Agenda and draft minutes

Joint Archives Advisory Board
Friday, 5th February, 2021 10.00 am

Venue: A link to the meeting can be found on the front page of the agenda.. View directions

Contact: Fiona King  01305 224186 - Email:


No. Item


Election of Chairman

To elect a Chairman for the year 2021.                                                                         


(Note: In accordance with the established protocol of the Board, the chairmanship rotates amongst the contributing authorities, with the Vice–Chairman, from a different authority to the Chairman, normally succeeding to the Chairmanship the following year).




1. That based on an annual meeting, chairmanship would move from Dorset Council to BCP Council and that the host council for the meeting would take the chair.

2. That Councillor Mohan Iyengar be elected Chairman for the year 2020/21.


Appointment of Vice-Chairman

To appoint a Vice-Chairman for the year 2021.                                                             


(Note: On the basis of the established protocol the Vice-Chairman should be a representative from a different authority to the Chairman).




That Councillor Gill Haynes be appointed Vice-Chairman for the year 2020/21.



To receive any apologies for absence.


An apology for absence was received from Cllr Nigel Hedges.


Declarations of Interest

To receive any declarations of interest.


No declarations of disclosable pecuniary interests were made at the meeting.


Minutes pdf icon PDF 95 KB

To confirm and sign the minutes of the meeting held on 6 December 2019.


The minutes of the meeting held on 6 December 2019 were agreed as a correct record and would be signed by the Chairman at a later date.


Following a discussion on the voting procedure, it was noted that following legal advice the Chairman would move forward with no casting vote.


Public Participation

To receive questions or statements on the business of the Committee from town and parish councils and members of the public.


The deadline for submission of the full text of a question or statement is 8.30am on Wednesday 3 February 2021.


Details of the Council's procedure rules can be found at: Public Participation at Dorset Council meetings.


There were no submissions from town or parish councils or from members of the public.


Budget Monitoring Report 2019/20 and Budget 2021/22 pdf icon PDF 91 KB

To consider a report by the Service Manager for Archives.

Additional documents:


The Service Manager for Archives gave a short presentation to members outlining the different aspects of the Service which is attached as an annexure to these minutes.


The Board considered a report by the Executive Director of Place which provided details of the Joint Archives Service (JAS) financial position including the impact of Covid-19, its reserves, its relative value for money and a suggested budget based on a further cash standstill settlement for 2021/22.


There was discussion on the following areas:-


  • Impact of the pandemic on the Service
  • Healthy reserves balance and whether any interest was accrued
  • Level of reserves
  • Any possible expansion of the Dorset History Centre building in the future



1. That the JAS's current financial position be noted.

2. That the efforts made by the JAS to reduce costs and to manage its finances to deliver the best outcomes for both funders and users of the service be noted.

3. That a budget for the financial year 2021/22 be approved. 


Service Plan (2018-21) Monitoring Report pdf icon PDF 418 KB

To consider a report by the Service Manager for Archives.


The Board considered a report by the Executive Director of Place which set out the current and future work of the Joint Archives Service, key objectives and detailed information on activities as set out in the Service Plan and the risk register.



1. That the implementation of the 2018-21 service plan appended to this report as demonstrating the quality and value for money provided by the JAS be endorsed;

2. That the range of positive and innovative collections, learning and engagement-related work undertaken by the JAS be noted;

3. That the relatively small size of the JAS staffing structure means that any future budget reductions will have a direct and clear impact on the service’s ability to deliver the service plan be noted.

4. That the JAS's role in identifying, transferring and preserving the records of the 9 predecessor authorities and the two new unitary councils be supported.


Joint Archives Service: Review of Fees and Charges pdf icon PDF 94 KB

To consider a report by the Service Manager for Archives.


The Board considered a report which included a review of fees and charges in regard to new products and re-pricing together with recommendations for changes in Dorset History Centre Fees and Charges to take effect 1 April 2021.


The Chairman and Vice-Chairman thanked the Service Manager and all the team for keeping the Service going during very difficult circumstances.



That the revised fees and charges (set out in Appendices 1-2) be agreed and recommended to the executive bodies of the two councils for implementation from 1 April 2021.


Urgent Items

To consider any items of business which the Chairman has had prior notification and considers to be urgent pursuant to section 100B (4)b) of the Local Government Act 1972.  The reason for the urgency shall be recorded in the minutes.


There were no urgent items of business.


Exempt Business

To move the exclusion of the press and public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph 3 of schedule 12A to the Local Government Act 1972 (as amended).


The public and press will be asked to leave the meeting whilst the item of business is considered.


There was no exempt business.