Meeting documents

Apologies for absence were received from Cllrs Andrew Cattaway, Andy Canning, Lesley Dedman, Steven Lugg and Mark Tewkesbury. Belated apologies were also received from Cllrs Barrie Cooper and Mervyn Jeffery.

At this point the Chief Executive reported that she had received formal notification from Cllr Mike Byatt that he had joined the Conservative Group of the County Council and that this would take effect from the beginning of the meeting.

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 10 November 2016 and 26 January 2017.

The minutes of the meeting held on 10 November 2016 and 26 January 2017 were confirmed and signed.

(a)          Public Speaking

(b)          Petitions

Cllr Robert Gould, as the Leader of the Council, reported on the following issues facing the Council and invited questions from all members:

Local Government Reorganisation

Cllr Gould updated members following the special Council meeting held on 26 January 2017 to consider the future of Local Government in Dorset, and confirmed that a submission had been made to the Secretary of State to replace the existing nine councils with two new councils.  It was noted that all documents, together with the submission, were available on www.futuredorset.co.uk.  An indication of a decision would hopefully be made known prior to the Council’s pre-election period in late March 2017 following initial positive feedback on the quality of the submission. Cllr Gould clarified that whatever decision was made, the Council would want to continue to work in a positive and constructive way with all councils in Dorset towards wider public sector reform.

Democratic Communication and Engagement

Following a request by Cllr Paul Kimber in relation to the future webcasting of Council meetings, Cllr Gould undertook to examine ways of making meetings more accessible to enable residents of Dorset to see and participate in meetings.

Noted

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 13 February 2017.  This item is limited to 45 minutes.

The following questions were asked under Standing Order 20:

1.  Cllr Paul Kimber asked the Cabinet Member for Adult Health, Care and Independence a question in relation to Tricuro.

2.  Cllr Susan Jefferies asked the Cabinet Member for Learning, Skills and Children's Safeguarding questions in relation to Youth Clubs.  Cllr Jefferies welcomed the response and participation in the forthcoming Executive Advisory Panel on Forward Together for Children’s Services on 27 February 2017.

3.  Cllr Richard Biggs asked the Cabinet Member for Environment, Infrastructure and Highways a question in relation to Emergency Planning. 

The questions and answers are attached to these minutes as Annexure 1.

The reports of the Cabinet meetings held on 16 November, 14 December 2016, 18 January and 1 February 2017 were presented for adoption, together with recommendations from the meeting held on 21 February 2017 for approval.

Resolved

That the report of the Cabinet meeting held on 16 November 2016 be adopted.

Asset Management Capital Priorities

Attention was drawn to the costs and timescales for delivery of the new school at Marsh Lane in Christchurch which was originally due to be completed in September 2017, but had been delayed.  Cllr Robert Gould confirmed that local members were fully briefed on the situation and the Modernising Schools Programme Board was aware of the risks and was considering mitigation as a result of the delay. A further briefing would be provided for members outside of the meeting.

Resolved

That the report of the Cabinet meeting held on 14 December 2016 be adopted.

Unaccompanied Asylum Seeking Children

In response to questions on minute 10, as to whether help and support would continue for Unaccompanied Asylum Seeking Children in Dorset, it was confirmed that the Cabinet had clearly stated that the Council was prepared to accept and secure places for asylum seeking children where it was possible to do so, and to provide the best possible care.  However, there was a need for children to be funded appropriately by Government, and currently they were significantly underfunded by £70k per child, despite recent national developments regarding the number of children accepted into the Country. It was acknowledged that representations would be made through MPs and the South West Leaders’ Group to draw a comparison with the Syrian Refugee Resettlement Programme.

Call to Account – Ironman Event

In relation to minute 7, an update was sought in relation to the adoption of a Memorandum of Understanding to be used in partnership with organisers for a range of largescale events across Dorset to avoid issues experienced at the Ironman event on 11 September 2016.  Members were informed that the process of using a Memorandum of Understanding was in place and would enable cooperation with organisers, and that all would be done to run future events as a success.

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

In relation to minute 8, the willingness of the Cabinet to enable Christchurch Borough Council to explore options for a suitable alternative service model for the local area was commended, and assurance was provided that discussions were ongoing to agree the service model.

Resolved

That the report of the Cabinet meeting held on 18 January 2017 be adopted.

Recommendation 23 - Medium Term Financial Plan (MTFP) and Budget 2017/18 to 2019/20 (46-47 & 55-76)

Recommendation 24 - Asset Management Capital Priorities (47-48 & 77-98)

Recommendation 25 - Treasury Management Strategy Statement and Prudential Indicators for 2017-18 (49 & 99-128)

(Notes: 1. Members had been granted dispensations in order to take part and vote in relation to the budget and council tax setting items on the agenda following the elections held in 2013, and subsequent by-elections.

2. The Chairman highlighted that the Council was required to take a recorded vote following discussion of the budget.)

In advance of the budget debate, the following issues were raised in relation to the minutes of the Cabinet on 1 February 2017:

Changes to Dorset’s Concessionary Travel Scheme

Members discussed the impact of the Concessionary Travel Scheme at minute 28, which highlighted that there were 60 community transport schemes, and 20 in planning, which included examples of partnership with Dorset Community Transport.  Concerns were also expressed about the impact on rural isolation as a result of the withdrawal of subsidised bus services, to which it was explained that there was a plan to revitalise bus services to make them more inclusive, which would include opening school buses to the public and enabling travel before 9:30am.  It was noted that there were some commercial and contract implications as the procurement process for the future contracts was currently underway.

Further concern was expressed regarding the threat of withdrawal of subsidised services from areas of deprivation including Portland, and a request was made for further support as communities in deprived areas were less able to manage community transport schemes.  Members were informed that effort would be made to find solutions to best meet the needs of communities, including Portland. 

Recommendation 23 – Medium Term Financial Plan (MTFP) and Budget 2017/18 to 2019/20

Cllr Gould, the Leader of the Council, presented the budget for 2017/18 to 2019/20 (a copy of the Leader's speech is set out in an annexure to these minutes).  He proposed the recommendations put forward by the Cabinet.  The proposals were seconded by Peter Finney as the Deputy Leader.

Cllr Janet Dover, Leader of the Liberal Democrat Group, then addressed the meeting and expressed concern regarding continued cuts to budgets and essential services, the amount of reserves and balances, the level of borrowing, and the influence of Government on Council funding for ‘life and death’ services for children and adults. Particular concern was raised in respect of future planned savings regarding the change of terms and conditions for Tricuro staff just 12 months after transferring from the Council; the condition of Dorset’s roads, specifically in relation to potholes; rural bus subsidies which could leave people isolated; and the need for increased funding for adult social care to enable people to leave hospital and live in their homes, or in a care home.  Cllr Dover also described a petition which was currently open and attracting in excess of 1200 signatures in only a few days, which showed that cuts to bus services were not welcomed by Dorset residents.

Cllr Paul Kimber, Leader of Labour and Cooperative Group, addressed the meeting to thank the finance team for their hard work, and to staff for continued hard work  ...  view the full minutes text for item 10.

The report of the People and Communities Overview and Scrutiny Committee held on 11 January 2017 was presented.

Cllr David Walsh, as the Chairman of the Committee, updated members on the work that had been undertaken by the Committee.  He made reference to a recent Inquiry day that had been held on care costs which had been very successful and would lead to further lines of scrutiny.

Resolved

That the report be adopted.

The report of the Safeguarding Overview and Scrutiny Committee held on 19 January 2017 was presented.

Cllr Pauline Batstone, as the Chairman of the Committee, updated members on the work that had been undertaken by the Committee and advised that an Inquiry Day on Domestic Abuse would be scheduled shortly.

Resolved

That the report be adopted.

The report of the Economic Growth Overview and Scrutiny Committee held on 25 January 2017 was presented.

Cllr Daryl Turner, as the Chairman of the Committee, updated members on the work that had been undertaken by the Committee.  He highlighted some of the improvements that had been made and the aim to strive for improvements in the future.  On behalf of the Committee he thanked the Committee Clerk for his hard work as a facilitator for the Committee.

Resolved

That the report be adopted.

The report of the Dorset Health Scrutiny Committee held on 14 November 2017 was presented.

Cllr Ronald Coatsworth, as the Chairman of the Committee, updated members on the work that had been undertaken by the Committee. 

Resolved

That the report be adopted.

The report of the Dorset Health Scrutiny Committee held on 21 December 2017 was presented.

Cllr Ronald Coatsworth, as the Chairman of the Committee, updated members on the work that had been undertaken by the Committee. 

Minute 60 – Draft Primary Care Commissioning Strategy and Plan

Following a question regarding consultation with members of the public by the Clinical Commissioning Group (CCG) on GP commissioning Cllr Jill Haynes, as the Cabinet Member for Adult Health, Care and Independence, who also sat as the Health and Wellbeing Board member on the Primary Care Board, advised that she had raised this issue with the Board.  She continued that it was not the CCG’s intention to close GP surgeries but to amalgamate some to improve their services.  It would be important for a discussion to be had with patients of those GPs that no longer wished to carry on with the service.  In respect of any practices that amalgamated it was advised that the CCG were well aware that practices needed to operate in rural areas and the focus was on keeping practices in the rural communities.

In response to a comment about members of the Health Scrutiny Committee not receiving any detailed NHS proposals, the Chairman advised that although wide consultation had been undertaken through a commissioning paper no plans had as yet been produced, only ideas of how things might work.  The next scheduled meeting of the Committee on 20 February 2017 would include NHS representatives attending to discuss this further.

Resolved

That the report be adopted.

To consider a recommendation from the Staffing Committee meeting held on 22 November 2016, and the Audit and Governance Committee meeting held on 20 January 2017.

(Note: The Chief Executive, Chief Financial Officer and the Head of Organisational Development (as the Monitoring Officer) left the meeting during consideration of this item.)

Cllr Trevor Jones, as the Chairman of the Audit and Governance Committee, presented the recommendation to which all members agreed.

Resolved

That the terms of reference for the Statutory Officer Panel so that the Panel comprises Independent Persons only, be approved.

Reason for Decision

The Staffing Committee dealt with issues relating to disciplinary action or capability in respect of the Chief Executive, Directors, Statutory Officers and Heads of Service.  If this recommendation was accepted then Independent Persons would play an advisory role, but any decision to dismiss would still be one for the full County Council.

To consider a recommendation from the Audit and Governance Committee meeting held on 20 January 2017.

Cllr Trevor Jones, as the Chairman of the Audit and Governance Committee, presented the recommendations to which all members agreed.

Resolved

That the County Council agree to:-

1. Opt into the sector-led auditor procurement process being led by Public Sector

Audit Appointments Ltd (PSAA); and,

2. Delegate responsibility to the Chief Financial Officer to ensure that the County

Council is active in supporting delivery of best value for money arrangements

across all Dorset Councils in light of LGR arrangements yet to be confirmed.

Reasons for Decisions

1. To enable officers of the County Council to progress arrangements for the appointment of the Authority’s external auditor.

2. To ensure the Chief Financial Officer and his staff could work effectively with other Dorset Councils to ensure best value for money and deliver effective and efficient audit arrangements in the transition to potential new governance structures across the county.

To consider a recommendation from the Audit and Governance Committee meeting held on 20 January 2017.

Cllr Trevor Jones, as the Chairman of the Audit and Governance Committee, presented the recommendation to change arrangements for County Council meetings and summarised the changes.  He advised members that he welcomed further discussion in respect of taking the minutes of the overview and scrutiny meetings off of Council agendas.

Cllr Janet Dover, as the Leader of the Liberal Democrat Group, expressed concern that the removal of the minutes would give less accessibility for members to the business of the Council and she proposed an amendment ‘that all overview and scrutiny committee minutes would continue to be presented at meetings of the County Council’.

Following a discussion, the Chairman felt there would be no harm to keep them included on Council agendas, to which the Overview and Scrutiny Committee chairmen agreed.  Cllr Daryl Turner, as the Chairman of the Environment and Economy Overview and Scrutiny Committee, added that whilst the minutes were available for all on the Dorset For you website, members could ask questions at any time.

Cllr Pauline Batstone, as the Chairman of the Safeguarding Overview and Scrutiny Committee, seconded the amendment proposed by Cllr Janet Dover, and on being put to the vote the amendment was agreed.  Following the vote on the amendment, the substantive motion was voted upon and was agreed.

Resolved

That constitutional changes in relation to the arrangements for County Council meetings be approved as detailed below:

1. Reporting of deaths of former members – To be referred to in Chairman’s

Announcements only and not to hold tributes to former members unless they were

serving on the Council when they died. Democratic Services would coordinate tributes to historic members outside of the meeting, as detailed within the report.

2. Notices of Motion – To retain the current arrangements, with the addition of flexibility in the arrangements to be able to debate matters of strategic importance if deemed appropriate (to be determined by the Chairman and the Chief Executive).

3. Minutes of Meetings – That all overview and scrutiny committee minutes would continue to be presented at meetings of the County Council.  A verbal report from Chairmen of Overview and Scrutiny Committees would also be received at each meeting.

4. Minutes of Outside Organisations – Removal of minutes from the agenda and expand this section of the agenda to provide a ‘Partnership Brief’ from strategic partners on a rotational basis.

5. Lunches for Council meetings – To continue to use Oh Crumbs as the lunch provider for Council lunches.

Reason for Decisions

To contribute to the corporate aim to "provide innovative and value for money services".

To consider a recommendation from the Staffing Committee meeting held on 30 January 2017.

Cllr Robert Gould, as the Chairman of the Staffing Committee, presented the recommendation to members.

Cllr Trevor Jones, as a County Councillor for Dorchester, drew members’ attention to a table within the statement which recorded the pay between the top and bottom of the organisation which had been narrowing over the years which he felt was very encouraging.

Resolved

That the Pay Policy Statement for 2017/18 be approved.

Reason for Decision

The Staffing Committee oversees matters relating to staff terms and conditions.

To receive a minute of the Pension Fund Committee meeting held on 9 January 2017.

Cllr Peter Wharf, as a member of the Pension Fund Committee, explained that the Committee had considered and supported the Full Business Case for the Brunel Pension Partnership.

Noted

Following the announcement at the beginning of the meeting that Cllr Mike Byatt would leave the Labour Group and join the Conservative Group with immediate effect, the following changes to committee appointments were reported to the meeting:

·         Cllr Byatt to replace Cllr Hilary Cox on the Audit and Governance Committee; and,

·         Cllr Byatt to replace Cllr Ronald Coatsworth on the Pension Fund Committee.

The Head of Organisational Development, as the Monitoring Officer, advised that there would be some impact on political proportionality and would alter entitlements to places on committees and undertook to inform members outside of the meeting.

To be able to deal with the resultant changes to political proportionality and appointments to Committees, it was agreed that delegated authority be granted to Group Leaders to make any necessary changes following the meeting.

Resolved

1.  That the changes to committee appointments and groups outlined in the minute above be agreed.

2.  That delegated authority be granted to Group Leaders to make any necessary changes to appointments to committees following the meeting.