Venue: Committee Room 1/2 - Civic Centre, Port Talbot. View directions
Contact: Gareth Borsden - 01972 636824
No. | Item |
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Disclosures of Personal and Prejudicial Interests. Decision: Councillor R Smith – Item 4 (8) – Personal & Prejudicial and left during discussion. Andrew Dulley – Item 4 - Personal Minutes: In accordance with the Code of Conduct adopted by both Authorities, the following interests were declared: Andrew Dulley – Agenda Item 4 - Personal Councillor R Smith – Agenda Item 4 (8) – Personal & Prejudicial and left during discussion. |
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To approve & sign the Minutes of the previous meeting(s) as a correct record. Decision: Approved Minutes: Resolved that the Minutes of the West Glamorgan
Archives Committee meeting held on 15 December 2023 be approved as a correct
record. |
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Matters Arising. Minutes: The County Archivist gave a brief verbal update relating to
Y Storfa. He outlined that the contractors continue on site and the
completion date for the project remains at May 2025.
The building continues currently to be in the “demolition” phase. He would
enquire further and update Members regarding the options for a site visit, as
discussed in the previous meeting in due course. Staff will shortly be undertaking a conservation training
course relating to the moving of archives, which should prove useful going
forward. |
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Report of the County Archivist. PDF 162 KB Decision: Approved Minutes: The County Archivist presented a report which outlined the
work of the Joint Archive Service during the period December 2023 – February
2024. 2024/2025 Revenue Budget. Kim Collis presented a verbal report and update which gave
details of the Joint Archive Service Revenue Budget for 2024/2025, the reserves
held by the Joint Archive Service. He referred to his impending retirement in June 2024 and
indicated the role would be restored to full time going forward, his current
role having evolved to allow Swansea Council to fill the statutory post of Data
Protection Officer. He indicated that there was only a small increase on last
year’s budget. Provision in the budget had been made regarding digital
preservation going forward which is detailed in his report later in the agenda,
as well as funds for the Archive Trainee going forward. He outlined both the amounts held in the collections and
archive training reserves as at 31 March 2024. Members noted the verbal report. Use of the Service He reported on the figures relating the use of the service
via its various platforms both in person and online. Outreach and Educational Activity He reported that two schools have received sessions during
the quarter. Staff have also provided talks to
a local historical group. The service continues to run a
monthly session for the Glamorgan Family History Society, Swansea Branch. Staff have also been involved in
a collaborative group with the Teacher Education department at Swansea
University, Richard Burton Archives, South Wales Miners Library and
Partneriaeth to produce some easy access archival resource packs for teachers,
this could prove to be an excellent resource going forward. Wales Broadcast Archive He reported that the Clip Corner was launched at Swansea
Civic Centre on 15th January
with a small ceremony hosted by the National Library of Wales. Although the Clip Corner will only be located there for the
time that the Archive Service remains in situ, there will be a new Clip Corner
incorporated into Y Storfa
in the space occupied by the South Wales Miners Library. This city centre
location should add footfall and usage to the facility. Archives Online Catalogue He outlined that technical issues remain with the software
linked to the searching of the online catalogue. An issue occurred in October
2023, and Swansea Council IT staff and the external provider continue to work
towards a solution. A work-around has been arranged, so that the online
catalogue remains available to users via the Archives Hub. Digital Preservation He outlined that, further to discussions at previous
meetings on this matter, the Archive Service is entering into a consortium to
undertake digital preservation (the archiving and permanent preservation of
born-digital and digitised records). The consortium which has taken shape in
the past months consists of West Glamorgan, Glamorgan, Gwent, Conwy and North
East Wales Archives plus Cardiff and Swansea Universities and the University of
Wales Trinity St David (UWTSD). Provision has been made in the budget to
pay for the annual subscription to the commercial provider of these
services. External funding is expected to be available to support a
short-term post to assist with the process of setting up the digital repository
and the Archive Service has been in discussion with Swansea University and
UWTSD about submitting a joint application for such funding. The
anticipated match-funding requirement is expected to be in the region of circa
£5-10k. The importance of digital perseveration going forward is
key, with many records now only being produced in electronic format. Agreed that the training reserve can potentially be
used to support such an application, in the region of expenditure indicated
above, should such an application be made and be successful. Professional Meetings and Training He listed the various professional groups and meetings that
staff had attended during the quarter. Fees and Charges for 2024/25 He referred to the table of fees and charges for the Service
and detailed the percentage rise that will apply from 1 April 2024. Agreed that the fees and charges for 2024/25 be
approved. Accessions of Archive Collections He detailed the various archives received by the Service
during the quarter. Staff He reported that Katie Millien, Archivist, had left the
Service in January, to take up a post with Carmarthenshire Archive Service,
with special responsibility for setting up a service to that county’s
schools. Katie had been a highly valued member of the team for over
sixteen years and her contribution to the work of the Service, particularly in
setting up our own service to schools, is immeasurable. Her post has been
advertised and will hopefully be filled shortly. The Chair asked that her and the committees best wishes for
her new role and thanks for her years of service be passed to Katie by the
County Archivist. He also outlined that approval was needed to support the
continued funding of the Archive Trainee position. Agreed that the use of the training reserve to fund
an Archives Trainee for 2024/25 be approved. The County Archivist then spoke further to the announcement
he made at the last meeting, outlining that this was the last report to the
joint committee before his retirement. He thanked the Committee for their
interest and support over the past twenty years and assured members that
procedures are also in place to recruit his successor, as a full-time post, as
detailed earlier in the budget report. He outlined and reflected on both his time as County
Archivist and his previous roles and indicated he had enjoyed working for the
service, and referred to some highlights from his time in post which included
the purchase of the Neath Abbey Ironworks collection and its subsequent UNESCO
recognition, his idea for and involvement in the development of the UK-wide
Archives Card reader’s ticket and the Tithe Maps of Wales project. He wished the staff and his successor the best in the
future, particularly with the move to Y Storfa in the city
centre. The Chair and Members of the Committee then paid a series of
tributes to Kim and thanked him for his hard work, passion, enthusiasm,
dedication and commitment to the service over the years, and wished him a long,
happy and healthy retirement. |