Hampshire County Council

Executive Member, Policy and Resources Item 9

10 June 2004

The New Forest Museum and Library, Lyndhurst

Proposed financial, professional and technical support from Hampshire County Council

Report of the Director of Recreation and Heritage

Contact: Stephen Locke (01962) 826702

1. Summary

1.1 The New Forest Museum and Library have requested financial support to ensure they can complete a major development scheme which is chiefly funded by the Heritage Lottery Fund and other external funding.

1.2 The development of the New Forest Museum and Library provides new, modernized, flexible and interactive resources, spaces and exhibitions designed to attract and sustain a wide range of users.

1.3 Important elements of the new capital provision have been identified together with a programme to promote their use, which will have a strategic value to Hampshire.

1.4 On-going partnership will be developed in the New Forest, which will be promoted through the Recreation and Heritage policies of the County Council in future years.

1.5 The following decision is sought:

(i) That a grant of £50,000 be made to ensure the development of the interpretation and exhibition and education are fully achieved.

(ii) That a grant of £25,000 be made to support a programme to maximize the benefit of the capital investment by aiding the re-launch of the new centre, increase new users and community use, in partnership with other providers in the New Forest.

(iii) That any further support to continue to develop the benefits of the New Forest Museum and Library and associated partnership will be the responsibility of the Executive Member of Recreation and Heritage to ensure that there is strategic co-ordination with the County Council's corporate aims.

2. Reasons

2.1 To maximize life opportunities, to support the stewardship of the environment, especially through education awareness and access to high quality information, and promote economic, social and environmental well-being within the community.

2.2 This financial support will support Aim 1 of the corporate strategy by maximizing life opportunities, Aim 2, stewardship of the environment and Aim 3, by building strong and safe communities.

3. Other options considered and rejected

To not provide any financial assistance, or a greater or lesser amount.

4. Conflicts of interest declared by the decision maker, or a member or officer consulted

4.1 None.

5. Dispensation granted by the Standards committee

5.1 Not applicable.

6. Reasons for matter being dealt with if urgent

6.1 It is highly important that a planned programme of investment continues, within the business plan, as part of achieving a sustainable income base from visitors to Milestones.

Approved by: ............................... Date: ...............................

Cllr. T.K. Thornber, CBE

Hampshire County Council

Executive Member, Policy and Resources Item 9

10 June 2004

The New Forest Museum and Library, Lyndhurst

Proposed financial, professional and technical support from Hampshire County Council

Report of the Director of Recreation and Heritage

Contact: Stephen Locke, Head of Museums and Archives (01962) 826702

1. Background

1.1 The New Forest Museum and Library, Lyndhurst, is owned and operated by the New Forest 9^th Centenary Trust. It performs the role of the primary visitor and information centre for the New Forest and a major resource for historical, topographical and environmental information, including primary sources, for the New Forest. An active educational programme is promoted, especially to schools, but not confined to schools.

1.2 It therefore performs a role which adds a great deal of value to functions for which Hampshire County Council is responsible. For this reason, the New Forest Museum and Library has been regarded as strategically important and has been assisted by Hampshire County Council.

1.3 The last major grant given by the County Council was £20,000 in 1998 and provided by the Recreation and Heritage Committee as a contribution to the cost of buying the freehold of the premises. This gave the trustees overall control of all of the business of the centre for the first time, and led to a greater level and range of activity and a greater and more diverse use of the resources.

1.4 The trustees are in the final stages of a major capital development scheme, with the support of the Heritage Lottery Fund and a very generous private benefaction, which has resulted in the creation of entirely new displays and interpretation for local users and visitors, education facilities and a very high quality local studies library and resource centre. This external investment is valued at not less than £1.2 million.

1.5 At the request of the trustees, a strategic review meeting was held at Lyndhurst in February 2004, attended by the leader of the County Council, the Executive Member for Recreation and Heritage, the local Member (Cllr. Kendal), the Director of Recreation and Heritage and the Head of Museums and Archives.

1.6 This report summarizes the results of the review and subsequent work, with recommendations.

1.7 The support and subsequent actions which are recommended will support Aim 1 of the Corporate Strategy by maximising life opportunities, Aim 2, stewardship of the environment and Aim 3, by building strong and safe communities.

2. Aims and objectives of the New Forest Museum and Library

2.1 The New Forest Museum and Library (NFML) provides a very wide range of resources for local people and visitors to the New Forest. These include:

_ a range of information relating to the New Forest Area from historic to contemporary material. It is the best single source of information of all kinds relating to the New Forest.

_ a centre for providing and interpreting this information for local people and a community space and focus. The New Forest has an unusually high number of special interest groups related to the complex historical, environmental and social issues of the area. The NFML provides an important independent forum for the exchange and promotion of topical as well as historical material.

_ a permanent exhibition demonstrating key elements of the history, environment and life of the New Forest.

_ a base for special, temporary or travelling exhibitions.

_ the main visitor information centre for the New Forest.

_ an education programme, including a schools service.

2.2 All of these resources and facilities are substantially improved as a result of the major development programme which is now being completed. In particular, the stewardship and access of the documentary resources is now of a very high standard.

2.3 The re-generation of the exhibition area and associated interpretation is now more flexible and modernized. There has been a particular emphasis on increasing its relevance and appeal to local people as well as visitors. The NFML aims to increase repeated use by a wider variety of local people.

3. Financial position

3.1 The fundamental core business plan and related base revenue budget of the trust is realistic and sustainable. Since purchasing the freehold of the centre and assuming overall responsibility for its management, the trust has demonstrated the viability of its day-to-day operations.

3.2 There are two financial problems however. The NFML have a shortfall of about £200,000 due to greater than foreseen costs of the capital development, largely due to increased standard of provision. This is combined with loss of visitor income while the centre was closed and, exacerbated by this very tight financial position, an inability to fund services for which the development provides an excellent infrastructure and ensure the re-launch of the centre is successful.

3.3 There are 3 elements of the new displays and resources which form the backbone of the attractive and interactive interpretation of the New Forest and the education programme, for which detailed costings have been provided, and for which the NFML have requested financial support from the County Council.

_ A large rear screen projection unit to display an interactive programme highlighting key features of the Forest's geography and history. Using source material from the library, a range of themes will be presented using a visually rich combination of computer animated graphics, photographs and text.

Total cost £25,250.00.

_ Associated displays which interpret the distinctive geology and natural history of the New Forest, including a searchable data base with a deeper level of interpretation.

Total cost £25,018.00.

_ The Barker-Mill Field Studies Room.

The field studies room will be used by both school parties and adult learner groups to follow up visits in the Forest. The proper benefits of this room will only be achieved if it is equipped with a range of IT and study aids.

Total cost £10,600.00.

A detailed breakdown of costs is provided as an appendix.

3.4 These are clearly identified resources which are important elements of a new infrastructure for interpretation, community use and education. They have been prioritised for support because they provide flexible and stimulating access to high quality information in ways which will have an appeal to a broad range of people. The interpretation is underpinned by truly authentic and scholarly information.

3.5 The NFML has a long and successful track record of education provision. In addition to new interpretative displays and resources, dedicated staffing to deliver education programmes will be enhanced by the NFML.

3.6 Although the major capital investment in the NFML provides an excellent platform for continued development, the Trustees are concerned that, after a long period of closure, there must be a strong effort to `re-launch' NFML to ensure visitor numbers and income are restored, increased use is generated, and the benefits of the new resources are made as fully available as possible to the greatest number of Hampshire people.

3.7 This will be achieved by a range of targeted marketing, promotional, educational, community and outreach activities. There is a strong desire to integrate this with related provision in the New Forest as a whole to spread the benefits as widely as possible, and St. Barbe Museum, Lymington, the Red House Museum, Christchurch and New Forest District Council are actively working together. This growing `New Forest network' also includes Ringwood Meeting House and Fordingbridge Museum, and represents an important strategic development.

4. Congruence with Recreation and Heritage objectives

4.1 It is important that the overall investment in the New Forest Museum and Library is maximised for the benefit of as many users as possible, and new Recreation and Heritage policies provide a particularly good opportunity to do this.

4.2 A range of measures has been agreed with the trust to promote partnership between the key stakeholders including:

_ IT developments

_ integrated approach to providing www-based public information

_ development of local studies library and archives role

_ integrated museum collecting policy

_ strengthening of New Forest heritage network including St. Barbe Museum, Lymington, Red House Museum, Christchurch, Ringwood Meeting House and Fordingbridge Museum (including joint action with New Forest District Council)

_ developing education programme

_ targeting new users and priority programmes

4.3 Any on-going support from the County Council to promote these partnerships will be the responsibility of the Executive Member for Recreation and Heritage.

5. Conclusions

5.1 The New Forest Museum and Library, a voluntary trust with a very small staff, has achieved a major investment using largely external funding, which provides a multi-purpose resource for the New Forest, Hampshire as a whole, and visitors and users to the New Forest.

5.2 Without additional support, due to a combination of increased standards of provision and loss of revenue income while the building work was underway, the Trust will be financially weakened at the very time it needs resources to fully realize the benefits of the investment and re-launch the NFML to a wider range of users, especially Hampshire users.

5.3 There is a strong case for a strategic grant to support the Trust at this critical juncture, followed by close integration with partners in the New Forest to develop services for all users in this special area of Hampshire. The Recreation and Heritage policies of the County Council provide the proper basis for this ongoing work as far as the County Council's interests are concerned, and any future support will be the responsibility of the Executive Member for Recreation and Heritage.

Recommendation

1. That a grant of £50,000 be given to the New Forest Museum and Library to support the costs of the new public displays, interpretation and education resources, provided through the major development programme which is now nearing completion with the aid of the Heritage Lottery Fund.

2. That a further grant of £25,000 be provided to generate a programme which will effectively re-launch the New Forest Museum and Library, broaden the range of its users and increase strategic partnership with providers in the New Forest for the benefit of the public as a whole.

Section 100D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

N.B the list excludes:

1. Published works.

2. Documents that disclose exempt or confidential information as defined in the Act.

TITLE LOCATION

New Forest Museum and Library

Proposed financial, professional and technical support from Hampshire County Council

APPENDIX 1

Recommended use of capital grant (to a maximum of £50,000)

· Interactive Map

This will be a key feature of the newly designed exhibition. Highly educational in purpose it will inform visitors of some of the distinctive geographical elements of the Forest in an imaginative format.

A large rear screen projection unit will display an interactive programme highlighting key features of the Forest's geography and history. Using source material from the Library, each theme will run for about two minutes using a visually rich combination of computer-animated graphics, photographs and text.

1. Graphics and software production. £ 8750.00

2. Projection equipment, console unit and screen. £ 8000.00

3. Programming unit for backlit `duratrans'. £ 1200.00

4. Fabrication and installation of display structure. £ 3500.00

5. Electrics and lighting. £ 1500.00

6. Display finishing, painting and decorating. £ 500.00

7. Printing and supply of Duratrans transparencies. £ 800.00

8. Design detailing & project management. £ 1000.00

_________

Cost £ 25,250.00

· The Barker-Mill Field Studies Room

This room will provide a unique service within the Forest, and it is a facility that has been frequently requested by visiting groups

The field studies room will be used by both school parties and adult learner groups to follow up visits in the Forest. The room will be used by our own education service, as well as being available for hire by other specialist groups. The scientific equipment will be backed up by the services of our extensive reference Library. While the room was always part of the planning for the building, it was acknowledged that it could not be fully utilised until funds were found to equip it and that is why we are now approaching you.

1. Data Projector £ 1200.00

2. Two laptop computers £ 2000.00

3. Five Microscopes £ 1000.00

4. Microscope linked to TV unit £ 1500.00

5. Interactive White Board £ 1600.00

6. Tables and Chairs £ 1000.00

7. Digital Camera, Scanner and Printer £ 1800.00

8. General Laboratory Equipment £ 500.00

_________

Cost £ 10,600.00

These interpret the distinctive geology and natural history of the New Forest.