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There is no summary of this meeting yet. One is written once the council publishes the minutes. The agenda and papers are below.
In accordance with the Code of Conduct adopted by both Authorities, no interests declared.
Resolved that the Minutes of the West Glamorgan Archives Committee meeting held on 13 December 2024 be approved as a correct record.
Andrew Dulley presented the report of the Director of Place which gave details of the Joint Archive Service Revenue Budget for 2025/2026 and the reserves held by the Joint Archive Service, which was submitted for information only. He indicated that it was again a virtual standstill budget, other than for an uplift for the pay award for 2025. The table in the report showed the estimated position of both the Collections and Archive Training reserves as at 31 March 2025. Members of the Committee noted the report.
The County Archivist presented a report which outlined the work of the Joint Archive Service during the period December 2024 – February 2025. Use of the Service He reported on the figures relating the use of the service via its various platforms both in person and online. He referred to the continuing steady increase in numbers across the board. Talks and Seminars He reported that six schools have received sessions during the period since the last meeting. He outlined that the service offers its services to schools in both authorities, and again outlined the efforts being made to engage with schools in NPT. The service has run two sessions for university students. The Service has also given talks to five various groups across both authorities. Other Engagement and Joint Working He reported that Emma Laycock has attended two meetings of NAASH, the Neath Port Talbot secondary school teachers’ group, to explain the work of the Archive Service and promote its service to schools in NPT. Emma is also assisting with a project at Swansea University entitled ‘Usable Pasts: Diversifying humanities teaching in Swansea Schools through disability history’. The project involves the development of teaching resources of disability history for local schools. He outlined that he provided advice and practical assistance with a project called ‘Trysorau Lleol’, which aims to preserve the books and papers of Sally Roberts Jones of Port Talbot, local and literary historian. Moving the Collections He reported that preparations continue for the move to Y Storfa and solid progress has been made in boxing and barcoding the remaining items that need to be finished in preparation. Granular environmental monitoring continues, enabling us to gain a better picture of the environment inside the boxes as opposed to general air conditions in the strongrooms. The shelving plan for the archives strongroom has now been agreed and provides for 532 bays of static shelving, the shelves of which are 1.2m wide. This size is optimal for the standard box sizes we use and also facilitates the storage of smaller rolled plans and outsize flat items, while additional specialist shelves will be constructed for larger rolled items. The shelving capacity includes a generous allocation of expansion space (approximately 20%) which will enable us to continue collecting archives for many years to come. Staff are also now beginning to plan the placement of the boxes within the strongroom. Care will be taken with the positioning of items that are difficult to handle, such as outsized volumes and extra-heavy boxes, to ensure that they are placed at a safe height for them to retrieve. NPT Members welcomed the visit they had undertaken to the new facility recently to view the progress on the building and the ongoing work taking place. Another visit could be arranged in the future if required. The Archives Online Catalogue He reported that as outlined at previous meetings the service has procured a package called Epexio by Metadatis as a replacement for our old archive cataloguing system. The service is currently working with Metadatis to transfer our existing data into the new system. Once the data is transferred and verified, the next task will be to create an interface where members of the public will be able to access information about the records we hold. It is hoped that this work will be completed by the beginning of the summer. The package is the same one currently used by the Glamorgan Archives. Digital Preservation He reported and updated members on the formation of the consortium to lead digital preservation in Welsh archive services, and on the procurement of Preservica for the commercial provision of the service. He outlined that during January, training sessions were held for staff at the participating services and individual targeted sessions are planned for the near future. Based on the training we have received, staff are developing our methodology, especially as regards structuring the archive, to ensure that it is logically planned and sustainable in the long term. An important part of this is ensuring that all staff take part in the upload of digital assets in the interests of sustainability. It is anticipated that the upload of our existing digital material will be completed by the end of the summer. Staff He reported that Lily Briton, this year’s Archive Trainee, had been successful in obtaining a place on the archive course at Aberystwyth University. She will be taking up her place in the autumn term. He detailed that in January Amy Mitchell took up the post of Archivist that was vacated back in the autumn by Lowri Jenkins. She is a recent graduate from the Archive Administration masters course at Aberystwyth University. He outlined that within the last week Emma Laycock had been appointed to the post of Assistant County Archivist, the role had been vacant since his appointment as County Archivist in June 2024. Her previous role will be advertised shortly. The Chair asked that the committees congratulations be passed to Emma. 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 2025/26 be approved. Professional Meetings and Training He listed the various professional groups, meetings and training undertaken by staff had attended during the quarter. Accessions of Archive Collections He detailed the various archives received by the Service during the quarter.
Part of an issue followed across 6 meetings
The Chair welcomed Rev Justin Davies and Rev Tim Hewitt to their first meetings. She also congratulated Rev Davies and St Marys Church in Swansea on its recent award of becoming the first Minster in Wales at a ceremony she had attended recently. She also thanked Janet Watkins of the Neath Antiquarian Society who would be retiring shortly from the Archives Committee and NAS Committee after many years of dedicated service, enthusiasm and commitment to local history. The Chair and Members of the Committee then paid a series of tributes to Janet and thanked him for her work and commitment to the service over the years, and wished her well a long and happy retirement.
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