7.
MINUTES
The Minutes of the meeting held on 15 June 2004 were confirmed.
8.
DECLARATIONS OF INTEREST
There were no interests declared at this stage.
9.
FORWARD
PLAN
The Portfolio Holder indicated that the Executive would be
considering the Draft cultural Strategy on 28 July 2004, two weeks later than
originally shown on the Forward Plan. This was to ensure all the comments
arising from the consultation process had been taken into account. Additionally
she indicated that due to a misunderstanding no delegated decision had been
taken on the Action Plan on the Ofsted LEA Inspection. Although this had now
been submitted it was proposed to report on the matter to the Executive.
10.
COUNTY
RECORD OFFICE AND STORAGE OF ARCHIVES
(During the debate on the following matter Mr R G Mazillius
declared a personal interest arising from the inclusion of his son’s business
on the Council’s List of Approved Contractors.)
Earlier that morning members of the Select Committee had visited
the existing Record Office at Hillside to view the storage facilities and gain
a better understanding of the documents held there.
The Portfolio Holder indicated that Hillside was licensed to hold
material from the National Archive. Other records were stored at Somerton, The
Guildhall, Vectis Stores and Northwood House. To continue to be licensed by
National Archives to hold public records it was vital to provide storage
facilities complying with British Standards. The Council had already been
warned by National Archives that, unless there was a firm commitment to provide
appropriate facilities, the existing licence would not be renewed. This would have serious implications for not
only those public records currently held but material held on behalf of private
depositors and institutions which provided a valuable insight into the Island’s
history. The importance of retaining these records on the Island had been
recognised by the Council through the inclusion of this as a priority within
the Annual Action Statement for 2004-05.
The Select Committee was made aware of the properties, owned by
the Council, that had been considered as possible alternatives. These had been
discounted due to difficulties in meeting the environmental and storage
standards required by National Archives. Problems could also be encountered if
premises had a water frontage.
It was clarified that there would be a requirement for 2,500
square metres. Based on initial
estimates of projected building costs a new build would be £1,600 per square
metre. Similar projects undertaken by other Authorities indicated that a bid
for up to 60% of costs could be made to the Heritage Lottery Fund. If the
proceeds from the disposal of the existing site at Hillside could be utilised
then the overall costs of the project could be further reduced.
In discussing the option of a new building the ability to
incorporate storage facilities for other authorities and agencies, at a charge,
was highlighted. There would be restrictions on any mixed usage to ensure the
security and safety of the records. The possibility of locating other Council
services within the same building should also be explored.
A bid to enable a feasibility study to be undertaken in 2004-05
had not been successful during the Council’s budget setting process. Members accepted that there was an urgent
need to make progress on the identification of a way forward so that
appropriate arrangements can be found for retaining public records on the
Island. The Select Committee considered that a member Task Group should be set
up to look at the options available.
ACTION TO BE TAKEN BY THE PORTFOLIO HOLDER
The Council’s commitment to providing storage for public and other
historic records on the Island be confirmed.
ACTION TO BE TAKEN BY SELECT COMMITTEE SUPPORT
A Task Group be established to undertake a cost benefit analysis
of the most effective way for the Council to meet its commitments to the
service, including linking the Record Office with related service areas.
CHAIRMAN