Venue: South Walks House, Dorchester, Dorset, DT1 1EE
Contact: Email: sdallison@dorset.gov.uk
No. | Item |
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Election of Chairman To elect a Chairman of the
Shadow Dorset Council for the shadow period. Minutes: It was proposed by Cllr J
Somper seconded by Cllr P Shorland that Cllr H Cox be elected Chairman for the
2018/19 shadow period. There were no other nominations. Decision That Cllr H Cox be elected
Chairman of the Shadow Dorset Council for the 2018/19 shadow period. Cllr H Cox
took the chair and signed the declaration of acceptance of office. |
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Election of Vice-Chairman To elect a Vice-Chairman of
the Shadow Dorset Council for the shadow period. Minutes: It was proposed by Cllr D
Walsh seconded by Cllr G Carr-Jones that Cllr V Pothecary be elected
Vice-Chairman for the 2018/19 shadow period. It was proposed by Cllr M
Penfold seconded by Cllr H Cox that Cllr P Shorland be elected Vice-Chairman for
the 2018/19 shadow period. Upon being put to the vote Decision That Cllr P Shorland be
elected Vice-Chairman of the Shadow Dorset Council for the 2018/19 shadow
period. Cllr P Shorland took the vice-chair and signed the declaration of
acceptance of office. |
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Declarations of Interest To receive any declarations
of interest. Minutes: There were no declaration of
interests to report. |
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To adopt the Shadow Dorset
Council Constitution Additional documents: Minutes: The Proper Officer for the Shadow Council presented
a report on the proposed Constitution for the Shadow Council. The Constitution reflected the Structural
Change Oder and the relatively short period in which the Shadow Council would
exist. Cllr J Haynes proposed that the Constitution be
adopted and this was seconded by Cllr S Christopher. In response questions regarding the future
Executive Committee being politically proportional and the development of Area
Committee Board meetings, the Chairman advised that all these matters could be
considered as part of the Governance Task and Finish Group for the new
authority. Decision That
the draft Constitution be adopted. |
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Public Participation To receive any public
questions or statements on the business of the Shadow Dorset Council. Minutes: The Chairman welcomed Mr John Parker – Chairman of
the Dorset Association of Town and Parish Councils. He stated that this was a significant moment in the
process of forming what was to be a
brand-new Dorset Council, with new and innovative ways of working for the benefit of the communities that
councillors served.
He
considered that the association was in a unique position to be a positive voice
in ensuring that its members were engaged with the new council, not only in
collaborative design of services for the many different communities in Dorset,
but also in all aspects which would help build relationships and ease the
implementation of change. The full statement is attached at Appendix 1 to
these minutes. The Chairman also invited Mr Richard Denton White
to address the Shadow Council. Mr Denton
White considered that the first past the post electoral system was undemocratic.
There were a lot of other systems available that should be discussed by
the council at an early stage, in order to
deliver maximum choice for voters
to produce genuine elected representation across the area. |
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To consider a report by the
Strategic HR Lead, Local Government Reorganisation Programme, Dorset Area. Minutes: The Proper Officer advised that in accordance with
the Structural Change Order the interim statutory officers for the shadow
period be designated.. It was proposed by Cllr S Flower seconded by Cllr I
Bruce that the following appointments be made:- Interim Head of Paid Service – Matt Prosser Interim Monitoring Officer – Jonathan Mair Interim Chief Finance Officer – Jason Vaughan Decision That the selected Interim Statutory Officers be
appointed with immediate effect. |
|
Process to Appoint a Permanent Chief Executive to Dorset Council PDF 219 KB To consider a report by the
Strategic HR Lead, Local Government Reorganisation Programme, Dorset Area. Minutes: The
Interim Monitoring Officer presented a report regarding the process to appoint
a permanent Chief Executive to Dorset Council.
Following a presentation by the LGA in February, the Dorset Area Joint
Committee had authorised the Monitoring Officers to appoint external
recruitment consultants to assist in designing and implementing the recruitment
of a permanent Chief Executive Members
were advised that a timeline has been developed and, subject to agreement from the
Shadow Dorset Council, the aim was to launch the recruitment campaign with
immediate effect and to complete the selection process by mid-September. Once the selection process has been completed
the final decision on the appointment of the Chief Executive would be presented to the Shadow Dorset Council. It
was proposed by Cllr N Lacey-Clarke seconded by Cllr
D Walsh Decisions (i) The job description,
person specification and terms and conditions of employment, at appendices 1, 2
and 3 of the report be approved; (ii) That authority be given
to the Shadow Executive Committee to
agree the most appropriate approach for the remuneration for the Chief
Executive’s post, either as a spot salary or a salary scale with defined
performance measures, based on the guidance provided by the LGA to the Dorset
Area Joint Committee; (iii) That the recruitment process for the
permanent Chief Executive for Dorset Council
commence with immediate effect. |
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High level implementation plan for Dorset Council PDF 1 MB To consider a report by the
Programme Director. Minutes: The Programme Director presented a
report that provided members with the outline Implementation Plan for the
Dorset Council. He advised members that
the nature, size, complexity and speed of the programme meant that the ‘Shaping
Dorset Council Plan’ was a live document and would continue to be updated to
reflect the data, information and issues that would arise during the
process. The management of the plan
would be carried out by the Shadow Dorset Executive Committee. There were a number of comments and observations
made by members including:- ·
The importance of involving and consulting
with parish and town councils in the work to establish the new unitary council. ·
The challenge of ensuring that all
councillors were kept informed and engaged. ·
Concern was expressed that there was no
public consultation or community engagement. ·
Concerns that some members who had
volunteered to participate in task and finish groups had not had the
opportunity to do so. However, the
Shadow Council was advised that a number of groups had currently been paused,
but would be meeting again soon. ·
In respect of the Local Government Boundary
Commission for England’s Electoral Review of the Dorset Council, the Shadow
Council could only make a recommendation, not the final decision. ·
Some members requested that the Shadow
Council consider the value of holding meetings in the evening to ensure fair
and democratic representation. In response to some of those concerns, Cllr R Knox,
Chairman of the Dorset Area Joint Committee agreed that member inclusion was
paramount but this had to be balanced with the need to “get the job done”. She also confirmed that a member newsletter
would be circulated fortnightly to help inform councillors and conveyed
the importance of engaging with the
public, private and voluntary sectors. It was proposed by Cllr J Farquharson seconded by
Cllr R Knox Decisions (i) That the High Level Implementation plan be adopted and
that further iterations and updates on progress against this plan be brought
forward and overseen through the Shadow Executive Committee arrangements, at
intervals to be agreed; (ii) That the proposed Implementation Team be
approved. |
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Appointment to Committees 2018/19 PDF 103 KB To consider a report of the
Dorset Area Monitoring Officers. Minutes: It was
proposed by Cllr J Haynes seconded by Cllr B Ezzard Decisions
(i) That
seats and appointments to the Shadow Executive Committee of the Shadow Dorset
Council be allocated, as nominated by Dorset Councils for 2018/19 and as set out
in the Appendix 2 to these minutes. (ii) That
seats and appointments on committees of the Shadow Dorset Council be allocated,
as nominated by Group Leaders, for 2018/19 and as set out in the appendix to
these minutes. (ii) That
Chairmen and Vice-Chairmen of committees for the year 2018/19 be appointed at
the first meeting of each committee. (iv) That
authority be given to Group Leaders to make in-year changes to appointments. |
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Adoption of Members' Allowances scheme PDF 407 KB To consider a report of the
Democratic and Electoral Services Manager, Purbeck District Council. Minutes: The Interim Head of Paid
Service advised members that the Bournemouth, Dorset and Poole (Structural
Changes) Order required that the Shadow Dorset Council must prepare and adopt a
scheme for the payment of allowances to its members. The council was asked to consider the
recommendations of an Independent Remuneration Panel, drawn from the membership
of panels of the existing Dorset area councils.
The recommendations of
the panel were set out within the report for members’ consideration. Cllr S Jespersen
proposed the following amendment “that the Members’ Allowances Scheme be
approved without the inclusion of the special responsibility allowances (SRA)”.
The amendment was seconded by Cllr A
Alford. Upon being put to the
vote the motion was CARRIED Decision (Substantive) That the Members’
Allowances Scheme be approved without the inclusion of the special
responsibility allowances (SRA). |
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Adoption of Calendar of Meetings PDF 102 KB To consider a report of the
Dorset Area Monitoring Officers. Minutes: Members
were asked to consider the Calendar of Meetings for the period of the Shadow
Council. A
number of members expressed concern that many of the committee meetings were
scheduled to take place during the day.
They asked that the new authority meetings be held in the evenings to be
more democratic and inclusive. In
response, the Head of Paid Service indicated that the matter of timing of
meetings would be considered by a future meeting of the Shadow Executive Committee.
It
was proposed by Cllr J Somper seconded by Cllr R Kosior Decisions
That
the Calendar of Meetings, as set out below, be approved. Shadow
Council Venue:
South Walks House, Dorchester 31
July 2018 6:30pm 20
February 2019 6:30pm Shadow
Executive Venue:
South Walks House, Dorchester 18 June 2018 6:30pm 20 July
2018 10:00am
Reserve: 8 August 2018
12:00pm
21 August
2018 2:30pm
20 September 2018 2:30pm
16 October
2018 2:30pm
Reserve: 9 November 2018 12:00pm
22 November
2018 2:30pm
20 December
2018 2:30pm
16 January
2019 2:30pm
20 February
2019 2:30pm
20 March
2019 2:30pm
Shadow
Overview and Scrutiny Committee Venue:
to be confirmed 20
June 2018 6:30pm 4
September 2018 10:00am 15
November 2018 2:00pm 10
January 2019 2:00pm Shadow
Senior Officer Appointments Committee To
be arranged as required Shadow
Standards Committee To
be arranged as required |
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Urgent Items 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 19702. The reason for the urgency shall be specified
minutes. Minutes: There were no urgent items to
report. |
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