NORFOLK RECORDS COMMITTEE Date: Friday 30 October 2015 Time: 10:30am Venue: Green Room, The Archive Centre, County Hall, Martineau Lane, Norwich Persons attending the meeting are requested to turn off mobile phones. Membership Mr D Buck Broadland District Council Substitute: Mr S Dunn Ms D Carlo Norwich City Council Mrs A Claussen-Reynolds North Norfolk District Council Michael Chenery of Horsbrugh Norfolk County Council Substitute: Mr B Iles Mr P Duigan Breckland District Council Substitute: Cllr M Chapman-Allen Ms C Herries Norwich City Council Dr C J Kemp South Norfolk District Council Substitute: TBC Mrs E A Nockolds King’s Lynn and West Norfolk Borough Council Ms K S Robinson-Payne Great Yarmouth Borough Council Mr P Smyth Norfolk County Council Substitute: Fred Agnew Ms V Thomas Norwich City Council Mrs M Wilkinson Norfolk County Council Substitute: Mike Sands Non-Voting Members Mr M R Begley Co-opted Member Mr R Jewson Custos Rotulorum Dr G A Metters Representative of the Norfolk Record Society Dr V Morgan Observer Prof. C Rawcliffe Co-opted Member Revd C Read Representative of the Bishop of Norwich Prof. R Wilson Co-opted Member For further details and general enquiries about this Agenda please contact the Committee Officer: Nicola LeDain on 01603 223053 or email [email protected] A g e n d a 1. To receive apologies and details of any substitute members attending. 2. Minutes (Page 5) To confirm the minutes of the meeting of the Norfolk Records Committee held on 19 June 2015. 3. Matters of Urgent Business 4. Members to Declare any Interests If you have a Disclosable Pecuniary Interest in a matter to be considered at the meeting and that interest is on your Register of Interests you must not speak or vote on the matter. If you have a Disclosable Pecuniary Interest in a matter to be considered at the meeting and that interest is not on your Register of Interests you must declare that interest at the meeting and not speak or vote on the matter. In either case you may remain in the room where the meeting is taking place. If you consider that it would be inappropriate in the circumstances to remain in the room, you may leave the room while the matter is dealt with. If you do not have a Disclosable Pecuniary Interest you may nevertheless have an Other Interest in a matter to be discussed if it affects: - your well being or financial position - that of your family or close friends - that of a club or society in which you have a management role - that of another public body of which you are a member to a greater extent than others in your ward. If that is the case then you must declare such an interest but can speak and vote on the matter. 5. Finance and Risk Report (Page 9) Report by the Executive Director of Communities and Environmental Services 6. Performance Report 1 October 2014–31 March 2015 (Page 15) Report by the Executive Director of Communities and Environmental Services 7. Re-imagining Norfolk at the Norfolk Record Office (Page 27) Report by the Executive Director of Communities and Environmental Services 8. Establishment of a fundraising body to support the Norfolk (Page 32) Record Office Report by the Executive Director of Communities and Environmental Services. 9. Future Meetings Date Time Venue 7 January 2016 10:30 Green Room, NRO, Archive Centre, 22 April 2016 10:30 Green Room, NRO, Archive Centre 1 July 2016 10:30 Green Room, NRO, Archive Centre 28 October 2016 10:30 Green Room, NRO, Archive Centre Chris Walton Head of Democratic Services County Hall Martineau Lane Norwich NR1 2DH Date Agenda Published: 20 October 2015 If you need this document in large print, audio, Braille, alternative format or in a different language please contact 0344 800 8020 or 0344 800 8011 (textphone) and we will do our best to help. Norfolk Records Committee Minutes of the Meeting held on 19 June 2015 Present: Norfolk County Council Norwich City Council Michael Chenery of Horsbrugh Ms D Carlo Ms C Herries South Norfolk District Council King’s Lynn and West Norfolk Borough Dr C J Kemp Council Mrs E Nockolds Breckland Council Broadland District Council Mr P Duigan Mr D Buck Non-Voting Members Co-Opted Member Representative of the Norfolk Record Society Mr M Begley Dr G A Metters Representative of the Bishop of Norwich Rev’d C Read Observer Dr V Morgan Mr R Bearman of Norfolk County Council was also present. 1. Election of Chairman 1.1 Dr C. Kemp was duly elected for the ensuing year. 2. Election of Vice-Chairman 2.1 Mr M Chenery of Horsbrugh was duly elected for the ensuing year. 3. Apologies for Absence 3.1 Apologies for absence were received from Mrs A Claussen-Reynolds, Prof. R Wilson, Dr G A Metters, Prof. Carole Rawcliffe, Mr R Jewson, Mr P Smyth and Mrs M Wilkinson. 4. Minutes 4.1 The minutes of the meeting held on 24 April 2015 were confirmed as an accurate record of the meeting and signed by the Chairman, subject to a small amendment at 4.1; ‘Bush’ to be changed to ‘Buck’. 5. Urgent Business 5.1 There was no urgent business. 5 6. Members to declare any interests 6.1 There was no interests declared. 7. Appointment of Co-Opted Members 7.1 The report from the Head of Democratic Services was received. The Committee were asked to take the opportunity to consider the appointment of all three co- opted Members and one observer Member (all without voting rights) for the period 2014/2015. 7.2 The Committee RESOLVED to; Appoint Mr M Begley, Prof C Rawcliffe and Prof R Wilson as co-opted Members, and Dr V Morgan as an observer. 8. Performance and Risk Report 8.1 The report received covered the final financial position and risk management assessment for the Norfolk Records Committee in 2014/15 as at 31st March 2015. 8.2 The implementation of digital preservation was assessed as green in the risk register. Although it hadn’t been implemented, it was being actively worked on and was on target to meet the proposed deadlines for the early stages of implementation. 8.3 The Committee RESOLVED to; Note the performance with the revenue budget and reserves and provisions for 2014/15. Note the management of risk for 2014/15. 9. Norfolk Records Committee Annual Accounting Statements 2014-15 9.1 The report was received by the Committee which introduced the Annual return required by the Accounts and Audit Regulations 2011. 9.2 The Committee RESOLVED to; Approve the accounting statements as set out in Appendix A, Section 1 of the report and approve its signing by the Chairman. Approve the Annual Governance Statement as set out in Appendix A, section 2 of the report and approve its signing by the Chairman and County Archivist. Note the Annual Internal Audit Report as set out in Appendix A, section 4 of the report together with the note set out in Appendix B of the report. 10. Norfolk Record Office Fees and Charges 10.1 The report was received by the Committee which presented the annual review of charges made by the Norfolk Record Office. 6 10.2 For print runs of 2000 or less, it was confirmed that there would be no re-use charge although the Record Office could request a copy of the publication. Online publications would be considered on a case by case basis. 10.3 There was concern that the photocopying charge seemed on a high level compared to other services. It was explained that the photocopying charge was not a self-service charge and it included staff time. 10.4 The Committee RESOLVED to; Approve the charges outlined in the appendix to the report. 11. Medium and Long Term Planning for Norfolk Record Office 11.1 The report was received by the Committee which provided Members with background information on the Re-Imagining Norfolk proposals which were presented to NCC Policy and Resources Committee on 1 June 2015 and to afford Members an opportunity of providing input into that process at an early stage. 11.2 The NRO were commended on their innovative thinking around the proposed changes of storage which in turn would increase the years use of the Record Office repository, and for taking such a pro-active approach to income generating. 11.3 It was clarified by the County Archivist that the arrival of the registrar’s records would not contribute to the Re-Imagining Norfolk proposals of saving up to 25% but would help achieve the savings targets of the previous year. 11.4 Stakeholder consultation of Re-Imagining Norfolk could take place between October and November, and it was suggested that the Chairman could be added to the list of stakeholders on behalf of the Committee. 11.5 The service communities in September would outline the detailed proposals but this could potentially be before the next Records Committee and therefore it would be decided if there would be a need for an extra Records Committee meeting in conjunction with the Chairman and the vice-Chairman. 11.6 The Committee RESOLVED; Note the contents of the report. 12. Partnership Project Updates 12.1 The report was received by the Committee which highlighted that the NRO was working with various partners to secure funding for archive projects. 12.2 The Change Minds project was funded by grants and therefore would not be affected by the proposed savings of Re-Imagining Norfolk.