Issue - meetings

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