Agenda and minutes

To elect a Chairman of the Shadow Dorset Council for the shadow period.

It was proposed by Cllr J Somper seconded by Cllr P Shorland that Cllr H Cox be elected Chairman for the 2018/19 shadow period. There were no other nominations.

 

Decision

 

That Cllr H Cox be elected Chairman of the Shadow Dorset Council for the 2018/19 shadow period. Cllr H Cox took the chair and signed the declaration of acceptance of office.

To elect a Vice-Chairman of the Shadow Dorset Council for the shadow period.

It was proposed by Cllr D Walsh seconded by Cllr G Carr-Jones that Cllr V Pothecary be elected Vice-Chairman for the 2018/19 shadow period.

 

It was proposed by Cllr M Penfold seconded by Cllr H Cox that Cllr P Shorland be elected Vice-Chairman for the 2018/19 shadow period.

 

Upon being put to the vote

 

Decision

 

That Cllr P Shorland be elected Vice-Chairman of the Shadow Dorset Council for the 2018/19 shadow period. Cllr P Shorland took the vice-chair and signed the declaration of acceptance of office.

To receive any declarations of interest.

There were no declaration of interests to report.

To adopt the Shadow Dorset Council Constitution

The Proper Officer for the Shadow Council presented a report on the proposed Constitution for the Shadow Council.  The Constitution reflected the Structural Change Oder and the relatively short period in which the Shadow Council would exist.

 

Cllr J Haynes proposed that the Constitution be adopted and this was seconded by Cllr S Christopher.

 

In response questions regarding the future Executive Committee being politically proportional and the development of Area Committee Board meetings, the Chairman advised that all these matters could be considered as part of the Governance Task and Finish Group for the new authority.

 

Decision

 

That the draft Constitution be adopted.

 

To receive any public questions or statements on the business of the Shadow Dorset Council.

The Chairman welcomed Mr John Parker – Chairman of the Dorset Association of Town and Parish Councils.  He stated that this was a significant moment in the process of forming what was to  be a brand-new Dorset Council, with new and innovative ways of working for the  benefit of the communities that councillors  served.

 

He considered that the association was in a unique position to be a positive voice in ensuring that its members were engaged with the new council, not only in collaborative design of services for the many different communities in Dorset, but also in all aspects which would help build relationships and ease the implementation of change.

The full statement is attached at Appendix 1 to these minutes.

 

The Chairman also invited Mr Richard Denton White to address the Shadow Council.  Mr Denton White considered that the first past the post electoral system was  undemocratic.  There were a lot of other systems available that should be discussed by the council at an early stage, in order to  deliver maximum choice for voters  to produce genuine elected representation across the area.

 

To consider a report by the Strategic HR Lead, Local Government Reorganisation Programme, Dorset Area.

The Proper Officer advised that in accordance with the Structural Change Order the interim statutory officers for the shadow period be designated..

 

It was proposed by Cllr S Flower seconded by Cllr I Bruce that the following appointments be made:-

 

Interim Head of Paid Service – Matt Prosser

Interim Monitoring Officer – Jonathan Mair 

Interim Chief Finance Officer – Jason Vaughan

 

Decision

 

That the selected Interim Statutory Officers be appointed with immediate effect.

 

To consider a report by the Strategic HR Lead, Local Government Reorganisation Programme, Dorset Area.

The Interim Monitoring Officer presented a report regarding the process to appoint a permanent Chief Executive to Dorset Council.  Following a presentation by the LGA in February, the Dorset Area Joint Committee had authorised the Monitoring Officers to appoint external recruitment consultants to assist in designing and implementing the recruitment of a permanent Chief Executive

 

Members were advised that a timeline has been developed and, subject to agreement from the Shadow Dorset Council, the aim was to launch the recruitment campaign with immediate effect and to complete the selection process by mid-September.  Once the selection process has been completed the final decision on the appointment of the Chief Executive would  be presented to the Shadow Dorset Council.

 

It was proposed by Cllr N Lacey-Clarke seconded by Cllr D Walsh

 

Decisions

 

(i)         The job description, person specification and terms and conditions of employment, at appendices 1, 2 and 3 of  the report be approved;

 

(ii)        That authority be given to the  Shadow Executive Committee to agree the most appropriate approach for the remuneration for the Chief Executive’s post, either as a spot salary or a salary scale with defined performance measures, based on the guidance provided by the LGA to the Dorset Area Joint Committee;

 

(iii)       That the recruitment process for the permanent Chief Executive for Dorset Council  commence with immediate effect.

To consider a report by the Programme Director.

The Programme Director presented a report that provided members with the outline Implementation Plan for the Dorset Council.  He advised members that the nature, size, complexity and speed of the programme meant that the ‘Shaping Dorset Council Plan’ was a live document and would continue to be updated to reflect the data, information and issues that would arise during the process.  The management of the plan would be carried out by the Shadow Dorset Executive Committee.

 

There were a number of comments and observations made by members including:-

 

·         The importance of involving and consulting with parish and town councils in the work to establish the new unitary council.

·         The challenge of ensuring that all councillors were kept informed and engaged.

·         Concern was expressed that there was no public consultation or community engagement.

·         Concerns that some members who had volunteered to participate in task and finish groups had not had the opportunity to do so.  However, the Shadow Council was advised that a number of groups had currently been paused, but would be meeting again soon.

·         In respect of the Local Government Boundary Commission for England’s Electoral Review of the Dorset Council, the Shadow Council could only make a recommendation, not the final decision.

·         Some members requested that the Shadow Council consider the value of holding meetings in the evening to ensure fair and democratic representation.

 

In response to some of those concerns, Cllr R Knox, Chairman of the Dorset Area Joint Committee agreed that member inclusion was paramount but this had to be balanced with the need to “get the job done”.  She also confirmed that a member newsletter would be circulated fortnightly to help inform councillors and conveyed the  importance of engaging with the public, private and voluntary sectors.

 

It was proposed by Cllr J Farquharson seconded by Cllr R Knox

 

Decisions  

 

(i)         That the  High Level Implementation plan be adopted and that further iterations and updates on progress against this plan be brought forward and overseen through the Shadow Executive Committee arrangements, at intervals to be agreed;

 

(ii)        That the proposed Implementation Team be approved.

To consider a report of the Dorset Area Monitoring Officers.

It was proposed by Cllr J Haynes seconded by Cllr B Ezzard

 

Decisions

 

(i)     That seats and appointments to the Shadow Executive Committee of the Shadow Dorset Council be allocated, as nominated by Dorset Councils for 2018/19 and as set out in the Appendix 2 to these minutes.

(ii)    That seats and appointments on committees of the Shadow Dorset Council be allocated, as nominated by Group Leaders, for 2018/19 and as set out in the appendix to these minutes.

(ii)    That Chairmen and Vice-Chairmen of committees for the year 2018/19 be appointed at the first meeting of each committee.  

(iv)   That authority be given to Group Leaders to make in-year changes to appointments.

To consider a report of the Democratic and Electoral Services Manager, Purbeck District Council.

The Interim Head of Paid Service advised members that the Bournemouth, Dorset and Poole (Structural Changes) Order required that the Shadow Dorset Council must prepare and adopt a scheme for the payment of allowances to its members.  The council was asked to consider the recommendations of an Independent Remuneration Panel, drawn from the membership of panels of the existing Dorset area councils. 

The recommendations of the panel were set out within the report for members’ consideration.

Cllr S Jespersen proposed the following amendment “that the Members’ Allowances Scheme be approved without the inclusion of the special responsibility allowances (SRA)”.  The amendment was seconded by Cllr A Alford.

 

Upon being put to the vote the motion was CARRIED

 

Decision (Substantive)

 

That the Members’ Allowances Scheme be approved without the inclusion of the special responsibility allowances (SRA).

 

To consider a report of the Dorset Area Monitoring Officers.

Members were asked to consider the Calendar of Meetings for the period of the Shadow Council.

 

A number of members expressed concern that many of the committee meetings were scheduled to take place during the day.  They asked that the new authority meetings be held in the evenings to be more democratic and inclusive.

 

In response, the Head of Paid Service indicated that the matter of timing of meetings would be considered by a future meeting of the Shadow Executive Committee.

 

It was proposed by Cllr J Somper seconded by Cllr R Kosior

 

Decisions

 

That the Calendar of Meetings, as set out below, be approved.

 

Shadow Council

Venue: South Walks House, Dorchester

 

31 July 2018                                                 6:30pm

20 February 2019                            6:30pm

 

Shadow Executive

Venue: South Walks House, Dorchester

 

18 June 2018                                   6:30pm

20 July 2018                                     10:00am

Reserve: 8 August 2018                12:00pm              

21 August 2018                                2:30pm                

20 September 2018                         2:30pm                

16 October 2018                               2:30pm                

Reserve: 9 November 2018          12:00pm              

22 November 2018                          2:30pm                

20 December 2018                          2:30pm                

16 January 2019                              2:30pm                

20 February 2019                            2:30pm                

20 March 2019                                 2:30pm                

 

Shadow Overview and Scrutiny Committee

Venue: to be confirmed

 

20 June 2018                                   6:30pm

4 September 2018                           10:00am

15 November 2018                          2:00pm

10 January 2019                              2:00pm

 

Shadow Senior Officer Appointments Committee

To be arranged as required

 

Shadow Standards Committee

To be arranged as required

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 19702.  The reason for the urgency shall be specified minutes.

There were no urgent items to report.