Management of the MPS historical collection

Report: 7
Date: 4 July 2008
By: The Director of Human Resources on behalf of The Commissioner

Summary

This report presents a further update to Members on the current management and future potential of the MPS Historical Collection (the Collection)

A. Recommendations

That

1. members note the further progress made in improving the state of the artefacts held in the Collection and their systematic review;

2. note Counsel’s advice that the ownership of artefacts and documents held within the Collection remain the property of the MPA;

3. agree the high level vision for the future;

4. re-affirm support in principle to the transfer of the Collection to more suitable premises for preservation of artefacts, which also allows public access;

.5 support the suggestion that suitable and relevant stakeholders are identified, and a working group formed to explore the long-term vision of a Police Heritage Centre in London; and

6. agree to a full business case being brought back to the MPA in October 2008.

B. Supporting information

Introduction

1. At the meeting of the Co-ordination and Policing Committee on 1 February 2007, Members were provided with an update on how work on the Collection had progressed since the publication of an MPA Internal Audit report in 2004.

2. Members welcomed the progress that had been made and in principle supported the provision of a permanent collection in a location that could be accessed by members of the public. It was suggested further consideration should be given to the governance arrangements, by appointing a new set of Trustees.

3. Following meetings with the MPA Member lead and the legal advice now received, this report presents a further update to Members.

Current position

4. The Collection comprises over 1,500 items of uniform and 15,000 pieces of equipment, artefacts and medals dating from the establishment of the Metropolitan Police Service in 1829. There is also an extensive documentary reference section holding photographs, paintings, books, occurrence and charge books, and central records of service.

5. The Collection is housed in a corner of a warehouse. MPA Internal Audit reviewed the storage and display of police artefacts as part of the 2003/04 internal audit plan and concluded that the control over exhibits was poor and that there were health and safety concerns (particularly for members of the public) as well as inadequate preservation arrangements. Following publication of the MPA audit report in 2004, management of the Collection transferred from Territorial Policing HQ to Resources Directorate Logistical Services, and with the transfer of Logistical Services to HR in 2007, the Collection is now overseen by the HR Business Group.

6. Since the audit review, significant effort and progress has been made to tidy up the Collection and systematically review and record the items held. Work continues to refine storage methods including the use of calico covers for the uniforms, and conservation boxes with acid-free paper for the artefacts. Considerable progress has been made on the digitisation of the photographs held in the Collection using an established commercial photographic library (for which the MPS receives modest royalties). This work will continue.

7. The current accommodation is inadequate. Warehouse type storage of 200 square metres is on the ground floor. It is cramped, and is not conducive to the long-term storage and preservation of uniforms and other fragile items. The first floor document reading room and storage accommodation of 133 square metres is also confined and can only be accessed via a steep staircase. Neither the ground floor nor the first floor accommodation is suitable for public access, nor is it DDA compliant, and indeed the site itself is not easy to reach by public transport.

Work with the Open University

8. The Collection is now working with the Police Archive at the Open University (OUPA), after establishing a formal Knowledge Partnership, and this has already been successful in sourcing grant funding for a first project. The project centres on bringing together documents in the Collection and those held by the OUPA to develop a social history learning package. This initial project is nearing completion, and the material has been made available to the Volunteer Cadet Training Programme for evaluation.

9. We are keen to continue to explore opportunities of engagement with the community through citizen focus and social responsibility programmes. This is where the benefit of working in partnership with the Open University lies. Harnessing the knowledge and expertise of the OUPA in devising and producing meaningful resource material is regarded as a positive step forward.

The future

10. The vision for the future of the Collection is to make the Metropolitan Police’s rich history accessible to all of London’s diverse communities. The MPS have been involved with every important event in the capital city since 1829, policing through the bad times of war, riot and general unrest. The Collection could be used to educate both young and old and to give invaluable insight into the continuous challenge of policing London and making it a safer place to live and work.

11. 2012 will provide an ideal opportunity to showcase the MPS heritage to an international audience, and assist in building community cohesion and inclusion beyond this.

12. Small themed mobile exhibitions can be developed and made available to local museums and libraries, taken out to schools by visiting officers, and used by the MPS at Community events. They can also be utilised in recruitment campaigns.

13. A programme of digitisation of some of the artefacts and paper records could be undertaken to create an online virtual resource. This could be linked to the current MPS internet site, GLA family member sites and other suitable partners.

14. The Managers of the Collection continue to seek opportunities to work with other partners to ensure optimum use of the Collection. Currently artefacts are on loan to the Museum in Docklands for their ‘Jack the Ripper in the East End’ exhibition. Further collaboration is planned with other museums, galleries and collections to allow for even greater visibility of the MPS artefacts, whilst replacement premises are sought.

15. Income generation opportunities including grant funding, and the development of a heritage range of licensed products could be explored.

16. There is little else that can be achieved to realise the vision for the Collection whilst it remains situated in the corner of a warehouse on an industrial estate.

17. The current facilities are not conducive to allow for broad public access and the lease on the premises has already been extended to the autumn of 2010. Accepting that the exclusive use of an existing site within the MPS estate is unrealistic, Property Services is examining the feasibility of rehousing the Collection to a site with good public access.

18. A number of potential sites within the MPS estate have already been considered as options to re-locate the Collection. Ideally, the site should benefit from easy transport links and improved physical access for visitors. This eliminates utilising potentially vacant MPA property on the outskirts of London. Thus far, a suitable alternative site has yet to be identified.

19. In order to cut down the space requirement in a central location, and potential costs, (and in line with normal museum practice) a secondary site could be identified to store the bulk of the artefacts. This should be a modern and clean warehouse, which will bring the benefits of climatic control in order to aid preservation.

20. Premises to which the public would have unfettered physical and intellectual access remains an objective, but a pragmatic view of current funding opportunities needs to be accepted in order that the Authority is not left underwriting a serious financial commitment.

21. Should a suitable venue be identified, a Resource/Heritage Centre could be established. These premises will achieve the primary goal of making the MPS heritage available to a broad audience including the public, school parties and academics and researchers, and the diverse communities within the Capital City.

22. To enable the work to continue in preserving the Collection, Members are asked to endorse the preparation of a fully costed business case to enable the move from the existing premises to either another warehouse or a combined facility, which would allow researchers and the public to visit, paving the way for a Resource/Heritage Centre. The business case would include the aims, steps needed, outcomes, benefits and resources required.

23. There has been a long held aspiration for a Police Heritage Centre in London. Members are asked to affirm their support of this long-term vision, in order that the commitment and drive of many dedicated supporters can be channelled in a co-ordinated fashion towards exploring the feasibility of this goal, and how it could be achieved. It is suggested that suitable and relevant stakeholders are identified, and a working group formed.

Governance

24. The clear steer provided by Members earlier in the year, has provided the impetus to reinvigorate the Metropolitan Police Museum Trust. The Trust Deed calls for six Trustees of whom one is the Commissioner of the day. Currently, there is no Secretary to the Trust.

25. This advice has proved to be helpful as it paves the way to consider a number of options to take forward the governance of the Collection, ranging from re-invigorating the existing Trust through to creating a new Trust.

6. With commitment from both the Authority and the MPS, a workable solution can be achieved to guide the Collection from its present position through the short and medium term in order to realise the long-term goal of making much of the collection permanently available to the public.

27. The proposed report in October will deal further with potential governance issues.

C. Race and equality impact

The current premises occupied by the Historical Collection are not DDA compliant; any future premises would need to meet such a requirement.

D. Financial implications

1. The notional annual property cost for housing the Collection is currently £47,000 (i.e. £142 per square metre). This includes rent, rates, service charges and building insurance. Alternative accommodation costs are extremely location sensitive. Generally, the closer to central London, the more expensive it becomes. Removal costs, dilapidation and refurbishment costs are not known at this stage.

2. Any proposal to move the collection and/or establish a heritage centre will be subject to the normal MPA/MPS decision making process. Once suitable alternative premises to house the Collection have been identified, a fully costed business case will be submitted to the MPS Investment Board and the Authority as appropriate.

3. Such proposals will have to be considered in the context of the overall resources available to the MPA/MPS and the pressures on the delivery of core policing services.

E. Legal implications

The question of ownership of the artefacts has been clarified in the latest advice received from Counsel. Previous advice indicated that ownership of the artefacts held by the Collection passed to the Trust upon the creation of MPA in 2000, however as there are no records showing any formal transfer, and the Trust Accounts do not show the artefacts as assets. It can be assumed therefore that the artefacts are the property of the MPA, unless there is donor documentation to the contrary.

F. Background papers

None

F. Contact details

Report author(s): John Whitaker, Director of Logistical Services, MPS

For more information contact:

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

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