2008.06.10 Commissioners' Meeting Minutes - Royal Commission ...

08.02 Matters arising.1. The October Commission Meeting would be on 3 October 2008 atRCAHMW offices in Aberystwyth.2. 07.29.6 The nomination of Pontcysyllte Canal and Aqueduct as aWorld Heritage Site would be considered for full assessment duringJune 2008.3. 07.29.7 No feedback concerning the Making the Connections Bid hadbeen received. No further approaches for feedback on this issue wouldbe made.4. 07.32.1: It was noted that reformulation of the Mission Statementwould follow the discussions on RCAHMW strategy.08.03. Chairman’s Business1. It was noted that the IFA Conference had been a success and themeeting with the Minister had been useful. The First Minister hadprovided an introduction for Cofnod.2. It was noted that 4of the applicants for the two Commissioner postswould be interviewed in July and that 5 applicants would beinterviewed for the post of Chairman. The outcomes of theseinterviews should be known by September 2008.3. It was reported that the chairman had attended Treftadaeth conferenceand that Mr Neil Harries and the chairman had attended the launch ofthe e-trail at Blaenavon.4. Thanks were extended to all those involved with the organisation andpresentation of the tour of Abergavenny.08.04. Secretary’s Report.1. Thanks were extended to those members of staff involved inorganising the IT refresh.2. The visit of the Permanent Secretary, Huw Brodie was positive and arequest for a funding bid, which will take account of the salariesdeficit, the need for an ongoing IT refresh and the VAT on SWISHpayments, was subsequently received.3. The Secretary requested comments on the draft Strategic Statementprior to its redrafting at the end of June.4. It was agreed that a working group, to include Professor Carr andProfessor Griffiths be established to review the Royal CommissionCollecting Policy to take account of digital archive material.5. It was reported that the Remit Letter, received since the lastCommissioners’ Meeting had required a reworking of the Strategicand Operational Plan. Discussion of the Remit Letter noted that it was2

important for the Royal Commission to engage with the voluntary andprivate sectors in Community initiatives, particularly the CommunitiesFirst Strategy. It was agreed that partnership working was importantin achieving good results. It was suggested that the RoyalCommission might attend meetings of AGSBs Chief Executives inorder to work collaboratively in delivering the commitments in OneWales.6. It was noted that a Financial and Management Review of the RoyalCommission would take place in 2010 and that the Commissionshould consider what information would be required for that review. Itwas agreed that the review would be an agenda item for the meeting inOctober.08.05 Performance Review1. It was noted that The Uplands Initiative Project had missed itsperformance target 2007-08. As much of the archaeological surveycan only be undertaken late in the financial year- due to vegetationcover- a problem in receiving all the data before the end of Apriloccured. In the current financial year it is anticipated that the granteedocumentation would be sent earlier to alleviate year end pressures. Itwas agreed that strategy for the Uplands Initiative Project would bethe focus of the Commissioners Meeting in June 2009.2. It was suggested that the Secretary review the targets and that acommentary on exceptions be provided.3. The efficiency savings report was welcomed.08.06 Risk Management.The changes to the risk register were noted and agreed.08.07 Voluntary Sector Scheme Action Plan1. It was noted that many voluntary organisations were represented at theTreftadaeth conference. The Royal Commission works within severalpartnerships that include voluntary bodies and a significant amount ofoutreach work is directed at the voluntary sector. It was agreed thatthis work should be highlighted with a new website page and that theRoyal Commission should explore more ways of working with thevoluntary sector.08.08 SWISH Reports1. It was reported that the Royal Commission contribution to the SWISHpartnership for 2008-09 has been agreed, although the discussionconcerning the payment of VAT was ongoing.3

2. During the discussion of the findings of the SWISH partnershipreview it was noted that funding bids for future years were beingprepared and Mr Jonathan Hudson suggested that the Commissionshould examine what services and development projects it couldafford in the future. He emphasised that a balance betweenmaintenance, hosting and future developments should be maintained.3. It was agreed that the development of future projects be linked morestrongly to priorities identified within the strategic plan.4. It was noted that both partners were keen to continue workingtogether and that confidence in the SWISH partnership has grownover time.5. Commissioners expressed their thanks to Mr Jonathan Hudson for hisvaluable work in reviewing the SWISH partnership.08.09 Administration Reports.1. Financea.) A carry forward of 3% as stated in the Financial Memorandum hadbeen confirmed but the Commission was awaiting confirmationthat it may carry forward funds above that amount.b.) The reconciled budget for 2007-08 showed a small under spendwhich represented a prudent carry forward to alleviate thepressures this financial year. Thanks were offered to JonannaPettitt and Jane Durbin for their work in ensuring the financepaperwork was completed on time.c.) The deficit in the current budget would be offset by not filling thevacant post and being able to use the carry forward.2. Human ResourcesIt was noted that the process to recruit two new Commissioners and aChairman was now underway.08.10 Project Reports1. Centenarya.) A list of events planned for the centenary was provided; firm dates forevents would be provided as they became available.b.) Dr. Peter Wakelin described the Treasured Places Project undertakenby RCAHMS and reported that the software to run a similar project inWales had been offered to RCAHMW. It was agreed that furtherinformation on cost and the amount of resources involved should besought.4

c.) The proposed consultation on the role and value of the RoyalCommission was to be investigated further.d.) Commissioners were invited to the private view of the CentenaryExhibition at the National Library of Wales on the 15 th August 2008.e.) A celebration of the centenary was to be held on 10 th August, with aninvitation to the Minister.2. Building DevelopmentProgress on the development of the building was noted.3. WebsiteIt was noted that a proposal to use a single domain name for the RoyalCommission website was under considerationIt was noted that statistics for all Royal Commission web interfaces weredifficult to quantify.08.11 Committee Reports1. Survey and Investigation Brancha) Financial constraints preventing the filling of the vacant postwithin the branch was noted. Other opportunities for externalfunding should be pursued.b) It was noted that the Uplands Archaeology Forum would becomeperipatetic from 2008 and Commissioners would be informed ofdates and locations for future meetings.2. Information Management Brancha) A bid to the Heritage Lottery Fund for Aerofilms would be made inOctober.b) The People’s Collection.: The Royal Commission is waiting forconfirmation of project proposal from CyMAL. Dr. Peter Wakelinwill inform the Commissioners when confirmation is received.3. Publications and Outreach Brancha) It was noted that the cost of producing bilingual publications washigh and that this could lead to a reduction in the number ofvolumes the Royal Commission might publish. It was agreed thatthe costs of producing the cottages publication bilingually wouldbe investigated and costs for reproducing a facsimile version ofHouses of the Welsh Countryside would be investigated.5

08.12. Any other business.The date of the February meeting will be fixed and circulated as soon aspossible.Date of next meeting: 3 rd October 2008, Aberystwyth.6