Agenda and minutes

To receive any apologies for absence.

Apologies for absence were received from Cllrs Tony Ferrari and Simon Tong.

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

There were no declarations by members of disclosable pecuniary interests under the Shadow Dorset Council’s Code of Conduct.

To confirm and sign the minutes of the previous meeting held on 11 March 2019.

The minutes of the previous meeting held on 11 March 2019 were confirmed and signed.

To receive any public questions or statements on the business of the Shadow Executive Committee.

There were no public questions or statements received at the meeting in accordance with Standing Order 28.

To consider the draft Forward Plan of the Dorset Council Cabinet.

The Committee received the latest draft Forward Plan, which included all decisions to be taken throughout the Shadow Dorset Council period until 1 April 2019, whilst recognising that the plan would continue to evolve and be updated with lead members and further information in due course.

Noted

To consider a report by the Programme Director.

The Committee considered a report by the Programme Director which provided an overview of the Local Government Reorganisation Programme.

A question was asked by Cllr Kate Wheller to the Lead Member for HR and Workforce in relation to staffing. The question and answer are included in the minutes as an annexure. 

A question was asked by Cllr Lucy Hamilton to the Lead Member for Children’s Services regarding progress on the Base Budget Review of Children’s Services. The question and answer are included in the minutes as an annexure.  Cllr Hamilton was also directed to liaise with the appropriate Executive Director for further information.

Following members’ questions, the Programme Director introduced the report and summarised programme activity which included key achievements as the programme progressed towards completion, logo signage changes, communications to staff and members, completion of a series of equality impact assessments, TUPE letters received by staff, and council tax bills had been issued.  Data migration regarding social care information remained as an outstanding risk, but was on track and progressing. Over the next few months risks would continue to be addressed and be closed as part of the residual and continuing activity together with Phase 3 of the programme which would be the responsibility of the new Cabinet.

The Programme Director thanked the core team, officers and members throughout the programme to deliver a safe a legal Council from 1 April 2019. Likewise, members expressed their gratitude to the Programme Director and wished him well for the future.

Noted

To consider a report by the Lead Member for Governance.

The Committee considered a report by the Lead Member for Governance on the overarching enforcement policy for Dorset Council.

Decision

That the draft overarching enforcement policy be adopted.

Reason for Decision

The adoption and compliance with the draft policy would meet the requirements of the Legislative and Regulatory Reform Act 2006 and the Regulators Code 2014 to which Regulators whose functions were specified by order under section 24(2) of the Act must have regard when developing policies and operational procedures that guide their regulatory activities.

To consider a report by the Lead Member for Governance.

The Committee considered a report by the Lead Member for Governance on internal audit provision for Dorset Council by South West Audit Partnership (SWAP) following appointment as the internal auditor to Dorset Council by the Shadow Executive Committee on 21 August 2018.

Confirmation was provided regarding the process for members to raise issues through Executive Directors which could be considered by the Senior Leadership Team when managing the Internal Audit Plan.  Formal Committees were also a direct route for members to raise audit items.

A summary was also provided in relation to the number of hours applied to internal audit work which collectively comprised approximately 2200 hours for the sovereign councils.  The hours applied for Dorset Council were 1900 hours, but this would be reviewed and decreased over the next three years to reflect reducing risk profile following Local Government Reorganisation and as the new Council then benchmarked its activity against other similar sized authorities.

Decision

That the Internal Audit plan be adopted.

Reason for Decision

To ensure that the new Council maintains an effective internal audit provision.

To consider a recommendation from the Joint Archives Advisory Board meeting held on 1 March 2018.

The Committee considered a recommendation from the Joint Archives Advisory Board at its meeting held on 1 March 2019 on the Dorset History Centre capital project.

As the original accommodation neared the end of its operation life it was explained that there was a need to look at options jointly with Bournemouth, Christchurch and Poole Council regarding capital bids, and there was a need for work to continue to arrive at a definitive position as the most logical and pragmatic way forward.

It was recognised that as part of the overall context of the service there would be a business plan in relation to the Heritage Lottery Fund bid and that it would help to frame future service delivery and objectives.

The future archiving landscape was discussed with a clear need for digitisation to support preservation of information, together with complementing the physical storage of items of historic importance for the residents of Dorset. There was also an opportunity to look at future service delivery as income generating that could be offered to other organisations.

In addition, appreciation was shared by members regarding the commitment and value of volunteers who spent their time supporting the service.

Decision

That as a matter of urgency after 1 April 2019, a report be considered by the Dorset Council Cabinet on this capital project, bearing in mind the urgent need for additional space.

To consider a report by the Lead Member for Finance.

Decision

That the item be withdrawn from the meeting.

To consider any items of business which the Chair has had prior notification and considers to be urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The reason for the urgency shall be specified in the minutes.

There were no items of urgent business pursuant to section 100B (4) b) of the Local Government Act 1972 considered at the meeting.