Agenda and minutes

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

There were no declarations to report.

To confirm and sign the minutes of the previous meeting held on 3 December 2018.

The minutes of the meeting held on 3 December 2018 were confirmed as a correct record and signed by the Chairman.

To receive any public questions or statements on the business of the Shadow Overview and Scrutiny Committee in accordance with the procedure rules as set out in the Shadow Dorset Council Constitution.

There was no public participation to report.

To review the latest Programme Highlight Report, to be considered by the Shadow Executive Committee on 14 January 2019.

A copy of the report will be added to this agenda as a supplement, in advance of the meeting.

The committee considered the latest Programme Highlight Report which set out progress since the last meeting of the Shadow Executive Committee on 17 December 2018. The Programme Director noted that overall progress remained at Amber.  Work on the implementation plans continued, with theme boards making significant progress on developing the detailed service continuity plans.

The Programme Director reported the following key achievements since the last meeting of the committee.

·         Draft constitution nearing completion following Member review, pending final minor outstanding items

·         Finance Order now ‘made’ in law from 2/1/2019

·         Transitional Structures plan ready to be launched into consultation in January

·         A balanced budget proposal reviewed by Budget Working Group

·         Council Tax Harmonisation approach agreed by the Ministry of Housing, Communities and Local Government

·         Branding ready to launch

·         Service delivery approach for eastern Dorset agreed

·         ‘Master list’ of Dorset Council policies complete

And the senior leadership recruitment process was nearing completion.

The Programme Director also reported that there were challenges around the Data Disaggregation work which sought to identify, prepare and pass the case data and associated files from Dorset Council (DC) to Bournemouth, Christchurch and Poole Council (BCP). Work in this area was increasing in intensity to agree plans and approaches with the BCP Programme, but there was an issue with the availability of the detailed plans required by Dorset Council. This was being escalated within the programme structure in order that it was resolved urgently.

The committee noted that service delivery approach, accommodation arrangements and recruitment processes were all on track. In response to questions regarding data disaggregation, the Interim Transformation Programme Lead confirmed that if cases were not able to be transferred to BCP there would be an agreement between with two authorities that the DC would continue to hold that information until such time that it could be transferred.  However there were many options and methodology available in order that disaggregation takes place in a timely manner.  The Interim Transformation Programme Lead confirmed that on Day 1 information would be available in order that statutory responsibilities could continue to be fulfilled. 

In response to a question about the use of Capita to deliver a fully connected set of financial systems, the Chief Executive confirmed that he was comfortable and content with the current proposals.

Members thanked the Programme Director for his comprehensive report and update.

To receive a verbal overview of issues relating to the readiness of critical/key services.

Members can refer to the information contained within the Programme Highlight Report (agenda item 5) to assist with discussion on this item.

The Chairman welcomed officers who attended to respond to members key lines of enquiry regarding readiness of critical and key services.  The Chairman highlighted the following key lines of enquiry:-

(1)  Clearly there was a risk during a period of significant stress that all will not go according to best hopes and plans.

(2)  Some services will be more affected than others by staff issues

a.    Which are affected, and maybe have been for some time?

b.    Which are affected by national issues e.g. shortages of staff with the required skills?

c.    Which services are regarded as “at risk” because of the above?

d.    Are there concerns about competition for staff between the two new Unitaries?

e.    Are there any emerging signs of increased problems with recruitment and retention?

f.     Are there any key time periods when they might emerge?

(3)  Apart from personnel are there any other areas which pose a risk to seamless service delivery?

In response to a question, the Chairman confirmed that these points of enquiry were circulated to members over the Christmas period.  However they were not set in stone, but a prompt to enable and start a conversation.

The Chairman invited Cllr P Wharf to address the committee as the Lead of the HR Work stream. Cllr Wharf asked members to be content that the work stream and highlighted that officers had taken these matters seriously.  He reported on progress of the process, but could not necessarily share staff structural or functional details at this time.

In discussions with key officers the following information was shared or comments were made:-

·         That many staff were doing the day job as well as preparation work for Day 1

·         The HR work stream was working closely and constructively with Unions

·         Although this was a challenging time, it was also exciting and opportune for individuals.

·         In respect of Place; there were difficulties in recruiting Environmental Health officers, however nationally there were shortages in this area and this included Building Control, Planning plus some housing posts.  This was not an exclusive Day 1 issue, but a common challenge for many local authorities.

·         There was also a local training programme and a healthy apprenticeship scheme in place.

·         In respect of People; for Children and Adults, it was expected that Adult Social Care for Day 1 Dorset would be in a stronger position than many of the surrounding areas. Vacancies would be at a manageable number.

·         There was a clear transition plan in place for the TUPE arrangements for staff to transfer to the BCP Council.

·         Dorset and neighbouring councils working were together to ensure that no employment destabilising took place.

·         In respect of Children services; Dorset was in a better position compared to other local authorities, in relation to vacancies.

·         Children services would have a stable workforce in place as the job was attractive, not just financial but offered manageable caseloads compared to the national average.

·         Members recognised that this was an uncertain time and that officers were busy  ...  view the full minutes text for item 74.

The Shadow Overview and Scrutiny Committee is asked to comment on the proposal set out at 4.1 of the report.  Committee’s feedback will be presented for consideration by the Shadow Executive Committee at its February 2019 meeting.

The Head of Revenue & Benefits (DCP) presented a report setting proposals for Local Council Tax Support scheme (LCTS) for Dorset Council.

As part of the LGR discussions with the Ministry of Housing, Communities and Local Government (MHCLG) it was agreed that the Council would be allowed up to two years to agree an aligned LCTS scheme. This was in recognition that significant resources would be utilised to successfully implement the new Unitary Council and that there may not, initially, be the capacity to support the creation of an aligned scheme.

However, members were advised that officers were of the view that there was the capacity within existing resources to create an aligned LCTS scheme from 1 April 2019. The report considered the benefits of having an aligned scheme for 2019/20 and the opportunities that this would bring to help reduce customer confusion and local authority administration. A consultation exercise had taken place with customers and stakeholders.

In presenting his report and in response to comments from Councillors outside of the meeting, the Head of Revenue & Benefits reported the following amendments to his report.

1.    Appendix 2- Existing LCTS schemes (pages 25 and 26 of the agenda) needed to be amended for EDDC and NDDC so that the section headed “Who is protected under the scheme? Reads:-

Pensioners

Those receiving:

Disability Premium, Enhanced Disability Premium, Severe Disability Premium, Carer Premium, Disabled Child Premium,

The Support Component within their Employment Support Allowance

Those in receipt of War Disablement Pension, War Widows Pension or War Widows Disablement Pension

Universal Credit recipients, who are not pensioners, but the applicant or their partner is in receipt of an income or premium listed above.

2.    Appendix 3 – LCTS Options (pages 27 and 28 of the agenda) needed to be amended for Option B so that part was amended to:-

Option B - aligned scheme with a maximum support for those of working age (not protected) limited to 90%

Under this option, the Dorset Council CTS would be aligned as follows:

•             The scheme would be means tested and similar to the old Council Tax Benefit scheme (where appropriate)

•             Protection would be provided to the following types of claimant:

§  Pensioners

§  Those where the applicant (or partner) are receiving:

·         Disability Premium, Enhanced Disability Premium, Severe Disability Premium, Carer Premium, Disabled Child Premium or the Support Component within their Employment Support Allowance

·         Disability Living Allowance or Personal Independence Payment but are not in receipt of one of the premiums mentioned above

§  Those in receipt of War Disablement Pension, War Widows Pension or War Widows Disablement Pension

§  Universal Credit recipients, who are not pensioners, but the applicant or their partner is in receipt of an income or premium listed above.

•             The maximum entitlement for protected claimants would be 100%

•             The maximum entitlement for those claimants who are not protected would be 90% (based on Council Tax liability)

•             The scheme would provide support for those that have a second adult living with  ...  view the full minutes text for item 75.

To consider the work programme for the committee for 2018/19.

To review the Shadow Executive Committee Forward Plan. 

All members of the Shadow Dorset Council receive notification when Shadow Executive Committee agendas are published on Mod.Gov and the Shadow Dorset Council website.   Members of the Shadow Overview and Scrutiny Committee can review the items to be considered on each agenda and raise issues for review or comment to the Shadow Executive Committee as appropriate.

The Scrutiny Officer advised members that a special meeting of the committee would be held on 21 January 2019 to consider the Budget for 2019/20.  The next scheduled meeting of the committee was due to be held on 4 February 2019; the recommendation regarding the committee’s “Call to Account” would be reported the Shadow Executive Committee in due course.

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.