MPS Historical Collection business case

Report: 12
Date: 8 January 2009
By: Director of Human Resources on behalf of the Commissioner

Summary

This report sets out the current position of the Metropolitan Police Service (MPS) Historical Collection (the Historical Collection), explores various suggestions for its future development, and recommends relocation to the current recruitment centre at the front of Empress State Building.

A. Recommendation

That

1. members approve the relocation of the MPS Historical Collection to a central London/close to central London premises, to enable the set up of a Heritage Centre which is accessible by the general public; and
2. approval be given either to the re-invigoration of the existing Museum Trust or the setting up of a new Trust after consultation with the Charities Commission.

B. Supporting information

Introduction

1. The Historical Collection is one of the most comprehensive archives tracing the development of modern policing in the UK. It comprises a large collection of written and photographic material, and an array of police artefacts, vintage and antique equipment and uniforms. Most other services in England and Wales have collections, and over 50 percent are publicly accessible. In the South East Region, Essex, Kent, Surrey, Sussex, Hampshire and Thames Valley Police already have established museums. The Historical Collection is currently used regularly by Safer Neighbourhood teams to educate young people about citizenship, and by borough officers who use artefacts and vintage uniforms at open days, and other community events. The Head of the Collection also regularly delivers talks on MPS history to the Met Volunteer Cadets, and many other external groups.

2. The Historical Collection also handles between thirty five and fifty enquiries a week from the public and internal customers regarding all aspects of MPS history. These enquiries can range from finding the record of a great grandfather, to supplying a Central Record of Service for a recently departed person for a eulogy at the funeral service. Other enquiries from organisations such as film and media companies, authors and other researchers relate to uniforms, vehicles, horses, Special Constables, war records and crime and criminals.

3. The Historical Collection is situated in a corner of one of the MPS evidential warehouses, on an industrial estate. The current accommodation comprises warehouse storage of 200m2 on the ground floor, and first floor office space and document storage of 133m2. The accommodation is not conducive to the long-term storage and preservation of uniforms and other fragile items which will decay if left in this type of environment. Neither floor is suitable for public access or is physically Disability Discrimination Act compliant.

4. The lease on the property currently occupied by the Historical Collection is due to expire in 2010. The MPS Property Services Asset Management and Utilisation Team have visited the site, and have a good understanding of the current problems outlined above, and future requirements, as detailed in the options below (paragraph 8). PSD have carried out a thorough search of the MPS estate to identify suitable accommodation. Older police stations have been considered, but were unsuitable because of their location and large size. Shared accommodation at police stations was also explored but raised operational and security issues. The recruitment centre at Empress State Building (ESB) was identified as being a possible solution, as it improved the utilisation of existing space, provided modern accessible accommodation, had good potential public footfall, and was in close proximity to public transport. This location provides the exhibition and administrative space required. The bulk of the artefacts can be stored in suitable warehouse accommodation, and exhibits can be rotated regularly.

5. The Authority has long taken a special interest in the Historical Collection and has recently been monitoring the progress made to rationalise and catalogue the artefacts. Members have previously supported the provision of a permanent home for the collection in a location that could be accessed by the public. There is also wide support for this initiative from the extended police family within the MPS, historians, genealogists, the citizens of London; together with the hard working volunteer members of the Friends of the Historical Collection who have given so much support over the years.

6. Making the Historical Collection available to the public will give the MPS an ongoing opportunity to engage with the community (especially young people), to educate, and give a real insight into the essential work of the police and the developments since 1826. Understanding exactly the origins of what the police do and why it has be done will improve interaction and communication not only with young people but also with all sections of the community. Additionally it would assist in developing a sense of pride and tradition for all of the police family, and could assist with recruitment and induction, especially in those areas where a rich heritage is so important such as volunteering.

7. 2012 will give the MPS a great opportunity to use the Historical Collection to showcase the history and current work of the police to visitors from home and abroad.

Options considered

8. A number of options were considered:

1. Maintain the status quo and relocate when the current lease expires to similar premises, albeit that is clean and dry. Do not make the artefacts available to the public.
   ii. Move the office and archive to a central London or just outside central London location, with provision for a reading/examination room and small exhibition space. The bulk of the items to be stored in a secure, dry, warehouse on the outskirts of London.
2. Collaboration or partnership working with other collections, and the creation of a joint facility.
3. To create a Metropolitan Police Museum, combining the Historical Collection, Thames Division archive, Mounted Branch collection and Historic vehicle collection as a visitor attraction, with associated retail and catering space, in partnership with a third party organisation. (The Crime Museum has not been included in this option, as its main purpose is police officer training, and the exhibits are not suitable for public display, however, where on the rare occasion items are suitable for public viewing they could be displayed.)
   Option ii is the preferred way forward.

9. Option i would allow for conservation of the collection, but it would still remain off limits to the large majority of London citizens.

10. Option ii fulfils the criteria in terms of preservation and will allow public access to a small exhibition space, and paper archive.

11. Option iii has the potential for display space, but is unlikely to allow for storage and everyday working, which entails retrieval and reference to the paper archive.

12. Option iv is a vision that is probably unrealistic in the short to medium term, particularly with the current economic climate. It would be unlikely that a private partner could be secured, and pressures on MPS budgets would not allow for this type of investment to be made.

The principal benefits

13. The principal benefits of the preferred option are:

• Continued preservation of the collection of artefacts, and digitisation of the paper and photographic archives.
• The Historical Collection can be made available to the public. The Collection’s exhibits can give a real insight into the origins of modern policing, and its development over the last 180 years. An understanding of our work, how we do it and why, can only assist in the MPS’s communication with London’s diverse communities.
• The Historical Collection could be used as an educational resource. It offers a valuable opportunity to engage with children and young people as they view the artefacts on school visits it would also assist in the understanding of Citizenship which is part of the national curriculum.

The Historical Collection has great potential to be used and developed to provide a ‘Showcase’ for MPS recruitment campaigns, and to be used as part of the induction process. This would help give all new joiners a real sense of belonging and pride in the organisation as they start their new careers.

14. Modest income generation opportunities could help to offset costs:

• Charging for genealogical enquiries/research received from the public
• Charging small fees for visiting school parties
• Development (and sale) of educational material linked to history and citizenship
• The sale of branded merchandise
• Securing a corporate sponsor(s)
• Securing a charitable partner(s)

15. Currently there are three full time members of staff, assisted on a regular basis by unpaid volunteers. Internal partnership working could be used to augment staff when necessary, for example school visits could be managed by the local schools liaison officers or Safer Neighbourhoods Teams as part of the Youth Strategy and Citizen Programme, and by members of the EIDU team who are based at ESB.

16. The preparation for relocation, acquisition of necessary equipment, and physical removal is envisaged to take approximately 20 weeks, estimated launch early May 2009.

17 It is likely that at some point in the not too distant future proposals will come forward from the Mayor’s office for a “blue light museum”, bringing together artefacts from all London’s emergency services, with a view to stimulating interest in recruitment and involvement by young people, as well as preserving and displaying the exhibits. Members may wish to be re-assured that nothing in the current proposals would inhibit the potential to join in such a venture as and when a detailed business case is received.

C. Legal implications

1. Legal advice has been sought to clarify the position of the existing Museum Trust. (The full version is available to members on request.

2. Counsel is of the opinion that the Trust has not failed because it is still technically possible for the Trustees to achieve the objectives of the Trust. However, the objectives of the Trust are to create a museum. The advice goes on to say that the proposal to establish a Resource/Heritage Centre (as there can be no realistic proposition of creating a Museum in the short term) may fall outside this remit.

3. Two options are available

• Reinvigorate the existing Museum Trust which would necessitate a change to the terms of reference and the appointment of new trustees
• The creation of a new trust

4. MPS Exchequer Services Charities Section has advised that the Charities Commission should be consulted on the most suitable option, a letter has been drafted and we await a response.

5. The trust would enable applications to be made for grant funding to assist in the development of the Historical Collection and an MPS Heritage Centre.

6. It may be necessary to apply for change of planning use from the local planning authority. This is unlikely to be a risk to this project.

D. Race and equality impact

The current premises occupied by the Historical Collection are generally unsuitable for public access; any future premises would need to meet such requirements of the Disability Discrimination Act.

E. Financial implications

1. Costs associated with this project are mainly around removal and fit-out of the new premises. It is not anticipated that any structural alterations will be required to the current recruitment centre at ESB. The MPS approved contractors Harrow Green, are preparing an estimate; it is not envisaged that this will exceed £150,000. Provision has been made in the existing 2008/9 Logistical Services revenue budget to cover this.

2. The notional costs for the existing warehouse premises occupied are £47k (£142 per m2) per annum. There may be minimal notional increase in premises cost to occupy the site at the front of Empress State Building (110m2). The recruitment centre falls within the HR business group, and costs are met through the MPS central property accommodation budget. As the proposed solution uses existing estate holdings no running costs over and above existing budgets are anticipated.

3. The Historical Collection has the potential to deliver benefits to multiple Business Groups. Examples of these benefits include: - showcasing the rich history of the MPS and its development at the forefront of policing to overseas visitors, the occupants and external visitors to Empress State Building. Further opportunities to Safer Neighbourhoods units to utilise the Historical Collection as a community engagement tool. Promoting and celebrating the diversity of London and its police service. The running of small recruitment and public relations events.

F. Background papers

None

G. Contact details

Report author: John Whitaker, Director of Logistical Services, MPS

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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