Agenda and draft minutes

To receive any declarations of interest.

There were no declarations of interest.

To confirm the minutes of the meeting held on 20^th February 2019.

The minutes of the meeting held on 20 February 2019 were confirmed as a correct record and signed by the Chairman.

Members of the public may submit a written question to the Leader, Portfolio Holder, or Chairman of the Shadow Council or committee.  Questions must have been submitted to the Interim Monitoring Officer  by 10.00 am on 11^th March. Written statements must be submitted to the Interim Monitoring Officer by midday on 13^th March.  

The following questions and statements were received:

“Wimborne Minster Town Council supports the premise embodied within the Notice of Motion submitted by Cllr Bartlett that the new Dorset Council should robustly engage with Town and Parish Councils at the earliest opportunity so that the impact on those councils of the future services provided by Dorset Council can be properly assessed and planned for”.  Read out by the Clerk to the meeting on behalf of Wimborne Minster Town Council.

Question from Iain Houston on behalf of Bradford Abbas Parish Council:

“Can you assure each Parish Council that it will be informed in a timely manner of each planning application in its parish and that, if required by that Parish, contentious applications will come before the Planning Committee.”

In response to the question Cllr T Ferrari reported that there were no plans for parish councils to have increased responsibilities. The working relationship between parish councils and Dorset Council would remain unchanged and as there would be no change to operational arrangements there would be no change to financial arrangements.   

Question from Iain Houston on behalf of Bradford Abbas Parish Council:

“Dilation of County Councillors’ local knowledge:
The three Councillors that attend our Ordinary Parish Council Meetings will be replaced by a single County Councillor. Up until now, our two District Councillors and one County Councillor together have a wealth of knowledge of our local geography and history. 
What steps will the new council take to ensure that a County Councillor covering a larger area will be able to work with each Parish Council to acquire as deep local knowledge as she requires.”

Question from Iain Houston on behalf of Bradford Abbas Parish Council:

How will the County Council involve each Parish Council in sharing out Business Rates to support Parish Councils’ increasing responsibilities?

“At the Blandford Forum Town Council meeting held on Monday 11^th March 2019, councillors agreed unanimously to support the motion put forward by Cllr Shane Bartlett.” Read out by the Clerk to the meeting on behalf of Blandford Forum Town Council.

Cllr D Rickard read out the following statement on behalf of Bridport Town Council:

“Bridport Town Council appreciates the complexity of LGR and the focus on ‘safe and legal’, but this has left town and parish councils marginalised from the process.  This perception is exacerbated by the Shadow Executive decision which prevented the devolution of services.  We have the powers and the will to help the new Council face the twin pressures of funding and LGR.  In the interests of our community, we call on the Shadow Council to establish a two-way mechanism for our direct engagement in the development of Dorset Council’s services and committee structure, in particular the proposed Area Boards.”

“Worth Matravers Parish Council (WMPC) does not consider that as promised the Shadow Council and its Executive have involved or engaged adequately with Town and Parish Councils regarding their future contribution to Dorset Council or any potential impact of establishing the new  ...  view the full minutes text for item 55.

A Shadow Councillor may ask the Chairman, Leader, Portfolio Holder or the Chairman of a committee any question about a matter which the Shadow Council, the Shadow Executive or committee has powers, duties or responsibilities. Questions must have been submitted to the Interim Monitoring Officer by 10.00am on Monday 11th March 2019.   

There were no questions from Shadow Councillors.

To receive the minutes of the Shadow Executive Committee held on 11^th March 2019 (to follow).

The minutes of the Shadow Executive Committee held on 11^th March were received and noted.

To receive the minutes of the Shadow Overview and Scrutiny Committee held on 7^th March (to follow).

The minutes of the Shadow Overview and Scrutiny Committee held on 7^th March 2019 were received and noted.

To consider the following Notice of Motion submitted by Cllr S Bartlett:-

That there has been a failure of the Shadow Executive Committee to fulfil a promise to involve members from minority groups on Task & Finish Groups, which were originally set up to formulate policies and procedures for the new Dorset Council.

That the Shadow Council agrees that it has not, as promised, involved or engaged adequately with Town and Parish Councils regarding their future contribution to Dorset Council or any potential impact of establishing the new council on the services they provide.

That the Shadow Council acknowledges the importance of ensuring a clear statement of intent is placed on record such that in future within the Dorset Council there be cross party involvement immediately in the development of policies and procedures, as set out within the approved structure of the Dorset Council Constitution.  And that further, Town and Parish Councils will be robustly engaged, on an ongoing basis, in respect of future service provision by the Dorset Council, which may have an impact on their councils.

The motion has been supported by:-

Cllrs J A Andrews, N J Ireland, S Jefferies, M E Rennie, S Hosford, R Potter, T Harries, E S Jones, M Hall, G Taylor, A Canning, K Wheller, D Budd, T Jones, P R Kimber, R Nowak, L Hamilton, B Ezzard, S Bartlett, R Biggs, D Rickard, T Roos, C Huckle, C Sutton and J Orrell 

The following motion was proposed by Cllr S Bartlett seconded by Cllr K Wheller: 

“That there has been a failure of the Shadow Executive Committee to fulfil a promise to involve members from minority groups on Task & Finish Groups, which were originally set up to formulate policies and procedures for the new Dorset Council.

That the Shadow Council agrees that it has not, as promised, involved or engaged adequately with Town and Parish Councils regarding their future contribution to Dorset Council or any potential impact of establishing the new council on the services they provide.

That the Shadow Council acknowledges the importance of ensuring a clear statement of intent is placed on record such that in future within the Dorset Council there be cross party involvement immediately in the development of policies and procedures, as set out within the approved structure of the Dorset Council Constitution.  And that further, Town and Parish Councils will be robustly engaged, on an ongoing basis, in respect of future service provision by the Dorset Council, which may have an impact on their councils.”

Cllr S Bartlett explained that when the original Member Task and Finish Groups had been established there had been a promise that the membership would come from across all of the sovereign councils and they would be cross party. When the Task and Finish Groups became Working Groups the change did not come before the Shadow Overview and Scrutiny Group for approval.  Cllr Bartlett highlighted that cross party engagement should be the normal way of working for Dorset Council for all working groups, informal groups, panels etc. in order to enhance local decision making. In addition town and parish councils needed to be part of the golden thread to ensure that local communities were at the heart of the new council.      

Cllr R Knox tabled the following amendment to the motion seconded by Cllr G Haynes:

“That the Shadow Dorset Council understands and recognises that local community and individual need is key in the delivery of effective services.  The delivery of these services will involve many different bodies, Town and Parish Councils, the Voluntary and Community Sector and other public organisations.  These are vital partners to ensure Dorset Council fosters vibrant communities across the county and this is a fundamental principle of the constitution of the new council.

A fantastic opportunity exists for the elected members of the new Dorset Council and all these partners, who are so important and valued in delivering local services, both now and in the future.  The Shadow Dorset Council would like to thank all those who have positively helped in ensuring a robust and local solution for community engagement is a continuing part of the transformation ethos of the new Dorset Council.” 

Cllr R Knox reported that there had been overwhelming support for local government reform in Dorset and that this change would enable the new council to serve the people of Dorset and to provide the best services possible.  The next stage would  ...  view the full minutes text for item 59.

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.

There were no urgent items.