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AGREED to note the contents of the report.
AGREED to complete the Annual Governance Statement (AGS) to facilitate the approval process of the 2022/23 Annual Return in June 2023 and noted that the signature of the Chair would be required to confirm approval of the Annual Return, which included the governance statement, prior to the 30 June 2023 and before the accounts are made available for public inspection.
AGREED to:- · Gwent Archives entering an agreement with colleagues in Wales on a collaborative solution for digital preservation; · the request for funding from the Reserves for a Digital Preservation System in 2023-24, either for a collaborative digital preservation solution or for a solution for Gwent Archives; and · to the continued funding of a digital preservation solution. 9.4 The Chair left the meeting. Councillor David Williams took the Chair.
1.1 Apologies were received from Councillors Carol Andrews (Caerphilly CBC), Fay Bromfield (Monmouthshire CC), Julian Simmonds (Caerphilly CBC), Hayden Trollope (Blaenau Gwent CBC), Lucy Williams (Torfaen CBC), Professor Russell Deacon, Stephen Duffin and John Evans.
2.1 No interests were declared.
3.1 The minutes of the meeting held on 23 January 2023 were confirmed as a true and accurate record.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the contents of the report.
4.1 The CA presented her report, pulling out key points. Following, the CA and LFO responded to questions from the Joint Committee as follows:- · CA – They were working on the backlog of service charge delays in an attempt to bring them up to date. She was unaware of why the initial delay had happened as it was before her time. The critical period when they hadn’t received them was over and so she would continue to receive the report from Blaenau Gwent and then work with the LFO and ASO to make sure there was an ongoing dialogue and to keep up momentum. · LFO – Service charges had to be estimated on what they thought they would be for the year ahead and so there were accruals in the Blaenau Gwent accounts. This presented as a risk as they were working on estimates. This was explained within the report but there could be a table included that highlighted the issue further. The Joint Committee agreed that this would be helpful going forward. 4.2 The Committee expressed their thanks for a successful quarter to the staff and volunteers. They commented that it was particularly good to see positive comments from customers around swift responses to queries. 4.3 The Joint Committee AGREED to note the contents of the report.
Y penderfyniad fel y'i cofnodwyd
AGREED to complete the Annual Governance Statement (AGS) to facilitate the approval process of the 2022/23 Annual Return in June 2023 and noted that the signature of the Chair would be required to confirm approval of the Annual Return, which included the governance statement, prior to the 30 June 2023 and before the accounts are made available for public inspection.
5.1 The LFO presented her report and read through the Annual Governance Statement, asking the Joint Committee to answer the questions outlined in the appendix. In response to those questions, the Committee answered ‘yes’. 5.2 There were no comments or questions. 5.3 The Joint Committee AGREED to complete the Annual Governance Statement (AGS) to facilitate the approval process of the 2022/23 Annual Return in June 2023 and noted that the signature of the Chair would be required to confirm approval of the Annual Return, which included the governance statement, prior to the 30 June 2023 and before the accounts are made available for public inspection.
6.1 The CA presented the report, highlighting key points. After, she responded to a question by saying that they were working with the new curriculum and developing materials which was outlined in the service plan. The Committee had met in December to talk about education and she was keen to provide it in the right way. The Service wasn’t used as much as it could by schools, colleges and universities etc. With the pandemic, they weren’t going out visiting places and so they had to re-evaluate what they could do, so following the December meeting a Task and Finish Group had been set up within the team and so once they had chance to bed-in, their findings would be reported to the Committee. They had worked hard to engage teachers but they were unsure whether it was being done in the right way as they were not getting the return they wanted, so another approach needed to be looked at it. They could contact local authorities (LAs) to speak to Education to look at options. 6.2 The Joint Committee commented as follows:- · The Committee between them had immense knowledge and it was agreed that a Sub Committee be set up in order to look at Education. There was significant importance of the national curriculum and it was believed that schools didn’t fully understand what Gwent Archives was able to offer, and it was vital that they be proactive. There was a Private Members Bill regarding schools’ outside visits and so this was something that was important to feed into. The CA agreed to speak to Torfaen CBC’s Monitoring Officer in order to discuss it. · Events, activities and open days took place in everyone’s borough and so it could be valuable for Gwent Archives to have a presence at some of them in order advertise their services. 6.3 The Joint Committee APPROVED the proposed Strategic Plan for 2023-26 and the proposed Service Plan for 2023-24.
7.1 The CA presented her report, pulling out key information. Following, the Joint Committee made the following points:- · The Service could only charge what customers were willing to pay and what was pragmatic to take. However, inflation was at 15% and other similar services were charging much higher; it was important that the Service didn’t drop too far behind. · The CA had been granted power by the Joint Committee to decide what they should charge, in comparison to how others charged. · A 5% increase rather than 3% should be acceptable, given the increases with inflation and services charges. They needed to be realistic going forward and that the public should understand how costs had gone up. · A 5% increase shouldn’t make an awful difference in price to the public. · Every attraction had the same issue; it was important to be strategic in charging the right amounts, but it was equally important not to put people off because of costs. · Net expenditure was forecast to go up by 7.5% and so there was a justification for the increase. · It would be of benefit to the Joint Committee to receive next year’s report in December in order for the issue to be discussed at length, and for there to be availability in the March meeting in case of deferral. · As fees and charges within the report were modelled on a 3% increase, figures on a 5% increase should be circulated to Members following the meeting. 7.2 The Joint Committee APPROVED that proposed fees and charges for 2023-2024 are to increase to 5%.
8.1 The CA delivered the report, noting that only minor changes were made following the review. 8.2 There were no questions or comments. 8.3 The Joint Committee APPROVED the revised Social Media Policy.
Y penderfyniad fel y'i cofnodwyd
AGREED to:- · Gwent Archives entering an agreement with colleagues in Wales on a collaborative solution for digital preservation; · the request for funding from the Reserves for a Digital Preservation System in 2023-24, either for a collaborative digital preservation solution or for a solution for Gwent Archives; and · to the continued funding of a digital preservation solution. 9.4 The Chair left the meeting. Councillor David Williams took the Chair.
9.1 The CA presented her report, pulling out key points. Following, she responded to a question by saying that there were benefits to be had with working with colleagues from across Wales; both financial and through their wealth of knowledge. The Gwent LAs were moving over to SharePoint and it was anticipated that the end system would work with it. 9.2 The Joint Committee commented that as most of the Gwent LAs were managed by SRS in a cloud storage system, the information would be secure. It was important that the information collected by the service be available to the public and so they were in favour of the steps taken towards a Digital Preservation System as it needed to be taken forward globally. It was equally important to take a collaborative approach. 9.3 The Joint Committee AGREED to:- · Gwent Archives entering an agreement with colleagues in Wales on a collaborative solution for digital preservation; · the request for funding from the Reserves for a Digital Preservation System in 2023-24, either for a collaborative digital preservation solution or for a solution for Gwent Archives; and · to the continued funding of a digital preservation solution. 9.4 The Chair left the meeting. Councillor David Williams took the Chair.
10.1 No other business was discussed.
11.1 The date of the next meeting was to be confirmed. 11.2 The meeting ended at 11.41am.
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