Meeting documents

The Chairman welcomed everyone to the new overview and scrutiny committee and introduced the new Interim Director for Adult and Community Services.  He advised members that the revised meetings were a more effective way of working and had been refocused to enable more discussion and debate.  Success would be limited only by the members themselves.  He encouraged all members to take ownership of agenda items and advised that while training had been given on 26 May 2016, there would be further opportunities for more. The new committee style was a tool for members to achieve their best for their communities.

To receive any apologies for absence.

Apologises for absence were received from Barrie Cooper, Spencer Flower, Ros Kayes, Mary Khan and David Jones.

Members 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.

With reference to minute 4, Fred Drane confirmed that he had no disclosable pecuniary interest to declare but that he was a carer for his wife and they used carer services.

(a)  Public Participation

(b)  Petitions

Public Speaking

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

A public statement from the Friends of Sturminster Newton Library was received at the meeting in accordance with Standing Order 21(2).  The Chairman advised that in

the absence of members of the public at the meeting, this statement would be taken at the relevant agenda item (Mobile Library Service – minute 9).   The statement is attached to these minutes as Annexure 1.

Petitions

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

To note the terms of reference for the Committee as agreed at the County Council meeting on 21 April 2016.

Members noted the terms of reference for the People and Communities Overview and Scrutiny Committee.

To receive a verbal update on the roles and responsibilities of the Committee, including the Terms of Reference, and to discuss and consider how these will be discharged by the Committee.  In addition, to receive a presentation on People and Communities.

The Group Manager for Governance and Assurance gave members a presentation, ‘Making a Difference to People’s Lives’, which focused on how to effectively use the overview and scrutiny functions.

He highlighted the new committee structure and the importance of a member led approach, noting that training for members and senior officers had already been provided, but more may be needed.  He also referred to an Overview and Scrutiny Guide that had been produced and circulated to support transition to the new arrangements.  It was explained that this was a very new and different approach in order to help members and officers gain a holistic view of the outcome priorities of the County Council and to work closely together to improve the lives of residents and communities we served.

The use of Policy Development Panels and Task and Finish groups was highlighted in order to understand more about how members could make a difference and to allow work to progress in a timely manner outside of formal committee meetings. The overview and scrutiny committees were now cross cutting committees across the authority and a one council view had been taken.

The Group Manager for Governance and Assurance focussed members’ attention on  the delivery of outcomes and highlighted the 4 overarching principles which the Overview and Scrutiny Management Board had established to guide the work of the new committee:-

·            Doing less – but doing it more thoroughly

·            When selecting topics there must be a clear link to the corporate plan outcomes, supported by a clear rationale and prioritised accordingly

·            Topics must be clearly and concisely scoped to ensure a structured review process

·            Reviews should deliver clear conclusions and recommendations for improvement that Executive can consider leading to robust outcomes

He briefly reviewed the Committee’s broad terms of reference and the Chairman reaffirmed that the Committee shouldn’t duplicate the work of other committees, but the opportunity was there to consider like subjects from different angles, such as housing for better health. 

The Interim Director for Adult and Community Services also gave members a presentation to highlight the range of topics that they might consider to review and scrutinise.  She reminded them of the wide ranging terms of reference and asked that the term "people of all ages" be used to more accurately describe the age range within the Committee’s remit. 

The Interim Director referred to the real opportunity to respond and develop plans for the future to ensure communities were safe, healthy, independent and prosperous.  She commented on the increasing demand on health and care services and highlighted that issues such as unemployment could be masking other such as poor mental health. 

The Head of Strategy, Partnerships and Performance in Children’s Services commented on the number of children in care and the associated costs of this.  She confirmed this subject overlapped with the Safeguarding Overview and Scrutiny Committee, but stated that they may not have the capacity to consider a review of the care homes.  Members may therefore wish to consider life-long outcomes  ...  view the full minutes text for item 5.

To consider the Corporate Plan and the priorities relating to the People and Communities Overview and Scrutiny Committee.

The Group Manager for Governance and Assurance highlighted the Corporate Plan and suggested that members used this as an important background document and focus for discussion when populating the Committee’s work programme.

Noted

To consider and discuss the report by the Chief Executive and Corporate Directors.

Members considered a report which provided background and context in relation to Outcomes Based Accountability which was a key methodology that the Authority had adopted.

Also included within the report was a sample scoping document and report which had been prepared, for illustrative purposes only, in order for members to see how a planning and scoping document could look in relation to helping support the future overview and scrutiny review work of the committee.

The Committee highlighted the importance of taking a holistic review of outcomes against the various services  when making decisions and working within defined and constrained financial limits.  It was vital that an informed view be taken on the resultant impacts when considering competing priorities and necessary funding cuts.   Agreement was shared that the Committee should look more carefully at the causes and forces associated with  issues to ensure a recommended resolution did not simply move a problem to another service area.  The Group Manager for Governance and Assurance confirmed the methodology outlined within the report would help with this process.

Members commented on the complexity of young people’s concerns and the impact these could have on services and financial resources long term, if early intervention was ineffective.

A member suggested that the Committee look at the quality of care, in conjunction with the NHS, with particular relevance to the different service providers, pay and bidding process for contracts.   It was noted that the Authority was not good at resilience for care services. Services had to be developed, not just within the Authority’s control, but the whole community needed to be encouraged to play its part.

The Cabinet member for Adult Health, Care and Independence stated she believed that the Committee could help build and promote communities to have their own resilience.

Noted

The Chairman to set out the areas of responsibility and some national and local areas of focus to develop an agreed work programme.

So as to stimulate debate, Councillors are encouraged to give some thought as to what they consider the scope of the Group (Committee) to be and the expectations they have for what might be achievable (how this can be put into practice). These can be then given due consideration at the meeting.

The Committee were provided with the opportunity to develop the Committee’s draft work programme and to influence proceedings.  The Committee suggested the following topics (listed in no particular order):

·         Demographic pressures on services – impacts of an increasing population

·         Dorset Partnership for Older People Programme – both role & remit; and Community capacity building (community enablement and resilience)

·         Social isolation – all ages

·         Community Capacity Building

Other issues discussed during the course of the meeting included:

·           Community Offer for Living and Learning – Working Group

·           Budget Cuts – Prioritisation and Impact Assessment to Corporate Plan Outcomes

·           Early Help and Prevention - Children and Young People

·           Cost of Care

·           The Quality of Care Provided - in conjunction with NHS

·           Adoption and Fostering

·           Housing – working along-side the Economic Growth Overview and Scrutiny Committee

·           Special Educational Needs - accessibility and transport

·           Support for Carers

·           Technology - connectivity to reduce the impacts of loneliness and isolation

·           Community groups – maximisation and development of, better advertisement of

Noted

To consider and make any recommendations on the report by the Interim Director for Adult and Community Services.

The Chairman informed the Committee that written statements had been received from the following parties and he read these out in full:

·         Ian Gardner, County Councillor for Chickerell and Chesil Bank division,

·         Pauline Batstone, County Councillor for Blackmore Vale division,

·         Ros Kayes, County Councillor for Bridport division; and

·         Friends of Sturminster Newton Library.

A copy of the statements were distributed at meeting and are attached to these minutes as Annexure 1.

The Committee considered a report by the Interim Director for Adult and Community Services that asked members to consider how mobile library services would be provided in the future.The County Council’s Medium Term Financial Plan included savings for the library service and changes to the service were therefore necessary. The report focussed on proposed change for the mobile library service and considered the impact of any change on members of the public. 

The Head of Early Help and Community Services advised that the proposal within the report would allow the County Council to provide access to library services to those who could not access the service in any other way, within the financial resources available. Through the Dorset Partnership for Older People Programme (POPP) people who were isolated in rural villages had been identified and it was proposed that POPPs would be greater mobilised to help deliver services to these people.  The use of Royal Voluntary Service (RVS) volunteers would also be extended.

Consultation with the public and communities had been carried out during April and May 2016 and the Chairman congratulated officers on the way in which this had been carried out.  The Head of Early Help and Community Services reviewed the highlights of the consultation responses and advised that the unusual timescale (December 2016 to March 2017) was to ensure that no service was withdrawn until an alternative via communities themselves, was available.  A phased approach was therefore proposed.

The County Councillor for Portland Tophill district, Paul Kimber, was invited to address the Committee.  He advised that although he had concerns regarding the proposed closures he acknowledged the need for the proposals.  He then commented on the work undertaken by friends groups and he asked whether every library had one.  He asked members to consider how they could encourage libraries to set one up and reach isolated people, both in rural and urban areas. 

Members sought further clarification as to how services to the most vulnerable and isolated would continue, and they were satisfied that steps would be in place via the use of community groups, RVS, POPP or friends and neighbours before any withdrawal of services were made.  They asked officers to speak to existing staff to identify vulnerable people to ensure that no one slipped through the cracks.

Some members gave examples where community volunteers in their local areas had enriched both the library service and community living.  There was a general acknowledgement that communities had to reclaim responsibility for their services and members were asked to encourage community schemes.  The Head of  ...  view the full minutes text for item 9.

To consider and make any recommendations on the report by the Director for Children’s Services.

The Chairman informed the Committee that a written statement had been received from the County Councillor for Chickerell and Chesil Bank division, Ian Gardner, which he read out in full to the Committee.  A copy of the statement was distributed at meeting and is attached to these minutes as Annexure 1.

The Committee considered a report by the Director for Children’s Services that sought members’ comments and contribution to the further development of the Community Offer for Living and Learning.  The report contained a draft outline business case for the proposals that reviewed how and where service users and local communities could access services in future. The approach required working with community organisations and other public services, with pilot areas to explore and develop the approach suggested in Weymouth, Portland, Beaminster, Blandford, and possibly Ferndown.

The Head of Early Help and Community Services reviewed the ambitious proposals and emphasised that it was not a property programme.  He acknowledged that one size would not fit all and work would be undertaken with local people to enable the Authority to respond appropriately and to enable local communities to help themselves.  The future direction is for more multi-functional buildings and fewer single purpose buildings.  Further details would be informed by engaging with councillors and partners in pilot areas, helping to identify opportunities for action and further developing the business case and what was affordable.

Member engagement and contributions to the approach was envisaged in a number of other ways, including The Way We Work Board and engagement with Cabinet Members on specific areas as appropriate.  A further report would be presented to the Committee in October 2016 following the pilot period to detail the final outline business case.

The County Councillor for Portland Tophill district, Paul Kimber, was invited to address the Committee.  He spoke to the Committee as the Member Champion for promotion of learning through life and advised that he fully endorsed the proposals and recommended the Committee approve the report’s recommendations.

Members discussed the report, commenting positively on the efficient use of the Authority’s resources, both people and buildings.  They asked officers to ensure that the final business plan was forward thinking, particularly in regards to potential building availability within a future unitary authority.  Members agreed that the proposals, if managed appropriately, would serve the community well and reduce expenditure.

A member commented on the importance of a ‘one stop shop’ to certain individuals who needed to access a range of information in a short period of time.  He asked whether this could be extended in order to offer some form of resettlement support for prisoners recently released and whether information could be given to prisoners before their release date.

The Head of Early Help and Community Services advised officers were already working closely with a number of Cabinet Members and also with a number of local members.  He welcomed the additional input of Committee members to ensure both a local and strategic balance of views were received.  When  ...  view the full minutes text for item 10.

To answer any questions received in writing by the Chief Executive by not later than 10.00am on 13 June 2016.

No questions were asked by members under Standing Order 20(2).