Cyngor Archifau a Chofnodion Cymru :: Archives and Records Council Wales

Cyngor Archifau a Chofnodion Cymru
Archives and Records Council Wales

Minutes of the meeting held at the National Library of Wales on 12 November 1999.

Present: K Matthias (Denbigh, Chairman); R Baker (HMC); S Beckley (WMorg); E Bennett (UWSwansea); N Bosworth (Pembroke); S J Davies (UWAberystwyth); S Edwards (Glam); M Ellis (DILS); A Lloyd Hughes (NMGW); G Jenkins (NLW); S Jones (PRO); H Malaws (RCAHW); A Rhydderch (Gwynedd); L Tomos (DILS); R Williams (SocArch); J Watts-Williams (NLW).

Apologies: A D Carr (UWBangor); G Reid (Powys).

1 Minutes of the last meeting

The minutes of the meeting held on 22 July 1999 were confirmed.

2 Matters arising from the minutes

2.1 Archives Network Wales

ACW was still awaiting HLF's response. LT would welcome more material for inclusion in the CD-ROM.

2.2 Welsh Archivists' Meeting 1999

Everyone involved in the arrangement of the Gregynog meeting on 25 September was congratulated.

2.3 Local Government Reorganisation

The Assembly had not responded to GJ's letter concerning the Section 60 schemes. ARh said that Conwy did not like its request to transfer archives from Gwynedd being discussed without its knowledge in ACW, and that the transfer was going ahead `because Conwy is the successor authority'.

3 Mapping Project

SJ gave an update on progress. David Leitch hoped to begin drafting the report in January. It was decided to distribute the draft report to everyone who participated and to go for a high-profile launch. HLF, in connection with its survey on the heritage sector, should be made aware of this project and the previous one. It was agreed that, if HLF asked to see the report before it was finalised, the draft could be shown instead.

4 CWLIS

A report was given on the meeting of CWLIS, 30 September 1999, when the following subjects were discussed:

4.1 New Opportunities Fund (NOF): a seminar was to be held at NMG on 25 November to discuss the all-Wales bid for network infrastructure. Although archives and museums in England, under the influence of discussions about MLAC, had become part of the plan, it was noted that in Wales the emphasis remained on libraries alone. It was agreed that ACW should press for a similar change of emphasis here too. Mention was also made of the opportunity to make use of European structural funds, Objectives 1 and 2.

4.2 WIS Strategy: WIS would be an important force for taking IT projects forward, e.g. Higher Education Gateway; Wales Virtual Museum - National Treasures, and it should be considered as a funding source.

4.3 Other matters: MLAC; a constructive meeting with Tom Middlehurst, especially in supporting growth of infrastructure; and the CD-ROM Directory for which LT was to draft a vision statement.

5 MLAC and Wales

A report was given on the meeting held in Cardiff on 21 October 1999 under the chairmanship of Russell Thomas. It was said the Assembly officers had an open mind about establishing an independent MLAC for Wales. A consultation paper would be widely distributed. It was pointed out that archivists in Scotland had produced a National Archives Policy and EB, SE, and ME were asked to prepare a draft of a similar document for Wales.

6 New Opportunities Fund

A report was given on a meeting held at Newtown two days earlier to discuss the bid to NOF to digitise selected collections on the theme of Community. The intention was to bring as many institutions (including libraries, museums, and archives) as possible together in Wales to contribute materials and, if the bid was successful, work would begin on the project in April 2001.

7 NCA

A report was given on the most recent meeting of the National Council on Archives. It was agreed that Neville Mackay and Matthew Evans (MLAC) should be invited to meet ACW to be briefed on the situation of archives in Wales and to discuss policy with regard to MLAC and Wales. The need for ACW and its constituent members to comment on HMC's report, Archives at the Millennium, was noted.

8 Future Organisation

8.1 After receiving EB's complaint about the absence of minutes for the special meeting held at Llandrindod on 5 October, the proposed revisions to the Guidelines were discussed. It was decided:

8.1.1 To revise the Preamble in accordance with the amendments which would be made to the remainder of the document

8.1.2 To rearrange the Aims: 2.1 > 2.4; 2.2 > 2.1; 2.3 > 2.2; 2.4 > 2.3

8.1.3 To revise the representation to `Local Government Archive Services 5; National Library of Wales 1; National Museums and Galleries of Wales 1; Royal Commission on the Ancient and Historical Monuments of Wales 1; Society of Archivists 1; University of Wales Archivists 1; University of Wales Archive Courses 1'. SB's proposal that NLW Pictures and Maps should be represented was noted for future reference.

8.1.4 To alter Guideline 4 to read `All members to be invited to the AGM, representatives to be elected annually'

8.1.5 To alter Guideline 6.1 to read `The Chair to be elected at the AGM. Nominations to be received by the Secretary at least one day before the AGM. Any election to be by secret ballot at the AGM'

8.1.6 To alter Guideline 9 to read `ACW should meet at least three times a year (including AGM)'

8.1.7 To alter Guideline 10 to read `A Secretary, who will be responsible for all secretarial services, should be elected at the AGM. Nominations to be received by the Secretary at least one day before the AGM. Any election to be by secret ballot at the AGM'

8.1.8 To alter Guideline 11.1 to read `All members to pay a subscription of Ł30 per annum'

8.2 EB proposed, in support of a letter from A D Carr (UWBangor), that ACW should now adopt a more formal constitution and it was agreed to examine the issue in detail over the following year.

8.3 EB agreed to contact the libraries of Bangor and Lampeter about the University's representation; and ME/SD to contact Bangor about the representation of the courses.

9 Election of representatives

The following were elected as representatives:

Local Authority Archive Services: Kevin Matthias, Susan Edwards, David Rimmer, Ann Rhydderch, Susan Beckley

National Library of Wales: Gwyn Jenkins

National Museums and Galleries of Wales: Arwyn Lloyd Hughes

Royal Commission on Ancient Monuments, Wales: Hilary Malaws

Society of Archivists: Rowland Williams

Archivists of the University of Wales: Elisabeth Bennett

Archive Courses of the University of Wales: to be decided

Co-opted: Linda Tomos

10 Election of officers

The following officers were elected:

Chair: Susan Edwards

Secretary: Gwyn Jenkins

11 Mailbase for Welsh archivists

ME believed that the mailbase would be operational the following week.

12 NLW Consultative Document

The new Chair was asked to make sure that everyone knew about the document.

13 National Grid for Learning

LT appealed for examples of the lack of good bilingual content.

14 Conference of the Society of Archivists

ME, in preparing the Welsh contribution to the session on `Regionalisation in New Legislation', welcomed any ideas.

15 Vote of thanks

KM was thanked for his work as chairman in a difficult period.

16 LISC Conservation Survey

Jane Henderson gave a presentation on the survey of library and archive collections she was organising on behalf of LISC (Wales).

17 Next meeting

Thursday, 2 March 2000, at 11.00.

Back to the Front Page

1	Minutes of the last meeting
	The minutes of the meeting held on 22 July 1999 were confirmed.

2	Matters arising from the minutes
2.1	Archives Network Wales
	ACW was still awaiting HLF's response. LT would welcome more material for inclusion in the CD-ROM.

2.2	Welsh Archivists' Meeting 1999
	Everyone involved in the arrangement of the Gregynog meeting on 25 September was congratulated.

2.3	Local Government Reorganisation
	The Assembly had not responded to GJ's letter concerning the Section 60 schemes. ARh said that Conwy did not like its request to transfer archives from Gwynedd being discussed without its knowledge in ACW, and that the transfer was going ahead `because Conwy is the successor authority'.

4	CWLIS
	A report was given on the meeting of CWLIS, 30 September 1999, when the following subjects were discussed:
4.1	New Opportunities Fund (NOF): a seminar was to be held at NMG on 25 November to discuss the all-Wales bid for network infrastructure. Although archives and museums in England, under the influence of discussions about MLAC, had become part of the plan, it was noted that in Wales the emphasis remained on libraries alone. It was agreed that ACW should press for a similar change of emphasis here too. Mention was also made of the opportunity to make use of European structural funds, Objectives 1 and 2.

4.2	WIS Strategy: WIS would be an important force for taking IT projects forward, e.g. Higher Education Gateway; Wales Virtual Museum - National Treasures, and it should be considered as a funding source.

4.3	Other matters: MLAC; a constructive meeting with Tom Middlehurst, especially in supporting growth of infrastructure; and the CD-ROM Directory for which LT was to draft a vision statement.

6	New Opportunities Fund
	A report was given on a meeting held at Newtown two days earlier to discuss the bid to NOF to digitise selected collections on the theme of Community. The intention was to bring as many institutions (including libraries, museums, and archives) as possible together in Wales to contribute materials and, if the bid was successful, work would begin on the project in April 2001.

7	NCA
	A report was given on the most recent meeting of the National Council on Archives. It was agreed that Neville Mackay and Matthew Evans (MLAC) should be invited to meet ACW to be briefed on the situation of archives in Wales and to discuss policy with regard to MLAC and Wales. The need for ACW and its constituent members to comment on HMC's report, Archives at the Millennium, was noted.

8	Future Organisation
8.1	After receiving EB's complaint about the absence of minutes for the special meeting held at Llandrindod on 5 October, the proposed revisions to the Guidelines were discussed. It was decided:
8.1.1	To revise the Preamble in accordance with the amendments which would be made to the remainder of the document
8.1.2	To rearrange the Aims: 2.1 > 2.4; 2.2 > 2.1; 2.3 > 2.2; 2.4 > 2.3
8.1.3	To revise the representation to `Local Government Archive Services 5; National Library of Wales 1; National Museums and Galleries of Wales 1; Royal Commission on the Ancient and Historical Monuments of Wales 1; Society of Archivists 1; University of Wales Archivists 1; University of Wales Archive Courses 1'. SB's proposal that NLW Pictures and Maps should be represented was noted for future reference.
8.1.4	To alter Guideline 4 to read `All members to be invited to the AGM, representatives to be elected annually'
8.1.5	To alter Guideline 6.1 to read `The Chair to be elected at the AGM. Nominations to be received by the Secretary at least one day before the AGM. Any election to be by secret ballot at the AGM'
8.1.6	To alter Guideline 9 to read `ACW should meet at least three times a year (including AGM)'
8.1.7	To alter Guideline 10 to read `A Secretary, who will be responsible for all secretarial services, should be elected at the AGM. Nominations to be received by the Secretary at least one day before the AGM. Any election to be by secret ballot at the AGM'
8.1.8	To alter Guideline 11.1 to read `All members to pay a subscription of Ł30 per annum'

8.2	EB proposed, in support of a letter from A D Carr (UWBangor), that ACW should now adopt a more formal constitution and it was agreed to examine the issue in detail over the following year.

8.3	EB agreed to contact the libraries of Bangor and Lampeter about the University's representation; and ME/SD to contact Bangor about the representation of the courses.

9	Election of representatives
	The following were elected as representatives:
	Local Authority Archive Services: Kevin Matthias, Susan Edwards, David Rimmer, Ann Rhydderch, Susan Beckley
	National Library of Wales: Gwyn Jenkins
	National Museums and Galleries of Wales: Arwyn Lloyd Hughes
	Royal Commission on Ancient Monuments, Wales: Hilary Malaws
	Society of Archivists: Rowland Williams
	Archivists of the University of Wales: Elisabeth Bennett
	Archive Courses of the University of Wales: to be decided

	Co-opted: Linda Tomos

10	Election of officers
	The following officers were elected:
	Chair: Susan Edwards
	Secretary: Gwyn Jenkins

11	Mailbase for Welsh archivists
	ME believed that the mailbase would be operational the following week.

12	NLW Consultative Document
	The new Chair was asked to make sure that everyone knew about the document.

13	National Grid for Learning
	LT appealed for examples of the lack of good bilingual content.

14	Conference of the Society of Archivists
	ME, in preparing the Welsh contribution to the session on `Regionalisation in New Legislation', welcomed any ideas.

15	Vote of thanks
	KM was thanked for his work as chairman in a difficult period.

16	LISC Conservation Survey
	Jane Henderson gave a presentation on the survey of library and archive collections she was organising on behalf of LISC (Wales).