Agenda, decisions and minutes

To receive any apologies for absence.

An apology for absence was received from Cllr Daryl Turner in his role as the Chairman of the Place Scrutiny Committee.

To receive any declarations of interest.

No declarations of disclosable pecuniary interests were made at the meeting.

To receive a presentation from the Leader of the Council.

Cllr Spencer Flower, as the Leader of the Council, took the opportunity to introduce and explain the Cabinet portfolios at the first meeting of Dorset Council’s Cabinet, as listed below:

·       Councillor Spencer Flower - Leader / Governance, Performance and Communications

·       Councillor Peter Wharf - Deputy Leader and Cabinet Member for Corporate Development and Change

·       Councillor Anthony Alford – Cabinet Member for Customer, Community and Regulatory Services

·       Councillor Ray Bryan – Cabinet Member for Highways, Travel and Environment

·       Councillor Graham Carr-Jones – Cabinet Member for Housing   

·       Councillor Tony Ferrari – Cabinet Member for Finance, Commercial and Assets

·       Councillor Laura Miller – Cabinet Member for Adult Social Care and Health

·       Councillor Andrew Parry – Cabinet Member for Children, Education and Early Help

·       Councillor Gary Suttle – Cabinet Member for Economic Growth and Skills   

·       Councillor David Walsh – Cabinet Member for Planning

He stressed the importance of each of the Cabinet portfolios and that members would put communities first and work for the good of all Dorset residents, provide effective communications, and work effectively with government as well as town and parish councils and other organisations.  The importance of a constructive working relationship with scrutiny committees was emphasised, and that a strong voice of challenge was welcomed and essential to make sure the Cabinet made sound decisions.

Noted

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

Questions from Tara Moggeridge and Toby Webber were asked at the meeting in relation to the academisation of Budmouth College.  The questions and answers are attached to these minutes as an annexure.

The no public statements were made at the meeting.

To receive the Cabinet’s Forward Plan for key decisions scheduled for consideration at future meetings.

The Cabinet considered the Forward Plan as a first draft of the key decisions required until June 2020.  It was noted that the content would be reviewed to ensure that the content reflected the priorities of the Cabinet.

Noted

To consider a report by the Cabinet Member for Finance, Commercial and Assets.

Decisions

1. That the procurements and awards of contracts set out in Appendix A to a maximum value of £5m be approved, and those over £5m would be reported back to Cabinet for detailed consideration.

2. In giving this approval, Members are approving known / likely procurement set for implementation during 2019/20 (or as specifically noted otherwise) on terms to be agreed by the delegated officer, Corporate Director or Portfolio Holder for each arrangement.

3. That procurements exceeding the key decision threshold which are not yet identified will be subject to a separate report for approval by the Cabinet, at a later date.

Reasons for Decisions

1. Cabinet was required to approve all key decisions with financial consequences of £500k or more. It was also good governance to provide Cabinet with a summary of all proposed procurements prior to them formally commencing.

2. Planning procurements effectively ensures: effective stakeholder management; efficient sourcing; compliance with regulations and contract procedure rules; and, best value for money.

The Cabinet considered a report by the Cabinet Member for Finance, Commercial and Assets on the planned procurement activities that constituted key decisions during 2019/20.

Cllr Tony Ferrari reflected on the list of procurements in the report and explained that the items were not a set list of decisions.  He proposed that the procurement and awards of contracts valued under £5m be approved, and that all procurements over £5m would be brought back to the Cabinet for specific and detailed consideration.  Members agreed to the proposal.

A request was made by Cllr Paul Kimber that careful consideration should be given in respect of all procurements to award contracts to local companies as a priority.  Cllr Ferrari explained that this was a consideration as part of the procurement rules, and that it was appropriate to consider for all procurement decisions.

Decisions

1. That the procurements and awards of contracts set out in Appendix A to a maximum value of £5m be approved, and those over £5m would be reported back to Cabinet for detailed consideration.

2. In giving this approval, Members are approving known / likely procurement set for implementation during 2019/20 (or as specifically noted otherwise) on terms to be agreed by the delegated officer, Corporate Director or Portfolio Holder for each arrangement.

3. That procurements exceeding the key decision threshold which are not yet identified will be subject to a separate report for approval by the Cabinet, at a later date.

Reasons for Decisions

1. Cabinet was required to approve all key decisions with financial consequences of £500k or more. It was also good governance to provide Cabinet with a summary of all proposed procurements prior to them formally commencing.

2. Planning procurements effectively ensures: effective stakeholder management; efficient sourcing; compliance with regulations and contract procedure rules; and, best value for money.

To consider a report by the Cabinet Member for Children, Education and Early Help.

Decision

That the request for up to £600k for pay restructuring costs be declined as there are alternative opportunities to access funding for the restructure that will not place pressure directly on the council budgets.

Reason for Decision

Option 1 would incur additional cost to the council and put pressure on the budget as this cost was not budgeted for in 2018/19. Option 2 would result in restructure costs being identified from elsewhere and could potentially impact the Interim Executive Board (IEB) restructure timetable.

The Cabinet considered a report by the Cabinet Member for Children, Education and Early Help on the academisation of Budmouth College which was due to be completed on 1 September 2019. As part of the academisation a request was received to ask Dorset Council to contribute to the restructuring of staff at the School in addition to the budget debt being inherited by the Council as part of the academisation. 

Cllr Andrew Parry introduced the report and explained the high risk profile of the request to fund restructuring at Budmouth College and explained that there was not enough detailed evidence to support the restructuring costs request as the financial picture was still emerging and more detail was needed.

Questions from Tara Moggeridge and Toby Webber were asked at the meeting in relation to the academisation of Budmouth College.  The questions and answers are attached to these minutes as an annexure.

Members shared concerns regarding the request to fund the restructuring at the College including Cllr Clare Sutton who expressed thanks for the cross-party involvement and briefing outside of the meeting on this important matter; Cllr Jean Dunseith, as the local member; and Cllr Tony Ferrari, as a member within the local area, and as the Cabinet Member for Finance, Commercial and Assets due to the poorly evidenced financial request.

Decision

That the request for up to £600k for pay restructuring costs be declined as there are alternative opportunities to access funding for the restructure that will not place pressure directly on the council budgets.

Reason for Decision

Option 1 would incur additional cost to the council and put pressure on the budget as this cost was not budgeted for in 2018/19. Option 2 would result in restructure costs being identified from elsewhere and could potentially impact the Interim Executive Board (IEB) restructure timetable.

To receive a verbal update from the Cabinet Member for Highways, Travel and Environment.

Cllr Ray Bryan, as the Cabinet Member for Highways, Travel and Environment, provided a verbal update following decisions made at the Council meeting on 16 May 2019 in respect of a climate change emergency being declared and to establish a cross-party Executive Advisory Panel on Climate Change.  He confirmed that Cllrs Ray Bryan, Peter Wharf, Daryl Turner, Maria Roe, Kevin Clayton, Rob Hughes and Kate Wheller had been appointed to serve on the Panel, with substitutions made when necessary.

The Panel would be initially comprised of 8 Council members which would firstly consider the background information on carbon reduction initiatives already delivered across the former Dorset Councils to establish the current position.  Work would then focus on gathering evidence from experts to ensure the most up to date knowledge and information to inform the development of policies.

The first meeting of the Panel would be held soon, and updates would be regularly provided to Cabinet.

Members welcomed the update and a comment was made to ensure that there was a robust approach to communications to ensure that regular updates were provided to keep the public well informed, and also that action be taken in a staged way rather than wait for all actions to be taken at the end of the life of the Panel. 

Cllr Clare Sutton, as the Green Party Group Leader, agreed that good communication needed to be in place and welcomed the proactive approach taken to establish the Panel. 

Noted

To receive a verbal update from the Cabinet Member for Children, Education and Early Help.

Cllr Andrew Parry, as the Cabinet Member for Children, Education and Early Help, provided a verbal update in relation to Fostering and the role of members as corporate parents. 

He explained that there were currently 428 children in care which included some with very complex needs, and that the recruitment of social workers had been identified as a priority by the former Dorset County Council which had commissioned the recruitment of a further 70 social workers over a two-year period. In 2018/19 21 foster carers had been approved in addition to 19 connected persons.

A renewed Fostering Recruitment Strategy was being developed, together with continued publicity, to focus on the significant work to continue to recruit foster carers following the first year of the new arrangements and structure.

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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 recorded in the minutes.

There were no matters of urgency considered at the meeting.

To receive any questions from members in accordance with procedure rule 13.

One question from Cllr Brian Heatley on the Weymouth Museum Collection was received at the meeting in accordance with procedure rule 13.  The question and answer are attached to these minutes as an annexure.

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A supplementary statement was shared by Cllr Heatley to indicate that he would continue to show some scepticism about the solution being progressed, and that he would still like an assessment of options available for the future of the Weymouth Museum Collection.  Cllr Suttle responded by confirming that the Council had every intention to rigorously ensure that the project was completed and that he would keep Cllr Heatley informed of progress. <TRAILER_SECTION>

Noted