Agenda and minutes

To elect a Chairman of the Shadow Overview and Scrutiny Committee for the 2018/19 shadow period.

It was proposed by J Sewell seconded by S Bartlett

Decision

That T Jones be elected Chairman of the Shadow Overview and Scrutiny Committee for the 2018/19 shadow period.

To elect a Vice-chairman of the Shadow Overview and Scrutiny Committee for the 2018/19 shadow period.

It was proposed by J Somper seconded by M Wiggins

Decision

That C Brooks be elected Vice-chairman of the Shadow Overview and Scrutiny Committee for the 2018/19 shadow period.

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

There were no declarations of interest.

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

There were no representations from members of the public.

To note the Responsibility of the Overview and Scrutiny Committee

Members noted the Responsibility of the Shadow Overview and Scrutiny Committee as set out in the Constitution of the Shadow Dorset Council.

To note the dates of the committee during 2018/19 and to consider the timing and venue of meetings

Dates scheduled in the agreed calendar of meetings are as follows:

20 June 2018

4 September 2018

15 November 2018

10 January 2019

Members considered the arrangements for meetings of the committee during 2018/19.  Four meetings of the committee had been scheduled into the calendar of meetings, however it was noted that there would be a need for additional meetings.

Members considered their preference for the timing of meetings of the committee and through discussion and informal voting it was agreed that meetings would alternate between morning meetings starting at 9.30am and evening meetings starting at 6.30pm.  Members also discussed the venue for meetings and it was agreed that meetings would be held in Dorchester as it represented a central location for the shadow council area.

Decision

a)        That the timing of meetings of the Shadow Overview and Scrutiny Committee alternate between morning meetings starting at 9.30am and evening meetings starting at 6.30pm

b)        That meetings of the committee be held in Dorchester

Consideration was given to the need for additional dates of the committee.  The Interim Head of Paid Service noted that a meeting of the Leader and Deputy Leader of the Shadow Executive was to take place the following day where the issue of dates for that committee would be discussed.  It was agreed that additional dates of the Shadow Overview and Scrutiny Committee would be considered in light of the outcome of these discussions.

The Group Manager, Governance and Assurance provided an overview of the bodies and documentation which would be of interest to the committee in respect of the Shadow Council arrangements and the Local Government Reorganisation Programme.  The Chairman noted that an informal meeting would now be held in order to consider the principles for guiding the work of the committee in order to report back to the next meeting of the committee, and a discussion was held as to which members would be included in the meeting.  Following the discussion it was agreed that a meeting would be held shortly between the Chairman and Vice-chairman of the committee and officers.  Feedback would be provided to the committee at the next meeting where all committee members would have the opportunity to contribute to the discussion.

Further consideration was given to the frequency of meetings of the committee and although the discussion being held in respect of Executive future dates was noted, members were keen to set some additional dates as soon as possible.  It was agreed that future dates would be reviewed following the outcome of the meeting being held and a schedule of dates for monthly meetings established.

Members considered items that the committee may wish to examine and a point was made that the committee could look at things that were happening as well as things that the committee thought should be happening.  The Chairman noted that as a non-decision making committee, the committee could make recommendations as relevant to the Shadow Executive or Council.

In response to a question it was noted that agendas for the Shadow Executive would be available on the Modern.Gov app.

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 1972. The reason for the urgency shall be specified in the minutes.

There were no urgent items.