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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: i. receive the 2023/24 final accounts for the Gwent Archives service outlined within this report and at Appendix I; ii. note the financial position as at 31st March 2024 and the balance of the Joint Committee’s reserve as shown in Appendix II; iii. approve the Annual Return for the year ended 31 March 2024; iv. authorise the appointed Chairperson to sign the Annual return.
AGREED to note the contents of the report.
AGREED: · that a full review of the Digital Preservation Policy take place alongside the development and implementation of the preferred digital preservation system which would be presented to Committee in March 2025. · to approve the Library Access Policy, and that the next review should take place in May 2026 or sooner if circumstances dictate. · to approve the Social Media Policy, with the minor amendment, and that the next review should take place in March 2025 or sooner if circumstances dictate.
1.1 The DMO&S confirmed that the meeting was quorate.
Part of an issue followed across 7 meetings
2.1 As it was Caerphilly’s turn to chair for the year ahead and with both Councillors not being present, the item was deferred to the next meeting. However, Councillor David Williams was nominated as Chair for the meeting.
3.1 Apologies were received from Councillors Fay Bromfield (Monmouthshire), Pat Drewett (Newport), David Mayer (Newport), Julian Simmonds (Caerphilly) and Jan Winslade (Caerphilly).
4.1 No interests were declared.
5.1 The minutes of the meeting held on 15 March 2024 were confirmed as a true and accurate record.
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.
Lists the council's current councillors only. Co-opted members, officers and former councillors aren't shown.
Decision as recorded
AGREED to: i. receive the 2023/24 final accounts for the Gwent Archives service outlined within this report and at Appendix I; ii. note the financial position as at 31st March 2024 and the balance of the Joint Committee’s reserve as shown in Appendix II; iii. approve the Annual Return for the year ended 31 March 2024; iv. authorise the appointed Chairperson to sign the Annual return.
6.1 The LFO presented her report, highlighting key points. 6.2 In answer to a question, the LFO responded that the income Gwent Archives was receiving from the NHS for hiring the Education Room is not included in the 24/25 budget as they were no longer hiring it. The extra income received from it provided help with the pressures coming from the pay award in 23/24. Careful monitoring would be needed going forward. The CA commented that the building was also a financial risk as there were ongoing issues around leaks etc. It was all being monitored closely and there were plans to address some of the issues in the year ahead. 6.3 The Joint Committee AGREED to: i. receive the 2023/24 final accounts for the Gwent Archives service outlined within this report and at Appendix I; ii. note the financial position as at 31st March 2024 and the balance of the Joint Committee’s reserve as shown in Appendix II; iii. approve the Annual Return for the year ended 31 March 2024; iv. authorise the appointed Chairperson to sign the Annual return.
Decision as recorded
AGREED to note the contents of the report.
7.1 The CA presented her report, pulling out key points. Following, she responded to questions from the Joint Committee as follows: · They had not received any requests for work experience students but this was something that they fully supported. They previously had a number of university students and were working on building relationships with schools, colleges and universities through their Career Confident programme in order to help students into the workplace. The team had a student arriving in September and were hoping for more. In addition, some volunteers had requested formal placements too. · In relation to Co-opted Member applicants, they were not asked to disclose their age or location and so they would not know unless they were forthcoming with the information. · Advice was given to contact the Archives as soon as possible, should anyone have records that they were unsure what to do with. Staff were able to offer advice. 7.2 The Chair asked the CA to convey the Joint Committee’s thanks to the volunteers for all of their hard work and dedication. 7.3 The Joint Committee AGREED to note the contents of the report.
Decision as recorded
AGREED: · that a full review of the Digital Preservation Policy take place alongside the development and implementation of the preferred digital preservation system which would be presented to Committee in March 2025. · to approve the Library Access Policy, and that the next review should take place in May 2026 or sooner if circumstances dictate. · to approve the Social Media Policy, with the minor amendment, and that the next review should take place in March 2025 or sooner if circumstances dictate.
8.1 The CA presented her report. Following, there were no questions from the Joint Committee. 8.2 The Joint Committee AGREED: · that a full review of the Digital Preservation Policy take place alongside the development and implementation of the preferred digital preservation system which would be presented to Committee in March 2025. · to approve the Library Access Policy, and that the next review should take place in May 2026 or sooner if circumstances dictate. · to approve the Social Media Policy, with the minor amendment, and that the next review should take place in March 2025 or sooner if circumstances dictate.
Part of an issue followed across 2 meetings
9.1 There was no other business.
10.1 The date of the next meeting was confirmed for 20 September 2024. 10.2 The meeting ended at 10.56am.