Form PM3 (                           Interim Report2:

 

 

 

 

FORMAT OF PROGRESS REPORT

 

 

 

 

(To be submitted by Grantee with each grant drawdown application, or at intervals no greater than 3 months)

 

 

                                                                            Form PM3(Part 2-Capital)

 

 

 

 

 

Project Title:

Scottish Archive Network

 

Project Ref No:

DG-95-05231

 

 

 

 

 

 

 

 

 

Name of Grantee:

Scottish Archive Network

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

As stated in the Monitoring Documents referred to in your Grant Contract, you are required to submit to NHMF a Progress Report with each grant drawdown application, or at maximum intervals of 3 months in the absence of an application,  reporting on how the project is progressing towards meeting the Approved Purposes.

 

The headings and format of the Report, addressing the principal monitoring criteria, are shown below. These headings and format must be followed, but you may prepare your Report using computer software incorporating spreadsheets as appropriate. All sections  (expanded in size as necessary) are to be completed fully on each monthly report. (Use supplementary sheets if necessary).

 

PM forms should be returned in hardcopy and must be completed fully. Failure to do so will delay processing your Grant

 

 

 

 

 

 

 

 

 

 

 

 

 

Report No:

39

 

Report Date:

23 Jul 2002

 

 

 

 

 

 

 

 

 

 

 

 

Covering Period:

June 2002

 

 

 

 

 

 

 

 

1.                   General Progress/ Programme and Project Objectives

Enter summary report on general progress towards achievement of the Approved Purposes identifying any problems or issues to which NHMF’s attention should be drawn. Note any actions proposed in response to problems or particular areas of risk.

               

The project remains within budget and is scheduled to be completed on time.

See annex 1 for detailed progress.

See annex 2 for update on special conditions.

The Project Performance Information is now held on the accompanying spreadsheet.

 

 

 

 

 

 

 

 

 

2.             Partnership Funding

Enter progress towards securing partnership funds

 

Source of Funding

Amount expected (A)

Amount received to date (B)

Balance to come A-B)

Date balance expected

NAS

£425,967

£135,482

£290,485

Dec 2002

GSU

£703,785

£436,921

£266,864

Dec 2002

 

 

 

 

 

 

£1,129,752

£572,403

£557,349

Dec 2002

Totals

 

 

 

 

 

 


                Explain any changes to sources of Partnership Funding since the last Progress Report

 

 

 

 

 

3.             Change Control

 

Enter requests for any material change to the Approved Purposes  which have been approved by NHMF since the last Report and advise of any potential requests for such change in the future.

 

Description of Change Item

Date of request to NHMF

Date of  NHMF response

Effect on  achievement of Approved Purposes

Effect on Programme

Effect on Costs

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 Note: NHMF Approval is required for any material change to the Approved Purposes

 

                Report on any effect to delivery of the Approved Purposes of any cost transfer between the principal cost elements stated in your “Notification of Grant”. (Note: no such transfer is to be made between capital and revenue elements, or between VAT and any other cost element, without NHMF prior consent ).

               

Amount of cost transfer (£’000)

Cost transfer from (cost element):

Cost transfer to (cost element):

Effect on delivery of Approved Purposes

 

N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.             Review of Design Drawings and Documentation

Enter any design reviews or comments received from NHMF or its Project Monitors since your last report

 

Work element for which Design/Document review has been carried out

Date reviewed

NHMF/Project Monitor’s comments (if any)

N/A

 

 

 

 

 

 

 

 

 

 

 

 

5.             Timetable/Programme

Enter progress compared with the agreed Timetable/Programme for key activities  

Grant Expiry Date:  

 

Key Activity or milestone

Planned completion date

Actual (or  currently forecast) completion  date

Variance

Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Overall Project Completion 

 

 

 

 

 

 

6.             Expenditure on Approved Costs

a) Cost Control

Enter expenditure to date against the key items of  Approved Cost (i.e. the costs on which NHMF has agreed to pay the Payment Percentage) compared with that detailed in the pre-commencement documentation. (VAT and Contingencies to be separately identified).

               

Items of  Approved Cost

(Principal cost elements)

Approved  Costs to completion as agreed at award

Out-turn Costs as currently forecast

 

(A)

Planned  costs to date - as submitted with Form PM1

(B)

Actual costs to Date

 

 

(C)

Variance

 

 

 

 

(C-B)

Balance of costs 

 

 

 

 (A- C)

Staff

£2,170,889

£2,170,889

£2,170,889

£1,547,070

£-623,819

£623,819

Internet Server

£449,700

£  449,700

£  449,700

£   215,214

£-234,486

£234,486

Communication

£51,222

£    51,222

£    51,222

£     53,260

£     2,038

£  - 2,038

Digitisation

£349,191

£ 349,155

£ 349,155

£  272,813

£  -76,342

£  76,342

Other

£543,500

£ 543,500

£ 543,500

£  364,203

£-179,297

£179,297

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contingency

£  335,498

£171,457

£171,457

 

£-171,457

£171,457

VAT

N/A

 

 

 

 

 

 

 

 

 

 

 

 

Totals

£3,900,000

£3,735,923

£3,735,923

£2,452,560

£ -1,283,363

£1,283,363

 

 

                Note any significant changes to the apportionment of costs between the principal cost elements prior to their commitment. Note the effect of any such changes and confirm that they will not affect the Approved Purposes including expected quality.

 

Cost transfer from :

Cost transfer to:

Amount (£)

Effect of Transfer

N/A

 

 

 

 

 

 

 

 

 

 

 

 

                b) Cash Flow

                Enter the expected timing of expenditure of the total Balance (A-C) calculated above and the funding sources to cover the expenditure

 

 

To date

Next  Qtr

2nd Qtr

3rd Qtr

4th Qtr

5th Qtr

Later 

Total to

Completion

Expenditure of Approved Cost

Enter

Total of C above

 

 

 

 

 

 

Enter

Total of A above

Funded by:

 

 

 

 

 

 

 

 

NHMF

£2,452,560

 

 

 

 

 

 

£3,735,923

Other source (1)

 

 

 

 

 

 

 

 

Other source (2)

 

 

 

 

 

 

 

 

Other source (3)

 

 

 

 

 

 

 

 

Total Funding (to equal Expenditure of Approved Cost)

£2,452,560

 

 

 

 

 

 

 

£3,735,923

 

 

 

 

7.            Procurement

Enter the current procurement status of any significant goods, works, or services currently being procured for the project, or awarded since the last Report. 

 

Goods/Works/

Services : brief description

Approx Value

EU procurement

Applies?

Yes./No

No of tenderers

Date of tender return

Date of award

Selected Contractor/supplier/

consultant

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

              Identify any goods/works/services not awarded to the lowest tenderer and provide reasons why the selected supplier/consultant/contractor offered best value for money.

 

8.             Property Ownership and Possession

                Note any evidence provided at the request of NHMF or the Project Monitor.

 

Property Description and evidence provided

Date evidence provided to NHMF

 

N/A

 

 

 

 

 

9.             Insurance

 

Enter the insurances you have effected:

 

Cover

Effective From Date

Expiry Date

Employer Liability Insurance

01/02/02

31/01/03

Computer Insurance

 

21/10/01

21/10/02

Office Insurance: Including Goods In Transit & Officers Liability Insurance.

 

01/02/02

31/01/03

 

 

10.          Appointment of  Staff  (Revenue Elements only, if any)

 

List the salaried staff  appointed (applicable to “Revenue” elements of project only) since your last Report and the total number of volunteers currently employed (if any). 

 

a)       Salaried Staff (Note: applicable only to staff whose salaries are included as Eligible Costs in the Approved project.

 

 

Position

Date Appointed

Job Description sent to NHMF (Yes/No)

Media in which advert placed

Employment

Contract to NHMF (Yes/No)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

b)       Volunteer Staff 

The total number of Volunteer staff  employed at present is …………11…… (Details are provided with PM3 (Part1)

 

11.           Statutory Consents

 

Enter the status of the principal statutory consents required to complete the project

 

Consent Required

Granting Authority

Actual or expected date of consent

Planning

 

N/A

 

Listed Building

 

 

 

Scheduled Monument

 

 

 

Others

 

 

 

 

 

12.          Publicity and Grant Acknowledgement

 

Enter displayed acknowledgement, press releases, or other publicity issued since the last report:

 

Description

Date Issued

Approved by NHMF (Yes/No)

Displayed acknowledgement

 

N/A

 

 

 

 

 

 

Publicity issued

 

 

 

 

 

 

 

 

13.          Photographic Records

Y
 
               

Confirm that you are making photographic records of the project                                              Y

 

 

14.          Special Conditions

 

Indicate progress towards satisfying the Special Conditions (if any) noted in the Contract:

 

No

Special Condition

Target Date for  compliance

Current Status

 

See Annex 2                          

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name of Grantee: Scottish Archive Network

 

Address: Thomas Thomson House, 99 Bankhead Crossway North, Edinburgh, EH11 4DX

 

 

Signed for Grantee: …Rob Mildren……………………………………………………..

 

Date:                                       23/07/02………………………….

 

Annex 1

 

Sub Project Reports

 

Online Catalogues:

 

Progress:

Work on collection description creation continued in the following archives:

 

Editing work took place on

 

Some tidying up work was also done on older National Library of Scotland data. 

 

Progress with local review was checked in a couple of Archives where there had been no recent contact.  Jordanhill Campus, Strathclyde University, returned their data after local review, with a few minor changes.

 

Preparations were made for the start of student casual assistance with our work during the third quarter of 2002. 

 

Training and Outreach:

 

Work under this head focused on the migration needs for SCAN’s data when it is transferred to CALM, and discussions were held with NAS IT staff responsible for CALM on the matter.  Some data was sent to DS Ltd for test conversion.

 

Arrangements were well in hand with the Society of Archivists, Scotland, training committee representatives for there to be a joint training event in Descriptive Standards in Edinburgh in July, which will be sponsored by SCAN and is primarily aimed at SCAN’s participating archives.  Three of our team will be tutors for parts of the course.

2.         Internet Resources project

 

Progress:

A lack of storage space on the web server meant that little could be added to the SCAN web site in June. Also, permission from conservation to use certain NAS documents for SCAN Research Tools and Exhibitions was still not forthcoming so this limited the content that could be created.

 

Some work continued on the SCAN-hosted microsites in preparation for adding them to their new domain names.

 

Joanna Baird begun editing the sasine indexes that had been data captured some time ago. When complete, this unified index compiled from 32 printed indexes contains upwards of 400,000 entries. It is hoped to finish this work in July.

 

Work continued on the Knowledge Base with entries on prisons and diaries.

 

Some further alterations to www.scottishdocuments.com were made by the Internet Resources team in June.

 

All of the team took some annual leave in June.

 

Training and Outreach:

Joanna attended a session of the National Debate on the Future of School Education - organised by SCRAN at the Royal Museum on Friday 28th June. Gary Clelland held two meetings relating to work on the Resources for Learning in Scotland (RLS) project. Robin Urquhart carried out 3 research visits to participating archives in June.

 

Digitisation:

Some digitization of NAS sources for RLS and SCAN Research Tools was undertaken. Gary Clelland spent some time helping to repair a fault with a GSU camera.

3.         Testaments Project

 

Progress:

Digitising of the Sheriff Court  registers up to 1875 was completed this month.

Digitising of the following 1876-1885 registers was completed:

Digitising of the following 1876-1885 registers was started:

Digitising of the following series with the Kodak cameras continues:

The following Commissary Court registers were captured with the Kodak cameras:

Due to the dwindling supply of single page material to be captured the book cradle of the GSU Kodak camera was converted to permit the digitising of double page material.

 

There were problems with a leaking book cradle piston arm and a faulty serial cable on one of the Atmel camera stations, which led to the camera being out of action for at least a week during the month. Both faults were diagnosed and rectified by Gary Clelland (including the fitting of a new part) in consultation with the suppliers, IKM.

 

Conservation:

Conservation was carried out by SCAN staff only this month. A total of 1 volume and  12 bundles of warrants were conserved prior to digitisation.

Ann Gibson sleeved and repacked over 6,500 Aberdeen warrants before and after digitisation. She also continued to sort and number St Andrews warrants in consultation with Charles Kelham. 

 

Editorial:

Index/image linking of Ayr Testamentary Deeds (SC6/46/1-11) and Ayr Inventories (SC6/44/38) was completed and work begun on Glasgow Inventories (SC36/48/1-78)

Jane Hill continued linking Aberdeen Warrants (CC1/6/1-86). Charles Kelham completed linking St Andrews Inventories and Settlements (CC20/7/1-16) and did some checking work on catalogue entries for the Online Catalogues project. Nicola Mills and Paul Hopkins continued linking Edinburgh Testaments (CC8/8/1-152).

Margaret continued to work on editing the reference and notes fields of the composite wills index .

 

Hazel compiled a specification for the data capture of indexes to the 1876-1900 wills and  continued her work on general editing of the existing composite wills index . She also continued to create content for www.scottishdocuments.com and answered 27 e-mail and 7 telephone enquiries about the site during the month.  She sent out e-mails to members of the SCAN Users Group, the Edinburgh NANURG participants and a number of individuals (40 people in all) to ask them to take part in a testing exercise of the website from 10-17 June inclusive and compiled a report on the replies received.

 

Staff, training and outreach:

Jonathan London, head of Preservation Services, Archives of New Zealand, visited the project on Thursday 6 June.

An appraisal and probationary report for Nicola Mills was written by Alan and Hazel, approved and sent to Personnel.

 

Annex 2

 

HLF Special Conditions

 

 

1.1

Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence.  Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes.  Any material divergence from such terms requires the Approval of NHMF.

Fulfilled. The Scottish Archive Network follows all Scottish Executive procurement rules. This has been verified by Mr J Grady, Chief Procurement Officer NAS.

1.2

Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence.  Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes.  Any material divergence from such terms requires the Approval of NHMF.

 

1.3

NHMF may reduce the Grant by such amount as it thinks fit up to an amount which bears the same proportion to the difference between the lowest tender price and the price of the tender accepted by the Grantee as the Grant bore to the original cost of the Approved Purposes if NHMF, in its absolute discretion, disagrees with the reason given by the Grantee for not accepting the lowest tender.

 

1.4

The Grantee agrees that it shall only accept tenders that it believes in good faith will result in the Approved Purposes being carried out to the standard prescribed by Special Conditions 2 and 9 of this Contract.

 

2.

The Grantee shall carry out the Works or shall procure that the Works are carried out in a professional manner in accordance with currently accepted best practice in the Information Technology industry.  The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application, design, testing, documentation, installation and maintenance and in the area of the preservation of digital materials.

SCAN believes that it is carrying out the Works and procuring the Works in a professional manner in accordance with currently accepted best practice in the Information Technology industry

3.

Prior to commencing the Works the Grantee shall secure to NHMF’s satisfaction all necessary planning permissions building consents and statutory approvals.

Fulfilled

4.

Prior to commencing the Works the Grantee shall prepare a detailed cost plan for carrying out the Approved Purposes in a format which has been agreed in advance by NHMF and shall submit the same to NHMF for Approval.  Thereafter the Grantee shall spend the Grant and other funds provided for the Approved Purposes only in accordance with the Approved cost plan (“the Cost Plan”).  The Grantee must obtain prior written Approval for any changes in expenditure which are not in accordance with the details of the Cost Plan and in particular for movement of funds between the various elements of the Cost Plan.

Detailed cost plan submitted and agreed with the HLF.  No changes in expenditure have been made without prior written approval. The budget has been updated following the PID review and a report detailing the variations form the original budget estimates has also been submitted for discussion with the HLF at our next quarterly meeting

 

5.

Prior to commencing the Works the Grantee shall prepare a draft monthly project report form and a draft monthly cash flow report form and shall submit the same to NHME for Approval.  Thereafter the Grantee shall submit signed monthly reports in the Approved forms to NHMF until the Approved Purposes have been fulfilled.

Signed monthly project reports and monthly cash flows are submitted to the HLF

6.

Prior to commencing the Works the Grantee shall submit to NHMF for Approval a revised and updated programme for the Project.  For the avoidance of doubt the Programme shall contain details of the works to be carried out at the development stage.  The Grantee shall only carry out the Works in accordance with the Approved programme (“the Programme”) or any modification thereof Approved by NHMF.

The Project Initiation Document (PID) was submitted to the HLF as requested. The revised PID has also been submitted and discussed with the HLF

7.

The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance of the project on terms which note the interest of and are Approved by NHMF.

Insurance has been obtained and full details given to the HLF. Any renewal notices will automatically be dealt with by SCAN

8.

Prior to issuing invitations to tender the grantee shall prepare a report on the information and communication technology to be installed at the Property pursuant to the Approved Purposes and without prejudice to the generality of the foregoing the report shall include:-

An ICT report was prepared and the tendering process undertaken as agreed. The ICT infrastructure is now in place and has been paid in full. The next requirement will be to increase the data storage capacity as the digital imaging workflow increases

8.1       

a feasibility report

 

 

8.2

the specification for the Digital Deliverables

 

 

8.3

the design of the system which shall in particular include details of all interactives

 

 

8.4

the proposals for the purchase of network infrastructure.

 

 

On receipt of Approval for the report (“the ICT Report”) the Grantee shall prepare invitations to tender and tender evaluation criteria for such works and shall submit the same to NHMF for Approval.  Thereafter the Grantee shall issue invitations to tender in accordance with the Approved tender invitations and evaluation criteria.

 

9.

The Grantee shall carry out the information and communication technology works in accordance with currently accepted best practice in the Information Technology industry.  The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application specification, design testing, user and system documentation, installation and maintenance and in the areas of the preservation of digital materials.

 

SCAN believes it has fulfilled and is fulfilling this condition

10.

The Grantee shall submit to NHMF for Approval details of the standards that the Grantee intends to implement.

SCAN has submitted to the HLF its draft cataloguing standards

11.1     

Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report for the safeguarding and enhancement of, and public access to, the Property including without limitation its proposals for:

 

 

 

a)             such testing as may be necessary to demonstrate that the Digital Deliverables and capable of fulfilling the Approved Purposes

Schedule of Requirements for the Supply of Digital Cameras

October 1999

Information and Communications Technology Requirements

March 1999

Information and Communications Technology Tender Document

February 2000

Test plan submitted for installation of ICT equipment

October 2000

Data Capture Specification for Indexes

November 1999

Website design specification

November 1999

 

b)            such evaluation as may be necessary to demonstrate that the Digital Deliverables are capable of fulfilling the Approved Purposes

Evaluation and selection criteria for ICT equipment submitted in evaluation report “SCAN ICT Requirements Tender Report”

April 2000

Book Cradle Evaluation

July 2000

Web Site Tender Evaluation

January 2000

Camera Evaluation for HLF

May 2000

Resolution Requirements for Testaments

May 2000

Data Capture Tender Evaluation

December 2000

 

c)             the preservation and security of all data and other material collected or created  in the course of carrying out the Approved Purposes by the keeping of back-up                              copies of the Digital Deliverables and otherwise;

Weekly backups and daily incremental backups take place for all SCAN information (excluding images)

 

 April 2001

 

 

 

 

 

Uncompressed TIFF images are written to DLT and stored locally

November 2000 (and ongoing)

Compressed JPEG images are written to the Internet Server where a backup is taken weekly

November 2000 (and ongoing)

 

d)            the form of licence(s) to be used by the Grantee permitting third party exploitation of the Intellectual Property;

This was included as part of the contract negotiations with the Genealogical Society of Utah. The HLF have a copy of this document July 1999

 

e)             the form(s) of assignment(s) consent(s) waiver(s) licence(s) or permission(s) to be used by the Grantee for the securing of third party rights in the Intellectual Property;

 

 

f)             error correction, maintenance and updating of the Digital Deliverables

Data flow diagram of the digitisation process available May 2001

 

Proposed data flow for the maintenance of distributed data for the online catalogues available from May 2001

 

g)            user manuals or instructions and interfaces for the Digital Deliverables and its use.

All manuals received for ICT equipment and standard operation of digital cameras

 

Additional operator manual developed with GSU for the use of the digital camera. ser manual produced in association with the GSU for the installation, maintenance and delivery of digital imaging in June 2000

 

Guidelines for capture of fonds level descriptions produced by SCAN in September 2000

 

Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters.  The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports

 

11.2     

On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.

 

 

12.1

Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report on the hardware technology to be used with the Digital Deliverables (“the Hardware”) including without limitation its proposals for:

 

(a)           such testing as may be necessary to demonstrate that the Hardware is capable                                   of fulfilling the Approved Purposes;

 

(b)           such evaluation as may be necessary to demonstrate that the Hardware is     capable of fulfilling the Approved Purposes;

 

(c)           error correction, maintenance and updating of the Hardware; and

 

(d)           user manuals and instructions for the Hardware and its use.

 

Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters.  On receipt of Approval of the said monthly reports the Grantee shall implement the reports in carrying out the Approved Purposes.  The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports.

 

A presentation and report covering the entire ICT requirements for the project was given

May 2000

Information and Communications Technology Requirements

March 1999

Information and Communications Technology Tender Document

February 2000

Test plan submitted for installation of ICT equipment

October 2000

Data Capture Specification for Indexes

November 1999

12.2

On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.

 

 

13.       

The Grantee shall enter into a deposit agreement with a third party Approved by NHMF for all Digital Deliverables and any associated or necessary software and applications and shall thereafter deposit escrow copies of the said Digital Deliverables on a basis to be agreed with NHMF.

 

Escrow discussed for deposit of digital images. SCAN has a contract clause with GSU to provide mutual restore and backup of digital images

Early discussions held with NCC

Follow Up Required

14.       

The Grantee shall ensure that all applications and software necessary to access use or present the digital deliverables are transferable to a third party.

 

Escrow discussed for deposit of any software packages

Early discussions held with NCC

Follow Up Required

15

The Grantee agrees that it shall take all reasonable steps to mitigate to NHMF’s satisfaction the amount of VAT payable upon, or to recover the VAT payable upon, or to recover the VAT attributable to, the cost of fulfilling the Approved Purposes.  The Grant shall be reduced by an amount which bears the same proportion to the VAT not payable or recovered as the Grant, prior to such decrease, bore to the original costs of the Approved Purposes.

 

 

SCAN has fulfilled this condition: VAT is fully recovered.

 

16

At the end of Year 1 the Grantee is to produce a policy statement to support the extensibility of membership of Scottish Archive Network Limited with no financial implications.

 

SCAN supports the extensibility of membership of the Scottish Archive Network with no financial implications. Currently there is an interest shown by the Roman Catholic Archdiocese of Glasgow Archives for inclusion

17

The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance for the Project on terms which note the interest of and are Approved by NHMF.

 

SCAN has fulfilled this condition

18

The documents required to be submitted or provided to NHMF under these special conditions, are required to be submitted or provided by the Grantee only for NHMF’s own purposes in connection with the Grant and NHMF’s approval or acceptance of such documents cannot be taken as approval or acceptance for any other purpose.

 

This is accepted by SCAN

 

19.           [Clause to go in here annexing contracts between a Scottish Archive Network Ltd and others]

 

 

 

20

The Grantee shall take account of any representations which NHMF may make with regard to the carrying out of the Approved Purposes in accordance with the Programme, Design, specification, Cost Plan, ICT Report and the contracts referred to in special conditions 1.1.  In particular the Grantee shall take account of any representations which NHMF may make prior to the issue of a certificate of practical completion of the Works and shall pass such representations on to the person authorised to sign a certificate of practical completion.

 

 

This is accepted by SCAN

21

Without prejudice to the generality of Clause 13.2 of this Contract NHMF may at any time appoint by notice in writing to the Grantee a third party (“the Lead Monitor”) to monitor the progress of the Approved Purposes and additional monitors to advise on specialist matters arising from the implementations regarding the Approved Purposes the Grantee shall take such reasonable steps as may be necessary to comply with the recommendations.

 

 

This is accepted by SCAN

22

Prior to commencing the Works the Grantee shall secure to the satisfaction of NHMF all the additional funding required to complete the Approved Purposes.

 

The additional funding required by the HLF was secured. Budget projections supplied to HLF in March 2001 indicate that the project will complete within budget and with the agreed percentage of partnership funding