Meeting documents

The Chairman explained that due to ill health he would be standing down as Chairman of the Council.  He thanked members and officers for their support over his term of office and also paid tribute to the support provided by his wife, Lesley, in his duties as Chairman.  He hoped that the good relationships he had enjoyed with members of all parties would continue under his successor’s leadership.

The Leaders of the Liberal Democrat and Labour Groups paid tribute to the Chairman’s sound advice, fairness and kindness over his years in office and wished him well.

John Wilson proposed and Robert Gould seconded and it was

Resolved (unanimously)

24. That Andrew Cattaway be elected Chairman for 2016/17.

Robert Gould proposed and Jill Haynes seconded a nomination for

Hilary Cox to be appointed to the office of Vice-Chairman. A proposal was also put

by Janet Dover and seconded by Susan Jefferies to appoint Beryl Ezzard. A proposal was also put by Paul Kimber and seconded by Mark Tewkesbury to appoint Kate Wheller.  On being put to the vote it was

Resolved

24. That Hilary Cox be appointed as Vice-Chairman for 2016/17.

To receive any apologies for absence.

Apologies for absence were received from Pauline Batstone, Mike Byatt, Robin Cook (arrived late), Toni Coombs, Lesley Dedman, Peter Finney, Spencer Flower, Peter Hall, Colin Jamieson, Mervyn Jeffery, Ros Kayes, David Mannings and David Walsh (arrived late).

Councillors are required to comply with the requirements of the Localism Act 2011 regarding disclosable pecuniary interests.

§     Check if there is an item of business on this agenda in which the member or other relevant person has a disclosable pecuniary interest.

§     Check that the interest has been notified to the Monitoring Officer (in writing) and entered in the Register (if not this must be done on the form available from the clerk within 28 days).

§     Disclose the interest at the meeting (in accordance with the County Council’s Code of Conduct) and in the absence of a dispensation to speak and/or vote, withdraw from any consideration of the item.

The Register of Interests is available on Dorsetforyou.com and the list of disclosable pecuniary interests is set out on the reverse of the form.

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

The minutes of the meetings held on 15 February and 10 March 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 statements 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 at this meeting.

Youth Parliament elections were held in February 2016 and Councillors have an opportunity to meet Dorset’s newly elected members of the Youth Parliament and hear their thoughts on what needs to be done in our County for young people.

The Chairman welcomed Archie Rowell, Sarah Trott and Jake Perkins as Dorset’s Youth Parliament Members to the meeting. They addressed the Council and explained why they had stood for election and the basis of their campaigns. Grace Van Zyl had been unable to attend but had provided a statement which was reported to the meeting.  Members were informed that the Youth Parliament Members had stood to give young people in Dorset a voice both locally and nationally, and specifically to reduce bullying in school by introducing an universal anti-bullying policy and give victims more control, to help young people access work experience by creating a database of employers willing to offer placements, to improve awareness and understanding of young people’s mental health issues and to raise confidence by promoting a positive body image.  They hoped to work together to address these issues as they were closely linked.

The Chairman on behalf of the Council thanked the Youth Parliament representatives for their inspirational presentations, which would be recorded and published in due course. 

To deal with correspondence, communications or other business brought forward by the Chairman.

(a)        Deaths of Former Members of the Council

(b)        Chairman’s Announcements

The Chairman reported on the death of the following former members of the Council:-

§   Sir Thomas Lees on 19 February 2016 who served on the County Council from 1952 to 1967 representing the Lytchett Minster division. Sir Christopher Lees was in attendance to hear the obituary.

§   Alfred Litschi on 27 February 2016 who served on the County Council from 1981 to 1985 representing the Weymouth No. 4 division. A memorial service was to be held in St Andrews Church, Preston at noon on 6 May 2016.

Members paid tribute to the dedication and commitment of the former members to Dorset and within their division.  The County Council then stood in silent tribute.

The Chairman reported the following events since the last meeting:- 

Royal Visit  The Chairman reported the visit of HRH the Princess Royal on 21 March 2016 to open the new Pimperne Primary School, and visit the Road Safe Project in Weymouth and Bovington Tank Museum.

Community Chest Awards The former Chairman had represented the Council at Hall & Woodhouse Brewery’s launch of their community awards fund on 4 March 2016.

High Sheriff’s Declaration Ceremony The former Chairman and his wife had represented the Council at Sir Philip Williams Bart’s Declaration Ceremony on 29 March 2016.

Lord Lieutenant’s Cadet Presentation The former Chairman and his wife represented the Council at the Lord Lieutenant’s presentation ceremony.

Her Majesty’s 90^th Birthday Celebration Event The former Chairman in conjunction with Swanage Town Council had arranged a beacon lighting event at Durlston Castle that evening.

Final Meeting  The Chairman drew attention to the fact that it was Dr Catherine Driscoll’s last meeting as she was leaving to take up a post with Worcester County Council in May 2016.  He wished her well in her new post.

To deal with business raised by the Leader of the Council which is not otherwise raised under any other item on the agenda.  Questions from members will be invited on the issues raised by the Leader.

The Leader of the Council reported on the following issues facing the Council, and invited questions from all members:

Digital Meeting The Leader highlighted that the meeting was the first to be totally digital and that this was possible due to the successful roll out of superfast broadband.  Further funding had been obtained from the Dorset Local Enterprise Partnership to support the development of ultrafast broadband which would in turn support future economic growth for Dorset. 

Budget Strategy Task and Finish Group The Leader reported that the first meeting had been held the previous day.  It would meet monthly and members’ suggestions about future savings were welcomed. 

Recent Ofsted Inspection The Leader reported that the results of the recent Ofsted Inspection would be known in early May 2016.  He paid tribute to all officers involved and reported that the inspectors had commented on officers’ openness and the support they had provided during the inspection.

Letter from Secretary of State The Leader reported the receipt of a letter from the Secretary of State for Roads in praise of the Council’s Highways Maintenance Programme.  He asked for his congratulations to be passed to all involved.  This would place the Council in a strong bidding position in future.

Seminar The Leader reminded members of the seminar on Living and Learning which was to be held following the Council meeting. 

Some members referred to the number of road defects in their divisions, the number of complaints they continued to receive from their constituents and their own  experiences which were at odds with the Secretary of State’s commendation.  Reference was made to the additional funding the Council had received to deal with potholes although little improvement had been seen. The Leader drew attention to the need for any faults to be reported via Dorsetforyou.com so that they could be listed for attention.  He confirmed that the Council had received additional funding to repair potholes and that progress was being made.  One member referred to the number of insurance claims being lost in the system and asked for action to be taken.  The appropriate Cabinet Member would address this issue outside of the meeting.

Change of Cabinet The Leader reported on changes to the Cabinet; Councillor Coombs would be stepping down after 11 years as Cabinet Member representing children and young people; and Councillor Croney would be joining the Cabinet with immediate effect.

Resignation The Leader reported on the resignation of Councillor Bevan for health and family reasons.

Members paid tribute to the hard work and dedication of Councillor Bevan and wished him well for the future.  It was suggested that letters of thanks be sent to the Chairmen and Vice-Chairman of the Council’s previous Committee Structure and the Leader and Chairman agreed to do this.  The Chairman of the Dorset Health Scrutiny Committee would also write to Councillor Bevan to thank him for his work on the Committee.

The Council considered a report by the Chief Executive to facilitate further discussion on proposals to change the current local government structures in Dorset.

The Chief Executive presented the report highlighting that East Dorset District Council had now agreed to be engaged in the process to discuss options for the future of local government in Dorset; the challenging timetable for this to happen; the consultation and engagement which would be required; and the recommendation to formalise the Shaping Dorset’s Future Board.  Any changes to local government would focus on community outcomes and improved services, with a clear commitment to work more closely with Town and Parish Councils and communities.

The Leader considered the additional meeting of the Council on 10 March 2016 to have been a valuable debate with agreement reached as to the way forward.  He agreed that the timetable was challenging and drew attention to the next step - engagement and consultation.  He then referred to the need to formalise the Shaping Dorset’s Future Board in order for it to drive the process forward.  He also referred to the need to work closely with Town and Parish Councils to progress double devolution and to the encouraging signs of involvement from district and borough councils.  He thanked members of the Shaping Dorset’s Future Board for their work in developing work streams which resulted in progress to date and informed members that the Cabinet had agreed additional resources to support this work.

Councillor Knox, as Chairman of the Shaping Dorset’s Future Group, drew attention to the pace at which the Board was working, thanked members for their input and highlighted their role in providing the link between between the Council and communities. 

Members discussed the report and generally supported the recommendations.  The following points emerged:-

·      Better services should be provided in future based on the needs of communities.

·      Christchurch MPs had been given assurances from Ministers that no authority in Dorset would be forced into change they did not want, yet the report referred to unanimity as not being necessary.

·      Any change should be in the interests of Dorset’s residents.

·      The differences between urban and rural Dorset were highlighted and a question posed as to where Christchurch might fit in.

·      The need for empowerment of Town and Parish Councils and the concern that this might be subsumed by other criteria.

·      The report did not give any description of double devolution.

·      Who was best placed to implement decisions being taken at a lower level?

·      What options were there for Local Area Boards?

·      Durham Council had successfully implemented Local Area Boards.

·      The Council needed to talk to other Councils who had been through a similar change to benefit from their experiences and lessons learned.

·      It was essential for councillors to know and understand the changes.

·      The Shaping Dorset’s Future Board had worked and developed well as they were working towards a common goal and in the best interests for Dorset.

·      The important role for local members in helping with the consultation with  ...  view the full minutes text for item 43.

To consider a report by the Leader of the Council (attached).

The County Council considered a report by the Leader of the Council on the refresh of the Council’s Corporate Plan for 2016-17, including a revised outcomes framework.

The Corporate Plan was shorter, relevant and focussed on outcomes.  It had been scrutinised by the Council’s Overview Committees, giving members an opportunity to comment on it.

Attention was drawn to the Council’s revised scrutiny arrangements which now reflected the priorities within the Corporate Plan and the responsibility of the new overview and scrutiny committees to hold the Cabinet to account for delivery of its outcomes.  The new Overview and Scrutiny Management Board would ensure that the overview and scrutiny committees did not duplicate work and that actions were timely and appropriate.

A member suggested a couple of minor amendments to the Plan, asking officers to rephrase statements within to strengthen their purpose.

Members supported the refreshed Corporate Plan and noted that service plans were being developed to support it.

Resolved

1. That the Corporate Plan set out in Appendix A of the report be agreed.

2. That the Chief Executive, after consultation with the Leader of the Council, be delegated authority to make any final adjustments to the Corporate Plan.

Reason for Recommendations

The 2016-17 refresh of the County Council’s Corporate Plan provided an overarching strategic framework for ensuring good outcomes for Dorset, and strong corporate governance and performance monitoring arrangements in light of the Forward Together Programme and the current financial challenges.

The Chairman of the Council, Leader of the Council, Cabinet Members, or chairmen of appropriate committees to answer questions on any business not covered on this agenda, including any questions on the discharge of the functions of the Fire Authority.  The closing date for the receipt of questions is 10.00am on Monday, 18 April 2016.  This item is limited to 45 minutes.

The following question was asked under Standing Order 20:

The County Councillor for Portland Tophill, Paul Kimber, asked the Leader a question in relation to what the Council was doing in readiness for refugees generally coming to Dorset?

The question and answer is attached to these minutes as Annexure 1.

The report of the Cabinet meetings held on 11 February 2016, 24 February 2016 and 16 March 2016 were presented for adoption, together with recommendations from the meeting held on 11 February 2016 for approval.

Resolved

That the report and recommendations 24a and 24b be adopted.

24a Medium Term Financial Plan (MTFP) and Budget 2016/17 to 2019/20

1. That the County Council be recommended to approve:

a) the revenue budget strategy for 2016/17 to 2019/20;

b) the budget requirement and precept for 2016/17; and

c) the position on general balances and reserves;

2. That the Chief Financial Officer be required to present to the County Council a schedule setting out the Council Tax for each category of dwelling and the precepts on each of the Dorset Councils for 2016/17.

3. That a cross party Budget Strategy Task and Finish Group be established in order to develop savings proposals to address budget gaps over the remainder of the MTFP period.

Reasons for Recommendations

To approve the Council Tax increase for 2016/17 and to enable work to continue on refining and managing the County Council’s budget strategy for 2016/17 and beyond.

24b Treasury Management Strategy Statement and Prudential Indicators for 2016-17

That the County Council be recommended to approve:

1. The Prudential Indicators and Limits for 2016/17 to 2018/19.

2. The Minimum Revenue Provision Statement.

3. The Treasury Management Strategy.

4. The Investment Strategy.

5. Delegation to the Chief Financial Officer to determine the most appropriate means of funding the Capital Programme.

Reasons for Recommendations

1. The Prudential Code provided a framework under which the Council’s capital  finance decisions were carried out. It required the Council to demonstrate that its capital expenditure plans were affordable, external borrowing was within prudent and sustainable levels and treasury management decisions were taken in accordance with professional good practice. Adherence to the Prudential Code was mandatory as set out in the Local Government Act 2003.

2. The report recommended the indicators to be applied by the Council for the financial years 2016/17 to 2018/19. The successful implementation of the code would assist in the objective of developing ‘public services fit for the future’.

Resolved

That the report be adopted.

The following matter was raised under the minutes of the meeting held on 16 March 2016:

Queen Elizabeth’s School Wimborne – Position Statement

In relation to minute 59 the County Councillor for Westham asked for an update on the current position.  The Leader explained that the Cabinet would be provided with exempt updates at future meetings and the Monitoring Officer would provide an update outside of the meeting.

Resolved

That the report be adopted.

The reports of the following meetings were presented:-

The Committee Chairman asked for some amendments to the minutes of the meeting of the Adult and Community Services Overview Committee  held on 14 March 2016 as follows:-

Present

Jill Haynes’ (Cabinet member for Adult Social Care) name be added to those present.

Tricuro Update

Members were informed that a quarterly newsletter was to be produced to provide more information for councillors about Tricuro and the first one would be issued shortly.

Mobile Library Service

The wording of the second paragraph should be changed to read "The Head of Early Years and Community Services highlighted to members the difference between the mobile library service and the home library service which the County Council commissioned the Royal Voluntary Service to provide.  The latter was a service for individual who were housebound and unable to access conventional library services.  …"

Policy Development Panels

The Policy Development Panel on Registration would not conclude its work until September 2016 to allow for consultation to be undertaken.

The Committee Chairman then paid tribute to the work of Dr Catherine Driscoll and her support to the Committee and him as Chairman.  He wished her well for the future.

Resolved

That the report be adopted.

The following matter was raised under the minutes of the meeting of the Children’s Services Overview Committee held on 15 March 2016:-

Corporate Performance Monitoring Report, Third Quarter 2015-16 (1 October - 31

December) and Draft Corporate Plan Refresh 2016-17

The Director for Children’s Services confirmed that officers were taking action to reduce the Child and Adolescent Mental Health Services (CAMHS) waiting times, including an increase of resources from the Clinical Commissioning Group.

Resolved

That the report be adopted.

The following matter was raised under the minutes of the meeting of the Environment and Economy Overview Committee held on 17 March 2016:-

Policy Development Panels

The Chairman of the Committee reported that there was an outstanding issue on the Policy Development Panel on HGV Management.  The Panel was therefore on going.

In response to members’ comments on the number of pot-holes in their divisions, the Chairman of the Committee asked that members ensure that each hole was logged via Dorsetforyou.com  to ensure they were added to the maintenance programme and the appropriate priority given to each.

Resolved

That the report be adopted.

The following matterwas raised under the minutes of the meeting of the Audit and Scrutiny Committee held on 23 February 2016:-

Work Programme

The Chairman of the Committee reported that he had spoken to an officer regarding the recent Cabinet decision on Youth Services.  Following this discussion, he was confident that due process had been followed and that no further action was necessary.

Resolved

That the reports be adopted.

The following matter was raised under the minutes of the meeting of the Dorset Health Scrutiny Committee held on 8 March 2016:-

Dorset Healthcare University NHS Foundation Trust - CQC Report

The Chairman of the Committee reported that there would be a joint health scrutiny committee meeting on 2 June 2016 when a presentation would be received from the Clinical Commissioning Group (CCG) to update members on the Clinical Service Review. Little information was being released by the CCG before this date.

Some members voiced their concerns that they had not been aware of consultations being held in their divisions about possible changes to health services and emphasised the need for them to be aware if they were to respond.  Members were informed that the consultation events had been well advertised, although it was acknowledged that communication between the NHS and the Council could be improved.  Members were assured that no decisions had yet been taken.

Specific concerns in relation to changes to health services in Weymouth and Wimborne were raised. 

Resolved

That the report be adopted.

The recommendations of the Staffing Committee and Standards and Governance Committee were presented for approval.

(a)          Recommendation 22 – Composition of the Staffing Committee

(b)          Recommendation 27 – Senior Roles

Recommendation 22 relating to the composition of the Staffing Committee was duly moved and seconded and unanimously agreed.

The Assistant Chief Executive, Chief Financial Officer and Monitoring Officer, as officers affected by the recommendation,  left the meeting whilst the following item was discussed. 

In relation to recommendation 27 - Senior Roles, the Chairman of the Committee referred to concerns that had been recently raised about the recommendation and he proposed that the matter be referred back to the Staffing Committee for further consideration.  Members voiced their agreement to this proposal, but asked that another group review the proposal in addition to the Staffing Committee.  The Chairman advised that this had been subject to external advice and he would discuss the way forward with the Chief Executive and the Chairman of the Audit and Governance Committee.  Members asked that all concerns raised be taken into consideration in the further review, including those received in writing from  the GMB Union. 

Members had received concerns from members of staff about the recommendation and were happy to support a deferral.  It was suggested that, as many other members of staff were affected, not just Heads of Service, that these needed to be considered too.

Resolved

1. That the recommendation of the Staffing Committee (Recommendation 27 – Senior Roles) be deferred pending further consideration by the Staffing Committee.

2. That the following recommendation of the Staffing Committee (Recommendation 22) set out below be adopted:-

22 - Composition of the Staffing Committee

That the Committee be increased to 8 members, following political proportionality (5 Conservative, 2 Liberal Democrats and 1 Labour nominated by Group Leaders), to ensure meetings of the Staffing Committee were quorate.

(a)          Recommendation 8 - Redundancy and Redeployment Policies and Procedures and the Role of the Personnel Appeals Committee

(b)          Recommendation 9 - Proposed Amendment to the Dorset Health and Wellbeing Board Membership and Associated Terms of Reference and Constitution

The recommendations of the Standards and Governance Committee were duly moved and seconded.

In relation to recommendation 8 - Redundancy and Redeployment Policies and Procedures and the Role of the Personnel Appeals Committee, the Chairman of the Committee advised that the Committee initially had concerns that the Personnel Appeals Committee had not had the opportunity to meet to discuss the proposals. Subsequently a meeting had been arranged, but this was later cancelled by the Chairman of that Committee. 

The Standards and Governance Committee had also proposed an additional recommendation that the current arrangements with regard to appeals continue, but be undertaken by the relevant director and two trained members of the former Personnel Appeals Committee. 

In relation to recommendation 9 - Proposed Amendment to the Dorset Health and Wellbeing Board Membership and Associated Terms of Reference and Constitution, the Chairman of the Committee advised that the Committee felt the membership should be reviewed annually and the Committee therefore included an additional recommendation to satisfy this need.

Resolved

That the following recommendations of the Standards and Governance Committee (Recommendations 8 and 9) set out below be adopted:-

8 - Redundancy and Redeployment Policies and Procedures and the Role of the Personnel Appeals Committee

(i) That the Personnel Appeals Committee is discontinued;

(ii) That the alternative arrangements for approving people management matters currently considered by the PAC, as outlined in section 4.3, apply;

(iii) That the existing arrangements for appeals is continued and that the appeals are undertaken by the relevant director and 2 trained members.

Reason for Recommendations

The Staffing Committee oversaw matters relating to staff terms and conditions and

people management policies.

9 - Proposed Amendment to the Dorset Health and Wellbeing Board Membership and Associated Terms of Reference and Constitution

(i) That 3 new Health and Wellbeing Board members are appointed; namely the Director for Environment and the Economy, Dorset County Council; The Chief Constable for Dorset, Dorset Police; and the Chief Fire Officer for Dorset and Wiltshire Fire and Rescue Service.

(ii) That amendments are made to the Dorset Health and Wellbeing Board's Terms of Reference and Constitution to reflect the revised membership, as set out under Appendix 1 and 2 to the report, subject to approval of the appointments;

(iii) That the Dorset Health and Wellbeing Board reviews its membership on an annual basis and that this item is included in its work programme.

Reason for Recommendations

The appointment of the 3 additional members to the Dorset Health and Wellbeing Board would better enable the Board to meet their aims to improve health and wellbeing, reduce health inequalities and promote closer integration.

To receive the minutes of the meeting of the Dorset Fire Authority held on 31 March 2016, and to answer any questions on the proceedings of the Fire Authority.

The report of the last meeting of the Dorset Fire Authority held on 31 March 2016 was received.

Resolved

That the final report of the Dorset Fire Authority be received.

The Council considered a report by the Chief Executive to consider the terms of reference for the new Overview & Scrutiny Committees and to agree frequency of meetings.

Members noted that this was a change of culture for the Council and a re-focus to outcome based priorities.  Member training was in the process of being arranged.

Resolved

1.   That the terms of reference for the Committees, as set out in the appendix to the report, be adopted.

2.   That the Overview and Scrutiny Committees meet four times a year, or as their work programmes dictate.

The Council considered a report by the Chief Executive on the appointments to Committees of the County Council, Joint Committees and the Dorset and Wiltshire Fire and Rescue Authority for 2016/17.

Nominations were uncontested.

Resolved

1.   That seats on committees of the County Council be allocated to political groups, as set out in of the Chief Executive’s report, for the year 2016/17.

2.   That members of political groups be appointed to serve on the committees of the County Council for the year 2016/17, as set out in Annexure 2 to these minutes.

3.   That County Council seats on joint committees be allocated to political groups for the year 2016/17, as set out in of the report.

4.   That members be appointed to serve on joint committees for the year 2016/17, as set out in Annexure 2 to these minutes.

5.   That seats on the Dorset and Wiltshire Fire and Rescue Authority be allocated to political groups for the year 2016/17, as set out in the report.

6.   That members be appointed to serve on the Dorset and Wiltshire Fire and Rescue Authority for the year 2016/17, as set out in Annexure 2 to these minutes.

7.   That the Leader’s appointments to the Dorset Waste Partnership Joint Committee, Joint Public Health Board and the Dorset Health and Wellbeing Board be noted.

8.   That members be appointed to serve on other organisations for the year 2016/17, as set out in Annexure 2 to these minutes.

The Council considered a report by the Chief Executive on the appointment of Chairmen and Vice-Chairmen of Committees for the year 2016/17. An amendment was made to the Labour Group nomination for Vice-Chairmanship of the Audit and Governance Committee, from Mike Byatt to Kate Wheller.

Resolved

That the Chairmen and Vice-Chairmen of Committees for the year 2016/17 be appointed as follows: