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Archive Project Meeting – 7th September 2017

Austin 7 Clubs Association Archive project, Meeting No.13
Thursday 7th September 2017 10:30am
Triumph Sports 6 Club,
36 Main St, Lubenham, Market Harborough LE16 9TF

  1. Those present:
    Chris Garner – Association chairman and PWA7C
    Nick Beck – Scottish and Bristol A7 Clubs
    Phil Baildon – Association Archivist
    Ruairidh Dunford – Scottish Austin 7 Club (on Skype)
    Fenella Leigh – Cambridge Austin 7 Club
    Hugh Barnes – Cambridge Austin 7 Club

 

Apologies for Absence

Chris Charles – Association WebMaster (on Skype)
Dave Martin – Assistant Archivist & PWA7C
Nick Turley – PWA7C

 

 

  1. Brief review of Project so far

What we had done well was thought to be the progress we had made in digitising the collection and the efforts of both Hampshire County Council and Leicestershire County Council were noted. It was felt that our efforts had rubbed off on other organisations as we saw an increase in similar projects elsewhere. The main achievement was that the Collection was now better understood by the Austin 7 Community, we were now sharing it and that we were seeing a steady stream of donations and loans as a result.

What we weren’t doing quite so well was the rate which we were getting through the tasks. We had a small team and although we had done well up to now, we had been working on relatively simple parts of the collection. Future areas (eg photos, engineering drawing etc) would need a larger group of people to be involved if we were to get through it in a reasonable time frame. It was agreed we would appeal for more volunteers to join the group, hopefully, people within a 50 mile radius of Lubenham who could attend without too much difficulty.

 

 

  1. Oral Histories.

Viewing figure on the Bob Wyatt page shows since launch 238 visits to the page from 161 different people. Large spike to listeners just after launch down to 5-7 a month after. We had two more interviews in post-recording editing – Ian Dunford and Tom ‘the Pom’ Newsome. Others were planned – specifically Ken Cooke had agreed to an interview. (Action NT)

 

 

  1. Catalogue

There is still some slight confusion of how the cataloguing system will work between the work that FL does in creating and amending catalogue entries and the creation of the Web site by CC. FL will discuss this with CC and document procedures (Action:FL/CC)

What we still had failed to do was to start recording physical locations of items in the collection. Up to now, items would be easy to find (eg Handbooks) However, with the increasing number of show brochures and such things as photographs and Engineering drawings to come, this information becomes vital. HB will provide a document outlining the procedures to be followed to both create such data and how and where it should be recorded (Action HB/PB)

It is imperative that we start separately recording Accession records, recording details such as donor, terms of donation, Loan items, details of returning loan items etc. A pro-forma has already been provided. (Action PB)

 

 

  1. Web site

CC provided the following web site statistics:

Having launched just over a year ago (29th Aug 2016) there have been 28,813 Page views from 3827 users. Spending an average of 4 mins 35 seconds on the site each. 52.08% of visitors are new while 47.9% are returning visitors. Most popular countries in order – UK, Australia, New Zealand, Russia, USA, Germany France…

35.86% of viewers are using a tablet or mobile device.

43.4% of viewers come direct (type in archive.a7ca.org) while 29.1% come from a link from another website, 21.5% from search engines and 6.1% from Social Media (Facebook, twitter etc)

195 visits have come from clicking a link from one of our newsletters.
Individual Page Views::
Handbooks – 3092 views
Show Brochures – 2887 views
Index Cards – 2023 views
Paints – 1848 views
Identify your Seven – 1325 views
Technical Drawings – 933 views…

RD provided an initial list of Show Brochures provided by Russell Curtis. CG will check this list against the actual items provided and provide and updated, accurate list to FL for cataloguing. This collection will be added to the existing Show Brochure pages (Action: CG/FL/CC)

CC has prototyped a format for the GdH collection that will display the Album in the form of a book where pages can be turned on screen. The GdH collection will be created as a separate collection. HB has already scanned a selection of Press Cuttings to accompany the Album (though these are fragile and need conservation) Cataloguing is required. CG will supply the wording for an introduction on the web site (Action: HB/CG/FL/CC)

Further developments will include Engineering Drawings, photographs and the Lou Kings family Archive that CG is currently reviewing. To that end, FL took away all the Engineering Drawings for review carrying on her existing project to sort them into A7, A7 related and non-Austin groups before cataloguing. Cross referencing to existing digital images is already part of that process to give ‘quick wins’ for image publishing on the Archive Web site (Action FL)

The large collection of photographs needs to be sorted into the same 3 groups before any other work is undertaken with them. PB will ask DM to help in this task (Action PB/DM)

Lou Kings collection: CG will review contents. The feeling of the group was that although much of the collection was Austin 20 related, we should digitise and publish it all. HB can scan the photos at no cost, so it will be no overhead to the Project. (Action CG/HB)

 

 

  1. Next steps

The priorities for the next 12 months where we should see significant progress are as follows:

  1. Publish the Russell Curtis collection as soon as possible (Action FL/CC)
    1. Photographs to have been sub-sorted and filtered. Priority photos to have been digitised and published. NB – comments to be enabled on photos to allow update by knowledgeable persons (Action first PB/DM then FL/CC)
    2. Engineering drawings to have been sorted and filtered. Where existing images are available, these should be catalogued first and republished on the Archive site (Action FL/CC)
  2. The Archive has no stated Acquisition Policy. It was felt that one should exist. CG and HB will draft one for review (Action CG/HB)

 

RD will contact an Austin 7 owner he knows as a potential researcher for items that appear on Ebay etc that might be of interest to the Archive (Action RD)

HB demonstrated to PB how one could set up a recurring search on Ebay with email notification for items of interest. PB will look at setting this up. (Action PB)

  1. The Accommodation issue has largely settled down after a summer of uncertainty. However, all were asked to keep the potential for a move at short notice in mind and keep an eye out for likely accommodation if we were to move away from Lubenham.

This highlighted the need to have better ‘physical location’ data held on the catalogue should we need to move.

 

 

  1. Publicity
    1. Grey Mag articles are still a requirement. HB will write a quarterly Project update , PB will write an article on an item of interest. Where historic photos are concerned, it should be the norm that a supporting researched article should go with them, rather than just publishing the photos. (Action HB/PB)
    2. RD will edit and produce an E-newsletter, deadline for circulation 11th Contents likely to be Engineering drawings (FL), Statistics (HB) RC collection (RD) GdH collection (CG) Appeal for volunteers (HB) Spring Open Day. Action RD/All
    3. A PPT presentation for Clubs is to be drawn up the idea being that Project Team members can use this to give a talk to their local Clubs. HB will do this for the Cambridge Club in November and has offered to do the same for the other Clubs in East Anglia (Action HB/NT)
    4. It was though that a formal ‘Press release’ would be a good idea. HB to contact a potential Author for such a thing (Action HB)

Now accommodation had been settled at Lubenham, it was decided we should have a further Open Day in Spring 2018. No date is yet set.

 

 

  1. AOB
    1. FL raised the topic of disposal of inappropriate Archive material (she has found many engineering drawings for example) As a start, PB will invite David Morgan to come and review the Military items we have in the collection with a view to finding a better home for them. (Action PB)
    2. It was suggested that a couple of specific people should be invited to join the project Team. HB will contact them (Action HB)
    3. PB showed the group some recent acquisitions. A Sept 1927, GE Silent Saloon leaflet, Tony Betts had agreed to bid on our behalf at the Edmonds auction, £60. A Sept 1923 Le Mans racers photos lead came via Robin Boyce and we paid €270 for a series of 3 photos of the individual cars and has just agreed to pay another €70 for a start line photo and some press cuttings. HB will scan these and a more comprehensive article will be produced for the Grey Magazine. (Action HB/PB)

Date of next meeting – Thursday 2nd November at Lubenham. 10:30 am

Archive Open Day 2017

Just a reminder that the Association Archive will be holding its next Open Day on Sunday April 2nd 2017. The Archive, as you may remember, is held at the Headquarters of the Triumph Six Sports Club, Main St., Lubenham, Market Harborough LE16 9TF.

The Archive will be open between 10am and 4pm and there will be displays of the various collections we hold. Members of the Archive Project team will be on hand to help you explore the collections and talk about our progress with the Project so far and our plans for the future.

The last Open Day was very well received and hopefully, those of you who were unable to come last time, will be able to arrange it for this time.

Teas and Coffee will be available and there are a couple of decent pubs in the village that do food for those of you looking for something more substantial..

AGM 2017

The A7CA AGM which will take place on Sunday April 9th at the Green Man, Dunchurch, Rugby. Please note the change of venue within the village as, hopefully, the new venue will provide us with better meeting space.

We are slightly formalising things this year in that the AGM will be just that, reports from Officers on the previous year’s achievements and plans for the year ahead, election of Officers, Revision to the Constitution and Awards of Trophies.

Please note, the voting for the adoption of the revised Constitution will be a ‘Members’ vote – ie the 18 Austin 7 Clubs who are ‘full’ members of the Association and that an AGM does not include an agenda item of AOB.

We have nominations for the 2 posts of Chairman and Vice-chairman but still seek a nomination for the post of Advertising Manager.

DOWNLOAD THE AGENDA NOW

Outstanding Website of the Year

THE ONLINE AUSTIN SEVEN ARCHIVE WEBSITE HAS BEEN SHORTLISTED FOR OUTSTANDING WEBSITE OF THE YEAR

Visit the website by CLICKING HERE

• Finalists revealed in eight of the 16 award categories

• 205 clubs and members received nominations

• Six awards to be decided at Practical Classics Classic Car &

Restoration Show

• Winners announced at award ceremony on 1st April

The finalists in the 2017 National Car Club Awards, in association with Tourism Ireland, have been revealed. This year has seen the most nominations from clubs and club members to date.

Supported by Classic Car Weekly, and endorsed by the Federation of British Historic Vehicle Clubs, the overall Award winners will be announced at the awards dinner on Saturday 1st April at Birmingham’s NEC.

Lee Masters, Director of The National Car Club Awards, said: “We had 209 nominations, which is 25 more than the inaugural year and it’s fantastic to see the clubs embrace these awards. Once again, the standard of entries was extremely high with a fantastic mix of clubs of all sizes. “Some of the categories had over 30 entries and reducing these down to a shortlist was extremely difficult, making that place on the shortlist even more valuable and an incredible achievement.”

A total of 16 awards will be presented at the glittering ceremony, hosted by Mike Brewer alongside the Practical Classics Classic Car & Restoration Show. The shortlist covers eight of the award categories with the finalists for the Lifetime Achievement award still to be decided. The other six awards will be decided by the judges on Saturday and presented their prize at the awards dinner. There will then be a ‘Judges Special Recognition Award’ presented to a club that the panel feel has gone the extra mile in the classic motoring movement. Two members from every club shortlisted for an award have been invited to attend as guests of the National Car Club Awards and Tourism Ireland and will be treated to a drinks reception and a complimentary three-course dinner. Further tickets will be on sale for those wishing to attend. For more information, visit www.nationalcarclubawards.com

Archive Project Meeting – 26th January 2017

Austin 7 Clubs Association Archive project, Meeting No.11
Thursday, January 26th 10:30am
Triumph Sports 6 Club,
36 Main St, Lubenham, Market Harborough LE16 9TF

Those present:

Andy Lowe – Association Chairman
Chris Garner – Association Vice-chair and PWA7C
Nick Beck – Scottish and Bristol A7 Clubs
Phil Baildon – Association Archivist
Ruairidh Dunford – Scottish Austin 7 Club (on Skype)
Hugh Barnes – Cambridge Austin 7 Club

  1. Apologies for absence

Dave Martin – Assistant Archivist & PWA7C
Nick Turley – PWA7C
Chris Charles – Association WebMaster
Fenella Leigh – Cambridge Austin 7 Club

  1. Minutes of meeting 10

Were deemed correct

  1. Progress since last meeting
  1. PB,CG to have arranged to meet (or preferably have met) with owners of collection of archive materials

Both visits will take place in the next couple of weeks (and definitely before the next Team meeting)

  1. HB Paint project ongoing work

HB continues to work with the A10DC – providing them with details of the cards we have had access to and negotiating whether we could borrow theirs for photographing (depends on NT’s availability) The set consists of some 48 cards.

  1. PB to follow up with contact for Stanley Edge Military material

The gentleman who will visit is waiting for the weather to improve before he travels to view the collection

  1. CG – Clayton DeWandre materials long term home

CG took the collection with him and will transport to Lincoln when convenient

  1. NT further interview candidates identified (CG to follow up with Austin Apprentices, AL to follow up with Austin Village)

Ian Dunford to be next interview candidate. CG is in contact with Ex-Apprentices organisation. AL has written to 2 local Birmingham papers and placed an advert in the Austin Sports and Social Club. PB will contact Barney Sharatt, author of Men and Motors of the Austin – the inside story of Longbridge

  1. HB to create photo catalogue spreadsheet ‘pro-forma’ for trial
  2. HB to organise a ‘how to’ document for cataloguing photos
  3. HB to discuss trial photo publication with CC

See item 5 in minutes that covers Progress items f, g and h

  1. Scanner

Through the extraordinary generosity of an Austin 7 owner (who wishes to remain anonymous) and good fortune, we have been donated by an exactly the type of scanner we had been recommended to acquire by both Hampshire County Record (HCC) office and Faye McLoed, Archivist at Jaguar LandRover. Currently, this is at HB’s house where he is learning the complexities of the ‘Professional’ settings on the software used to drive it. Very high quality images should be created using it, hopefully reducing our reliance on HCC and therefore, Project costs. There will still be specific artefacts that will require the more professional workmanship of HCC, but certainly, things like our photograph collection it is envisaged, we will be able to digitise using it.

There was a discussion as to whether we should keep the automatic sheet feeder that came with it and it was decided that we should as there maybe time in the future when we would want to do volume scanning of (say) Club Magazines etc..

HB mentioned that we would need to acquire certain other accessories enabling us to scan 35mm slides etc, and he was authorised to do this. (Subsequent to the meeting, HB realised that it was not only a holder that was needed to slot the slides into, but that we would need to acquire a slide scanner attachment that replaces the lid of the scanner with a mechanism for illuminating the slides from above when being scanned. HB is researching this)

  1. Photo Collection

With the scanner now acquired, we can set to digitising our photo collection. PB (aided by DM) was asked to select 50 photos of the highest priority for publishing by the next meeting. HB will scan those. HB will work with other members of the Team to set up a ‘distributed’ group that will have access to the images to catalogue them, provide descriptions and to publish them on the Archive Web site.

  1. Archive Web update
  1. Potential for use of existing drawing images

The existing set of Engineering Drawing images were reviewed. It was decided that these could be published, after a suitable catalogue entry was created for them all. It may be necessary to re-image some of them, depending on the standard of the original scans, but any images published can be described as will be replaced with better quality images as time permits. HB will discuss this with FL as her next cataloguing task.

  1. Reordering of Index Cards

RD has provided David Howe (DH) with printed images of a sample set of cards that will allow him to physically juggle them until he has come up with the best order possible. At that point, DH will provide RD with the new order details, ask CC to create a trial page in the new order for the Team’s review and comment.

  1. Oral Histories

It was decided that the next person to interview would be Ian Dunford, who could talk about the early days of the Association (and no doubt, his extensive history in the Austin 7 world in general)

It should also be noted that we have been granted permission to publish the EC Gordon England interview that has recently been tracked down. Thanks go to Coventry University ‘Curve’ Project, who hold the original and the perseverance of Austin 7 owners Marcus Ling, Ian Williams and  Bryan Norfolk who all played a part in tracking down the interview and transcript.

There was also a suggestion that we contact Tom Newsome, who drove an Austin 7 from Melbourne in Cambridgeshire to Melbourne in Australia if he might do something. CG will follow up.

  1. Budget

As reported in previous meetings, our un-committed funds are in the region of £3500. We still await the bill for the latest HCC digitisation of the Show Brochures. Expenditure at Leicestershire County Council recently invoiced is to be asplit between restoration of existing artefacts (not to come from Digitisation Project Funds) and scanning of drawings requested by PB.. No other expenditure has been made by the Project since the last meeting.

  1. Publicity
  1. Open Day

Now confirmed as Sunday April 2nd. There was a discussion regarding the details of the display. It was agreed that we would not replicate the last display but create a different layout with other artefacts on display. PB was asked to come up with a plan, as last time, to show how things would be laid out. IT was also suggested that we play some films. After a discussion about the possibility of the Assn. acquiring a digital Projector, PB said he had been given one the Archive could use. CG will retrieve the Trophies from secure storage. There was also a comment about the Bert Hadley Trophies currently on loan to Donnington at some point being returned to the Archive. PB will follow up with Geoff Roe to confirm details.

  1. Newsletter

RD was thanked for editing the most recent Project newsletter, recently distributed. RD thanked all those who had made a contribution to the newsletter that had made its creation a straightforward task. RD asked that HB contact all Clubs and Registers asking them to forward the Newsletter on to their membership to extend coverage. This should be a specific request in all future newsletters.

  1. NECClassic Car show Awards

HB reported that he had been alerted to these awards by CC (Webmaster) and that he had submitted a nomination on the Project’s behalf in the category ‘Web Site of the Year’ We will hear after February 6th if we have been shortlisted. Even if we get that far, then the publicity will be helpful.

  1. AOB
  1. Russell Curtis collection

RD raised the topic of Russel Curtis, an A7 owner in Australia has a remarkable collection of A7 materials that he has built up over the years and is prepared to share with the Archive. His daughter has the ability to create high quality scans at her place of work or, Russell will be visiting the UK this summer and may be able to bring some of his collection with him. PB was asked to go through the list of the Collection and pick out any items of particular interest we currently do not hold.

  1. Recording of Collection

HB made the point that recording anything in a Word document was limiting and did not provide for any form of manipulation or ease of transfer into the main catalogue. He stressed the point that *any* recording of details should be done using an Excel Spreadsheet

  1. Brochure retrieval from HCC

It was mentioned that the Show Brochure collection was still at HCC and need retrieving. CG said he would try and arrange to do that when he next travelled in that direction.

  1. Gladys de Havilland photo album

The existing images of the GDH photo album were reviewed and deemed perfectly satisfactory for speedy publication. The collection has also been added to in recent years with a comprehensive collection of contemporary news cuttings. CG agreed to take on the task of reviewing the images and cuttings and coming up with a suitable ‘framework’ in which to publish them.

  1. Austin ‘Charges’ books

NB asked whether the archive held a collection of ‘Charges for Repair’ books. PB replied that we did, but that they were not considered a priority for collecting or digitising at this time.

  1. Thanks for donation

A discussion took place on the formal thanks to be given to people donating items to the collection. AL stated he had written to Mike Stewart who had recently donated his complete collection. This lead on to a discussion about what we should be able to do with duplicates of existing items within the Collection. It was agreed that our approach would be to have the authority to dispose of duplicates either by swap or by sale and that any funds so raised would be ring fenced to the Archive for acquisition of further materials. It was agreed that we should produce a policy document defining the approach and that it should be published in the next Grey Mag. A suitable precis of this should also be included in any communication with potential donors so it is always made completely clear as to our approach.

  1. Stanley Edge TV film

CG reported that he is still on the track of the Stanley Edge TV film for publication on the Archive site but that tracking down and speaking to the right person is proving elusive. He has resorted to writing a letter to the contact he has been given..

  1. Date of next meeting

Friday, March 3rd. Lubenham, 10:30 am. Note change of usual day of the week.

Task list for next Meeting.

  1. PB and CG *must* have visited the holders of personal Archive Collections
  2. HB to speak to NT about possibility of further photography of paint cards
  3. PB to talk to Barney Sharatt to explore Oral History possibility
  4. HB Scanner ‘understanding’
  5. PB, DM to identify and extract 50 top priority photos for scanning
  6. HB et Al to define ‘distributed’ cataloguing process for photos
  7. CC to have built prototype Archive pages for photo display
  8. HB to talk with FL regarding Engineering Drawing catalogue
  9. HB to discuss prototype Archive pages for drawing display
  10. CG to talk with Tom Newsome re Oral History possibility
  11. PB to design layout for Open Day to include new displays
  12. PB to test out digital projector for the running of films on the day
  13. PB to check with Geoff Roe on return arrangements for Trophies held at Donnington
  14. HB to request all Clubs to distribute the Archive Newsletter to their Members
  15. PB to review Russell Curtis collection and (through RD) request items to be brought over (if possible) or items to be scanned locally and provided electronically *As Soon as Possible please*
  16. HB to work with FL and CC to determine Excel pro-forms for record keeping
  17. CG to collect Brochures from HCC
  18. CG to design a way of displaying the GDH collection on dedicated Archive web pages
  19. Donation and duplicate Policy Document and statement for Grey Mag. NB – although this was discussed in some detail, no-one was charged with producing this. HB to discuss with AL

Association Vacancies

At the Association AGM to be held on Sunday April 9th 2017, 2, if not 3, Officer positions will fall vacant. Those positions are Chairman and Advertising Manager. The current Vice-chair, Chris Garner, has already indicated his willingness to stand for the position of Chairman, so it is also possible that the position of Vice-chair will need filling.

Candidates for these posts are invited to apply (there is no requirement for a formal nomination process) Indications of interest should be accompanied by a note confirming which post you are interested in and a short (say side of A4) outline of your background and experience qualifying you for the role.

Could I ask Clubs etc to ensure their membership are made aware of these vacancies and encourage applications from those people who you think might be particularly suitable. Interested parties are encouraged to get in touch to discuss any aspect of these positions.

I have attached the Job descriptions of each of the three posts which shows the roles and responsibilities.

Closing date for applications is the Monday 20th February giving time for applications to be circulated for consideration by Clubs etc before voting at the AGM in April.

Hugh Barnes
A7CA Secretary


 

JOB DESCRIPTION – ADVERTISING MANAGER

The Advertising Manager’s job is a voluntary position responsible to the A7CA for promoting and acting as representative for the Austin Seven and the Historic Car Movement:-

 Acting as a ‘Focal Point’ for the A7CA Magazine in respect of offering advertising services to the Association in respect to its Member Clubs and Registers of the Association/Individuals, and Overseas Associate Member Clubs/and any Press/Publication Media Groups/Trade or Services connected with the Austin Seven Movement.

 Promoting advertising services available for placement in the Austin Seven Clubs’ Association quarterly magazine which is issued January, April, July, October per year.

 Pricing advertising rates:- Display Pages (Black/White/Colour) ie:-
1 Page, ½ Page, ¼ Page. Classified Ads, Trade and Services. (See
Attachment).

 Advertising Rates/fees/non fees for Club advertising ie:- Events/Promotions/Services.

 Communication with Advertisers/Clubs per email/post/telephone.

 Compiling/agreement of adverts and liaising with A7CA Editor in respect of compilation and approval of advertising to be placed in A7CA magazines.

 Invoicing/Collecting monies for Advertising and organising A/c Listing and payments to be paid into A7CA Direct Account/or payable per cheque.

 Sending out A7CA magazines to paying Advertisers on a quarterly basis.

 Sending out Reminders with “Letter of Thanks for Advertising” to regular advertisers in October with Pro-forma Invoices for booking space in “Next Year A7CA Magazine”

JOB DESCRIPTION – CHAIRMAN

The Chairman of the Austin 7 Clubs’ Association (A7CA) is a voluntary position, voted for by the member clubs of the Association; the incumbent of which is responsible to The Association for:

• Acting as focal point for members of the Association, other national historic car movements, the media and the general public
• Chairing the four meetings of the Association
• Promoting the Austin 7 movement to the general public, the media and the member clubs of the Association
• With the secretary, drawing up the agenda for the meetings
• Assisting all parties to have discussions in all matters relating to Austin 7’s
• To guide discussions where necessary
• To sum up discussions and propose votes amongst the member clubs.
• To promote co-operation between clubs and groups having an interest in the Austin7
• To have the casting vote where the opinion is equally divided in a general vote

JOB DESCRIPTION – VICE-CHAIR

Job Description:

A voluntary position responsible for:

Primarily to support the Chairman where necessary and when requested.
Fill in for the Chairman when absent.
Can prepare meetings or Committee items and suggestions.
Problem solve with Committee members and report back to the Chairman.
Understand the strengths and weaknesses of the Committee and convey & discuss with the Chairman