Agenda and draft minutes

To receive any apologies for absence.

No apologies for absence were received.

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 the minutes of the last meeting held on 13 November 2024.

The minutes of the last meeting held on 13 November 2024 were confirmed.

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 either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council  

All submissions must be emailed in full to Joshua.kennedy@dorsetcouncil.gov.uk by 8.30am on Friday 31 January 2025.

When submitting your question or statement please note that:  

·       You can submit 1 question or 1 statement. 

·       A question may include a short pre-amble to set the context.  

·       It must be a single question and any sub-divided questions will not be permitted. 

·       Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.  

·       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.  

There were no public questions.

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 Joshua.kennedy@dorsetcouncil.gov.uk by 08:30am on Friday 31 January 2025.

Constitution - Dorset Council – Procedure Rule 13.

There were no questions from councillors.

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 receive a report from the Service Manager for Archives and Records.

The Service Manager for Archives and Records presented the budget and service update report, which recommended an uplift of approximately 3% for the budget from each council.

The board were also informed of general service updates that had occurred since the last meeting. There was progress being made with the Capital Project, with the appointment of a new Principal Archivist and it was hoped that full application would be put forward later this year. The closure period in December had allowed the team to carry out necessary work reorganising collections. Details of the different projects that the Joint Archive Service (JAS) were currently undertaking were also provided.

Members were in agreement in noting the positive updates about the work being carried out by the JAS and commended the service on the modest budgetary uplift requested.

Proposed by Cllr Beddow and seconded by Cllr Martin.

Decision: That the JAS’s 2025/26 draft budget for adoption by both funding councils be approved.

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 x 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 are no exempt items scheduled for this meeting.

There was no exempt business.