Royal Commission on the Ancient and Historical Monuments of Scotland Minutes of the Plenary meeting held at John Sinclair House, 16 Bernard Terrace, Edinburgh, at 10am on Friday 29th June 2007 Present: Action Professor J Hume (Chairman), Professor J R Hunter, Professor A J Macdonald, Dr M A Mackay, Mr G G T Masterton, Professor C Morris, Dr B J Murray, Dr S Nenadic, Mrs D M Murray (Secretary), Ms R M Bailey, Mrs D D Burton, Mrs L M Ferguson, Ms J McCoy, Mr J B Stevenson, Dr A Jackson (minutes). 1. Apologies Ms K Byrne. 2. Reserved business None 3. 3. Meeting of 30 March 2007: minutes and matter arising The Minutes were approved with no further matters arising. 4. Programme Committees The Chairs of each of the programme committees were invited to summarise highlights of the pre-circulated minutes. Education & Outreach Dr Nenadic highlighted the Telford in the Highlands Project, the success of the Donald Dewar Debating Competition (Union for a' that Project), the development of the RSE Workshop programme, the commencement of Treasured Places Project and the drafting of RCAHMS Child Protection Policy. Information Systems Ms McCoy (for Ms Byrne) reported on the Information Systems Committee. Staffing changes, SCRAN integration, and the development of Operational, Education & Outreach and Scottish Place Name databases were highlighted. Ms McCoy also reported on the recent SWISH Steering Committee meeting highlighting completion of a number of SWISH projects and ongoing discussions over future funding. Collections Dr Mackay highlighted the acquisition of the Aerofilms collection and work on the Faces and Places Exhibition. Corporate Affairs Professor Macdonald highlighted Corporate Affairs successful launch of the Source, work on Shared Services with the other National Collections, and the 2006/7 year-end under spend of £0.09p. Survey & Recording Professor Morris highlighted the work of the Scotland's Rural Past Project, the extension of Historic Landuse Assessment Project to 2011, the clearing of Aerial Survey backlog and Dr Oglethorpe's presentation. Mr Stevenson reported on the commencement of new rapid style survey in East Renfrewshire. Mr Stevenson and Mrs Murray are reviewing long-term survey strategy. 4. Updates on TARA; Scottish Historic Buildings Fire Database Mrs Ferguson reported that the TARA Business case is with the Scottish Executive awaiting response. The Place of Deposit status is being removed from Keele University and it is their wish that the collection is removed by December 2007. The National Archives (TNA) are investigating the costs of its removal and storage in Cheshire saltmines deep store. RCAHMS has contacted Keele and TNA to offer assistance, but only if it is cost neutral to RCAHMS and additional funds from HLF and the Scottish Executive are being explored further. Professor Morris observed that this was a UK issue and that the first aim should be to try and delay the removal of the collection to deep store. Dr Mackay suggested that RCAHMS explore the possibility of EH funding as the collection is of Europe wide importance. Action: Mrs Murray Mr Stevenson highlighted the success of the Scottish Historic Buildings Fire Database project (the Annual Report was tabled). The project has been so successful that Historic Scotland (HS) and the Fire Brigades are prepared to fund it for a further 5 years and extend it to include B-listed buildings. Fire Brigades in England are showing interest in the project. 5. Secretary's Report Mrs Murray summarized the content of her report. Mr Stevenson provided an update on Dumfries House. RCAHMS will undertake assessment of property in July as prelude to planning for a major survey of house, contents and designed landscape. Mrs Murray has written to John Graham (HS) and to the Prince's Trust. Dr Nenadic suggested that ideal for AHRC funded research and will investigate this further with Ms Bailey. Professor Hume suggested RCAHMS try and work with the Trust on the production of a publication that would use using existing survey material and serve as a platform for bidding for further funds. Action: Dr Nenadic / Ms Bailey Mrs Murray reported that she is trying to arrange a meeting with the Minister to discuss RCAHMS' future role and status. The new government has indicated that they are not focusing on saving money but are interested in removing duplication and encouraging joint procurement. Commissioners agreed that RCAHMS should remain as an independent body and aim to grow not be merged. Action: Mrs Murray Mrs Murray reported that the proposed 300% rise in the costs of Pan Government Agreement (PGA) was a real cause of concern. Mrs Murray reported on staffing, including the resignation of Dr Oglethorpe. The Commissioners thanked Dr Oglethorpe for his work for RCAHMS and wished him success in his new post with Historic Scotland. 6. Financial Report and Staffing Report Mrs Burton reported on RCAHMS' finances for 2006/7 and forecast for 2007/8. Corporate Affairs balanced two year ends (for RCAHMS and A+DS), with RCAHMS achieving an under spend of £0.09. The forecast for 2007/8 included a small contingency reserve. The costs of the next pay deal and the PGA are estimates only; RCAHMS will have to bid for additional sums to cover these. Mrs Burton and Mrs Murray will shortly be meeting with budget holders to finalize budgets. Commissioners expressed their thanks to Mrs Burton and Corporate Affairs Staff. Action: Mrs Burton / Mrs Murray 7. Presentation on issues relating to the Pay Remit Mrs Burton gave a presentation on the challenges of the Pay Negotiation process focusing on the issues that Corporate Affairs face in delivering a Pay Deal that will be acceptable to all parties. 8. Risk Audit Report Professor Macdonald reported that the Risk Audit Committee had met to review risks associated with financial areas of Corporate Affairs work. The committee had agreed that all was in order and had no recommendations. 9. Progress on accommodation Mrs Murray reported that missives have been signed and land investigations concluded. Mrs Murray outlined the project management structure and timetable. Martin Sinclair (Gardiner & Theobald) has been appointed as Client Advisor. Interviews for Project Manager, Design Team and Quantity Surveyor are scheduled for July 31st, August 13th and August 14th respectively. The team will start work in September. The design process is scheduled to take place in early 2008 with Contractor procurement occurring in Spring/Summer 2008, and construction commencing in January 2009 with completion date in 2010. A Cultural Campus Advisory Group, comprising representatives from the National Collections, has also been set up to look at the whole site at Granton and investigate the potential for sharing services and utilities. 10. Centenary update including presentation on Treasured Places; Public Relations Strategy Ms Bailey gave a presentation on RCAHMS Public Relations Strategy, focusing on the Centenary. Treasured Places is a keystone of the centenary celebrations with its core aim to interact with a new audience and engage new users. Mrs Murray highlighted the tabled centenary programme. Commissioners were encouraged to attend events. A long list of former staff and commissioners has been drafted to go over with Dr Mackay for oral history. Action: Mrs Murray / Dr Mackay RCAHMS are still investigating sponsorship opportunities for calendar. A revised programme will be provided at the next Commissioners meeting. Action: Mrs Murray / Ms Bailey 11. AOB - Field Meeting 2007 A teacher, Marion Cuthbertson, and 3 pupils from New Stevenston Primary School, North Lanarkshire gave a presentation on the Edwardians DVD (produced by RCAHMS) using whiteboard technology. Ms Bailey observed that considerable staff resources had gone into its production and envisaged that SCRAN would, in the future, perhaps provide the requisite interactivity. Mr Stevenson circulated the Field Trip itinery. Ms Bailey reported that RCAHMS were about to sign partnership agreement with NAS, NMS, NLS, and NTS to set up Scotland's images.com, a commercial picture library that will provide a self-service facility for people to download images. RCAHMS will commit to 3 years and initially provide 1000 images and then an additional 800-1200 images per year. Dr Jackson circulated latest version of organisational staffing structure diagram. 12. Demonstration of SCRAN Mr Graham Turnball demonstrated SCRAN to Commissioners highlighting its current interactivity, including provision of podcasts, audio players, and 'scribble and share' features, and the ability to deliver online services to other organizations (e.g. the NMS). ACTION POINTS Plenary Meeting, Friday 29 June 2007 ACTION POINTS 1. Item 4: Mrs Murray to progress the acquisition of TARA and potential funding Action By: Mrs Murray Action Status: Pending 2. Item 5: RCAHMS to investigate potential for AHRC funded research project on Dumfries House. Action By: Dr Nenadic / Ms Bailey Action Status: In progress 3. Item 5: Mrs Murray to arrange meeting with Minister to discuss current and future role and status of RCAHMS. Action By: Mrs Murray Action Status: completed 4. Item 6: Mrs Burton to meet with budget holders to finalize budgets. Action By: Mrs Burton Action Status: completed 5. Item 10 Mrs Murray and Dr Mackay to review list of former staff and Commissioners for oral history recording project. Action By: Mrs Murray / Dr Mackay Action Status: Pending 6. A revised Centenary programme to be provided at the next Commissioners meeting. Action By: Mrs Murray / Ms Bailey Action Status: Pending