CITY AND COUNTY OF SWANSEA
NOTICE OF MEETING
You are invited to attend a Meeting of the
WEST GLAMORGAN ARCHIVES COMMITTEE
At: Committee Room 2, Civic Cent re, Swansea.
On: Thursday, 12 December 2013
Time: 11.00 am
AGENDA
Page No.
1 To receive any Apologies for Absence.
2 To receive Disclosures of Personal and Prejudicial Interests from Members.
3 To approve and sign the Minutes of the West Glamorgan Archives 1 - 4 Committee held on 13 September 2013 as a correct record.
4 To consider the Report of the County Archivist. 5 - 23
5 Date of Meetings for 2013/14. 14 th March (Neath) - 11.00am.
Patrick Arran Head of Legal, Democratic Services & Procurement 5 December 2013 Contact: Gareth Borsden - 01792 636824
Agenda Item 3
CITY AND COUNTY OF SWANSEA NEATH PORT TALBOT COUNTY BOROUGH COUNCIL
MINUTES OF THE WEST GLAMORGAN ARCHIVES COMMITTEE
HELD AT THE CIVIC CENTRE, PORT TALBOT ON FRIDAY 13 SEPTEMBER 2013 AT 11.00 A.M.
PRESENT : Councillor D W Davies (Vice-Chair) presided
Representatives of the City and County of Swansea :
Councillor(s) : Councillor(s) :
P M Meara R V Smith
Representatives of Neath Port Talbot County Borough Council :
Councillor(s) : Councillor(s) : Councillor(s) :
J Dudley P A Rees A Wingrave
Representatives of the Associated Organisations :
Canon S J Ryan - Diocese of Llandaff Mrs J L Watkins - Neath Antiquarian Society
Officers :
K Collis, D Michael, W John and G Borsden
13. APOLOGIES FOR ABSENCE
Apologies for absence were received from Mr D B Lewis (Lord Lieutenant), Councillors K E Marsh, J A Raynor, C Thomas and Venerable R Williams and Dr L Miskell.
14. DISCLOSURES OF INTERESTS
In accordance with the Code of Conduct adopted by both Authorities, the following interest was declared.
Mr D Michael - Officer Interest in report relating to Neath Mechanics Institute referred to in the County Archivist’s report and left prior to discussion.
Page 1 Minutes of the Meeting of the West Glamorgan Archives Committee (13.09.2013) Cont’d
15. MINUTES
The Minutes of the Meeting held on 14 th June 2013 were agreed and signed as a correct record by the Vice-Chair.
16. REPORT OF THE COUNTY ARCHIVIST
Mr Kim Collis, County Archivist reported on the following matters:
17. SERVICE ISSUES
The County Archivist detailed the proposals for the Service’s approach to achieving the new Archives Accreditation Standard which is to be rolled out across the UK in the next three years.
The results of and issues identified by a recent IiP inspection in Swansea and Neath were outlined.
The County Archivist detailed two non-user surveys that had recently taken place in Swansea and Neath Port Talbot respectively. The need for a further non-user survey in Neath Port Talbot was detailed as a result of the lack of response to the initial survey.
A proposal to purchase a whiteboard for use in the archive searchroom during school visits was outlined and the potential for grant aid available was indicated and discussed.
An oral history collection policy was submitted for approval by Committee. Some issues were raised relating to the provision of copies of sound recordings. Further discussion relating to the new policy to be undertaken before the next meeting with a resubmission of the policy incorporating a revised text if necessary to the next meeting.
AGREED that a whiteboard be purchased to support the work of the Archives Education Service.
18. SERVICE PERFORMANCE
The County Archivist reported on the statistics for the last quarter relating to usage of Archive Service facilities.
19. SERVICE OUTREACH
The County Archivist indicated that the book launch for the Bernard Morris memorial volume will take place in October 2013.
Page 2 Minutes of the Meeting of the West Glamorgan Archives Committee (13.09.2013) Cont’d
He outlined preparations for a World War I exhibition by the Service which will be held in Neath Civic Centre in August 2014 jointly with Neath Port Talbot Library Service.
He detailed sessions held with the various schools during the quarter.
20. PROFESSIONAL MEETINGS AND PARTNERSHIP WORKING
The County Archivist reported on the local history and professional meetings attended by staff during the quarter.
21. STAFF
The County Archivist reported that the Archive Trainee for 2013/14 will be Catherine Stewart, a history graduate from Cardiff University.
22. ACCESSIONS OF ARCHIVES
The County Archivist reported on the various accessions received by the Service during the last quarter and indicated that arrangements are in hand to receive the extensive South Wales Evening Post Archive during September.
He outlined the agreement reached with the Evening Post relating to the reproduction and purchase of photographs.
He referred to the discussions at the previous meetings relating to the potential purchase of the Neath Abbey Ironworks Collection and updated Committee on the current position, particularly relating to the grant aid secured towards the purchase.
AGREED that the Archive Service purchase the Neath Abbey Ironworks Collection using the Archive reserves up to a total of £20,000.
23. NEATH MECHANICS INSTITUTE
The County Archivist reported and outlined the current position relation to the future of the Mechanics Institute in Neath following a report to Neath Port Talbot County Borough Council’s Cabinet.
He indicated that he and the Antiquarian Society had submitted written submissions to the report author as the report contained some factual inaccuracies.
Page 3 Minutes of the Meeting of the West Glamorgan Archives Committee (13.09.2013) Cont’d
It was indicated that the report was part of a wider consultation on all NPT buildings and no decision on the future of the Mechanics Institute had been taken.
Mrs Watkins indicated that it would not be possible financially for the Society to take over the insurance or maintenance of the building.
The meeting ended at 12.10 p.m.
CHAIRMAN
S: West Glamorgan Archives Committee - 13 September 2013 (GB/KL) 16 September 2013
Page 4 Agenda Item 4
CITY AND COUNTY OF SWANSEA DINAS A SIR ABERTAWE
AND
NEATH PORT TALBOT COUNTY BOROUGH COUNCIL CYNGOR BWRDEISTREF SIROL CASTELL-NEDD PORT TALBOT
Report of the County Archivist West Glamorgan Archives Committee 12 December 2013
The purpose of this report is to outline the work of the Archive Service during the period September to November 2013
1. 2014/5 budget settlement and service issues
The Archive Service is facing a 14% budget cut to reach an overall figure of around £285,000 in financial year 2014/5. Since the non-salaries part constitutes only 15% of the overall joint budget, it is proposed to meet the bulk of this saving by staff reductions, although the manner in which this will be carried out, and which part of the service will most be affected has not yet been finalised.
The outcome of the ongoing consultation between Neath Port Talbot Council and the Neath Antiquarian Society (who hold the lease for the Neath Mechanics Institute) over the proposed transfer of the cost of repair and insurance of the building to the Antiquarian Society will have a bearing on the future viability of maintaining a service point in Neath. On 28 October, two officers from Welsh Government agency CyMAL: Museums Archives Libraries Wales visited the Neath Antiquarian Society Archives as part of an information-gathering exercise about the nature of the collection, the way the collection is cared for and the public service provided there.
The Service was successful in its grant application to purchase a whiteboard for use by school groups in the Swansea searchroom (see minute 17 of meeting 13 September last).
Page 5 2. Purchase of the Neath Abbey Ironworks collection
The purchase of the above collection was completed on 16 September and all promised grant monies have now been paid. The acquisition of the Neath Abbey Ironworks collection was chosen as the subject of the Archive Service’s contribution to the UK nationwide ‘Explore your Archive’ campaign in the second half of November (see paragraph 4 below).
3. Service performance
Statistics for September to November 2013
The number of members of public using the Service on-site, September to November 2013, was 2,859 and the total number reached by the Service on and off-site was 4,818.
Number of on-site visits at Swansea, Neath and Port Talbot 2,859 (2,510) (figures in brackets represent the same quarter last year), comprising:
Swansea 1,554 (1,572) Neath 716 (671) Port Talbot 94 (141) Group visits 495 (126)
Number in audiences for off-site visits 1,559 (473) Total numbers for on and off-site visits 4,818 (2,983) Number of pupils reached by the Education Service 1,544 (249) Numbers reached at events ca400 (n/a) Number of documents issued in Swansea and Neath 2,620 (2,717) Number of post and email enquiries dealt with 268 (333) Number of web-hits (March/April/May) 8,572 (9,506)
4. Service outreach
Publications
Members of the Archives Committee previously agreed to support the publication of a memorial volume for Swansea local historian Bernard Morris (see minute 30 of meeting 15 March 2013) by providing a guarantee against loss of £2,000 from the Archives reserves. This book was launched on 19 October and £1,500 has already been repaid to the Archive Service from the proceeds of book sales.
Explore your Archive campaign
In the second half of November 2013, the Archive Service took part in a nationwide campaign to raise the profile of archives, co-ordinated by The National Archives and the Archives and Records Association of Great Britain and Ireland. Archives across the UK and the Republic of Ireland created a
Page 6 range of events and news releases which were branded with the ‘ Archi’ve Explored ’ strap-line ( Archifau ar Gael in Welsh). West Glamorgan Archives released news of the acquisition of the Neath Abbey Ironworks collection as part of the campaign, a story which reached the BBC Wales website, the S4C programme ‘Newyddion’, the South Wales Evening Post, and was promoted through Twitter. Two banners were created with a Welsh Government grant which have been used at various venues, including the launch of the ‘Explore your Archive’ campaign in Wales at Gwent Archives on 16 November.
Outreach projects
In November last year, the Swansea Chinese Community Co-op Centre received funding from Heritage Lottery Fund Wales to carry out an oral history project. The aim of this project was to capture the memories of the older members of the Chinese community in Swansea and to identify the earliest evidence of Chinese settlement in the town. The Archive Service assisted with the project by helping them research the history of the Chinese community in Swansea. The output of the project is a DVD which was launched in October and which contains ten digital stories from older members of the community, a copy of this is now deposited in the Archives.
The project ‘Cynefin: Mapping Wales’ Sense of Place’ started on 1 October, and the associated local project ‘Exploring Gower’s Ancient Woodland’ held its start-up meeting in Swansea Civic Centre on 14 November.
Education Service
The Service held sessions for the following schools during the last quarter (statistics of numbers reached as above):
Bishopston Bryncoch Casllwchwr Clydach Glais Glyncollen Grange Gwyrosydd Mayals Penclawdd Pengelli Pentrechwyth Penyfro Plasmarl St Joseph’s, Greenhill Tonmawr Tyle’r Ynn
Page 7 Several ‘Practice of History’ sessions have been held for students at Swansea University
Talks
Members of staff have given talks to the following groups during the last quarter:
Port Talbot Historical Society St Peter’s Cockett Ladies Group South West Wales Industrial Archaeology Society Swansea Valley History Society Ystalyfera Heritage Society
The County Archivist was one of a panel of speakers at the conference ‘Where Waters Meet: Waterfront and waterside as a focus for business, science and economic development’ on 17 October at the Dylan Thomas Centre.
Additionally, there have been several of the regular introductory talks to the Archives given by Senior Archivist Rosemary Davies.
External events
The Service was represented at the following external events:
Glamorgan Family History Society Family History Fair Glamorgan History Society Day School Neath Antiquarian Society Open Day Silver Surfer event at the DVLA Swansea Local History Bookfair Swansea Open House event
5. Professional meetings and partnership working
Members of staff have attended the following local history meetings during the last quarter:
‘Historical records and new research on the steel industry in 20 th century Britain’, a day conference at Port Talbot Steelworks Visitor Centre Neath Port Talbot Heritage network South Wales Record Society
Members of staff have attended the following professional meetings during the last quarter:
Archives and Records Council Wales (ARCW) Chief Archivists in Local Government Group Executive Glamorgan County History Trust
Page 8 Glamorgan History Society Council ‘Mining Josef Herman’ steering Group Swansea Libraries Museums and Archives Co-operation Group
6. Accessions of archives
A comprehensive list of archives received during the period September to November 2013 is attached at Appendix 1.
7. Policies and strategy for appoval
Members are requested to approve the policies and strategy attached at Appendix 2.
Contact Officer: Kim Collis, County Archivist Tel: 01792 636760 Email: [email protected]
Page 9 APPENDIX 1
ACCESSIONS OF ARCHIVES September-November 2013
Creator/originator Description Dates Extent Reference number Strick and Bellingham, 3 metal deed boxes (2 of them n.d., probably 3 metal deed boxes solicitors locked) containing documents 19th-20th century relating to L. D. Williams, deceased; the Rose Richards estate, and unidentified (unmarked box) Private deposit Llanrhidian Higher Rate books, 1911-1914 4 vols, 1 bundle P/111/35-39 1911-1913, Llanrhidian Higher
Page 10 and Penclawdd electoral registers, 1913-1914 Taylor Family collection Additional records of Taylor & 20th cent. 1 box D/D TAY Sons; including share register; photographs; company stamps; clocking in tokens Penclawdd Primary Log books 1909-1989 3 vols E/W 26/1/5-7 School Creator/originator Description Dates Extent Reference number Gower Society File: S Wales Evening Post 1950s-2013 1 box D56 cuttings 2012, programme of visit by H.M. The Queen etc 26 April 2012, Financial Statements (Accounts) 2012, Programme for Service of Dedication for the Memorial to American Servicemen 2 November 2012, Newsletters: Autumn 2012 and Spring 2013, Programmes: October 2012-March 2013 and April-September 2013, AGM Agenda 2013. Committee Minutes January 2007-November Page 11 2008, The Pleasure of Unravelling Secrets flyer, Two photographs taken at Rhossili Village Hall on 4 July 2006 on occasion of visit by Duke and Duchess of Cornwall, Collection of photographs (most taken in 1950s or earlier) deposited by Bernard Morris in March 2008- many by Evan Evans and Dr Gwent Jones, Photograph album donated by Barbara Armitage; the album features old Gower views and belonged to Molly Bevan's grandfather and copy of full set of photographs and 3 disks with all photographs Creator/originator Description Dates Extent Reference number City and County of Albums of aerial photographs of 1960s-1980s 2 boxes B/S Pl 6/1-221 Swansea Planning Swansea; Slides of buildings in Department Swansea Private deposit Terrace Road School: The first 1980s 1 vol Searchroom Library 100 years Private deposit Americans in the Swansea Area 2013 1 CD during the Second World War by Gareth Emrys Matthews Strick & Bellingham Leases and conveyances of 1880s-1990s 2 boxes Solicitors properties within the old county of Glamorgan National Screen and Talbot-Fletcher collection DVD 20th Century 2 DVD Sound Archive of Wales Page 12 National Screen and DVDs containing copy of Mid 20th century 2 DVDs Sound Archive of Wales miscellaneous films found by John Barker during clearout of Swansea University's Students' Union building in 1980 Private deposit Iris my mother by Delyth J Rees; 1960s-2013 1 bundle WAW 29 and D/D Z Slides of Aberavon, Manselton 295/13 and Taibach Swansea Valley History Plans of mines in the Pontardawe 20th century 5 rolls Society area Eastside Historical Slides of St Thomas Carnival 1972-1982 1 crate D/D EHS 1-50 Society Private deposit Pre registration title deeds for the 1890s-1980s 2 bundles D/D Z 925/1-2 following properties: 2 Carnglas Road, Sketty and 32 Sway Road (120 Clydach Road), Morriston Creator/originator Description Dates Extent Reference number Pennard Women's Boxfile containing 2006 2 items D/D Xno 29/16-25 Institute commemorative items, and photograph album Private deposit All Our Stories: Immigrant 2013 DVD T 32/1 Experience of the First Generation Chinese Immigrants in Swansea Llangennith, Llanmadoc Minutes 2010-2011 1 item P/109/22 and Cheriton Community Council Swansea City Council Architectural drawings showing 1984-1989 2 boxes Development decorative enhancements to be Directorate made to the Swansea Marina development; architects general Page 13 drawings for Swansea Marina development; architectural drawings showing decorative features for the Swansea Grand Theatre extension Photographic material Postcard views of Clydach 20th cent. 3 postcards P/PR Cwm Primary School Photographs of staff and pupils of 1910-1950s 7 photographs E/S 37/5/2-8 Cwm Primary School Private deposit Photographs of the reconstruction 1955-1959 1 bundle and reconsecration of St Mary's Church, Swansea Creator/originator Description Dates Extent Reference number Photographic material Photographs of staff and students 1920s-1950s 5 photographs P/PR at Swansea Training College, Townhill, c.1925; Upper Loughor Canteen Committee and Helpers (Canteen Committees were created to support striking miners and their families), 1921; Cymmer and Glyncorrwg railway stations, 1950s; Group photograph of men in the grounds of Clyne Castle, Swansea, 16 Sept. 1923 Private deposit Three vinyl records; Sunday Bryn 1903-1957 1 bundle D/D Z 885 Seion Sunday School register,
Page 14 1951-1956; Alltwen Chapel financial reports, 1955-1985; various pamphlets relating to Dan-y-graig Chapel 1951-1959; various records relating to Alltwen Congregational Chapel; memorial cards; bundle of letters to James T Davies, 1903-1909; brown paper bags for C Walters Evans of Ystradgynlais; National Registration cards for William Pierce George and Mair Eluned Rees; papers and photographs relating to a car Reg. 745RMM; Tyst newspaper featuring an article about Alltwen Chapel, 1957 Creator/originator Description Dates Extent Reference number Private deposit Miscellaneous items including 1950s-1980s 1 Box photographs, dinner menus, invitations and greetings cards relating to Rhys Emlyn Williams. Williams was a former president of the WRU, as well as a long- serving secretary of Crynant R.F.C. Llanrhidian Higher Minutes 1980s-2000s 1 bundle, 2 files Community Council Clive Reed Collection Records relating to Cam Carlam 1980s-2000s 1 bundle Folk Dancing Team, Pontardawe Private deposit Probate will of Lewis Davies, 1850-1920s 1 bundle D/D Z 927/1-6 carpenter; Probate will of David Page 15 Davies; paper and CD copies of photographs and papers relating to Handel Davies, Motor Expert Treboeth History Society Daniel James - The Bard 2013 1 vol; 1 DVD Added to Searchroom Gwyrosydd School pack and DVD Library Swansea St James Parish magazines, annual report 2011-2013 1 bundle P/335/CW/59-61 and order of service for induction of the Rev. Howell Williams Private deposit Order of service for the 90th 14 Sep. 2013 1 item D/D Z 822/3 anniversary of the Diocese of Swansea and Brecon Y Babell Welsh Baptist Marriage registers 1957-1998 3 vols D/D W/Bap 37/1/1-3 Church, Pontarddulais Creator/originator Description Dates Extent Reference number Private deposit GWR notices to owners and 1924-1927 4 items D/D Z 928/1-4 occupiers of land affected by plans relating to bridges and lands between Baglan and Port Talbot Private deposit Typed copy of biographical notes n.d. 1 file D/D Z 929/1 by Richard Charles Russell of Neath, 1st Battalion Welsh Guards, who fought in the First World War Private deposit Plan showing railways in Early 20th century 1 plan D/D Z 930/1 Aberavon Photographic material Scanned copy of a class 1919 1 paper E/S 6/2/3 Page 16 photograph of Standard 6 Danygraig Boys School Private deposit Photographs and documents c19th -21st 1 large bundle relating to Pontardawe and century District Private deposit DVDs: "Swansea Boy to 2013 4 DVDs D/D Z 717/27-28 American GI" - the story of Cliff Guard; and Remembrance Parade, Mumbles, 10th November 2013
APPENDIX 2
ORAL HISTORY COLLECTION AND MANAGEMENT POLICY
Collecting oral history recordings forms an important part of the West Glamorgan Archive Service’s stated aim to preserve the archival heritage of the former West Glamorgan area. The Archive Service holds on deposit a number of oral history recordings made by private individuals and institutions, and seeks to acquire additional recordings, either by deposit or by gift. The recordings are received in a variety of formats, including reel-to-reel tape, cassette tape, CD and digital audio files. The purpose of this policy is to set out the way in which these recordings will be collected, preserved and managed.
Collecting oral history recordings
• Aware that some grant-funded oral history recording projects have as a stipulation that the recordings should be deposited at the local record office, the Archive Service is willing to meet with the project organisers in the planning stage to provide advice about issues connected with technical matters, documentation and copyright. • Upon receipt of oral history recordings, the Archive Service will accurately document the names of the rights holders. This will include the individual and/or institution that made the recording, and the interviewee whose words are recorded. The documentation will be kept confidentially, subject to the Data Protection Act, 1998. • Where the Archive Service conducts or commissions oral history recordings, it will seek to acquire ownership of the copyright, through the Oral History Recording Agreement (see Appendix 1). This is to facilitate the management of the recording, and to save private individuals from the need to deal with copyright issues in the future. • The Archive Service will respect any restrictions or special conditions as to access that are agreed with the rights holders at the time of deposit.
Preserving oral history recordings
• Copies will be made of each oral history recording for preservation purposes, to ensure that the original medium is not damaged by use. The preservation copy will be digital, typically in the WAV format, and a further copy will be made in a compressed format for consultation by researchers. Access to the material in the uncompressed format used for the preservation copy will be arranged for researchers when appropriate, such as for linguistic research. • The original media will be kept in the Archive Service strongrooms, as set out in the Security Policy. • The Archive Service will compile a subject index of each oral history recording for inclusion in its online catalogue. The index will identify the principal topics discussed and any other subjects that are deemed likely to be of interest, along with the times in the recording that they are first discussed. The purpose of this is to facilitate the use of oral history recordings by members of the public.
Page 17
Managing oral history recordings
• The Archive Service will permit members of the public to listen to each oral history recording and to make notes and transcriptions of the contents of the recording. • Members of the public will not be permitted to make, save or convert to other formats copies of the oral history recordings without the expressed permission of the rights holders. • Where requests for copies are made, the Archive Service will liaise with the rights holders on behalf of the individual making the request, and permission will be sought in writing. If permission is withheld, or no response is received from the rights holders, copies will not be provided. • Once permission has been given by the rights holders, copies will be made in the form of digital audio files, and subject to the condition that they are used for personal research only, and that no further copies are made from them. • The Archive Service will, where permitted to do so by the rights holders, make use of oral history recordings in publicity and education, either as short extracts or as entire recordings. Typical uses include in exhibitions, in lectures and seminars, in the delivery of the Service to Schools, and on the West Glamorgan Archive Service website.
Page 18 COLLECTIONS INFORMATION POLICY
The aim of this policy is to set out the way in which information about the collections held at the West Glamorgan Archive Service (WGAS) is collected, stored and disseminated, and the standards used in this process.
The way we collect, store and use information about our collections is central to our accountability for the collections, their accessibility, management and use. We are committed to ensuring the information we hold about the collections is accurate, secure, reliable and accessible. It is our aim to manage all our information and data in a responsible, secure and accessible manner so that it can be used for all required purposes.
Recording information about archives at the point of receipt
• The immediate source of acquisition is recorded, including the name and address of the depositor, the status of the accession (gift, deposit, transfer or bequest) and summary information about the collection and where it originates from. This information is recorded in the accession register. • Under the terms of the Data Protection Act 1998, the WGAS does not disclose the names and addresses of depositors or donors of archives. The accession register is therefore an administrative document, and is not made available for public consultation. • Summary lists of documents received are:- o Reported quarterly to the West Glamorgan Archives Committee; o Included annually in the WGAS Annual Report of the County Archivist; o Sent annually for inclusion on the National Register of Archives.
Cataloguing archives
• After accessioning, a consignment of records may be appraised (see Appraisal Policy) . The documents that are retained will be catalogued to the standard set out in International Standard Archival Description (General) (ISAD(G)). This standard specifies the elements of description that may be used and the way in which different descriptions are linked. The resulting catalogue will:- o Be structured in such a way as to reflect the hierarchical nature of the collection; o Include an appropriate depth of information at each level; o Be informative, accurate, clear and consistent; o Note any restrictions on access under the Data Protection Act 1998 or due to conditions imposed by the depositor; o Include information down to item/file level. • Two versions of each catalogue are produced: one hard-copy, and the other electronic. The two versions express essentially the same information, although the layout is different.
Page 19 • Hard-copy (paper) catalogues will be laid out according to the WGAS house style as set out in A Manual for Accessioning and Listing Archives . This covers matters such as textual layout and how to express the hierarchical structure of a collection of archives in a meaningful way. • A hard-copy version of the catalogue is maintained as a finding-aid on the open shelves in the WGAS archive searchroom. • The online version of the catalogue is created using a proprietary archival software package called CALM. It is then uploaded to the WGAS public website (www.swansea.gov.uk/westglamorganarchives) where it can be accessed and searched remotely. • In order to facilitate access to our collections, further finding aids may be prepared to assist users researching particular topics. These take the form of map key sheets, source lists and guides to record types. They are made available in hard-copy form in the archive searchroom and, where possible, online on the WGAS website.
Page 20
FUNDRAISING STRATEGY
Identity of the Service
West Glamorgan Archive Service collects documents, maps, photographs, film and sound recordings relating to all aspects of the history of West Glamorgan. It is a joint service for the Councils of the City and County of Swansea and Neath Port Talbot County Borough.
Our mission is the preservation and development of our archive collections, to safeguard our documentary heritage and to enable research in order to further our collective knowledge. We are committed to providing information and the opportunity to engage with archives to everybody.
Summary of existing sources of income
West Glamorgan Archive Service (WGAS) is jointly funded by the Councils of the City and County of Swansea and Neath Port Talbot County Borough. A revenue budget is set annually which stipulates agreed expenditure levels and income targets. While the primary source of income for the day-to-day running of the service is the revenue budget of the two parent authorities, methods used to generate income as part of the Archive Service revenue budget include:
1. Fees and charges for services, comprising • reprography and licensing fees • charges for research • charges for talks and family history sessions 2. Sale of Archive Service and other publications
Potential additional income sources
West Glamorgan Archive Service uses external funding sources for the following areas of activity:
Capital projects
WGAS does not have a budget for capital projects, although routine maintenance of its buildings and minor improvements are the responsibility of each parent authority as part of the joint agreement. In the case of a substantial capital investment being required, the primary source of grant funding would be:
Heritage Lottery Fund Wales , 9 Museum Place, Cardiff CF10 3BD
Page 21 Or, for projects over £1m in size:
Heritage Lottery Fund , 9 Holbein Place, London SW1W 8NR
Acquisition of collections
Although it possesses a document purchase reserve for small to medium scale acquisitions, the acquisition of a major collection would be beyond the reach of WGAS’s resources. The primary sources of grant funding are:
The V&A Purchase Grant Fund , c/o Victoria and Albert Museum, Cromwell Road, London SW7 2RL
The PRISM Fund , c/o Arts Council England, 82 Granville Street, Birmingham B1 2LG
Heritage Lottery Fund Wales , 9 Museum Place, Cardiff CF10 3BD
Other sources of funding exist, and can be found in a directory of grant funding maintained by CyMAL: Museums Archives Libraries Wales on its website.
Conservation
Although there is an allocation in the revenue budget, major conservation projects will be funded by grants from external agencies. The primary sources of grant funding are:
The National Manuscripts Conservation Fund , PO Box 4291, Readings, Berks RG8 9JA
With potential match funding from:
CyMAL: Museums Archives Libraries Wales , Rhodfa Padarn, Llanbadarn Fawr, Aberystwyth SY23 3UR
Cataloguing
Where an uncatalogued collection is of sufficient size and importance to be considered a separate cataloguing project will be funded by grants from external agencies. The primary source of grant funding is:
The National Archives Cataloguing Grants Scheme , c/o The National Archives, Ruskin Avenue, Kew, Richmond, Surrey TW9 4DU
Outreach projects
Page 22 WGAS does not have a budget for outreach work beyond the maintenance of its education service. In seeking to create projects that engage with the community it serves, WGAS will approach the following external agencies for support:
Heritage Lottery Fund Wales , 9 Museum Place, Cardiff CF10 3BD
CyMAL: Museums Archives Libraries Wales , Rhodfa Padarn, Llanbadarn Fawr, Aberystwyth SY23 3UR
Page 23 WEST GLAMORGAN ARCHIVES COMMITTEE (5)
Byron Lewis (Chair) H M Lord Lieutenant
Councillors
Labour Councillors: 4 Jennifer A Raynor Ceinwen Thomas Robert V Smith
Independent Councillor: 1 Keith E Marsh
Liberal Democrat: 1 P M Meara
NEATH PORT TALBOT COUNTY BOROUGH COUNCIL Des W Davies Peter A Rees Janice Dudley Annette Wingrave Mike L James
NON VOTING ADDITIONAL MEMBERS Canon S J Ryan Diocese of Llandaff Venerable R Williams Diocese of Swansea & Brecon Dr L Miskell University College, Swansea Vacancy Magistrates Court Committee Mrs Janet L. Watkins Neath Antiquarian Society
Officers:
City & County of Swansea Council: Phil Roberts Director of Place Iwan Davies Head of Culture and Tourism Kim Collis County Archivist Legal Gareth Borsden Democratic Services Archives 1 Copy Neath Port Talbot County Borough Council Mr S Phillips Chief Executive Mr D Davies Director of Finance & Corporate Services Mr D Michael Head of Legal Mr W John County Librarian
Total copies – 32
Page 24