Minutes of the annual general meeting held at the National
Library of Wales on 10 November 2000
| 1 | Minutes of the last meeting |
| After amending minute 9 to read 'the partners' representatives had met at NLW in June', the minutes of the meeting held on 24 August 2000 were confirmed. |
| 2 | Subscriptions |
| Subscriptions outstanding were named. |
| 3 | Gregynog Meeting 2000 |
| It was reported that the annual Gregynog meeting held on 9 September had been a success. |
| 4 | National Archives Policy |
| The text was with Gwynedd being translated. Cambrian Printers had agreed to print a thousand copies of the 32-page document for £1800. The Society of Archivists had still not formally approved ACW's request for £1200. ME had a positive response from LT about the other £600. With regard to the presentation, it was decided to write to the new Culture Secretary, Jenny Randerson, stating what ACW wished to do. It was also agreed to put the document out on the NRA mailbase and the ACW website after its presentation. ACW undertook to cover the postage costs. It was noted that the Library Association wished to include in its newsletter a brief article about the policy. |
| 5 | Resource and Wales |
| It was reported that Hywel Roberts had begun interviewing individuals and that he would be speaking about his work at the Society of Archivists' meeting at DILS on 20 November. |
| 6 | Mapping Project |
| SJ's report had been circulated with the agenda and minutes ahead of the meeting. It was agreed to accept SJ's strategy for completing the report, including the updating of the data which were now two years old, by 31 January 2001. |
| 7 | Archives Network Wales |
| It was agreed to allow GJ and SE to move the project forward by: | |
| (a) endorsing the joint NLW/HMC project to produce fonds level descriptions of family and estate records in Wales between April 2001 and March 2002 (which might qualify as match funding for the ANW project); and | |
| (b) putting in a two-phase bid to HLF for (1) development funding to carry out research into the best technical solution and project management structure in autumn 2001; and (2) funding to start the ANW project proper in April 2002. |
| 8 | Constitution |
| SB reported that the working group had met the previous month to discuss the NCA's draft constitution document which GJ had sent her. The group's amendments had been passed on to the Swansea City lawyer, who apologised that she had had no time to complete the draft. It was proposed that the next ACW meeting in February or March should be held in Swansea so that the lawyer could be involved in the discussion. |
| 9 | CWLIS |
| SE reported on the subjects discussed at the last meeting of CWLIS, including the Assembly's information strategy; the broad band network to facilitate lifelong learning; the funding of DRWS; and the first edition of Y Ddolen in its present form. |
| 10 | New Opportunities Fund (NOF) |
| Gathering the Jewels - there had been many developments in recent months: discussions about content, moving the submission date from December 2000 to February 2001, and the preparation of detailed standards and procedures to avoid putting items at risk. It was thought that the methodology and standards which would emerge from this project should prove an useful model for other digitisation projects. |
| 11 | NCA |
| GJ reported on the proceedings of the September meeting. The NCA had registered as a company and as a charity. Cathrin Cassarchis was no longer Lottery Adviser and it was hoped to appoint her successor as soon as possible. Resource was providing funding in England for (a) an officer to develop the Regional Archive Councils and (b) collaborative projects. Justin Frost had been appointed Archives Adviser to Resource. | |
| GJ had received a letter pointing out that ACW had not paid its subs to NCA for five years. It was agreed that ACW should pay the annual subscription of £200. |
| 12 | Future organisation |
| 12.1 | Widening membership |
| It was noted that the previous AGM had discussed the possibility of widening the membership of ACW. It was decided to leave the matter until the February meeting when ACW's constitution would be discussed. | |
| 12.2 | Objectives 2000-2001 |
| The following objectives were set for the following twelve months: | |
| 12.2.1 | To progress the Council's plans for the development of Archives Network Wales subject to receiving the support of HLF |
| 12.2.2 | To arrange a meeting of Welsh archivists at Gregynog in conjunction with the Society of Archivists |
| 12.2.3 | To receive the final report on the Mapping Project |
| 12.2.4 | To participate fully in the Gathering the Jewels project during its development and implementation, subject to funding by NOF |
| 12.2.5 | To agree and present to the National Assembly for Wales a National Archives Policy |
| 12.2.6 | To support the Society of Archivists' Annual Conference at Aberystwyth 2001 |
| 12.2.7 | To form a legal entity |
| 12.2.8 | To contribute to the report on collaboration between archives, libraries, and museums |
| 13 | Election of officers |
| The following officers were elected: | |
| Chair: Susan Edwards | |
| Secretary: Gwyn Jenkins |
| 14 | National Assembly's Culture Report |
| There was some discussion about the proposal to formulate an official reaction to the Assembly's Culture Report, and it was agreed to write a polite letter pointing out that the report would have benefitted from including mention of the documentary heritage as well as the literary heritage. |
| 15 | Annual report |
| GJ agreed to prepare ACW's annual report. |
| 16 | Public Record Office |
| SJ outlined the changes that had occurred recently in the PRO's internal organisation, gearing up to e-business and e-government. |
| 17 | Concordat with the National Assembly |
| SJ believed that the document was about to be signed, if it had not already. |
| 18 | Next meeting |
| It was agreed to allow SB and GJ to arrange a Friday meeting in February at Swansea. |
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