Appendix 1

`MILESTONES' EXECUTIVE GROUP

Notes of meeting held on

Monday 23^rd June 2003 at 5.30pm, Chilcomb House

Present: Councillors Waddington and Woodhall (HCC)

Councillors Shaw & Gurden (B&DBC)

Yinnon Ezra, Stephen Locke , Sara McPartland & Joy Lincoln (HCC)

Gordon Holdcroft, Kevin Jaquest & Daryl Fraser (B&DBC)

Decisions and actions

1. The governance of Milestones

1.1 The principles in the report about the role of the Executive Group and Joint Management Committee were agreed.

1.2 The crucial role of the JMC in the development of Milestones was acknowledged, but this coincided with the adoption of new political structures within both local authorities which needed to be reflected.

1.3 The role of local Members in the overview of museums, contributing ideas and generally advocating their benefits is very important.

1.4 The Executive Group should deal with key executive issues relating to museum and archive issues generally in Basingstoke and Deane.

1.5 The officers of the respective LA's consider how the JMC should be involved in the proposed changes.

2. The Business Plan

2.1 The principles of the Business Plan were supported.

2.2 The monthly monitoring report which shows visitor numbers and visitor income and comparisons with targets, will be circulated to the Executive Group.

Action (SMP/JL/KJ)

2.3 Cost centres and budget headings which assist understanding and control of key elements of the business plan will be developed.

Action (SMP/JL/KJ)

2.4 The monitoring of marketing and management issues alongside the financial data is also important and will be developed.

Action (SMP/DF)

2.5 Sara McPartland's work to construct the Business Plan alongside immediate and demanding operational management was appreciated. It was noted that her contract expired in November 2003.

The officers to consider the longer term management of Milestones in this context and report back.

Action (YE, SL & SMP)

2.6 The importance of the business plan for 2004/05 was emphasised. It will be a challenge to produce this because it will need to consider longer term options for Milestones but will be written at a time when base data about performance against the current business plan is still being assessed.

2.7 A schedule of meetings of the Executive Group to be co-ordinated to relate to key elements of performance management of the Business Plan and the budget cycles of the partners.

Action (SMP, DF, JL)

Emphasised that any member should request a meeting if they felt one was necessary.

2.8 Agreed to host a joint meeting of the respective scrutiny/policy review committees of B&DBC and HCC at Milestones.

Action (SL/DF)

2.9 A letter to be sent on behalf of both Executive Members to the Joint Management Committee, summarizing the conclusions of the Executive Group in relation to the Business Plan and the future governance of Milestones and related key museum issues in Basingstoke, the role of the JMC, and thanking them for their commitment.

Action (SL)

3. The accumulated deficit

3.1 The Executive Members discussed and clarified the position of their respective authorities in relation to writing off the accumulated deficit.

Basingstoke and Deane Borough Council confirmed it had made provision in the budget to fund their half of the deficit over the 2 financial years, 2003/04/05. Payment of the first tranche will be made now and Councillor Shaw will write to Councillor Waddington to clarify how the second tranche will be triggered.

The meeting closed at 7.45pm.