Issue - meetings

As detailed in the recommendations.

Councillor Bithell introduced the report and explained that the archive services of Flintshire and Denbighshire Councils had been working collaboratively over the last few years under a Memorandum of Understanding, to share skills and resources to create a more sustainable and improved archive service for the region.

That resulted in the launch of a single shared service, North East Wales Archives (NEWA), in April 2020, working over 2 current sites – The Old Rectory in Hawarden and Ruthin Gaol.

In October 2023, Cabinet approved a joint bid with Denbighshire County Council (DCC) to the National Lottery Heritage Fund, seeking a grant of £7,371,397 towards the construction of a new archive centre in Mold, to house the joint service and the delivery of an engagement programme. Both Councils also agreed match funding contributions of £3,078,537 and £2,052,358 respectively.

The Chief Officer (Education and Youth) added that the move to a single building enabled NEWA to combine and better utilise its resources, protected the archive collections of the region and enabled the delivery of an exciting activity plan that would introduce archives to a wider and more diverse audience, making a really positive contribution to the learning and wellbeing for residents.

On the 28^th March 2024, the NLHF informed that the grant application had been successful. The NLHF had agreed to provide a development phase grant that covered RIBA 1-3 initially. NLHF would then review the development phase submission prior to release of the Delivery stage grant RIBA 5-7.

Work was underway to develop a Collaboration Agreement and a Heads of

Terms for the Lease, to govern the joint arrangements between both Councils, both for the delivery of the project, and the operation of the joint service.  Those agreements, which were being progressed by a multi- disciplinary team of officers from both authorities were due to be completed later this month and would replace the Memorandum of Understanding.

Project activity was due to commence in mid-May, and a delegated decision would enable the contractual discussions with NLHF to take place in sufficient time, to commence the project on time and avoid any additional costs due to delay at the outset.

RESOLVED:

(a)       That Cabinet be appraised that NEWA has been successful in its grant application to the NLHF;

(b)       That the NLHF grant offer on behalf of NEWA be accepted; and

(c)       That delegated authority be authorised to the Chief Executive Officer (CEO) and Cabinet Member – Planning, Public Health and Public Protection, to enable Flintshire County Council to enter into a Collaboration Agreement that covers the construction of the new facility, and operation of NEWA, and a Heads of Terms for the Lease of the new archive centre in Mold.