NORFOLK RECORDS COMMITTEE Date: Friday 18 November 2011 Time: 10.30am Venue: The Green Room, The Archive Centre County Hall, Martineau Lane, Norwich Please Note: Arrangements have been made for committee members to park on the county hall front car park (upon production of the agenda to the car park attendant) provided space is available. Persons attending the meeting are requested to turn off mobile phones. Lawrence Dalton, Norroy King of Arms (d. 1561), in the historiated initial ‘T’ in his grant of arms to Sir Thomas Venables, 1560 (Norfolk Record Office, GTN 6/9/1). Membership Mr J W Bracey Broadland District Council Substitute: Mrs B Rix Ms D Carlo Norwich City Council Mrs A Claussen-Reynolds North Norfolk District Council Mrs M Coleman Great Yarmouth Borough Council Mr P J Duigan Breckland District Council Substitute: Mrs S Matthews Dr C J Kemp South Norfolk District Council Substitute: Mr T Blowfield Mr D Murphy Norfolk County Council Substitute: Mrs J Leggett Mrs E A Nockolds King’s Lynn and West Norfolk Borough Council Mr R Rockcliffe Norfolk County Council Substitute: Mrs J Leggett Mr M Sands Norwich City Council Ms V Thomas Norwich City Council Vacancy (Fiona Williamson) Norfolk County Council Substitute: Mr J Joyce 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: Kristen Jones 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 1 ) To confirm the minutes of the meeting of the Norfolk Records Committee held on 24 June 2011. 3. Matters of Urgent Business 4. Members to Declare any Interests Please indicate whether the interest is a personal one only or one which is prejudicial. A declaration of a personal interest should indicate the nature of the interest and the agenda item to which it relates. In the case of a personal interest, the member may speak and vote on the matter. Please note that if you are exempt from declaring a personal interest because it arises solely from your position on a body to which you were nominated by the County Council or a body exercising functions of a public nature (e.g. another local authority), you need only declare your interest if and when you intend to speak on a matter. If a prejudicial interest is declared, the member should withdraw from the room whilst the matter is discussed unless members of the public are allowed to make representations, give evidence or answer questions about the matter, in which case you may attend the meeting for that purpose. You must immediately leave the room when you have finished or the meeting decides you have finished, if earlier. These declarations apply to all those members present, whether the member is part of the meeting, attending to speak as a local member on an item or simply observing the meeting from the public seating area. 5. Norfolk Record Office – Performance and Budget Report (Page 7 ) 2011/12 Report by the County Archivist 6. Norfolk Record Office Service and Budget Planning 2012 to (Page 13 ) 2014 Report by the County Archivist 7. Risk register (Page 25 ) Report by the County Archivist 8. Leading the Nation’s Archives’: The National Archives’ (Page 29) Sectoral Role Report by the County Archivist 9. Periodic Report, 1 April-30 September 2011 (Page 33 ) Report by the County Archivist 10. Exclusion of the Public The committee is asked to consider excluding the public from the meeting under section 100A of the Local Government Act 1972 for consideration of the item below on the grounds it involves the likely disclosure of exempt information as defined by Paragraph 3 of Part 1 of Schedule 12A to the Act, and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. The committee will be presented with the conclusion of the public interest test carried out by the report author and is recommended to confirm the exclusion. 11. Periodic Report: Appendix: Manuscripts purchased, 1 April (Page 79 ) -30 September 2011 Report by the County Archivist 12. Minutes (Page 83 ) To confirm the exempt minutes of the meeting of the Norfolk Records Committee held on 24 June 2011. 13. Date and Time of Next Meeting and Future Meeting Dates The meeting dates for 2012 are as follows: Date Time Venue Friday 13 January 10:30am The Green Room, Archive Centre Friday 27 April 10:30am The Green Room, Archive Centre Friday 22 June 10:30am The Green Room, Archive Centre Friday 23 November 10:30am The Green Room, Archive Centre Chris Walton Head of Democratic Services County Hall Martineau Lane Norwich NR1 2DH Date Agenda Published: 10 November 2011 If you need this document in large print, audio, Braille, alternative format or in a different language please contact Kristen Jones on 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 24 June 2011 Present: Norfolk County Council North Norfolk District Council Mr D Murphy (Chairman) Mrs A Claussen-Reynolds Mr R Rockcliffe Dr F Williamson Norwich City Council Ms D Carlo Breckland District Council Ms V Thomas Mr P Duigan Broadland District Council South Norfolk District Council Mr J Bracey Dr C J Kemp Non-Voting Members Representative of the Norfolk Record Co-Opted Member Society Mr M Begley Dr G A Metters Prof C Rawcliffe Prof R Wilson Observer Dr V Morgan 1. Apologies for Absence 1.1 Apologies for absence were received from Mrs M Coleman, Mrs E Nockolds, Mr M Sands, Mr R Jewson, and Revd C Read. 2. Election of Chairman 2.1 Mr Murphy was elected Chairman of the Norfolk Records Committee for the ensuing year. 3. Election of Vice-Chairman 3.1 Mr Duigan was elected Vice-Chairman of the Norfolk Records Committee for the ensuing year. 4. Minutes 4.1 The minutes of the previous meeting held on 14 January 2011 were confirmed by the Committee and signed by the Chairman. 5. Matters of Urgent Business 5.1 There were no items of urgent business. 6. Declarations of Interest 6.1 There were no declarations of interest. 7. Appointment of Co-opted Members and Observer 7.1 The annexed report (7) asked Members to appoint (or re-appoint) three Co-opted Members and one Observer for the ensuing year. RESOLVED 7.2 That Mr Begley, Prof Rawcliffe, and Prof Wilson be re-appointed as Co-opted Members for the ensuing year. 7.3 That Dr Morgan be re-appointed as Observer for the ensuing year. 8. Accounts Approval and Urgent Business Sub-Committee 8.1 The annexed report (8) detailed the changes to the sub-committee and asked for Members to appoint representatives to the sub-committee. RESOLVED 8.2 That Mr Murphy, Mr Rockcliffe, Mr Duigan, and Dr Kemp were appointed to serve on the sub-committee. 8.3 That the sub-committee exercise all the powers of the main Committee in dealing with matters which are urgent (having been agreed as such by the Head of Democratic Services and the Chief Officer(s) concerned) and which fall, partly or wholly, within the Terms of Reference of the Committee. 8.4 That the sub-committee be renamed to the Norfolk Records Urgent Business Sub- Committee to reflect the change in regulations. 9. Norfolk Records Committee Annual Accounting Statements 2010/11 9.1 The annexed report (9) introduced the Annual Return required by the Accounts and Audit (England) Regulations 2011. RESOLVED 9.2 That the Committee approve the accounting statement at Section 1 of the Annual Return as set out in Appendix A of the report and that the Chairman sign the return. 9.3 That the Committee approve the Annual Governance Statement at Section 2 of the Annual Return as set out in Appendix A of the report, and that the Chairman and the County Archivist sign the return. 9.4 To note the Annual Internal Audit Report at Section 4 of the Annual Return as set out in Appendix A of the report, together with the note set out at Appendix C. 9.5 To receive a detailed Annual Governance Statement and a detailed Annual Internal Audit Report as set out in Appendices D and E. 10. Norfolk Record Office – Performance and Budget Report, April-March 2010/11 10.1 The annexed report (10) provided information on performance against service plans and budget out-turn information for 2010/11 for the Norfolk Record Office (NRO). 10.2 The Chairman thanked the Record Office staff for their exemplary efforts in extremely difficult financial times. RESOLVED 10.3 To note the outturn performance against 2010/11 service plans. 10.4 To note the outturn revenue budget and reserves and provisions for 2010/11. 11. Annual Review of Charges for Services 11.1 The annexed report (11) dealt with the annual review of Record Office charges and recommended certain changes. Members were asked to note the new charges as shown in the appendices of the report. 11.2 During the discussion the following points were noted: Members questioned whether some of the charges which were made fully covered the costs of those services, including staffing costs and equipment.