Agenda and minutes

Joint Archives Board - Monday, 16th January, 2023 2.00 pm

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

Contact: Joshua Kennedy  01305 224710 - Email:


No. Item



To receive any apologies for absence.



Apologies were received from Cllr Beverly Dunlop.


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.



There were no declarations of interest to report.


Minutes pdf icon PDF 217 KB

To confirm the minutes of the previous meeting held on 14 November 2022.




The minutes of the last meeting were confirmed.


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 by 8.30am on Wednesday, 11 January 2023.


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.


Questions from 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 8.30am on Wednesday, 11 January 2023. 


Dorset Council Constitution – Procedure Rule 13 



There were no questions from councillors.


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.


Budget 2023/24 and Service Reserves pdf icon PDF 503 KB

To consider a report by the Service Manager for Archives and Records and the Service Manager (Finance).


The Service Manager for Archives and Records informed the committee that the meeting was being held to address the budget deficit and reserve funds that were discussed at the previous meeting.


There were no substantial changes made to the report and it was largely the same as the report presented in Novembers meeting. The Service Manager explained that there was a £44,000 uplift required to the service’s budget, due to inflationary pressures driven largely by the local government pay award and rising energy costs and recommended that the committee approve the uplift as per their preference stated at the previous meeting.


The Service Manager also summarised the committee’s options regarding the service’s reserve funds. The report gave 4 options for the committee to choose from with varying levels of reserve funds retained, from £20,000 to the full amount of £143,000. Following advice received from senior officers within both councils he recommended that the committee choose option 2, to retain £50,000 of reserve funds and return the excess back to both councils proportionally.


In response to questions from members, the Service Manager reassured the committee that, although having a larger amount of reserve funds was preferable, a reserve fund of £50,000 was sufficient to offer a reasonable buffer for future projects and help address the current budgetary constraints of both councils.


It was explained to the committee that this reserve fund had largely been accumulated through vacancy savings, in addition to careful budget management of the service.


Proposed by Cllr Biggs and seconded by Cllr Le Poidevin.




That the suggested uplift of £44,000 for the 2023/24 JAS (Joint Archives Service) budget be approved.


Proposed by Cllr Dedman and seconded by Cllr Christopher.




That £50,000 of the current reserve be retained and the remainder given back to both councils.  



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 3 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.



There was no exempt business.