Wrthi'n llwytho
Y penderfyniadau fel y mae cofnodion y cyngor yn eu cofnodi. Bydd crynodeb mewn iaith glir yn dilyn pan fydd wedi'i ysgrifennu.
AGREED to note the contents of the report.
AGREED to note the contents of the report.
AGREED to approve the contents of the report.
AGREED to approve the Archive Collections Policy.
AGREED to approve the Fees & Charges 2026-27.
AGREED to approve the Strategic Plan 2026-29.
1.1 Apologies were received from Councillors Hayden Trollope (Blaenau Gwent), Elaine Forehead (Caerphilly), David Williams (Torfaen) and from Rachel Lovering.
2.1 The CA confirmed that the meeting was quorate.
3.1 There were no declarations of interest received.
4.1 The minutes were confirmed as an accurate record. JE raised concerns about cybersecurity for Gwent Archives and the potential for severe breaches as had been seen in other authorities. He suggested verifying recovery procedures and ensuring archives are included in cybersecurity plans. The CA confirmed the Gwent Archives followed cybersecurity procedures and had been fully integrated into the Torfaen network since 2020, which reduced the risk.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the contents of the report.
5.1 The CA presented the report and following responded to questions as follows: • LW asked about potential communication risks when turning the HVAC systems on/off. The CA acknowledged there was a potential risk but explained mitigation measures were in place, including proactive monitoring and early alerts when systems would need to be switched on/off. • SC asked for an explanation of why the green roof had needed to be removed. The CA explained that the original roof had been poorly maintained and had become water‑logged and heavy which caused structural bowing and plant‑room leaks. Following assessments by the building owners, the roof was removed over the summer. Since the removal of the roof the plant room has remained dry despite the recent poor weather. • NC asked about ongoing updates to digitisation and digital preservation standards and if there had been any resource implications. The CA responded that a new software had been implemented for digital preservation. She added that there were no additional financial implications as existing staffing covered the work. • JHT expressed concern that the service’s statutory and process workload left little time for staff scholarship and suggested reporting any staff‑led research using the archives. The CA clarified that archivists’ primary role was enabling others’ research and that previous articles by archivists were usually produced in personal time. • PS asked if there were plans to mark the centenary of the 1926 General Strike and miners’ lockout. The CA and the CGA confirmed plans for a social media campaign in the second half of 2026 highlighting relevant collections. An all‑Wales archive project was also in development for the anniversary. 5.2 The Joint Committee AGREED to note the contents of the report.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the contents of the report.
6.1 The LFO delivered her report to the Joint Committee and following, with the CA, replied to questions as below: • SC queried whether the Charles Williams tercentenary involved net cost to archives or net income, and whether the project benefited collections. The CA confirmed net income for archives, with oral history interviews intended for deposit once the project officers concluded. 6.2 The Joint Committee AGREED to note the contents of the report.
Y penderfyniad fel y'i cofnodwyd
AGREED to approve the contents of the report.
7.1 The CGA presented her report and following responded to questions as follows: • KM requested clearer separation of Freedom of Information (FOI) from Data Protection (DPA) within the ‘legal reasons’ section, with direct links to relevant council policies. The CA agreed to amend the wording structure and clarify that FOI applies to recorded information subject to exemptions, while DPA governs personal data access and privacy. • JHT expressed concern that inviting researchers to notify staff to add ‘appropriate explanations’ could drift towards censorship and suggested relying on a general health warning about historic terminology rather than case‑by‑case edits. The CA reiterated that catalogues would not be altered if it was not appropriate to do so, although contextual warnings could be added where appropriate to aid understanding. 7.2 The Joint Committee AGREED to approve the contents of the report.
Y penderfyniad fel y'i cofnodwyd
AGREED to approve the Archive Collections Policy.
8.1 The CA delivered her report and following responded to questions as follows: • NC asked about language scope and whether minority‑language community archives or foreign‑language manuscripts relating to Gwent would be declined. The CA responded that acceptance would consider the service’s ability to catalogue, interpret, and advise. • JE queried whether the term ‘ecclesiastical’ could be read as excluding non‑conformist records and asked about accepting fragile materials of regional/national significance. The CA explained that non‑conformist records were within the scope and that fragile items were generally avoided unless significance justified acceptance alongside realistic conservation or access plans. • PS asked about provenance requirements when donors obtained materials via house clearance and documentary proof was limited. The CA confirmed that items are accepted in good faith unless red flags trigger further investigation. 8.2 The Joint Committee AGREED to approve the Archive Collections Policy.
Y penderfyniad fel y'i cofnodwyd
AGREED to approve the Fees & Charges 2026-27.
9.1 The CA delivered her report and following responded to questions as follows: • SC questioned if the commercial research hourly rate of £72 may be low compared to consultancy norms. The CA responded that rates were benchmarked against local‑authority archive services rather than commercial consultancies and that commercial research fees were set higher than individual rates and reflected sector norms. 9.2 The Joint Committee AGREED to approve the Fees & Charges 2026-27.
Y penderfyniad fel y'i cofnodwyd
AGREED to approve the Strategic Plan 2026-29.
10.1 The CA presented her report and following responded to questions as follows: • NC commented that it was his opinion there was weak reciprocity between the archives strategy and the five local authorities’ cultural strategies and that archives were often omitted from LA culture plans, he urged alignment both ways. The CA agreed and stated that action had been taken to build relationships with culture and heritage teams across authorities and asked Councillors to share contacts to initiate dialogue. 10.2 The Joint Committee AGREED to approve the Strategic Plan 2026-29.
11.1 There was no other business.
12.1 The date of the next meeting was confirmed for 20 March 2026.
Rhaid i gynghorwyr ddweud pan fydd ganddyn nhw gysylltiad personol â rhywbeth sy'n cael ei drafod, fel swydd, eiddo neu aelod o'r teulu. Mae buddiant sy'n rhagfarnu yn ddigon cryf i'r cynghorydd adael yr ystafell fel arfer a pheidio â chymryd rhan.
Caiff datganiadau eu darllen o'r cofnodion unwaith y byddan nhw wedi'u cyhoeddi.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.