Agenda and draft minutes

To elect a Chairman for the year 2022.                                                                         

(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).

Proposed by Cllr Hall, seconded by Cllr Biggs.

Decision: That Cllr Laura Miller be appointed as Chairman for the year 2022.

To appoint a Vice-Chairman for the year 2022.                                                               

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

Proposed by Cllr Miller, seconded by Cllr Biggs.

Decision: That Cllr Marion Le Poidevin be appointed as Vice-Chairman for the year 2022.

To receive any apologies for absence.

Apologies for absence were received from Cllrs Dedman, Dunlop, and Hedges.

To disclose any pecuniary, other registrable or non-registrable interest as set out in the adopted Code of Conduct. In making their disclosure councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

There were no declarations of interest.

To confirm and sign the minutes of the meeting held on 13 April 2021.

Proposed by Cllr Hall, seconded by Cllr Le Poidevin.

Decision: That the minutes of the meeting held on 13 April 2021 be confirmed and signed.

Representatives of town or parish councils and members of the public who live, work or represent an organisation within the Dorset Council area are welcome to submit up to two questions or two statements for each meeting.  Alternatively, you could submit one question and one statement for each meeting.  

All submissions must be emailed in full to george.dare@dorsetcouncil.gov.uk by 8.30am on Friday, 25 March 2021.   

When submitting your question(s) and/or statement(s) please note that: 

·         no more than three minutes will be allowed for any one question or statement to be asked/read  

·         a question may include a short pre-amble to set the context and this will be included within the three minute period 

·         please note that sub divided questions count towards your total of two 

·         when submitting a question please indicate who the question is for (e.g. the name of the committee or Portfolio Holder) 

·         Include your name, address and contact details.  Only your name will be published but we may need your other details to contact you about your question or statement in advance of the meeting. 

·         questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda 

·         all questions, statements and responses will be published in full within the minutes of the meeting.   

Dorset Council Constitution Procedure Rule 9 

There was no public participation.

To receive questions submitted by councillors.  

Councillors can submit up to two valid questions at each meeting and sub divided questions count towards this total.   Questions and statements received will be published as a supplement to the agenda and all questions, statements and responses will be published in full within the minutes of the meeting. 

The submissions must be emailed in full to george.dare@dorsetcouncil.gov.uk by 8.30am on Friday, 25 March 2022.

Dorset Council Constitution – Procedure Rule 13

There were no questions from councillors.

To receive a report by the Service Manager for Archives and Records.

The Service Manager for Archives and Records introduced the monitoring report for the Joint Archives Service Plan. The impacts of covid have been significant but there were positive responses. There has been further work on creating digital records and there was a substantial project to address the records and archives backlog from local government reorganisation. There was a hope to start the national lottery funding process by early summer to get funding to extend the archives building.

In response to the report, the following points were raised and noted:

·         There were significant positives in the report.

·         Aware that there would be cost increases for building overtime.

·         A £20,000 figure covered the risk of not having capacity to build an extension.

·         Personal and private visits to the centre have reduced but they often take longer.

·         Volunteers and community groups go to the centre.

·         It would be possible to find extra storage space at short notice.

·         The building could be extended just for extra storage but that would not bring any other benefits.

Proposed by Cllr Biggs and seconded by Cllr Hall.

Decision:

1.    That the implementation of the 2021-2026 service plan as demonstrating the quality and value for money provided by the Joint Archive Service be endorsed.

2.    That the range of positive and innovative collections, learning and engagement related work undertaken by the Joint Archives Service be noted.

3.    That the Joint Archives Service’s ongoing role with Records Management colleagues in identifying, transferring, and preserving the paper and digital records of the 9 predecessor authorities and the 2 new unitary councils be supported.

4.    That the Joint Archives Service moving forward with a newly shaped capital project be supported.

5.    That the recommendation for the Joint Archives Service to draw down £20,000 from reserves in order to find a consultant to work on a bid to the National Lottery Heritage Fund, be agreed.

To receive a report by the Service Manager for Archives and Records.

The Service Manager for Archives and Records introduced the budget monitoring report and the budget for 2022-23. The budget was split between both Dorset and Bournemouth, Christchurch, and Poole Councils. The service has managed with the available resources and costs for energy has reduced by 60-65% due to the installation of solar PV panels. The appendices to the report provided the current spend and the reserve position.

Cllr Miller felt that the reduction in energy costs was very impressive.

Cllr Biggs asked for there to be a small increase in the budget each year to avoid big increases to the budget in the future.

Proposed by Cllr Christopher, seconded by Cllr Hall.

Decision:

1.    That the Joint Archives Service’s current financial position be noted.

2.    That the efforts made by the Joint Archives Service 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 the budget for the financial year 2022/23 be approved.

To receive a report by the Service Manager for Archives and Records.

The Head of Customer and Community Services introduced the report on the revised inter-authority agreement. The current agreement has been in place since 1997 and both council’s legal services were revising the agreement. The proposed governance model for the Joint Archives Service was outlined. The frequency of board meetings would be increased to support the service. Once the inter-authority agreement was complete, it would need to be approved by both authorities’ cabinets.

The board discussed the contents of the revised inter-authority agreement, and the following points were raised:

·         The membership of the board would be reduced under the new agreement.

·         There was an option for reserve members on the revised board.

·         The board represents a wide and diverse area.

·         Other Dorset-wide boards have fewer members.

·         There was a need to do more to engage with members from both councils.

·         Each area of Bournemouth, Christchurch, and Poole has different heritage.

·         There was support for an increased frequency of meetings.

Cllr Miller proposed that the recommendations as set out in the report be endorsed and supported. There was no seconder for this proposal.

Members discussed an amendment to the proposed future governance proposals as detailed in part 5 of the report.

A motion was proposed by Cllr Biggs, seconded by Cllr Le Poidevin.

Decision: That the future governance proposals be amended so that 3 members from Dorset Council and 3 members from Bournemouth, Christchurch and Poole Council be included as representatives of the future Joint Archive Board.  

Following this decision, it was proposed by Cllr Hall and seconded by Cllr Le Poidevin that the recommendations as set out in the report by endorsed and supported.

Decision:

1)    That the purposes of the revised inter authority agreement be endorsed.

2)    That the revised governance model for the Joint Archive Service be endorsed.

3)    That the board support for recommendation to each council’s cabinet the ongoing development and completion of:

a)    The revised Inter-Authority Agreement for the provision of the Joint Archive Service

b)    The future governance model, to provide strategic oversight of the Joint Archive Service.

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.

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.