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Contact: Fiona King 01305 224186 - Email: fiona.king@dorsetcouncil.gov.uk
No. | Item |
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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). Minutes: Decision 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. |
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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). Minutes: Decision That Councillor Jill Haynes be appointed Vice-Chairman for the year 2020/21. |
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Apologies To receive any apologies for absence. Minutes: An apology for absence was received from Cllr Nigel Hedges. |
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Declarations of Interest To receive any declarations of interest. Minutes: No declarations of disclosable pecuniary interests were made at the meeting. |
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To confirm and sign the minutes of the meeting held on 6 December 2019. Minutes: 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. |
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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. Minutes: There were no submissions from town or parish councils or from members of the public. |
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Budget Monitoring Report 2019/20 and Budget 2021/22 PDF 91 KB To consider a report by the Service Manager for Archives. Additional documents: Minutes: 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:-
Decision 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. |
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Service Plan (2018-21) Monitoring Report PDF 418 KB To consider a report by the Service Manager for Archives. Minutes: 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. Decisions 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. |
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Joint Archives Service: Review of Fees and Charges PDF 94 KB To consider a report by the Service Manager for Archives. Minutes: 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. Decision 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. |
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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. Minutes: There were no urgent items of business. |
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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. Minutes: There was no exempt business. |