Agenda item

The Committee considered a report of the Director of Adults and Communities for information on the draft Museum Access Policy 2021 to 2025 and Collections Development Policy 2021 to 2025, which required approval in 2025. The report also provided information on the Museum Accreditation returns which had been submitted to Arts Council England (ACE). A copy of the report marked ‘Agenda Item 11’ is filed with these minutes.

Arising from discussion, the following points were made:

i.          Members asked if, with museum collections’ storage, if it had potential impact on accreditation. Officers acknowledged storage challenges, particularly for archival materials, which was separate from museum accreditation. Progress had been made over the past four years, with substandard storage facilities being phased out, with current improvements expected to not negatively affect the museum accreditation application.

ii.          A Member requested clarification on the volume and location of stored items, with specific concern raised about large items, for example a coach, possibly deteriorating. Further detail was requested on the reserve collection policy with regards to loan procedures, income generation from loans and acquisition and disposal processes. Officers explained that loans were governed by a detailed collections development framework, including a loans policy, which officers undertook to circulate to Members for information. Members were assured that loans were primarily to accredited museums with no recent damage incidents reported.

iii.          Acquisitions were assessed by trained curatorial staff against the collecting policy, whereby items must align within the collection scope and avoid duplication and were signed off by the Collections and Learning Manager. Disposals were also guided by policy and legally overseen. Routine disposals were delegated to the Director of Adults and Communities, with controversial disposal decisions escalated to Members.

iv.          Members noted much of the collection was in storage and were concerned they were rarely seen and potentially incurred high storage costs. It was questioned what mechanisms were included in the policy to enable broader public access to what was already available. Officers clarified that there was no statutory requirement for the council to maintain a museum service, however, it was believed that it provided significant value to Leicestershire’s residents by representing diverse historical periods and communities. It was further explained that, in addition to the five public museum sites, the collection repositories were open to researchers and supported by staff, and that the section worked closely with higher and further education institutions, often taking materials to them due to space limitations. Digital access was also offered through the museum collections website and exhibitions were rotated across sites and across community groups.

v.          The policy included a section on rationalisation and review. The collection was regularly assessed to identify items for disposal, prioritising public rehoming where possible, and those decisions were reported to the Director of Adults and Communities. Officers were open to discussion regarding different approach to collections access.

vi.          In response to a question officers confirmed it was common for museums to have 5-8% of their collections on public display at any one time, and that limiting the collection to only what was on display would restrict ability to respond to future needs or changes. In addition, most of the items were donated, and the Council was committed to items’ long-term care. Items were only considered for disposal when they no longer served a purpose.

vii.          Members noted that in previous years Committee Members were invited to visit collection sites to see firsthand what was in storage and where, as it was important for Members to understand the scale and nature of the collections, and the challenges faced by museums staff. It was suggested that future site visits be arranged for Members.

viii.          Members also recognised the importance of collections, for example, a recent book on The History of Market Harborough, contained photographs credited to the County Council’s Museum collection, which demonstrated the public value of those resources.

ix.          It was noted that virtual museums allowed people to explore exhibits online and was a good example of how digital access could complement physical visits and broaden public engagement.

RESOLVED:

a)    That the report on the Leicestershire County Council Museum Policy Revision and Accreditation be noted.

b)    That the Director be requested to circulate to Members information on the Museum Collections Loans Policy which sat within a collections development framework.

c)     That site visits for Committee Members be arranged in consultation with the Chairman and Democratic Services.