Common use of WORKING IN PARTNERSHIP Clause in Contracts

WORKING IN PARTNERSHIP. 38. York Museums Trust has established strong partnerships across the educational and public service sector in York and the region. In the coming years YMT will support the CYC strategic objectives as follows: 39. The importance of cultural tourism to economic development is now widely acknowledged. York Museums Trust’s own economic contribution was demonstrated by the 2011 DC Research report which showed that spending by their visitors equates to nearly 200 full time equivalent jobs in York. In the coming years YMT will invest significant sums to secure and grow their visitor numbers from 660,000 to 900,000. This will secure jobs in York’s economy. 40. YMT programmes will support skills development in the sector and will set up and broker the “On the Job” project which aim to provide opportunities for people working in museums and galleries to become involved in specific real projects being undertaken by other museums. 41. YMT will aim to be a sector leader in delivering excellent customer service and enable other museums to achieve the same through the Museum Development Fund. Opportunities will be offered through the Museum Development Fund for staff from small and independent museums to develop their experience and professional skills by becoming involved in projects being undertaken by other museums. We will double the number of volunteers working with us and devise skills development opportunities to keep engagement high and help us deliver an excellent ‘customer journey. 42. YMT will lead the sector on a regional Front of House development project called “Up Front”, bringing together a project group to devise a training programme for Museums and Gallery staff and volunteers. These initiatives will increase skills and employability within the cultural sector in the city. 43. York Museums Trust’s investment over the course of this plan will focus on developing high-quality public spaces with high social value. As well as direct investments in York Art Gallery, Museum Gardens and York Castle Museum, YMT will work with partners in the city to encourage improvements to the wider public realm, particularly around Exhibition Square and the York Castle area. 44. York Museums Trust has developed an ambition to increase their work internationally. During the next five years they will develop partnerships that will take the collections and work into an international context. YMT are currently exploring a partnership with Bristol Museums and Galleries to develop a European Commission cultural project with international partners. 45. YMT will develop expertise and knowledge about the collections, working with individual experts and partnerships from regional and national museums, HE and FE institutions and other related cultural organisations around the world. 46. YMT will work with CYC and support its collaboration with Blackpool Council in areas such as sharing of exhibitions and collections. 47. YMT will work to ensure that every child and young person in York has the opportunity to experience the richness of museums collection. This work will involve both formal and informal learning for children and young adults. YMT will develop extensive formal learning opportunities delivered on all subjects across all sites working across all ages from Under 5’s to new career development opportunities for young people hoping to start work in the cultural and creative sector. 48. In this time of economic recession with restrictions on creating new jobs we must work together to ensure that young people are not excluded. YMT will create opportunities to engage them in real opportunities for young people to learn the skills for working in the arts, tourism and heritage sectors. YMT will also continue to work with our many partners on specific projects across the Trust including Tate, the British Museum, University of York, York Theatre Royal, whilst also forging exciting new partnerships, such as with the Imperial War Museum. 49. We recognise that digital content offers a major opportunity for our museums to deliver large parts of their work in increasingly innovative ways, to larger and more diverse audiences. Over the period of this plan YMT will ensure that all major elements of their public programme will have a significant digital expression. • YMT will use existing platforms or build new ones to encourage creative interaction with content, e.g. through digital volunteering. • YMT will encourage the repeating, re-use and re-purposing of content across different platforms and media. • YMT will actively seek to promote and cross-promote the museums and the collections through these various digital outlets 50. There is a need to increase the skill base within YMT in order to make the most of these opportunities. To that end they will create a team dedicated to supporting the digital expansion. The team will work with existing staff and within the existing programme. 51. By 2018: • The cultural sector workforce and volunteers will be more confident and skilled in wider areas of work • YMT will increase the international profile of York through cultural partnerships across the globe • YMT will be increase the number of children and young people we work with by 25% • Customer satisfaction will be improved across the museums and art gallery • Access programmes for YMT projects and collections will all contain a digital access element 52. Effective governance is at the heart of York Museums Trust. They will continue to review our process of the recruitment of Trustees and the Chair regularly to ensure best practice. As a publicly funded body they must operate in an open and transparent way. YMT will operate an effective access and equalities policies that will include all trustees and staff recruitment practices. Their Forward Plan 2012-2018, board minutes, policies and information on Trustees to be posted on the website, being available to everyone. 53. Collections are at the heart of their work for the council. YMT will continue to develop the collections and improve all aspects of collection management. They will make a number of improvements and developments over the period including: • New storage facilities for the social history collections • A major re-evaluation and rationalization of the bulk archaeology post excavation holdings • Improved collections IT and data support for staff and volunteers • A new acquisitions and disposal policy to be agreed with CYC • Ensuring readiness for the next round of collections management accreditation 54. In the case of the Yorkshire Museum and Gardens the respective roles of the Council and YMT are defined by their status under the charitable scheme as Custodian Trustee and Managing Trustee respectively and the heads of terms agreed with the Yorkshire Philosophical Society. 55. In addition to undertaking the role of managing trustee YMT will undertake to: • Provide at least 2,534 hours of public opening at the Yorkshire Museum • Provide free admission to the permanent collections of the Yorkshire Museum for all citizens of the City of York (charges may be applied in the case of temporary or touring exhibitions) • Use all reasonable endeavours to maintain the existing registration of the Museum Gardens on the Register of Parks and Gardens of Special Historic Interest maintained by English Heritage • Use all reasonable endeavours to maintain the registration of the gardens as botanical gardens • Give public access to the gardens daily (except Christmas Day) unless closure is necessary for reasons of public safety. Opening hours will be 7:30 am to 6:00 pm in Winter and 7:30 am to 8:00 pm in Summer • Permit access to the Museum Gardens for all civic ceremonial and similar events promoted by the Council on up to 10 days in each year provided that the Council give as much notice as is practicable and provided that where the Council requires access at times outside the normal opening hours set out above YMT may restrict (but not prohibit) access for the purpose of maintaining security and/or good estate management • Insure, with an insurer of repute, third party and property owner’s liability risk with a limit of indemnity of at least £10 million in respect of any one occurrence • Indemnify the Council against any claims, proceedings or demands, and all damages, losses, costs, and expenses incurred arising out of any accident, loss or damage to persons or property occurring in or on the premises of the Yorkshire Museum and Gardens • Use all reasonable endeavours to keep the premises in good repair, this responsibility to be construed in the light of the relevant clauses in the Transfer Agreement, the condition surveys and the provisions contained in paragraphs 39 – 41 of the Executive report of 26 July 2002 (see the Council’s corresponding responsibility below) 56. In addition to carrying out the role of custodian trustee the Council will undertake to: • Keep the premises insured with an insurer of repute against the insured risks (i.e. fire, lightning, earthquake, explosion, aircraft (other than hostile aircraft and other aerial devices or articles dropped therefrom, riot, civil commotion, malicious damage, storm or tempest, bursting or overflowing or water tanks, apparatus or pipes, flood, and impact by road vehicles, subsidence, heave, and such other risks as may from time to time be reasonably required by the Council or by YMT) in a sum which in the reasonable opinion of the Council represents the full replacement cost, subject to such uninsured excess as the insurer may properly apply. The Council will deduct the cost of the premium from the annual grant to YMT. The Council will not be obliged to insure YMT’s fixtures and fittings, boilers, lifts, escalators, or other plant and machinery in and exclusively serving the premises. The Council will not be obliged to insure fixtures and fittings that may become part of the premises until YMT has notified the Council in writing of their reinstatement value. Following damage or destruction by any of the insured risks the Council shall apply the net proceeds of the insurance monies received to the rebuilding or reinstating of the premises. In the first instance the Council will retain liability for any major failures to roofs and external walls. Major failures will be defined as those where the cost of the repairs is greater than £25k and which prevent the tenant from reasonably carrying on their business at the premises. All other categories of repair and maintenance will be responsibility of the Trust (see above) 57. The procedure will involve: a) Twice yearly review of performance between the partners: • the Trust will provide performance information as set out above • senior managers from the Trust (i.e. the Chief Executive and/or the Director of Finance & Business Development) and the Council (i.e., the “Client Officer” and/or the Assistant Director for Lifelong Learning and Culture) will meet to review performance against the agreed indicators. Meetings will be set a year in advance and will normally be held in April and September • YMT will submit a performance report to the Council’s Executive Member in May and October each year. The YMT Chief Executive will attend the meeting to present ▇▇▇’s report and respond to any questions b) YMT will provide performance information as requested by the Council to any ad hoc scrutiny reviews conducted by the Council from time to time and attend the relevant meetings to respond to members’ questions 58. Within this process information will be provided by the Trust to the Client Officer in the following areas as a minimum: 1) achievement of the principal partnership aims set out above 2) visits to each of the Trust’s sites and temporary exhibitions including the number of uses by residents (actual and as a % of all users and segmented into demographic groups) 3) number of hours the collections of the Trust are available to the public during the financial year at each of the sites 4) implementation of agreed capital schemes 5) development of new income streams 6) development of new exhibitions and interpretative services 7) development of collections storage 8) delivery of the education service including the number of school groups using the Trust’s services: (a) actual numbers of all school users, and % as compared to all visits; (b) numbers of local school users and % of total city catchments, and number of local people taking up life-long learning opportunities offered by the Trust 9) number of events/activities where learning forms a substantial component of the activity. Number of adults participating in those activities 10) use and involvement of local people including numbers volunteering 11) engagement with the ▇▇▇▇ committee process through attendance at committees and articles in ▇▇▇▇ newsletters 12) achievement of visitor satisfaction (aggregate over the year and by site) 13) level of external investment applied for and secured 14) number of residents consulted through focus groups, surveys and other means including a) young people, b) older people, c) target groups for inclusion 15) copies of management accounts 16) progress on cataloguing the collections and documentation 17) acquisitions and disposals from the collections 18) number of uses of the Yorkshire Museums Gardens for activities and events 59. The Council and the Trust will through this partnership ensure the delivery of Best Value and its principles in order to deliver continuous service improvement. 60. The Trust and the Council will continue to explore options for further partnerships:- a) the Council being mindful of the potential of the museums and art gallery to provide a positive contribution to its cultural, educational, economic, social and environmental agenda b) the Trust being mindful of the experience and specialist services that the Council can offer 61. The Trust will represent the Council on museums issues at international, national, regional and local level and continue to advise members of the Council on museums policy. The Trust will provide this service to the Council without charge provided that the work is broadly in furtherance of the objectives of this partnership. (Otherwise a fee can be negotiated).

WORKING IN PARTNERSHIP. 38. York Museums Trust has established strong partnerships across the educational and public service sector in York and the region. In the coming years YMT will support the CYC strategic objectives as follows: 39. The importance of cultural tourism to economic development is now widely acknowledged. York Museums Trust’s own economic contribution was demonstrated by the 2011 DC Research report which showed that spending by their visitors equates to nearly 200 full time equivalent jobs in York. In the coming years YMT will invest significant sums to secure and grow their visitor numbers from 660,000 to 900,000. This will secure jobs in York’s economy. 40. YMT programmes will support skills development in the sector and will set up and broker the “On the Job” project which aim to provide opportunities for people working in museums and galleries to become involved in specific real projects being undertaken by other museums. 41. YMT will aim to be a sector leader in delivering excellent customer service and enable other museums to achieve the same through the Museum Development Fund. Opportunities will be offered through the Museum Development Fund for staff from small and independent museums to develop their experience and professional skills by becoming involved in projects being undertaken by other museums. We will double the number of volunteers working with us and devise skills development opportunities to keep engagement high and help us deliver an excellent ‘customer journey. 42. YMT will lead the sector on a regional Front of House development project called “Up Front”, bringing together a project group to devise a training programme for Museums and Gallery staff and volunteers. These initiatives will increase skills and employability within the cultural sector in the city. 43. York Museums Trust’s investment over the course of this plan will focus on developing high-quality public spaces with high social value. As well as direct investments in York Art Gallery, Museum Gardens and York Castle Museum, YMT will work with partners in the city to encourage improvements to the wider public realm, particularly around Exhibition Square and the York Castle area. 44. York Museums Trust has developed an ambition to increase their work internationally. During the next five years they will develop partnerships that will take the collections and work into an international context. YMT are currently exploring a partnership with Bristol Museums and Galleries to develop a European Commission cultural project with international partners. 45. YMT will develop expertise and knowledge about the collections, working with individual experts and partnerships from regional and national museums, HE and FE institutions and other related cultural organisations around the world. 46. YMT will work with CYC and support its collaboration with Blackpool Council in areas such as sharing of exhibitions and collections. 47. YMT will work to ensure that every child and young person in York has the opportunity to experience the richness of museums collection. This work will involve both formal and informal learning for children and young adults. YMT will develop extensive formal learning opportunities delivered on all subjects across all sites working across all ages from Under 5’s to new career development opportunities for young people hoping to start work in the cultural and creative sector. 48. In this time of economic recession with restrictions on creating new jobs we must work together to ensure that young people are not excluded. YMT will create opportunities to engage them in real opportunities for young people to learn the skills for working in the arts, tourism and heritage sectors. YMT will also continue to work with our many partners on specific projects across the Trust including Tate, the British Museum, University of York, York Theatre Royal, whilst also forging exciting new partnerships, such as with the Imperial War Museum. 49. We recognise that digital content offers a major opportunity for our museums to deliver large parts of their work in increasingly innovative ways, to larger and more diverse audiences. Over the period of this plan YMT will ensure that all major elements of their public programme will have a significant digital expression. • YMT will use existing platforms or build new ones to encourage creative interaction with content, e.g. through digital volunteering. • YMT will encourage the repeating, re-use and re-purposing of content across different platforms and media. • YMT will actively seek to promote and cross-promote the museums and the collections through these various digital outlets 50. There is a need to increase the skill base within YMT in order to make the most of these opportunities. To that end they will create a team dedicated to supporting the digital expansion. The team will work with existing staff and within the existing programme. 51. By 2018: • The cultural sector workforce and volunteers will be more confident and skilled in wider areas of work • YMT will increase the international profile of York through cultural partnerships across the globe • YMT will be increase the number of children and young people we work with by 25% • Customer satisfaction will be improved across the museums and art gallery • Access programmes for YMT projects and collections will all contain a digital access element 52. Effective governance is at the heart of York Museums Trust. They will continue to review our process of the recruitment of Trustees and the Chair regularly to ensure best practice. As a publicly funded body they must operate in an open and transparent way. YMT will operate an effective access and equalities policies that will include all trustees and staff recruitment practices. Their Forward Plan 2012-2018, board minutes, policies and information on Trustees to be posted on the website, being available to everyone. 53. Collections are at the heart of their work for the council. YMT will continue to develop the collections and improve all aspects of collection management. They will make a number of improvements and developments over the period including: • New storage facilities for the social history collections • A major re-evaluation and rationalization of the bulk archaeology post excavation holdings • Improved collections IT and data support for staff and volunteers • A new acquisitions and disposal policy to be agreed with CYC • Ensuring readiness for the next round of collections management accreditation 54. In the case of the Yorkshire Museum and Gardens the respective roles of the Council and YMT are defined by their status under the charitable scheme as Custodian Trustee and Managing Trustee respectively and the heads of terms agreed with the Yorkshire Philosophical Society. 55. In addition to undertaking the role of managing trustee YMT will undertake to: • Provide at least 2,534 hours of public opening at the Yorkshire Museum • Provide free admission to the permanent collections of the Yorkshire Museum for all citizens of the City of York (charges may be applied in the case of temporary or touring exhibitions) • Use all reasonable endeavours to maintain the existing registration of the Museum Gardens on the Register of Parks and Gardens of Special Historic Interest maintained by English Heritage • Use all reasonable endeavours to maintain the registration of the gardens as botanical gardens • Give public access to the gardens daily (except Christmas Day) unless closure is necessary for reasons of public safety. Opening hours will be 7:30 am to 6:00 pm in Winter and 7:30 am to 8:00 pm in Summer • Permit access to the Museum Gardens for all civic ceremonial and similar events promoted by the Council on up to 10 days in each year provided that the Council give as much notice as is practicable and provided that where the Council requires access at times outside the normal opening hours set out above YMT may restrict (but not prohibit) access for the purpose of maintaining security and/or good estate management • Insure, with an insurer of repute, third party and property owner’s liability risk with a limit of indemnity of at least £10 million in respect of any one occurrence • Indemnify the Council against any claims, proceedings or demands, and all damages, losses, costs, and expenses incurred arising out of any accident, loss or damage to persons or property occurring occuring in or on the premises of the Yorkshire Museum and Gardens • Use all reasonable endeavours to keep the premises in good repair, this responsibility to be construed in the light of the relevant clauses in the Transfer Agreement, the condition surveys and the provisions contained in paragraphs 39 – 41 of the Executive report of 26 July 2002 (see the Council’s corresponding responsibility below) 56. In addition to carrying out the role of custodian trustee the Council will undertake to: • Keep the premises insured with an insurer of repute against the insured risks (i.e. fire, lightning, earthquake, explosion, aircraft (other than hostile aircraft and other aerial devices or articles dropped therefrom, riot, civil commotion, malicious damage, storm or tempest, bursting or overflowing or water tanks, apparatus or pipes, flood, and impact by road vehicles, subsidence, heave, and such other risks as may from time to time be reasonably required by the Council or by YMT) in a sum which in the reasonable opinion of the Council represents the full replacement cost, subject to such uninsured excess as the insurer may properly apply. The Council will deduct the cost of the premium from the annual grant to YMT. The Council will not be obliged to insure YMT’s fixtures and fittings, boilers, lifts, escalators, or other plant and machinery in and exclusively serving the premises. The Council will not be obliged to insure fixtures and fittings that may become part of the premises until YMT has notified the Council in writing of their reinstatement value. Following damage or destruction by any of the insured risks the Council shall apply the net proceeds of the insurance monies received to the rebuilding or reinstating of the premises. In the first instance the Council will retain liability for any major failures to roofs and external walls. Major failures will be defined as those where the cost of the repairs is greater than £25k and which prevent the tenant from reasonably carrying on their business at the premises. All other categories of repair and maintenance will be responsibility of the Trust (see above) 57. The procedure will involve: a) Twice yearly review of performance between the partners: • the Trust will provide performance information as set out above • senior managers from the Trust (i.e. the Chief Executive and/or the Director of Finance & Business Development) and the Council (i.e., the “Client Officer” and/or the Assistant Director for Lifelong Learning and Culture) will meet to review performance against the agreed indicators. Meetings will be set a year in advance and will normally be held in April and September • YMT will submit a performance report to the Council’s Executive Member in May and October each year. The YMT Chief Executive will attend the meeting to present ▇▇▇’s report and respond to any questions b) YMT will provide performance information as requested by the Council to any ad hoc scrutiny reviews conducted by the Council from time to time and attend the relevant meetings to respond to members’ questions 58. Within this process information will be provided by the Trust to the Client Officer in the following areas as a minimum: 1) achievement of the principal partnership aims set out above 2) visits to each of the Trust’s sites and temporary exhibitions including the number of uses by residents (actual and as a % of all users and segmented into demographic groups) 3) number of hours the collections of the Trust are available to the public during the financial year at each of the sites 4) implementation of agreed capital schemes 5) development of new income streams 6) development of new exhibitions and interpretative services 7) development of collections storage 8) delivery of the education service including the number of school groups using the Trust’s services: (a) actual numbers of all school users, and % as compared to all visits; (b) numbers of local school users and % of total city catchments, and number of local people taking up life-long learning opportunities offered by the Trust 9) number of events/activities where learning forms a substantial component of the activity. Number of adults participating in those activities 10) use and involvement of local people including numbers volunteering 11) engagement with the ▇▇▇▇ committee process through attendance at committees and articles in ▇▇▇▇ newsletters 12) achievement of visitor satisfaction (aggregate over the year and by site) 13) level of external investment applied for and secured 14) number of residents consulted through focus groups, surveys and other means including a) young people, b) older people, c) target groups for inclusion 15) copies of management accounts 16) progress on cataloguing the collections and documentation 17) acquisitions and disposals from the collections 18) number of uses of the Yorkshire Museums Gardens for activities and events 59. The Council and the Trust will through this partnership ensure the delivery of Best Value and its principles in order to deliver continuous service improvement. 60. The Trust and the Council will continue to explore options for further partnerships:- a) the Council being mindful of the potential of the museums and art gallery to provide a positive contribution to its cultural, educational, economic, social and environmental agenda b) the Trust being mindful of the experience and specialist services that the Council can offer 61. The Trust will represent the Council on museums issues at international, national, regional and local level and continue to advise members of the Council on museums policy. The Trust will provide this service to the Council without charge provided that the work is broadly in furtherance of the objectives of this partnership. (Otherwise a fee can be negotiated).

WORKING IN PARTNERSHIP. 38. York Museums Trust has established strong partnerships across the educational and public service sector in York and the region. In the coming years YMT will support the CYC strategic objectives as follows: 39. The importance of cultural tourism to economic development is now widely acknowledged. York Museums Trust’s own economic contribution was demonstrated by the 2011 DC Research report which showed that spending by their visitors equates to nearly 200 full time equivalent jobs in York. In the coming years YMT will invest significant sums to secure and grow their visitor numbers from 660,000 to 900,000. This will secure jobs in York’s economy. 40. YMT programmes will support skills development in the sector and will set up and broker the “On the Job” project which aim to provide opportunities for people working in museums and galleries to become involved in specific real projects being undertaken by other museums. 41. YMT will aim to be a sector leader in delivering excellent customer service and enable other museums to achieve the same through the Museum Development Fund. Opportunities will be offered through the Museum Development Fund for staff from small and independent museums to develop their experience and professional skills by becoming involved in projects being undertaken by other museums. We will double the number of volunteers working with us and devise skills development opportunities to keep engagement high and help us deliver an excellent ‘customer journey. 42. YMT will lead the sector on a regional Front of House development project called “Up Front”, bringing together a project group to devise a training programme for Museums and Gallery staff and volunteers. These initiatives will increase skills and employability within the cultural sector in the city. 43. York Museums Trust’s investment over the course of this plan will focus on developing high-quality public spaces with high social value. As well as direct investments in York Art Gallery, Museum Gardens and York Castle Museum, YMT will work with partners in the city to encourage improvements to the wider public realm, particularly around Exhibition Square and the York Castle area. 44. York Museums Trust has developed an ambition to increase their work internationally. During the next five years they will develop partnerships that will take the collections and work into an international context. YMT are currently exploring a partnership with Bristol Museums and Galleries to develop a European Commission cultural project with international partners. 45. YMT will develop expertise and knowledge about the collections, working with individual experts and partnerships from regional and national museums, HE and FE institutions and other related cultural organisations around the world. 46. YMT will work with CYC and support its collaboration with Blackpool Council in areas such as sharing of exhibitions and collections. 47. YMT will work to ensure that every child and young person in York has the opportunity to experience the richness of museums collection. This work will involve both formal and informal learning for children and young adults. YMT will develop extensive formal learning opportunities delivered on all subjects across all sites working across all ages from Under 5’s to new career development opportunities for young people hoping to start work in the cultural and creative sector. 48. In this time of economic recession with restrictions on creating new jobs we must work together to ensure that young people are not excluded. YMT will create opportunities to engage them in real opportunities for young people to learn the skills for working in the arts, tourism and heritage sectors. YMT will also continue to work with our many partners on specific projects across the Trust including Tate, the British Museum, University of York, York Theatre Royal, whilst also forging exciting new partnerships, such as with the Imperial War Museum. 49. We recognise that digital content offers a major opportunity for our museums to deliver large parts of their work in increasingly innovative ways, to larger and more diverse audiences. Over the period of this plan YMT will ensure that all major elements of their public programme will have a significant digital expression. • YMT will use existing platforms or build new ones to encourage creative interaction with content, e.g. through digital volunteering. • YMT will encourage the repeating, re-use and re-purposing of content across different platforms and media. • YMT will actively seek to promote and cross-promote the museums and the collections through these various digital outlets 50. There is a need to increase the skill base within YMT in order to make the most of these opportunities. To that end they will create a team dedicated to supporting the digital expansion. The team will work with existing staff and within the existing programme. 51. By 2018: • The cultural sector workforce and volunteers will be more confident and skilled in wider areas of work • YMT will increase the international profile of York through cultural partnerships across the globe • YMT will be increase the number of children and young people we work with by 25% • Customer satisfaction will be improved across the museums and art gallery • Access programmes for YMT projects and collections will all contain a digital access element 52. Effective governance is at the heart of York Museums Trust. They will continue to review our process of the recruitment of Trustees and the Chair regularly to ensure best practice. As a publicly funded body they must operate in an open and transparent way. YMT will operate an effective access and equalities policies that will include all trustees and staff recruitment practices. Their Forward Plan 2012-2018, board minutes, policies and information on Trustees to be posted on the website, being available to everyone. 53. Collections are at the heart of their work for the council. YMT will continue to develop the collections and improve all aspects of collection management. They will make a number of improvements and developments over the period including: • New storage facilities for the social history collections • A major re-evaluation and rationalization of the bulk archaeology post excavation holdings • Improved collections IT and data support for staff and volunteers • A new acquisitions and disposal policy to be agreed with CYC • Ensuring readiness for the next round of collections management accreditation 54. In the case of the Yorkshire Museum and Gardens the respective roles of the Council and YMT are defined by their status under the charitable scheme as Custodian Trustee and Managing Trustee respectively and the heads of terms agreed with the Yorkshire Philosophical Society. 55. In addition to undertaking the role of managing trustee YMT will undertake to: • Provide at least 2,534 hours of public opening at the Yorkshire Museum • Provide free admission to the permanent collections of the Yorkshire Museum for all citizens of the City of York (charges may be applied in the case of temporary or touring exhibitions) • Use all reasonable endeavours to maintain the existing registration of the Museum Gardens on the Register of Parks and Gardens of Special Historic Interest maintained by English Heritage • Use all reasonable endeavours to maintain the registration of the gardens as botanical gardens • Give public access to the gardens daily (except Christmas Day) unless closure is necessary for reasons of public safety. Opening hours will be 7:30 am to 6:00 pm in Winter and 7:30 am to 8:00 pm in Summer • Permit access to the Museum Gardens for all civic ceremonial and similar events promoted by the Council on up to 10 days in each year provided that the Council give as much notice as is practicable and provided that where the Council requires access at times outside the normal opening hours set out above YMT may restrict (but not prohibit) access for the purpose of maintaining security and/or good estate management • Insure, with an insurer of repute, third party and property owner’s liability risk with a limit of indemnity of at least £10 million in respect of any one occurrence • Indemnify the Council against any claims, proceedings or demands, and all damages, losses, ,costs, and expenses incurred arising out of any accident, loss or damage to persons or property occurring occuring in or on the premises of the Yorkshire Museum and Gardens • Use all reasonable endeavours to keep the premises in good repair, this responsibility to be construed in the light of the relevant clauses in the Transfer Agreement, the condition surveys and the provisions contained in paragraphs 39 – 41 of the Executive report of 26 July 2002 (see the Council’s corresponding responsibility below) 56. In addition to carrying out the role of custodian trustee the Council will undertake to: • Keep the premises insured with an insurer of repute against the insured risks (i.e. fire, lightning, earthquake, explosion, aircraft (other than hostile aircraft and other aerial devices or articles dropped therefrom, riot, civil commotion, malicious damage, storm or tempest, bursting or overflowing or water tanks, apparatus or pipes, flood, and impact by road vehicles, subsidence, heave, and such other risks as may from time to time be reasonably required by the Council or by YMT) in a sum which in the reasonable opinion of the Council represents the full replacement cost, subject to such uninsured excess as the insurer may properly apply. The Council will deduct the cost of the premium from the annual grant to YMT. The Council will not be obliged to insure YMT’s fixtures and fittings, boilers, lifts, escalators, or other plant and machinery in and exclusively serving the premises. The Council will not be obliged to insure fixtures and fittings that may become part of the premises until YMT has notified the Council in writing of their reinstatement value. Following damage or destruction by any of the insured risks the Council shall apply the net proceeds of the insurance monies received to the rebuilding or reinstating of the premises. In the first instance the Council will retain liability for any major failures to roofs and external walls. Major failures will be defined as those where the cost of the repairs is greater than £25k and which prevent the tenant from reasonably carrying on their business at the premises. All other categories of repair and maintenance will be responsibility of the Trust (see above) 57. The procedure will involve: a) Twice yearly review of performance between the partners: • the Trust will provide performance information as set out above • senior managers from the Trust (i.e. the Chief Executive and/or the Director of Finance & Business Development) and the Council (i.e., the “Client Officer” and/or the Assistant Director for Lifelong Learning and Culture) will meet to review performance against the agreed indicators. Meetings will be set a year in advance and will normally be held in April and September • YMT will submit a performance report to the Council’s Executive Member in May and October each year. The YMT Chief Executive will attend the meeting to present ▇▇▇’s report and respond to any questions b) YMT will provide performance information as requested by the Council to any ad hoc scrutiny reviews conducted by the Council from time to time and attend the relevant meetings to respond to members’ questions 58. Within this process information will be provided by the Trust to the Client Officer in the following areas as a minimum: 1) achievement of the principal partnership aims set out above 2) visits to each of the Trust’s sites and temporary exhibitions including the number of uses by residents (actual and as a % of all users and segmented into demographic groups) 3) number of hours the collections of the Trust are available to the public during the financial year at each of the sites 4) implementation of agreed capital schemes 5) development of new income streams 6) development of new exhibitions and interpretative services 7) development of collections storage 8) delivery of the education service including the number of school groups using the Trust’s services: (a) actual numbers of all school users, and % as compared to all visits; (b) numbers of local school users and % of total city catchments, and number of local people taking up life-long learning opportunities offered by the Trust 9) number of events/activities where learning forms a substantial component of the activity. Number of adults participating in those activities 10) use and involvement of local people including numbers volunteering 11) engagement with the ▇▇▇▇ committee process through attendance at committees and articles in ▇▇▇▇ newsletters 12) achievement of visitor satisfaction (aggregate over the year and by site) 13) level of external investment applied for and secured 14) number of residents consulted through focus groups, surveys and other means including a) young people, b) older people, c) target groups for inclusion 15) copies of management accounts 16) progress on cataloguing the collections and documentation 17) acquisitions and disposals from the collections 18) number of uses of the Yorkshire Museums Gardens for activities and events 59. The Council and the Trust will through this partnership ensure the delivery of Best Value and its principles in order to deliver continuous service improvement. 60. The Trust and the Council will continue to explore options for further partnerships:- a) the Council being mindful of the potential of the museums and art gallery to provide a positive contribution to its cultural, educational, economic, social and environmental agenda b) the Trust being mindful of the experience and specialist services that the Council can offer 61. The Trust will represent the Council on museums issues at international, national, regional and local level and continue to advise members of the Council on museums policy. The Trust will provide this service to the Council without charge provided that the work is broadly in furtherance of the objectives of this partnership. (Otherwise a fee can be negotiated).