PWYLLGOR ARCHWYLIO

24 IONAWR 2020

AMGUEDDFEYDD

Y Pwrpas:

I nodi’r gwelliannau yn y cynllun.

Yr Argymhellion:

I gymeradwyio’r gwelliannau a’r amcanion gwaith parhaol.

Y Rhesymau:

Cais wrth y Pwyllgor Archwilio yn y cyfarfod 1 Gorffennaf 2019 am adroddiad cynnydd mewn 6 mis.

 

Ymgynghorwyd â'r pwyllgor craffu perthnasol :

AMHERTHNASOL     

  

                                 

Angen i’r Bwrdd Gweithredol wneud penderfyniad : AMHERTHNASOL   

Angen i’r Cyngor wneud penderfyniad : AMHERTHNASOL               

 

Y Gyfarwyddiaeth:

Adran Cymunedau

 

Enw Pennaeth y Gwasanaeth:

Ian Jones

 

 

Awdur yr Adroddiad:

Morrigan Mason

 

 

 

 

Swyddi:

Pennaeth Hamdden

 

 

 

Rheolwr Datblygu Amgueddfeydd

 

 

 

Rhif ffôn: 01267 228309

 

 

Cyfeiriad E-bost: iJones@Carmarthenshire.gov.uk

mimason@carmarthenshire.gov.uk

 

 


EXECUTIVE SUMMARY

AUDIT COMMITTEE

24th January 2020

 

 

CARMARTHENSHIRE MUSEUMS ACTION PLAN UPDATE

 

 

1.      BRIEF SUMMARY OF PURPOSE OF REPORT.

 

The Carmarthenshire Museums Action Plan provides a progress review against four recommendations made by Internal Audit in the 2016/17 review, recorded as 26 actions with measurable indicators for success.  Subsequent Internal Audit reviews have acknowledged efforts and the positive progress made by the service to overcome shortcomings within the resources currently available.

 

The Committee will note that progress against the Action Plan is continuing but the speed of the progress is constrained by current staff and facility limitations.  It is widely acknowledged that the impact of austerity continues to be felt and that museums resources are stretched thinly to meet several priorities.  To provide some context, the museum service continues to make significant strides in development across four sites with just 5.79FTE permanent staff in post at January 2020.  The service is also pressing forward with proposals for a long-term solution to the authority’s museum collections in store and improvements to collections access.  There is recognition that the while it may take some years to achieve, the museum service is on an upward trajectory with an ambitious vision for achieving excellence.

 

The current progress review includes new comments only in the yellow boxes identified as ‘in progress’, which are typically progressing, albeit slowly, or require resources beyond the current capacity of the service.  In summary, the actions that are continuing to be progressed are:

Ø  1.5 and 3.4 Collections rationalisation

Ø  2.4 Condition check all 38,000 accessions and thereafter annually

Ø  2.6 Photograph approximately 36,000 artefacts and upload to collections database

Ø  2.8 Label 5,700 artefacts

Ø  2.9 Identify a solution to the museum service storage issue

Ø  3.2 Emergency planning (almost complete)

Ø  3.5 Identify which items are ‘high value’ and obtain independent valuations

Ø  3.6 Identify a solution to valuing the remainder of the collection

Ø  4.3-4.6 Review a backlog of loans paperwork stretching back to pre-1996, establish new agreements for active loans and review all items for condition and insurance.

 

In conclusion, the areas of collections management that continue to require further progress share a common characteristic of being interdependent and long-standing challenges that the museum service struggles to address.  Progress will continue to be made within available resources while a more satisfactory solution continues to be explored to achieve improved standards of the management of the authority’s heritage assets on a basis for future development.

 

DETAILED REPORT ATTACHED?

YES

 


IMPLICATIONS

 

I confirm that other than those implications which have been agreed with the appropriate Directors / Heads of Service and are referred to in detail below, there are no other implications associated with this report :

Signed: Ian Jones                                                                   Head of Leisure

Policy, Crime & Disorder and Equalities

Legal

Finance

ICT

Risk Management Issues

Staffing Implications

Physical Assets 

NONE

YES

YES

YES

YES

NONE

YES

1.    Legal

Appropriate advice from Legal, Property Management, Finance, Health & Safety, Internal Audit and Risk to ensure revised procedures are legally compliant.

2.    Finance

Significant focus of review to ensure that Financial Procedure Rules are fully complied with.

3.    ICT

New technology to be introduced where this improves control.

4.    Risk Management Issues

Increased focus on evaluating exposure to risk and addressing weaknesses identified.

5.    Physical Assets

Leisure to work closely with Property Services within the Environment Department to ensure proper arrangements for maintenance and control of physical assets.

 

CONSULTATIONS

 

I confirm that the appropriate consultations have taken in place and the outcomes are as detailed below

Signed: Ian Jones                                                                  Head of Leisure 

 

1. Scrutiny Committee Not applicable.

2.Local Member(s)  Not applicable.

3.Community / Town Council Not applicable.

4.Relevant Partners  Not applicable.

5.Staff Side Representatives and other Organisations  Not applicable.

Section 100D Local Government Act, 1972 – Access to Information

List of Background Papers used in the preparation of this report:

 

Title of Document

 

File Ref No.

Locations that the papers are available for public inspection

 

Internal Audit – Museums – Final Report 2016/17

 

\\ntcarmcc\cfp\Leisure & Culture\Cultural Services\Museums\Museums General\Audit\Audit 2016-17\Final Report  16-17 Museums.docx

 

Internal Audit – Summary Review 2018/19

 

\\ntcarmcc\cfp\Leisure & Culture\Cultural Services\Museums\Museums General\Audit\Audit 2018-19\Museums Report 18-19.docx

 

June 2019 Progress Review – Carmarthenshire Museums Audit Action Plan 2016-17

 

\\ntcarmcc\cfp\Leisure & Culture\Cultural Services\Museums\Museums General\Audit\Audit 2019-20\June 2019 progress review - Carmarthenshire Museums Audit Action Plan 2016-17.docx