
Northern Ireland War Memorial and the Milford House Museum.
Minutes of the Board meeting of 25th September 2013
13/04/03
The Board agreed and adopted the Minutes of the above meeting.
Matters Arising
13/04/04
There were no matters arising from the Minutes of the last meeting of the Board.
Director’s Report
13/04/05
The Board considered the content of the report provided by the Director on the progress made
on the commitments within the 2013-14 Business Plan. The Director stated that of the 45
targets contained within the Plan, 20 had been completed, 20 were on target to be completed
by the end of March 2014, with the remaining 5 targets still on-going. Members scrutinised the
achievements and activity undertaken over the last three months, focusing particularly upon
the projects that were listed as ‘on-going’. In response to questions, the Director indicated that
these were designated as such as each required further action to be undertaken, or that
changes had affected the rationality of the original target. He illustrated the latter point by
referencing the museum sector’s view that it would be more merit in the Museum Forum
meeting twice a year, rather than four times a year as originally envisaged.
In agreeing the Director’s report, the Board asked that its appreciation of the quantity and
quality of work undertaken since its last meeting be relayed to the staff.
Financial Statements
13/04/06
With reference to the previously circulated report and tables on the Council’s balance sheet
and the financial performance of the Heritage Lottery Funded Collections Skills Initiative and
the Council’s general programme, Members examined the areas where actual expenditure
varied from the projected budget.
The Director answered various questions concerning overheads and particular projects. He
informed the Board that following confirmation of further support from the Department of
Culture, Arts and Leisure, the Museum Access Audit project had been commissioned, as had
the Museum/Creative Industries Toolkit, which had been grant funding through the Arts
Council of Northern Ireland. Both projects were due to be completed by the beginning of
March 2014.
The Board noted and agreed the Financial Statements.
NIMC Business Plan 2014-15
13/04/07
Members undertook a prolonged discussion on the content of the draft NIMC Business Plan
2014-15, noting the guidance provided by the Department in a recent letter, together with the
associated budget projection and timescales. Consideration was given to the proposed
actions in light of the priority to stimulate further engagement with museums by people from
deprived areas, the capacity within local museums to undertake such work, and the particular
need to ensure that museum collections are preserved and conserved to allow for the
enhanced engagement.
The Board agreed that the Director should amend the draft Business Plan, bearing in mind the
changes and corrections recommended by Members and that it be submitted to the
Department by the end of January 2014.
NIMC Membership
13/04/08
The associated report informed the Board that the various changes to the operation of the
NIMC Membership scheme, agreed at the Board meeting of December 2012, had been
implemented, but that in the intervening period further associated issues had been raised by
the Department of Culture, Arts and Leisure and by the Council’s internal auditors.
After examining various matters, the Board agreed that;
 In relation to a museum or individual becoming an NIMC member ‘in year’, the
following ‘pro rata’ charges will be levied – members joining in the first quarter of the
year, 100% of the appropriate membership fee; in the second quarter, 75% of the fee;
in the third quarter, 50% of the fee; and in the final quarter, 25% of the fee.
 The information supplied by museums for Accreditation purposes would be consulted
to provide assurance that each Museum Member is being charged the correct
membership fee.
 NIMC membership is not incorporated as a qualifying criterion for the NIMC Accredited
Museum Grant Programme for 2014-15.
The Board noted that the Chairman had approved Cynthia Waddell, Ronald James Teirnan,
Andrew Clements and Christopher Gallagher to be admitted as ‘Associate – Individual’
members, and that Lagan Legacy had chosen to remain an ‘Associate - Organisation
Member’.
NIMC Audit Committee
13/04/09
The Chairman reported that the meeting of the Audit Committee, scheduled for 9th December
2013, had not taken place as the beginning was inquorate. The Board agreed to undertake
the business of the Committee, with reference to the papers previously circulated.
The Board noted that in relation to external audit, action had been taken to address the single
recommendation made by the Northern Ireland Audit Office in its Report to those Charged
with Governance.
Concerning the three recommendations made by the Council’s internal auditors, the Board
noted the action taken on reviewing the operation of the NIMC Membership scheme, and the
changes made to the Council’s procedures concerning procurement. It was agreed that the
procurement policy and procedures would be formally reviewed by the Audit Committee at its
next meeting.
After review and scrutiny, during which the Director answered various questions on the
actions taken to control perceived risks, the Board agreed the risk score and control rankings
set out in the Corporate Risk Register.
Members proceeded to review the Quarterly Assurance Statement, which is required by the
Department of Culture, Arts and Leisure. After reviewing each of the eleven sections it was
agreed that the statement be signed as required and submitted to the Department.
Report and Minutes of Grant Committee
13/04/10
The Director stated that the Council’s Grant Committee had met on 3rd December to consider
the applications received to the second round of the NIMC Accredited Museums Grant
Programme and that a copy of the Minutes from that meeting had been circulated prior to the
Board meeting.
The Committee had recommended that the following applications should receive offers of
grant assistance accordingly:
Museum
National Trust - Springhill
Tower Museum
Somme Heritage Centre
FLAME: Gasworks Museum
Inniskillings Museum
Railway Preservation Society of
Ireland
Project Title
Grant
Recommended
‘An Old Ulster House’
£2,280
Mobile Museum
£3,750
‘It’s the way ahead’
£2,603.47
Documentation and Outreach laptop
£700
History of the Inniskillings in 50 objects
£2,000
Accession Accessibility to All
£1,625
After due consideration and discussion the Board ratified the recommendations of the
Committee accordingly.
Safeguarding
13/04/12
Members noted that the Culture, Arts and Leisure Committee of the Northern Ireland
Assembly had recently completed its report into Gaps in Child Protection and Safeguarding.
The Department of Culture, Arts and Leisure had circulated the Committee’s associated
recommendations and invited each of its arm’s length bodies to respond to the
recommendations.
The Board reiterated its view on the importance of local museums maintaining the highest
standards regarding safeguarding and noted the recognition and acknowledgement of NIMC’s
guidance document made by the CAL Committee during its investigation. Members discussed
the merits, implementation issues and the potential costs associated with many of the
recommendations being put forward. However, of particular concern was an absence of a
cognisance of the varying responsibilities, focus and capacity within the various arm’s length
bodies, and the preference for a ‘one size fits all’ approach. Also, that this standardised
approach may open up responsibilities and liabilities for safeguarding where there is no legal
requirement or control mechanisms exist, as is the case in NIMC’s relationship with local
museums.
Any Other Business
13/04/13
There was no other business.
Date, Time and Venue
13/04/14
It was agreed that the next meeting of the Board would be held Tuesday 25th March 2014 at
the NIMC offices, and that future meetings of the Board would take place on 24 th June, 23rd
September and 16th December 2014.
______________________
Chairman