Attendance and Apologies/Presenoldeb ac Ymddiheuriadau
1.1 Apologies were
received from the following:
Councillor J Millard, Blaenau Gwent County Borough
Councillor B Jones, Caerphilly County Borough Council
Councillor V Crick, Torfaen County Borough Council
Councillor N Waite, Torfaen County Borough Council
Canon A Edwards, Diocese of
Duffin, Coleg Gwent
Declarations of Interest/Datganiadau o fudd
2.1 There were no
Minutes of meeting held on 14/06/2019 / Cofnodion y cyfarfod a gynhaliwyd ar 14/06/2019 PDF 457 KB
3.1 The minutes of the
meeting held on 14th June 2019 were agreed as a true and accurate
Final Accounts 2018/19: Audited Annual Return and Audit Report / Cyfrifon Terfynol 2018/19: Datganiad Blynyddol wedi'i Archwilio ac Adroddiad Archwilio PDF 116 KB
4.1 The Lead Finance Officer introduced the report which provided
the Joint Committee with the conclusion of the external audit of
the Annual Return for the year ended 31 March 2019 and highlighted
the following points:
The external auditor issued an unqualified
certificate and found nothing wrong with the accounts, however the
annual report drew attention to two minor points.
The first matter was in relation to the blank minute
reference on the Committee approval and certification box on page 4
of the Annual Return. The draft minute reference was not available
prior to submitting the return but was provided as soon as it was
available during the audit.
The second matter was regarding question 4 –
exercise of electors’ rights - on the Annual Governance
Statement. The Committee answered ‘No’ as at the time
of approving the statement the accounts had not be published for
the public to view. The auditor stated that the correct response
should have been ‘Yes’. Torfaen County Borough
Council’s Head of Financial Services has queried the comment
with the Auditor and has requested further
4.2 The Committee felt
that it was a badly phrased question and would wait for
4.3 The Joint Committee
agreed to note the conclusion of the external audit.
Quarterly Bulletin on the activity of Gwent Archives and Future Reporting / Bwletin Chwarterol ar weithgareddau Archifau Gwent ac Adrodd at y Dyfodol PDF 427 KB
5.1 The County Archivist informed Members of activities during the
quarter from 1 June 2019 – 31 August 2019 highlighting the
Gwent Archives had a busy quarter in terms of
visitors. Many Archive Services were quieter during the summer
months, however that was not the case for Gwent Archives and August
was the busiest month in the quarter.
A new signing in sheet was being introduced which
would allow more information to be gathered from visitors including
whether it was their first time visit. If the signing in sheet
showed mostly returning visitors, the Service would carry out more
marketing to attract new visitors.
The annual survey carried out asked visitors to
include their postcode, this information showed that the Service
was heavily used by visitors from the Gwent Authority areas. Hourly
head counts would also be introduced in each area of the building
to find out more about what the service was being used for, and the
busiest times and days.
During the last quarter the service had produced 833
There had been a slight decrease in remote access
The service would be trailing a new spreadsheet to
Gwent Archives were taking part in the Archives and
Records Association Distance User Survey, for those contacting the
service by post and by email. It
started in September which would run until December, and would help
to assess and improve the enquiry service. The Gwent Archives Collection continued to develop
and had received a large number of deposits during the last
quarter. A prioritisation scheme was currently being developed for
deposits and a collection manual was being written.
During the last quarter the Conservator undertook 2
consultancy visits, one of which led to private conservation
A Member of staff had gone to Somerset to give a
customer a quote on doing some binding work.
Gwent Archives were pleased to have their status as
an Accredited Archive Service renewed, which was very positive and
the Service was particularly praised for its outreach work. There
were some actions to be addressed, for example around digital
preservation, which would feed into the Service Plan.
The Conservator attended the Archives and Records
Conference in August which helped to inform people
of the Service.
One of the Service’s Archive Assistants
applied for a bursary to attend another conference in Birmingham in
November, there were only 5 bursary’s available and she was
successful in gaining one which was outstanding.
5.2 In response to questions asked the County Archivist and Senior
Archivist gave the following answers:
The Service did not routinely take cinefilms, however the depositor had travelled from
Newport to Gwent Archives so the Service took them but would be
transferring them to Aberystwyth Archives as Gwent Archives did not
have the conditions to store them. There would also be more opportunity for
them to be viewed at Aberystwyth Archives.
Films were very engaging and the General Offices has
a 40 seat cinema and would be looking at ...
view the full minutes text for item 5.
Mid-year review of Fees and Charges / Arolwg Ffïoedd a Thaliadau Canol y Flwyddyn PDF 23 KB
The County Archivist explained that she had been looking in to the
Services finances and was exploring what more could be done
commercially to generate more money, how to apply for funding and
also looking at doing fundraising events which could prevent having
to reducing the Services budget as much.
6.2 The County Archivist highlighted key areas of the report and
along with the Senior Archivist made the following
Gwent Archives generated an income from a number of
sources including chargeable services to customers, there was a
table of charges which was published on the website and outlined
the cost of each service.
The current Table of Charges was approved by the
Joint Committee in March 2019.
The Filming/Television/Broadcast charges were not
included in the review in
March 2019 and have been more substantially
The Service was not looking to increase the charges
yet but wanted to make the document easier for
The County Archivist recommended changing the format
of the table of charges to reflect the cost plus VAT.
The County Archivist also proposed to make a change
regarding photocopying and printing charges by post, the cost of
photocopies and printing would remain the same, but the Service
would introduce an additional charge for postal orders to reflect
the cost of staff time and postage and packaging fees.
Some researchers needed certified copies of
documents and it was proposed to add a fee to the table of charges
to incorporate this and the additional work required.
The charge for self-service digital photography
licenses was very cheap and Gwent Archives was the cheapest Archive
Service and it was becoming more popular.
The County Archivist was looking to introduce
additional licenses such as per month and annual group permits for
organisations, staff would need to check that the organisations
were using the information for the project and not personal
There was a gap in the public search service, a
charge was currently made for a one-hour public search service, and
it was proposed to introduce two additional options. One was a Look
Up fee, for shorter enquiries and the other was an express fee for
customers who wanted information quickly. The Service wanted to be
able to charge less money if it took less time.
The charge for talks and workshop was not changing
but presented by 2 hour session in order to better reflect the
total cost as most talks took longer than an hour. The County Archivist did not want to put people
off but need to be mindful of the cost to the Service.
There had been a low take up on tours at the current
charge, as it was prohibitive to groups. It was proposed to
introduce a £5 per person charge and for groups charge by the
hour but this would depend on the size of the group. There had to
be a balance between bringing people in and using the service and
being cost prohibitive.
The current fee for filming, ...
view the full minutes text for item 6.
Approval of Gwent Archives Emergency Preparedness Plan / Cymeradwyo Cynllun Parodrwydd ar gyfer Argyfwng Archifau Gwent PDF 29 KB
The County Archivist informed the Joint Committee that with a new
plan it was good practice to review it annually. However there have
been a number of changes in personnel so the plan has been changed.
She added that it was always useful to have new set of eyes to look
at the plan, and being new to the Service and building she was able
to make a number of suggestions to make it more detailed for the
emergency services. A lot of work was carried out to ensure that
the plan was never needed to be used. The plan set out clearly
everyone’s role in the event of an emergency, how to raise
the alarm, templates to fill out detailing the issues and what
treatment was needed after the event.
7.2 The following responses were given by the County Archivist to
questions asked by the Joint Committee:
A standard Emergency template for Archive Services
was used and adapted for Gwent Archives.
The County Archivist agreed to check whether
vandalism was covered within the plan.
The next steps would be to carry out detailed
training for those involved, which would be carried out next
7.3 The Joint Committee commended the Officers who worked on the
The Joint Committee agreed to approve the Emergency
Request for One Off Funding from Reserve / Cais am Gyllid Unwaith ac am Byth o'r Gronfa Wrth Gefn PDF 110 KB
8.1 The County Archivist presented the report which requested
approval from the Joint Committee to access one off funding from
Reserve. The Service had some high shelving which was above head
height and was not safe to access. The one off funding would be
used to purchase a piece of equipment to enable the shelves to be
accessed safely. The shelves could be offered out for commercial
storage when accessible.
8.2 In response to questions asked the County Archivist gave the
It was a mechanical device which was an encaged
The maintenance of the device would form part of the
maintenance schedule of all equipment in the building.
Any use of funds from Reserves required Joint
The Joint Committee agreed to approve
the use of £4,000 from the reserves to fund health and safety
equipment for the strongrooms.
Any Other Business/Aelodau Cyfetholedig y Cydbwyllgor
9.1 Mr Evans apologised for missing a number of meetings due to ill
health, however he was now better and willing to do a variety of
talks and bring accompanying materials for Gwent
Date of Next Meeting - 13/12/2019 / Dyddiad y cfarfod nesaf - 13/12/2019
10.1 The Committee were
informed that the next meeting would take place on Friday
13th December 2019.
Exclusion of Press and Public / Gwahardd y Wasg a'r Cyhoedd
To agree the exclusion of the press and public
from the meeting as the report is not for publication because in
accordance with Paragraph 14 of Schedule 12A of the Local
Government Act 1972 (as amended) the report contains information
relating to the financial or business affairs of any particular
person (including the authority holding that information) and the
public interest in maintaining the exemption outweighs the public
interest in disclosing the information.
ar eithrio'r wasg a'r cyhoedd o'r cyfarfod gan nad yw'r adroddiad
i'w gyhoeddi oherwydd, yn unol â Pharagraff 14, Atodlen
12A, Deddf Llywodraeth Leol 1972 (fel y'i diwygiwyd) mae'r
adroddiad yn cynnwys gwybodaeth sy'n ymwneud â materion
ariannol neu fusnes unrhyw berson penodol (gan gynnwys yr awdurdod
sy'n dal y wybodaeth honno) a bod budd y cyhoedd wrth gynnal yr
eithriad yn gorbwyso budd y cyhoedd petai'r wybodaeth yn cael ei
11.1 The Joint Committee
agreed to exclude the press and public from the meeting as the
report was not for publication because in accordance with Paragraph
14 of Schedule 12A of the Local Government Act 1972 (as amended)
the report contained information relating to the financial or
business affairs of any particular person (including the authority
holding that information) and the public interest in maintaining
the exemption outweighed the public interest in disclosing the
Making Electoral Registers available online / Gwneud Cofrestri Etholiadol ar gael Arlein
Joint Committee considered the report and agreed with the
recommendation outlined in the exempt report.