Meeting documents

Apologies for absence were received from Debbie Ward (Chief Executive) and David Phillips (Director of Public Health).

There were no declarations by members of disclosable pecuniary interests under the Code of Conduct.

To confirm and sign the minutes of the meeting held on 14 December 2016.

The minutes of the meeting held on 14 December 2016 were confirmed and signed.

Public Speaking

There were no public questions received at the meeting in accordance with Standing Order 21(1).

There were no public questions received at the meeting in accordance with Standing Order 21(2).

Petitions

There were no petitions received at the meeting in accordance with the County Council’s Petition Scheme.

The Cabinet considered the draft Forward Plan, which identified key decisions to be taken by the Cabinet on or after the next meeting.

Noted

To receive the minutes of the meeting of the Budget Strategy Task and Finish Group held on 5 December 2016.

The Cabinet received the minutes of the meeting held on 5 December 2016.

Cllr Deborah Croney confirmed that a Task and Finish Group would meet on 31 January 2017 to undertake a short review of the practice and procedure for the consideration of School Transport Appeals, based on Department for Transport Guidance.

Noted

To consider a report by the Chairman of the Audit and Governance Committee following a Call to Account on 7 December 2016 in relation to the Ironman Event held on 11 September 2016.

The Cabinet considered a report by Councillor Trevor Jones as the Chairman of the Audit and Governance Committee in relation to a Call to Account of the Ironman Weymouth event which took place on 11 September 2016 across south and central Dorset. 

Cllr Jones summarised the consideration of the call to account of the very big event which had been positively received by many, but there had been disruption on the day due to issues regarding traffic management, marshalling and communication.  It was noted that the next event planned for 2017 was due to be scaled back, and that Ironman representatives had taken part in, and cooperated with the review in order to improve the management of events in the future to minimise disruption to local people.  As a result of the scrutiny of the event it was noted that lessons learned would be monitored by the Audit and Governance Committee, and the use of a Memorandum of Understanding (MoU) could be used for this and other events in the future.

Cllr Peter Wharf, as a local member affected by the event, and member of the Audit and Governance Committee, expressed strong concerns regarding the impact of the event of local people and encouraged members to issue Ironman UK with a ‘Yellow Card’ for the recent event.  It was clarified by members and officers that this was not possible, and that the use of an MoU would provide a framework to enable monitoring of events.

Cllr Kate Wheller, as a local member affected, and member of the Audit and Governance Committee, highlighted the balance of the disruption with the success of the event for the participants and the economic benefits to Dorset.  She also supported the measures to mitigate risks during events through the use of an MoU.

Mr Alan Rose, the Local Race Director, welcomed Ironman UK’s involvement in the Call to Account process from the start, accepted that certain parts of the recent event had not worked out, and also accepted the recommendations within the report.  However, he disagreed with the comments made by Cllr Peter Wharf.

The Cabinet welcomed the Call to Account and felt that the outcome would help advise organisers of events in the future and make a showcase of Dorset being a chosen location, together with the recognition of the economic benefits of such events as a growing trend across the Country. A suggestion was also made in relation to the possibility of engaging better with residents who may be willing to volunteer to marshal at largescale events in their local area.  The Director for Environment and Economy also confirmed that the Council’s responsibility in relation to events was as the Highways Authority and not event organisation or coordination, but it had the ability to influence constructively the way they were managed.

Resolved

1.  That the recommendations of the Audit and Governance Committee (as set out in Appendix A to the report) be agreed, to improve future Ironman events, provide a governance framework  ...  view the full minutes text for item 7.

To consider the final report of the Policy Development Panel on Registration.  The minute from the People and Communities Overview and Scrutiny Committee will be circulated following it’s meeting on 11 January 2017.

Recommendation 9 - Final Report of the Policy Development Panel on Registration

The final report of the Policy Development Panel on Registration was presented by Cllr William Trite, as the Chairman of the Panel, together with the recommendation of the People and Communities Overview and Scrutiny Committee.  He summarised the work of the Panel which had considered service provision across the whole of Dorset to reduce the number of offices from eleven to six with three outreach services supported by their respective Town Councils.  Cllr Jill Haynes, as the responsible Cabinet Member for the service, highlighted that 90% of residents would be able to access an office within 30 minutes.

Cllr Colin Jamieson expressed support for the principle of the review, but highlighted that there were particular issues in Christchurch regarding travel plans even though there had been no objection to the proposals from local members or Christchurch Borough Council.  Cllr Robert Gould clarified that full public consultation had been completed in addition to the time spent by the Panel considering the future service model, but indicated that if local members from Christchurch and the Borough Council wished to pursue a solution regarding outreach this would need to be completed as a matter of urgency due to the implications for the service redesign to start from March 2018.  Cllr Jill Haynes welcomed the further conversation about provision in Christchurch and highlighted the potential impact on the future service model in respect of Ferndown.

Resolved

1.  That the following changes to the Registration Service be approved, subject to 2 below:

(a) That the service provided be developed into a more customer focussed service, through six office locations across Dorset (at Blandford, Bridport, Dorchester, Ferndown, Wareham and Weymouth) and for outreach services to be provided at (Gillingham, Sherborne and Swanage), subject to Town Council support being secured for the outreach services.

(b) That the service be based on seven ceremony rooms across the County. (At Blandford, Bridport, Ferndown, Gillingham, Sherborne, Swanage and Weymouth this reflects the present circumstances, however, as property matters emerge in the future it might be appropriate to make changes to these arrangements).

(c) That Officers be encouraged to develop a schedule of fees and charges based on a full cost recovery model in relation to ceremonies, and to authorise the Assistant Director - Early Help and Community Services, after consultation with the Cabinet Member for Health, Care and Independence, to set the schedule.

(d) That the Tell Us Once service for deaths be retained, and the service for births be withdrawn.

(e) Other resultant service changes highlighted within the report to the People and Communities Overview and Scrutiny Committee on 11 January 2017.

2.  That delegated authority be granted to the Director for Adult and Community Services, after consultation with the Cabinet Member for Adult Health, Care and Independence, to approve an alternative suitable service model to that outlined in 1 above, subject to further representations from local members in Christchurch and Christchurch Borough Council.

Reason for Decisions  ...  view the full minutes text for item 8.

To consider a report by the Leader of the Council.

The Cabinet considered a report by the Leader of the Council which provided a budget and Medium Term Financial Plan update following consideration of a report by the Cabinet on 14 December 2016 .

Cllr Robert Gould introduced the report and focussed on matters arising from the Local Government finance settlement, the Council’s budget planning, new homes bonus scheme changes regarding reinvestment into Social Care Grant funding, the flexibility of Social Care Precept increases in Council Tax over the next three years, and use of some capital receipts to fund the transition of transformation. 

In relation to the flexibility of Social Care Precept (SCP), it was noted that the initiative provided for a short term increase to social care funding through a specific increase in Council Tax over the next three years, but that a longer term solution was required as a national issue.  The approach was welcomed regarding the assumption for budget planning for the SCP of 3% in 2017/18, 3% in 2018/19 and 0% in 2019/2020, but further clarification was requested outside of the meeting regarding the frontloading mechanism and the resultant impact on the budget in future years.

The flexibility on capital funds to use some capital receipts for transformation was also welcomed as the approach to refine offices and the property estate already closely aligned with transformation of services.

Members recognised that the budget position and Medium Term Financial Plan would be refined for discussion at the next meeting on 1 February and subsequent recommendation to the County Council meeting on 16 February 2017.

Resolved

The Cabinet is asked to consider the contents of this report and:

1.  That the content of the provisional settlement and its impact on the County Council’s planning for 2017-18 and beyond be noted;

2.  That action being taken by officers to reduce the overspend in the current financial year be noted;

3.  That the principles of the revised capital receipts strategy attached at appendix 1 to the report, required for the flexible use of CRs incorporated into the MTFP, be agreed;

4.  That the budget strategy with regard to the Social Care Precept over the remainder of the MTFP period to 2019-20 be confirmed;

5.  That the budget strategy for the use of £1.5m of the improved better care fund in 2018-19 be confirmed;

6.  That the growth in the Council Tax base for 2017-18 and the surpluses on collection funds reported by collection authorities be noted; and,

7.  That the strategy for dealing with the reduction in Education Service Grant (the use of one-off monies) be confirmed, but that in the long-term children’s services to schools will need to fit within a smaller funding total as a result of reduced grant unless additional income is generated from trading.

Reason for Decisions

To enable work to continue on refining and managing the County Council’s budget for 2017-18 and the three years of the MTFP period.

To consider a report by the Cabinet Member for Learning, Skills and Children’s Safeguarding.

The Cabinet considered a report by the Cabinet Member for Learning, Skills and Children’s Safeguarding on the current high risk position regarding the resettlement asylum seeking children looked after and the Government’s voluntary scheme to support them.

Cllr Deborah Croney provided an extensive summary of the progress to date to resettle 13 children, and highlighted that the number could increase up to 54, together with the care provided.  However, it was made clear that the resource and assessed cost for each child was not realistic.  It was therefore necessary to make representations to Government to improve the scheme in line with the Syrian Refugee Resettlement Programme which was fully funded. Members fully supported participation in the scheme, but shared concern regarding the ability of the Council to meet the needs of the children if the scheme was not amended to provide more funding.

The Cabinet was urged by Cllr Paul Kimber not to cease participation in the scheme and to continue to welcome asylum seekers to Dorset as a responsibility of the Council.  It was confirmed that there was no intention to abandon the scheme, and that the update report provided the trajectory of support requirements and financial impact if the scheme if it continued unchanged.  The Chief Financial Officer also confirmed that there was no additional funding available and that further support for additional children would require savings to be made in other budget areas of the Council.

An invitation from Amanda Brown, Unison Branch Secretary, for members or staff from Children’s Services to visit the Dunkirk Refugee Camp was acknowledged, following a recent visit by Unison.

Members recognised that the situation was being managing carefully to enable the Council to continue to be part of the scheme and the situation would be monitored closely.

Resolved

That based on the facts reported in this paper and current budgetary pressures, the Council’s concerns be expressed to Government which may lead to withdrawal from the voluntary scheme.

Reason for Decision

There were implications for budget and service provision and officers required instruction and political direction to manage all risks associated with the voluntary scheme.

To consider a report by the Cabinet Member for Learning, Skills and Children’s Safeguarding.

The Cabinet considered a report by the Cabinet Member for Learning and Skills and Children’s Safeguarding on the current budget pressures within the Children’s Directorate that impacted on social work provision, and progress in delivering a more effective, efficient and economic operational model for social work (now known as Care and Protection) as part of the Forward Together for Children programme.

Cllr Deborah Croney provided a detailed summary of the work undertaken within the Children’s Services Directorate on care and protection services, with particular focus on transformation, budget, national context and changes, Child Sexual Exploitation, social work practice, Looked After Children and Foster Carer recruitment.  Clarification was also provided that Bournemouth and Poole Councils were involved in the partnership with Bournemouth University to provide a social care academy.

A request was made for further information regarding progress of prevention measures, together with integration with external partners as part of wider public sector reform in order to embed understanding and visibility of the approach.  It was confirmed that there was progress on prevention, which was linked with the development of Family Partnership Zones, and further work with the Clinical Commissioning Group and other partners.  It was noted that the approach to the provision of further information and development of a county-wide approach would be considered outside of the meeting. 

Noted

To consider a report by the Cabinet Member for Learning, Skills and Children’s Safeguarding.

The Cabinet considered a report by the Cabinet Member for Learning, Skills and Children’s Safeguarding on the consultation arrangements and annual consideration of the Council’s admission arrangements for 2018-2019 and Transport Policy for 2017-2018, including the need for two isolated reviews to be undertaken in relation to the arrangements for the Swanage School and the Studio School.

Cllr Jill Haynes, as the local member for the Studio School, welcomed the review of the transport arrangements and highlighted the really important education being provided by the school.

The efforts of the Holistic Transport Board were congratulated for the good opportunities that had been realised already in terms of Special Educational Needs Transport and taking steps to overcoming rural isolation, together with emphasis that there was still more to achieve regarding work with commercial operators, and for Post 16 Education.

Resolved

That the following arrangements, policies and changes to admission numbers be adopted:

1.  Dorset County Council Admissions Arrangements including the Co-Ordinated Scheme, the Admissions Arrangements for Community and Voluntary Controlled Schools in Dorset 2018- 2019, the In Year Fair Access Policy, the Admission of Armed Forces Community Children Policy and the Guidance on the Placement of a Pupil Outside His or Her Normal Age Group, the 6th Form Admissions Policy and the Nursery Admissions Policy.

2.  The Home to School Transport Entitlement Policy for Children Attending  Mainstream School 2017-2018 and the Dorset Post 16 Transport Support Policy for 2017-2018 which includes a rise in the surplus seat price from £510 to £640.

3.  Changes to the Pupil Admission Number for Ferndown Upper School, reducing from 260 to 210, and Bincombe Valley Primary reducing from 48 to 45.

4.  The Guidance on Consulting on Admissions Arrangements (including Relevant Areas).

Reasons for Decisions

1.  To determine admissions arrangements in accordance with statutory requirements including the Schools Admissions Code December 2014.

2.  To ensure compliance with the latest legislation and subsequent regulation/statutory guidance.

To consider a report by the Cabinet Member for Economy and Growth.

The Cabinet considered a report by the Cabinet Member for Economy and Growth on the European Strategy 2017-2020 which replaced the European Framework 2007-13 and the European Strategy 2000-2006 and how the Council aimed to make the best use of European Union (EU) policy, programmes and associated funding to support corporate priorities.

Members recognised the priorities for the County Council to enable economic growth and prosperity, and the need to continue to maximise any opportunities within the EU together with opportunities that would arise as a result of Brexit.  It was also noted that the LGA would be closely monitoring the impact of Brexit and the wider perspective of future trade opportunities, including the regulation under UK jurisdiction and where decision making power would be devolved.  The Director for Environment and Economy clarified that the report deliberately did not consider the post Brexit situation and focussed on the opportunities that had been taken forward to date and those for the immediate future, whilst the UK remained within the EU.

Cllr Andrew Cattaway, as the Ex-Officio Chairman of the Dorset Twinning Association, highlighted that many towns throughout Dorset had twinning arrangements with towns in mainly with France and Germany which would continue regardless of future EU arrangements.

Resolved

That the European Strategy 2017-2020 be approved.

Reason for Decision

The Strategy supported and aligned European work with the Council’s corporate priorities.

Recommendation 5 – Proposed Waiting Restrictions – Various Roads, Worth Matravers

Recommendation 5 - Proposed Waiting Restrictions – Various Roads, Worth Matravers

Cllr Peter Finney clarified that the Regulatory Committee had considered the matter in detail at its meeting held on 5 January 2017 and had made a recommendation that was at variance to that of the officer’s report.

Resolved

That the proposed waiting restrictions for Worth Matravers, as advertised, should not be proceeded with.

Reason for Decision

In the public interest, in enabling economic growth and in maintaining road safety.

To answer any questions received in writing by the Chief Executive by not later than 10.00am on 13 January 2017.

No questions were asked by members under Standing Order 20.

To consider passing the following resolution:

To agree that in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified below it is likely that if members of the public were present, there would be disclosure to them of exempt information as defined in the paragraphs detailed below of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

Resolved

That in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified in minute 17 as it was likely that if members of the public were present, there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

To consider an exempt report by the Cabinet Member for Organisational Development and Transformation.

The Cabinet considered an exempt report by the Cabinet Member for Organisational Development and Transformation on the procurement and award of insurance contracts for the County Council from 1 April 2017 to 31 March 2020.  Members acknowledged the good work undertaken to move towards the contract and it was suggested that promotion of the outcome of the contract award should be considered at the appropriate time.

In relation to the possibility of Local government Reorganisation, it was noted that all contracts for all authorities in a new council would need to be transferred with new authority.  However, the contract approach in this instance was already a collaboration of all district and borough councils in Dorset.

Resolved

That the award of the insurance contracts over a contract term 1 April 2017 to 31 March 2020 be authorised, with option for the Council to extend by up to 2 years.

Reason for Decision

To ensure that the council continued to have the Insurance cover necessary to protect against any risks over and above the current level of self-insurance.