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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
AGREED to approve the updated Collections Care and Conservation Policy.
AGREED to approve the Gwent Archives Work Experience Placement Policy 2025, with the above additions.
AGREED to note the contents of the report.
AGREED to approve the use of £13,411.50 to repair the Building Management System controllers and software.
AGREED to: • Approve the change of opening hours to Tuesday, Wednesday and Thursday, with the removal of the lunchtime closure. • That the Gwent Archives Joint Committee approve the introduction of two Collections Weeks each year to allow focus on collections work that cannot be undertaken when the service is open. • That the Gwent Archives Joint Committee approve the introduction of the changes from January 2026 • That the Gwent Archive Joint Committee approve a pilot for 6 months to test the feasibility of Saturday opening.
AGREED to the formation of a sub-group to regularly review the Gwent Archives Risk Register.
1.1 Apologies were received from Councillors Sue Edmunds (Blaenau Gwent), Elaine Forehead (Caerphilly) and David Williams (Torfaen).
3.1 There were no declarations of interest received.
4.1 The minutes were confirmed as an accurate record.
Decision as recorded
AGREED to approve the updated Collections Care and Conservation Policy.
5.1 The CGA presented the report and following, together with the CA, responded to questions as follows: • A separate Digital Preservation Policy existed, which outlined the procedures for digital transfers. The CA agreed to cross-reference the policies and to clarify that the Collections Care and Conservation Policy was focused on physical archives, with a clear link to the Digital Preservation Policy. • The CA confirmed that a security policy addressing cyber security was in progress, with work already completed to ensure the systems were as secure as possible. Gwent Archives used robust Shared Resource Service systems and would document these measures in the policy. This would be presented at a future meeting. • The CA agreed to add a reference to potential charges in the policy, ensuring transparency about costs. 5.2 The Joint Committee AGREED to approve the updated Collections Care and Conservation Policy.
Decision as recorded
AGREED to approve the Gwent Archives Work Experience Placement Policy 2025, with the above additions.
6.1 The CEA delivered her report to the Joint Committee and following, with the CA, replied to questions as below: • The CEA agreed to include links to the Safeguarding Policy to ensure clarity and compliance. • The word "heritage" was intended to encompass "history", but acknowledged that some placements could have interests in related fields such as geography, creative arts, or archaeology. The CEA agreed to consider adding "history" for clarity and to review Code of Conduct references. • The CA agreed to report back to the committee to assess patterns, issues and improvements in relation to work placements. 6.2 The Joint Committee AGREED to approve the Gwent Archives Work Experience Placement Policy 2025, with the above additions.
Decision as recorded
AGREED to note the contents of the report.
7.1 The CA presented her report and following, the Chair and Joint Committee congratulated her and her team for such a positive period and for attaining Accredited Archive status. 7.2 The Joint Committee AGREED to note the contents of the report.
Decision as recorded
AGREED to approve the use of £13,411.50 to repair the Building Management System controllers and software.
8.1 The CA delivered her report. 8.2 The Joint Committee AGREED to approve the use of £13,411.50 to repair the Building Management System controllers and software.
Decision as recorded
AGREED to: • Approve the change of opening hours to Tuesday, Wednesday and Thursday, with the removal of the lunchtime closure. • That the Gwent Archives Joint Committee approve the introduction of two Collections Weeks each year to allow focus on collections work that cannot be undertaken when the service is open. • That the Gwent Archives Joint Committee approve the introduction of the changes from January 2026 • That the Gwent Archive Joint Committee approve a pilot for 6 months to test the feasibility of Saturday opening.
9.1 The CA presented her report to the committee. 9.2 The Joint Committee AGREED to: • Approve the change of opening hours to Tuesday, Wednesday and Thursday, with the removal of the lunchtime closure. • That the Gwent Archives Joint Committee approve the introduction of two Collections Weeks each year to allow focus on collections work that cannot be undertaken when the service is open. • That the Gwent Archives Joint Committee approve the introduction of the changes from January 2026 • That the Gwent Archive Joint Committee approve a pilot for 6 months to test the feasibility of Saturday opening.
Decision as recorded
AGREED to the formation of a sub-group to regularly review the Gwent Archives Risk Register.
10.1 The CA presented her report. 10.2 The Joint Committee AGREED to the formation of a sub-group to regularly review the Gwent Archives Risk Register.
11.1 There was no other business.
12.1 The date of the next meeting was confirmed for 12 December 2025.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
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