Royal Commission on the Ancient and Historical Monuments of Scotland Minutes of the Plenary meeting held at Boat Hotel, Boat of Garten, at 14:45 on Tuesday 28 August 2007 Present: Action Professor J R Hume (Chairman), Professor J R Hunter, Professor A J Macdonald, Ms K Byrne, Dr M A Mackay, Mr G G T Masterton, Professor C D Morris, Mr M Hopton, Dr B J Murray, Mrs D M Murray (Secretary), Ms R M Bailey, Mrs D D Burton, Mrs L M Ferguson, Ms J McCoy (minutes), Mr J B Stevenson. 1. Reserved business None 2. Apologies Dr S Nenadic 3. 3. Meeting of 29 June 2007: minutes and matter arising Agreed a correct record with two amendments (EH funding to EU funding; Mark Hopton present) Mrs Ferguson reported on TARA (The Aerial Reconnaissance Archive). RCAHMS has just received verbal confirmation from the National Archives that they intend to obtain a store in Edinburgh into which the collection can be transferred. RCAHMS would take on responsibility for maintaining the service on the income it generates on a cost neutral basis. The collection would be transferred to RCAHMS when the new archive store at Granton is complete in 2010. Confirmation to follow in writing. 4. Secretary's Report Mrs Murray reported on the visit from Minister for Europe, External Affairs and Culture, Linda Fabiani. It was a positive and informative visit and she had been impressed by the enthusiasm of staff and had gained a greater understanding of the role and purpose of RCAHMS. Professor Hume and Mrs Murray outlined the discussion that had taken place at the end of her visit, which included the issues raised in the paper prepared for the sponsoring unit on the question of amalgamation with Historic Scotland, the status of RCAHMS as one of the National Collections and the relationships with the other National Collections. Professor Hume emphasized the value of independence in dealing with people and also our charitable status. Professor Hume thanked staff for all the effort put in for her visit. Patricia Ferguson's questions to parliament and responses were discussed. Professor Macdonald asked about the question of duplication with Historic Scotland and enquired whether there was any evidence for this. RCAHMS believes that any duplication is perceived rather than real. Ian Gilzean of the Architecture Policy Unit is putting together a paper on the future options for RCAHMS for the Minister. Mrs Murray reported that the Minister has approved an appointment of a replacement Commissioner following Margaret Mackay's departure. Mrs Murray reported that she has put together a paper reviewing the SWISH finances for the Commissioners of RCAHMW, a draft of which was circulated. This has been sent in draft to Peter Wakelin Secretary RCAHMW. The survey of Strath Don, 'In the Shadow of Bennachie' has gone to the printers. It will be launched in the Marischal Museum, Aberdeen at a meeting of the Society of Antiquaries of Scotland. A second event will be held in Edinburgh in December. Mrs Murray briefed Commissioners on the structure of the new Administration in relation to RCAHMS. RCAHMS has put together a leaflet to describe the work of RCAHMS that will be distributed to all MSPs. Attention was drawn to the new strap line and centenary logo. Mr Stevenson presented the leaflet created for the Whithorn Trust following the RCAHMS survey of St Ninians' Cave. It was used for first time at the Whithorn conference in September but is also on sale in the Whithorn Museum and at RCAHMS. Dr Murray thanked RCAHMS on behalf of the Whithorn Trust. 5. Staffing Report and Financial Report Mrs Murray drew attention to the staffing diagram that will be a regular part of the report to Commissioners. Staff changes include the appointment of Neil Gregory as Operational Manager in the Survey and Recording Group. Kathryn Chilcott takes over as Spence Project Manager, and the Conservator vacancy has been filled. Alistair Wilkie, formerly working at the Scottish Executive, starts as GIS Projects Manager next week. Finance officer, Andy Mulvenna has left to move to Aberdeen. The new Communication Officer is Helen Munday. Mrs Burton reported on the financial year-end and the current and predicted financial position. Funding remains extremely tight and the rent review figure is not yet known. Mrs Murray reported that the financial allocation from the Scottish Executive is not keeping pace with inflationary increases in running costs. The figures clearly show that there is a forced reduction in actual expenditure, outwith fixed costs and salaries, causing a gradual cut back in the ability of RCAHMS to undertake its programme of work. Professor Hume reported that this situation it very serious. Professor Macdonald commented on the increase percentage of costs in the salaries budget. Mrs Burton reported that this increase was due to big projects coming in, which are funded by externally generated income, e.g. HLF funding. Ms Byrne asked about progress on the business plan. Professor Hume reported that this had been overtaken by consideration of the new administration's view of the future of the organisation. There has been no feedback to the business plan, requested by the previous administration, but we believe that it will inform the spending review. RCAHMS funding comes from the Departmental budget. There is a strong message that the Scottish Executive is looking for cuts, not increases. Having completed the work on the business plan RCAHMS has made clear the essential costs that are required in future to enable RCAHMS to continue to perform its role and functions. Professor Hume was confident we are as well prepared as we could be. 6. Update on issues relating to the Pay Remit Mrs Burton gave a presentation on the current situation regarding a new pay deal and the current draft proposal that has been prepared for submission to the Scottish Executive. Professor Morris said it was very helpful to have this level of detail for Commissioners. 7. Child Protection Policy Ms Bailey reported that all staff dealing with children are now vetted by Disclosure Scotland. She highlighted the new Code of Conduct for dealing with young people and vulnerable adults that had been circulated. There is also now a single internal point of confidential contact. The policy is being peer reviewed by Edinburgh Council and comments would be welcome from Commissioners. Dr Mackay asked if sound recordings of young people were included and was reassured that this was so. Mr Hopton asked about work experience for young people. Ms Bailey reported that this had been halted during the drafting of the policy but would resume in October. All Commissioners 8. Progress on accommodation Mrs Murray drew Commissioners attention to the Accommodation Health Check report. This was an independent check to ensure that the project is able to proceed to the next stage. RCAHMS has already started to respond to the recommendations in the report including the appointment of a project team to look at project and risk assessments. RCAHMS is working with the other National Collections and seeking Scottish Executive support to establish a high-level vision for the concept of a Cultural Campus at Granton. Also highlighted was the need for a master plan of the area to assist RCAHMS in planning the location of the archive building. The purchase of land by the Scottish Executive would be concluded by the end of the week. Mrs Ferguson showed Commissioners the presentation prepared by the design team chosen at interview, Reiach and Hall Architects. Professor Macdonald commented that if the development is in phases it was very important that phase one can standalone and must not look like phase one of an incomplete development. Ms Bailey declared a family interest in the design team but she had no input to the selection process. Professor Morris asked about the build budget. Mr Masterton commented that the health-check sees the difference between the allocation and formal commitment of a budget. Mrs Murray agreed that this is the main area of concern at present and is to clarify this with the Scottish Executive. While there is reassurance that finance is definitely there, a particular pot needs to be formally committed to RCAHMS. The Steering Group will meet on 26th September and the design team is to start a series of workshops within the next few weeks. Professor Morris requested that the design team make a presentation to Commissioners. Mrs Murray Mrs Murray 9. Centenary update Ms Bailey reported on the centenary plans. She outlined the diary dates for the period between now and Christmas. A major exhibition of Spence will take place at the Dean Gallery from October until February 2008. The touring exhibition of Spence will be continuing on the tour of venues in London, Edinburgh, Glasgow and Thurso. Treasured Places. A full staff complement is in post and discussions were underway on the final selection of the hundred objects. A media partnership has been arranged with The Herald and an informal arrangement with BBC Online in the 'where you live' section. Regular coverage will be posted on the BBC website. A sixteen-page colour supplement, dedicated to the project, will appear in the Saturday Herald on 29th September. The new website was demonstrated and will be live for the vote to be launched on 19th September. Mrs Murray requested that an area be created for users to put in their own favourite place. Mrs Murray also requested that the RCAHMS logo should be larger. Another media partner for SRP with The Scotsman developing a map of Historic Rural sites that you can visit. This comes out with the launch of the website on 14th October. The Scotsman will have news features over consecutive days. Commissioners were asked to think of any potential sponsors that might be approached to assist with Centenary celebrations throughout the year. Ms Bailey All Commissioners 10. Survey and Research Strategy An issues paper was presented to Commissioners to initiate discussion on the forward strategy for RCAHMS. ACTION POINTS Plenary Meeting, Tuesday 28 August 2007 ACTION POINTS Action By Action Status 1. Item 7: Comments on Child Policy to Ms Bailey All Commissioners Active 2. Item 8: Mrs Murray is to clarify the financial commitments with the Scottish Executive Mrs Murray Active 3. Item 8. Arrange for presentation by Design team to Commissioners Mrs Murray Completed 4. Item 9: Implement Treasured Places suggestions Ms Bailey Completed 5. Item 9: Suggestions for sponsorship All Commissioners Active 4