Archived decisions

SERVICE AGREEMENT BETWEEN

BASINGSTOKE AND DEANE BOROUGH COUNCIL

AND

HAMPSHIRE COUNTY COUNCIL

In respect of the WILLIS MUSEUM SERVICE

1. INTRODUCTION

1.1. This Service Agreement is between Basingstoke and Deane Borough Council (BDBC) and Hampshire County Council (HCC).

1.2. This Agreement is for a period of one year commencing on 1 April 2006.

1.3. This Agreement records the funding support being provided by BDBC, the services to be provided by Hampshire County Council in respect of the Willis Museum, monitoring arrangements and circumstances in which the support will be terminated.

2. PROFILE AND FUNDING OF THE SERVICE

2.1. HCC provides the management and administration of the Willis Museum service including exhibition, conservation, education and staffing provision.

2.2. BDBC will make available a grant of £93,132 for 2006/2007 subject to the provisions set out in clauses 2.3and 2.4.

2.3. HCC agree to provide a detailed service plan and budget, setting out the overall service to be attached as Appendix 1.

2.4. BDBC will make payments only upon receipt of due financial and management information and according to the following payment schedule:

      2.4.1. £46,566 (50%) upon receipt of a signed service agreement, out-turn financial data and service plan with budget;

      2.4.2. £23,283 (25%) upon receipt of financial and management information due 21 October 2006;

      2.4.3. £23,283 (25%) upon receipt of financial and management information due 21 January 2007;

2.5. Payments will only be made once an authorised representative of Hampshire County Council has signed and returned a copy of this agreement, service plan with budget and the annual out-turn financial performance indicator described in Appendix 3. Remaining payments will be raised upon receipt of budget reports and key performance indicators (see Appendix 3). The final payment will only be made upon receipt of management accounts and predicted out-turn figures for the final quarter to the financial year.

2.6. It should be noted that BDBC will have regard to the cash-flow position of the Willis Museum and may consider advancing payments in exceptional circumstances, subject to approval.

2.7. The payments made by the Council shall be used by HCC to maintain or improve the Willis Museum services as set out in Appendix 1( to be provided).

2.8. The funding for the service is based on the outline of the service set out in Appendix 1. It is recognised by all parties that changes to this outline may occur over time. Any significant changes in the outline must be mutually agreed in writing by all parties to this agreement.

2.9. Funding for the service is made available on the understanding that the service at the Willis Museum meets the management standards set out in Appendix 2.

3. COMMUNICATION, MONITORING AND EVALUATION

3.1. HCC recognises that they are receiving public funding and accept the responsibility of BDBC to account for these monies.

3.2. Links with BDBC will be maintained through a Lead Officer, who will be the first point of contact between BDBC and HCC in respect of the Willis Museum. The Lead Officer will be supplied with an agenda, and all papers, including minutes and written reports, of relevant management meetings not less than five working days before the meeting and may attend relevant management meetings as an observer.

3.3. The services of the Willis Museum will be monitored using the Performance Indicators (PIs) and means of assessment outlined in Appendix 3. The aim of these PIs is to provide an accurate, fair and rounded picture of the Willis Museum service covering financial, performance and quality aspects.

3.4. Representatives of BDBC and HCC will meet at least once a year to review and evaluate the performance of the Willis Museum. This meeting will consider reports on the Willis Museum in addition to the PIs and other means of assessment.

3.5. The contents of reports, assessments, plans and projections will be factors that BDBC will take into account in funding decisions for future financial years.

3.6. The review meeting, and the reports presented to it, will include consideration of the following issues:

      a) Changes in the profile of services with reference to Appendix 1

      b) Performance of the Willis Museum against the PIs and quality standards as set out in Appendix 2 and Appendix 3. BDBC recognises that a variety of factors will affect at least some of the PIs chosen (including cost effectiveness).

      c) Views from users and/or audiences on the services provided.

      d) The possibility of service enhancements of development.

      e) The financial position of the Willis Museum Service.

3.7 It is a condition of all BDBC funding, grants and support in kind that the BDBC Logo together with acknowledgement of support is used on all printed material, in accordance with guidelines laid out in Appendix 4.

4. TERMINATION

4.1. This agreement may be ended by BDBC at any time without notice in the event of:

      4.1.1. A misuse of payments made by BDBC;

      4.1.2. A breach of the law by HCC in respect of the Willis Museum;

      4.1.3. Failure by HCC in respect of the Willis Museum to comply with the arrangements for communication, monitoring and evaluation set out in this agreement. Provided that BDBC will not terminate this agreement under Clause 4.1 without giving HCC 14 days within which to appeal.

4.2. In the event of a termination under Clause 4.1, BDBC shall be under no obligation to make any further payments to HCC under this agreement and HCC shall within 28 days account for any payments made by the Council under this agreement and shall refund any part of such payment which has not been expended or contractually committed by HCC in respect of the Willis Museum.

4.3. For the avoidance of doubt unless the provisions of Clause 4.1 and /or 4.2 hereto are invoked this Agreement will remain in full force for the duration of the period referred to in Clause 1.2 hereto.

    Signed ............................................. Date ............................................

    For BASINGSTOKE AND DEANE BOROUGH COUNCIL

    In the presence of:

    (Witness)

    Signature

    Address

    Occupation

    Signed ............................................. Date ............................................

    For HAMPSHIRE COUNTY COUNCIL

    In the presence of:

    (Witness)

    Signature

    Address

    Occupation

    APPENDIX 2: MANAGEMENT STANDARDS

    Communication with Users

    There should be adequate communication and, where appropriate, consultation with users regarding the general operation of the service and in particular any changes in its operation. HCC/I in respect of the Willis Museum will outline how this communication is to be effected.

    Complaints

    HCC in respect of the Willis Museum has a complaints procedure for users of the service and this is publicised to users. This will be available for inspection by BDBC.

    Equal Opportunities

    HCC in respect of the Willis Museum has an equal opportunities policy. This will be available for inspection by BDBC.

    Publicity

    All publicity for the Willis Museum should acknowledge revenue funding from BDBC. One example of all publicity must be sent to the organisation's Lead Officer.

    Health and Safety

    HCC in respect of the Willis Museum will ensure that it follows good Health and Safety practice. HCC in respect of the Willis Museum's Health and Safety procedures should be available for inspection at all times.

    Legal Requirements

    HCC in respect of the Willis Museum will ensure that it follows all legal requirements.

    Sustainability Policy

    All organisations are encouraged to consider and adopt a policy for environmental and sustainability issues.

    Children and Vulnerable Adults

    All organisations are responsible for being fully aware of issues about protecting children and vulnerable adults. HCC in respect of the Willis Museum will ensure that any possible risks involved in the funded activities have been considered and that a written policy and set of procedures is adhered to.

    APPENDIX 3: PERFORMANCE INDICATORS FOR

    WILLIS MUSEUM

Reports of all performance indicators and related information should be provided to the Planning and Performance Officer at BDBC no later than the 21st day of the month following the end of each quarter.( N.B. Information may be provided via email to [email protected])

Financial Indicators

Quarterly financial reports showing actual income and expenditure compared to budget profile. The Report will also show the adjusted expected out-turn figures for the end of the financial year.

The report will be cost-centred to show the above figures for those activities funded by BDBC. This will include all grants and sponsorship income with BDBC grants shown separately.

Where there is a significant variation (greater that 10%) between original budgets and actuals, explanatory notes will be given and/or the specific points discussed with either the Lead Officer or Planning and Performance Officer. Should action be required the Lead Officer will be informed of this, and/or will be involved in discussions as appropriate.

Quantitative Indicators :

A. Numbers of visits, to include:

    i. Number of pupils visiting in organised school groups(includes secondary school sixth form classes and nursery school classes but not those by sixth form colleges or adult education institutions or play groups)

    ii. Number of visits/usages (usage includes enquiries by telephone, email, or letter and website hits seeking information/ research purposes but not enquiries for opening times, prices etc. Presentations to specific audiences should also be included)

    iii. Total number of visits in person (to include individuals in groups).

B. Number of visiting exhibitions

Qualitative Indicators

C. Evidence of Accreditation under the Museums Libraries & Archives Council's Museums Accreditation scheme, if appropriate.

D. Annual Report

E. Annual Accounts

F. Annual Service Plan - provided by 30 November 2006