Venue: Council Chamber, County Hall, Dorchester, DT1 1XJ. View directions
Contact: George Dare 01305 224185 - Email: george.dare@dorsetcouncil.gov.uk
No. | Item |
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Apologies To receive any apologies for absence. Minutes: There were no apologies. |
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Appointment of Chairman To appoint a Chairman for the Joint Archives Board. The role of chairman shall alternate biennially between the
relevant Portfolio Holder of BCP and Dorset Councils. Minutes: Proposed by Cllr
Dunlop and seconded by Cllr Biggs. Decision: That Cllr Beddow be appointed as Chairman. |
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Appointment of Vice-Chairman To appoint a Vice-Chairman of the Joint Archives Board. Minutes: Proposed by Cllr Beddow and seconded by Cllr Dedman. Decision: That Cllr Dunlop be appointed as Vice-Chairman. |
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Declarations of Interest 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. Minutes: There were no declarations of interest to report. |
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Public Participation 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 Wednesday,
9 November 2022. When submitting your question(s)
and/or statement(s) please note that:
Dorset Council Constitution Procedure Rule 9 Minutes: There was no public participation. |
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Questions from Councillors 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 8.30am
on Wednesday,
9 November 2022. Dorset
Council Constitution – Procedure Rule 13 Minutes: There were no questions from councillors. |
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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. |
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JAS Service Plan (2021-26) Monitoring Report To consider the report by the Service Manager for Archives and Records. Minutes: Members received a presentation from the Service Manager for Archives and Records regarding the monitoring report for the JAS Service Plan (2021-26). This report was the first update to the Join Archives Board on the current and future work of the Joint Archives Service. The service manager went through the key points from the report and presented them to the board, noting the particular successes of the Joint Archives Service. The service manager highlighted the large increase in public engagement with the service, both in person and through remote inquiries. Members attention was also drawn to the effectiveness of the use of social media and the newsletter to distribute information to the public. The increased community engagement was noted, specifically the success of the Kushti Bok application to the National Lottery Heritage Fund and the wide-reaching impact of the service, despite its small team of staff. Members were made aware of the progress made around the use of digital preservation and the transfer of digital records from BCP Council into the Joint Archive Service’s Preservica system, as well as the challenges of working across two different councils. The service manager also highlighted the importance of the Dorset Archives Trust, which has allowed the service to purchase certain collections and improve the range of the archives. A councillor raised concerns about whether the level of public engagement justified the costs of the service to the council. In response to a question regarding concerns about the cost of the JAS, the service manager for archives and records reassured members that the cost of the service was becoming less strenuous as the service moved away from paper records and towards digital records, with the ultimate ambition to automate the service and therefore reduce the cost of staff considerably. The service manager also responded to a question from a councillor about the different record keeping systems used by Dorset and BCP councils. Proposed by Cllr Biggs and seconded by Cllr Dedman. Decision: That: a) The implementation of the 2021-2026 plan appended to this report as demonstrating the quality and vale for money provided by the JAS, be endorsed; b) The range of positive and innovative work undertaken by the JAS be noted; c) The Board supported the JAS’s ongoing work to ensure the safe and effective transfer of appropriate physical and digital records from both the BCP and Dorset Councils to ensure the preservation of the corporate memory and to deliver council efficiencies. |
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Capital Project Update DOTX 44 KB To consider a report by the Service Manager for Archives and Records. Minutes: The Service Manager for Archives and Records delivered an oral presentation to members regarding an update on the capital project, consisting of the application to the National Heritage Lottery Fund, in order to expand the capacity of the Joint Archives Service following an unsuccessful application in 2017. Members were made aware of the benefits of receiving lottery funding for the Joint Archives Service and the importance of expanding the services capacity to store more records, as well as the work being done regarding public engagement, which is needed in order to be eligible for the grant. The service manager clarified for members that the project being undertaken is to extend the current site, rather than building a new site for storage. The board noted the progress made towards developing an application to the National Lottery Heritage Fund and noted the deployment of the JAS reserves to support work on the Lottery application. |
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Joint Archives Service: Fees and Charges 2023/24 To consider a report by the Service Manager for Archives and Records. Minutes: The Service Manager
for Archives and Records delivered a presentation on the report for fees and charges,
which provided a review of fees and charges in regard to new products and
re-pricing together with recommendations for changes in Joint Archives Services
fees and charges to take effect on 1 April 2023. The service manager
went through the key points from the report, outlining the 5% increase in line
with Dorset Councils recommendation, however noted that the service wished to
serve customers in an affordable manner, while still being able to fund the
service sufficiently. Members raised
concerns about the rise in charges and the fact that some charges had increased
more than 5% hoping this would not decrease public engagement with the service,
however, were aware that due to financial pressures from inflation this was a
necessary response. Members were also informed that increased charges had only
been implemented, where there were inflationary pressures, or the service had
been improved. One member
questioned what benchmarking the service had done to come to a final decision
on the fees and charges and was informed that the service had used fees from
Dorset Museum and other South West archive services as benchmarks for deciding
on fees and charges for 2023/24. Proposed by Cllr
Biggs and seconded by Cllr Dedman Decision: That the implementation of the fees and charges 2023/24 (set out in appendices 1-2) be recommended to executive bodies of the two funding councils. |
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Exempt Business To move the exclusion of the press and the public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph 4 of schedule 12 A to the Local Government Act 1972 (as amended). The public and the press will be asked to leave the meeting
whilst the item of business is considered. Minutes: Proposed by Cllr Biggs and seconded by Cllr Dedman. Decision: That the press and the public be excluded for the following item in view of the likely disclosure of exempt information within the meaning of paragraph 4 of schedule 12 A to the Local Government Act 1972 (as amended). The Chairman closed the public part
of the meeting and the live stream of the meeting ended. |
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Budget Monitoring 2022/23 and Provisional Budget 2023/24 To consider the report by the Service Manager for Archives and Records and the Service Manager (Finance). Minutes: The board received
and considered a report of the Service Manager for Archives and Records
regarding the 2022/23 budget and the provisional budget for 2023/24. Members asked
questions of the officers and made comments on the report. Proposed by Cllr
Dedman and seconded by Cllr LePoidevin. Decision: That: (a)
The draft
budget for 2023/24 be approved. (b)
The
budget pressures for 2023/24 and the options detailed in the report be acknowledged.
(c)
Option 1
be the preferred option of the Board. (d)
The
Board receives a further update and final budget in January 2023. (e)
The
Board notes the reserves budget and requests further options to be brought
forward in the January budget report for retaining reserve amounts and options
for returning a remainder amount to each council. |