Agenda and minutes

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

K Brookes declared a non-pecuniary interest in respect of agenda item 6 – Town and Parish Councils – Principles for transfer and disposal of assets – as Chairman of a community organisation in Littlemoor.

R Nowak also declared an interest in agenda item 6 as above, as the Chairman of Portland Town Council.

To confirm and sign the minutes of the previous meeting held on 20 June 2018.

The minutes of the meeting held on 20 June 2018 were agreed as a correct record and signed by the Chairman.

To receive any updates from the Chairman of the committee as relevant.

All Dorset councillors were invited to an event on 23 July 2018, which provided an update on the current work of the shadow council and progress being made towards the new unitary organisation.  Those members who were able to attend may wish to consider if there are any issues arising from the event that require further consideration at this meeting or by the committee in the future.

The Chairman noted that the committee was on a learning curve and its workings would be reviewed as it progressed.

To receive any public questions or statements on the business of the Shadow Overview and Scrutiny Committee.

There were no representations from members of the public.

To review the outcome of a report considered by the Shadow Executive Committee at their meeting on 20 July 2018.  The Chairman and Chief Executive of the Dorset Association of Parish and Town Councils will be in attendance at the meeting to join the discussion.  It is also envisaged that there will be a representative/s of a parish and/or town council in attendance.  Councillor Jeff Cant will also be in attendance.

A copy of the report to the Shadow Executive Committee has been attached for information.

The committee reviewed a report that had been considered by the Shadow Executive Committee at their meeting on 20 July 2018.  The Chairman welcomed the following to the committee, who had been invited to join with the discussion:

·                Hilary Trevorah, Chief Executive Dorset Association for Parish and Town Councils (DAPTC)

·                Councillor Adrian Hibberd, Alderholt Parish Council and member of the DAPTC Executive Committee and Chairman of DAPTC Eastern Area Committee.

·                Dr Martin Ayres, Swanage Town Clerk

The Chairman of DAPTC, Councillor John Parker had sent his apologies as he was unable to attend the meeting.

Hilary Trevorah provided a statement from the DAPTC which set out their role in supporting 160 parish and town councils across Dorset including providing information to the councils in respect of current changes in local government in Dorset.  She noted that the link with local councils was now even more important as parish and town councils had an understanding of local needs and could be involved in helping to shape future services.  DAPTC were keen to work as partners with the unitary organisation to support local councils to work for and provide services for local communities where appropriate.

Dr Martin Ayres, Swanage Town Clerk expressed a wish to break down barriers and improve partnership working between the tiers of local government.  He provided some examples of work being undertaken in Purbeck.

Councillor Adrian Hibberd asked that smaller parishes be included in direct communication about changes in local government.  He expressed a desire for parish councils to be part of the changes but appreciated the tight timescale that was being worked to.  He asked for an indication of services and powers that may be passed down by the end of the year in order for the parish council to precept accordingly.

The committee was invited to ask the attendees questions and during discussion the following points were raised:

·                The DAPTC was working with the Shaping Dorset Council’s Programme Team and received newsletters from the team and could contact the team if there was information that was needed by DAPTC members e.g. information on the review by the Boundary Commission.  The DAPTC was not part of any officer group and made their representations by attending Shadow Council committee meetings and making representations during public participation time.  The DAPTC was not comprehensively integrated but could be contacted by the Programme Team if there was information that needed to be sent out

·                In response to a question, Hilary Trevorah noted that it would be helpful if there could be a more formal link between the DAPTC and the Programme Team

·                Members discussed the position with communications with parish and town councils and a number of members expressed the view that communications should come direct from the Shadow Council or Programme Team

·                It was noted that the report which was considered by the Shadow Executive Committee on 20 July 2018 provided a high level summary of what each sovereign council was doing in relation to the transfer of assets to  ...  view the full minutes text for item 12.

The committee to consider a draft document setting out the purpose, guiding principles and a supporting Modus Operandi to help ensure it maintains an appropriate approach and focus on its key role and responsibilities.

The committee considered a draft document which set out the purpose, guiding principles and a supporting Modus Operandi to help ensure that the committee maintained an appropriate approach and focus on its key role and responsibilities.

In response to a question, the committee discussed the meaning and use of the term ‘Whip’ within the document.  It was noted that information in respect of this was contained within the Shadow Dorset Council’s Constitution and that information would be circulated to members following the meeting.

It was noted that the wording ‘Views must be formed after listening to officers, members and visitors in the room considering an issue, not before…’ would stand as a point in its own right and therefore it was felt that the reference to ‘Whips’ could be removed.

The Interim Head of Paid Service noted that a current review of task and finish groups could see their title changed in future and therefore this may need to be reflected in the document.  The importance of pre-decision scrutiny was also recognised.

It was proposed by C Brooks seconded by J Sewell

Decision

That the wording ‘…in particular, ‘Whips’ are undesirable and have to be declared’ is removed from the document.

A discussion between the committee and Matt Prosser (Interim Head of Paid Service), Jason Vaughan (Interim Chief Finance Officer) and Keith Cheesman (LGR Programme Director) with the purpose of providing an overview of the Shadow Dorset Council programme.  The key lines of enquiry are included within the agenda.

The Chairman welcomed Matt Prosser (Interim Head of Paid Service), Jason Vaughan (Interim Chief Finance Officer) and Keith Cheesman (Shaping Dorset Councils Programme Director).  The purpose of the session was to provide an overview of the Shaping Dorset Councils Programme including the Shadow Dorset Council arrangements and allow a discussion based on the key lines of enquiry which had been included within the agenda.

The Interim Head of Paid Service provided information to address each point:

1.     How will you ensure that the new vision and culture for the council, as set out in the submission to the Secretary of State, will be achieved?

Information was provided in respect of the role of the Interim Head of Paid Service and the work of the Shadow Executive Committee.  A set of Design Principles had been established and these were available for members comments before they were further considered at the Shadow Executive Committee.

Details of the different phases of work being undertaken were provided.  The first phase had been to establish design principles for the Shadow Executive Committee to focus on.  The next phase would be to put an operating model together which would be considered by the Shadow Executive Committee in October.  Shadow Council would consider the appointment of the Chief Executive for the unitary council who would drive the work forward.  Areas to be determined included consideration of the standards the council wanted to achieve and how performance would be measured.  These could not be determined until the necessary structures were put in place.  A Corporate Plan would be produced for the unitary council and there could be monthly reporting on performance.

2.     What is being done to ensure that proactive communication, consultation and engagement is in place with key stakeholders (public, partners, voluntary/third sector and staff)?

A variety of communication methods were in place for staff and members (including monthly member briefings).  Other work undertaken or to be done included the creation of a calendar of events, a new internet site, interim branding protocol, vision identity work including developing the new logo and a newsletter for stakeholders.  The Shadow Executive Committee would be considering the Shaping Dorset Council Communications and Engagement Plan at their next meeting.

3.     What is the process to identify and assess risk and how are these monitored and, where necessary, escalated to support informed decision making?  For example, what is the mechanism for ensuring business continuity?

The Dorset Area Joint Committee had established a risk management framework and each work stream had identified risks which were reported on, on a regular basis.  Senior Management had an oversight of business continuity as six councils were integrated into one.  Reference was made to issues around the recruitment and retention of staff during this period.

Reference was made to the previous experience when West Dorset District Council and Weymouth and Portland Borough Council came together into partnership.  In response it was noted that the change programme created risks and that these were monitored by the Programme Board.  ...  view the full minutes text for item 14.

To review the Shadow Executive Committee Forward Plan.

Item deferred to next meeting.

To suggest items for potential review by the committee during 2018/19.

Item deferred to next meeting.

To agree a schedule of dates for the committee during 2018/19.

Proposed dates:

22 August 2018, 9.30am

12 September 2018, 6.30pm

8 October 2018, 9.30am

7 November 2018, 6.30pm

3 December 2018, 9.30am

8 January 2019, 6.30pm

4 February 2019, 9.30am

7 March 2019, 6.30pm

All meetings to be held at South Walks House, Dorchester.

Members considered a schedule of dates for the committee for 2018/19 and the following dates were agreed by the committee:

22 August 2018, 9.30am

12 September 2018, 6.30pm

8 October 2018, 9.30am

7 November 2018, 6.30pm

3 December 2018, 9.30am

8 January 2019, 6.30pm

4 February 2019, 9.30am

7 March 2019, 6.30pm

All meetings to be held at South Walks House, Dorchester.

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.