Venue: Committee Rooms A&B, South Walks House, Dorchester, Dorset DT1 1EE
Contact: Lee Gallagher Email: l.d.gallagher@dorsetcc.gov.uk - 01305 224191
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Apologies To receive any apologies for absence. Minutes: Apologies for absence were received from Cllr Colin Huckle, Steve Mackenzie (Chief Executive – Purbeck District Council), David McIntosh (Chief Executive – Christchurch and East Dorset Councils), and Cllr David Walsh. Rebecca Kirk (General Manager, Public Health and Housing – Purbeck District Council) attended for Steve Mackenzie, and Matti Raudsepp (Strategic Director – Christchurch and East Dorset Councils) attended for David McIntosh. |
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Declaration of Interest Councillors are required to comply with the requirements of the Localism Act 2011 regarding disclosable pecuniary interests. Minutes: There were no declarations by members of disclosable pecuniary interests under the Shadow Dorset Council’s Code of Conduct. |
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Minutes To confirm and sign the minutes of the previous meeting held on 20 July 2018. Minutes: The minutes of the previous meeting held on 20 July 2018 were confirmed and signed. |
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Public Participation To receive any public questions or statements on the business of the Shadow Executive Committee. Minutes: There were no public questions or statements received at the meeting in accordance with Standing Order 28. |
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Shadow Executive Committee Forward Plan To consider the Forward Plan of the Shadow Executive Committee. Minutes: The Committee received the latest draft Forward Plan, which included all
decisions to be taken throughout the Shadow Dorset Council period until 1 April
2019. It was agreed that a standing item would be added to the Forward Plan which
specifically related to Risk Management.
Although this would be covered in the highlight report it was felt that
this area was of such importance in relation to convergence of the councils and
ensuring service continuity that a distinct item was needed for all
meetings. A question was asked regarding the deferral of the Home to School
transport item, to which the appropriate County Council Cabinet Members would
investigate and share the reason with members outside of the meeting. Decision That the Forward Plan be updated as summarised above. |
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Programme Highlight Report - August 2018 PDF 833 KB To consider a report by the Programme Director, and to receive any further updates from the Lead Members for their areas of responsibility. Additional documents: Minutes: The Committee considered a report by the Programme Director which
provided a summary of the Local Government Reorganisation Programme including workstream activity since the last meeting on 20 July 2018,
changes to reporting format for future updates, and an overview of the
milestone plan. A member briefing was
also held on 20 August 2018 which update members on progress of the programme. An overview of the
programme was provided by the Interim Head of Paid Service and the Programme
Director which highlighted that ongoing governance assurance was being received
from the South West Audit Partnership (SWAP) on a monthly basis; the
introduction of a new three stage gateway approach to provide increased assurance;
the introduction of Theme Boards; new change control arrangements to deal with
convergence from 1 April 2019; the introduction of a Wider Programme Board and
use of sponsors; resources were still a challenge and additional capacity was
being sought from internal staff and external agencies; and work would take
place over the coming weeks to develop the principles to guide the creation of
new council. A summary of the
milestone report was provided which included the progress of the top milestones
throughout programme. A suggestion was made to make the milestone language
clearer and easier to understand for the public. A further change was requested
to the Programme Structure diagram to include lines of reporting to illustrate
decision making authority and lines to indicate the relationship between
programme phases and workstreams. The changes were noted by officers, and it
was indicated that a flow chart would be developed to aid understanding of the
structure. Members discussed
the SWAP governance audit report and follow-up report, noting that progress had
been made in relation to all areas identified and ‘red’ actions were being
addressed as a priority, specifically relating to the relationship between the
LGR Programme Team and the Dorset County Council LGR Programme Team, and the
challenge posed by needing a single PAYE system and HMRC reference number. The new gateway review process would also
ensure that actions were completed and escalated as a priority at the appropriate
point. In addition, a request was made
for audit reports to be made available as early as possible for members for the
Committee, as well as updates, as it would often take some time to be reported
formally. In relation to the Workstream Status Update
form, it was suggested that the ‘key achievements for the next week’ should
refer to targets instead of achievements.
The change was noted by officers. As the Lead Member for Governance, Cllr Spencer Flower updated the
Committee on the ongoing work of the Governance Task and Finish Group. Decisions 1. That the progress made as described in the programme Director’s
report be noted. 2. That the
Internal Audit report (26 July) and Follow-up report (10 August) be noted. 3. That the reporting formats set out in section 4 of the Programme Director’s report for future reporting be agreed. |
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To consider a report by the Lead Member for Finance. Minutes: The Committee considered a report by the Lead Member for Finance on the
Financial Strategy to develop the 2019/20 budget proposals. It was explained that it was not possible to
provide a comprehensive Medium Term Financial Plan yet as this work was being
completed by the Budget Task and Finish Group to establish the baseline
financial position, and more information was needed regarding the Government
settlement. However, it was noted that
there was a positive direction anticipated in relation to negative Revenue
Support Grant which would hopefully see an increase of £11m per year in the
Council’s platform of funding. Work also
continued to develop the revenue, capital and borrowing position for Dorset
Council and a draft budget would be considered by the Committee following the
Budget Task and Finish Group on 14 September 2018, but this would continue to
be subject to changes at this early stage. Members discussed the original case for change which had identified the
cost of transformation to be between £18m-27m and a number of questions were
asked about how achievable or affordable this would be within the budget. It was clarified that transformation costs
were not yet part of the budget and that transformation plans for the new
Council would be considered beyond convergence of the existing councils on 1
April 2018. Transformation costs could
be funded through a range of ways including use of reserves, borrowing or freeing
up capital funding through the disposal of assets. It was also highlighted that the scale and
aspiration of transformation would need to be taken account of together with
associated cost reductions and stranded costs that would still have a cost to the
organisation after 1 April 2018. A
series of reports would be considered by the committee in due course on
transformation. Decisions 1. That the
Financial Strategy, as a basis of balancing the 2019/20 budget, be approved. 2. That the
proposals in the Finance Settlement Technical consultation for removal of
negative Revenue Support Grant for 2019/20 be supported, and delegates
authority to the Interim Section 151 Officer to respond to the consultation. 3. That the approach
to member engagement on the budget, as set out in the Lead Member’s report, be
approved. Reason for Decisions To enable the development of budget proposals that would balance the 2019/20 budget. |
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Appointment of Internal Auditors PDF 118 KB To consider a report by the Lead Member for Finance. Minutes: The Committee
considered a report by the Lead Member for Finance regarding the appointment of
the South West Audit Partnership (SWAP) Ltd as the Internal Auditors for Dorset
Council from 1 April 2019. Members discussed the
ongoing financial and staff commitment associated with the appointment of
internal auditors, noting that economies of scale would be necessary to drive
down costs as the number of councils reduced.
It was noted that there were plans to make significant savings from
2019/20 and that the cost can be reduced by September each year for the
forthcoming agreed audit activity.
Further to the discussion Cllr Jeff Cant suggested that recommendation 1
be amended to include ‘subject to a review of cost during 2019/2020’. On being put to the vote the amended
recommendation was agreed. Decision 1. That, subject
to a review of cost during 2019/2020, SWAP Ltd be appointed as the internal
auditors for Dorset Council from 1 April 2019. 2. That the
Interim Section 151 Officer be granted delegated authority to appoint an
appropriate representative to be on the SWAP Board of Directors. 3. That the
councillor representative for SWAP be appointed following the 2 May 2019
elections. Reason for Decisions To ensure compliance with the legal requirement to have an internal audit service and to enable the development of an internal plan for 2019/20. |
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Local Government Boundary Commission for England - Dorset Council Review PDF 124 KB To consider a report by the Lead Member for Governance. Additional documents:
Minutes: The Committee considered a report on the Boundary Review of the new
Dorset Council following extensive work of the Boundary
Review Task and Finish Group. Cllr
Spencer Flower, as the Lead Member for Governance and the Chairman of the Task
and Finish Group, provided an overview of the proposals in the Boundary
Commission consultation, which had incorporated 95% of the submission from the
Dorset Area Joint Committee meeting on 15 May 2018. Members congratulated Cllr Flower and the
Task and Finish Group for the meticulous review work undertaken. Decision 1.
That the recommendations of the Local Government Boundary Commission for the electoral
arrangements for Dorset Council from 2 May 2019, subject to the inclusion of
Appendix 3 in the response, be supported. 2.
That the minute above be used to provide feedback to be considered by as part
of the review. 3.
That the arrangements for individual representations to the consultation be
noted. Reason for Decisions To actively contribute to the Local Government Boundary Commission for England review of electoral arrangements for the new Dorset Council from 2 May 2019. |
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Implementation Plan for Dorset Council PDF 2 MB To consider a report by the Programme Director. Minutes: The Committee considered a report by the Programme Director on the
Implementation Plan for Dorset Council, which included the scope, objectives,
planning process, governance, leadership, organisation, risks and resources of
Local Government Reorganisation. The
report built upon the Implementation Plan agreed by the Shadow Dorset Council
at its first meeting held on 7 June 2018. Members discussed the review of Task and Finish Groups, which was
currently being undertaken by the Interim Head of Paid Service, to remodel each
into ongoing working groups with mergers of some responsibilities and closure
of others. It was agreed that delegated
authority should be given to the Leader and Deputy Leader to approve the review
and for it to be shared and executed as soon as possible. It was noted that members of former groups
where workloads had been merged would have the opportunity to contribute to the
work of the new group undertaking that role, such as the Governance Task and
Finish Group considering Area Based Decision Making arrangements. Officers were asked to identify single
officer points of contact for workstream activity at
the earliest opportunity. All members of
Task and Finish Groups that had met and closed, or had been subsumed as part of
the review, were thanked for their work and input to date. A suggestion was made that the date for the second gateway review in
February 2019 was very late and that this should be brought forward to at least
mid-late January 2019 to enable more time to resolve any significant issues
raised as part of the review. The
suggestion was noted by officers and it was also clarified that assistance in
the gateway reviews would be provided by South West Audit Partnership and also
through a transformation consultancy. Decisions 1. That the Plan be adopted and further iterations and updates on
progress against the plan will be brought forward and overseen through the
Shadow Executive Committee arrangements with updates to the November 2018,
January and March 2019 meetings. 2. That the scope
statements contained within this document which clarify the current specifics
of delivery for vesting day be agreed. 3. That the reporting formats set out in section 15 of the Programme
Director’s report be agreed. 4. That the Leader and Deputy Leader be granted delegated authority to agree the Review of Task and Finish Groups report by the Interim Head of Paid Service, to be shared with members and executed as soon as possible. |
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To consider a report by the Interim Head of Paid Service. Additional documents: Minutes: The Committee considered a report by the Interim Head of Paid Service on
the principles for designing a council for the 21st century, which would
include its role, the services it would provide, and the culture, structures,
skills and ways of working required to deliver the new council. This built upon earlier sessions with the
Institute of Local Government Studies (Inlogov). The development of the vision and operating
model would be undertaken in early September 2018 and a date would be
circulated to members very soon. Decision That the Design Principles be agreed. Reason for Decision These principles would support the next stages of designing the transformational work for the new council. |
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To consider a report by the Programme Director. Minutes: The Committee considered a report by the Programme Director on the
Shaping Dorset Council Communications Plan for Phase 2 (Delivery of services on
1 April 2019), which was developed from the former Communications and Engagement
Plan approved in September 2017. A
separate Plan would be developed in due course for Phase 3 (Designing and
building the new Dorset Council). A detailed
overview of the communications and engagement approach covered communication
activity for the Shaping Dorset Programme, and also delivery of day 1
communications for the new council. The arrangements would continue to change
throughout the life of the programme and further iterations of the plan would
be developed. At present there was a
clear focus on support for members and employees, to help all understand the
phases and timeline of the Programme. The next stage would see a brand new
website developed to facilitate communications and engagement with residents
and external partners such as town and parish councils for Phase 3. A question was asked about the Phase 3 communication plans for the
business community. It was explained
that this area was under development and there was more to be done before
detailed plans and dates were in place.
There had been an update provided to businesses that had taken part in
the original consultation process facilitated by the Dorset Chamber of Commerce
and Industry and through the Public Service Forum, but this was all at a
strategic level and further engagement would be developed in due course. Financial plans would also be subject to
consultation with the business sector in due course. In relation to the revised media protocol, a request was made for the
appropriate Lead Member to be quoted in press releases and other media
channels. Cllr Sherry Jespersen, as the Lead Member for Communities, commended the
report and the communications approach, including the quality of the members’
newsletters, to the Committee and indicated that the Communications and Engagement
Task and Finish Group would consider points made throughout the
discussion. It was also suggested that
visual presentation – a dashboard – of what was happening would be a very good
way to demonstrate at committee meetings what was happening and to show the
impact of the communications. Decision That the Plan, and that further iterations will be overseen through the Shadow Executive Committee at intervals to be agreed, be noted. |
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Shaping Dorset Council Programme - Operational Structures from Day 1 - Tier 2 PDF 121 KB To consider a report by the Interim Head of Paid Service. Additional documents: Minutes: Cllr Peter Wharf,
as the Lead Member for HR and Workforce, explained that the report needed to be
withdrawn from the agenda as further work was required which may result in changes
to the proposal, and that a report would be resubmitted to the Shadow Executive
Committee at the earliest opportunity. Decision That the report be withdrawn from the agenda and submitted to a future meeting of the Shadow Executive Committee. |
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Sub-National Transport Body for the South West PDF 1 MB To consider a report by the Lead Member for Environment, Roads & Parks. Minutes: The Committee considered a report by the Dorset County Council Cabinet
Members for Natural and Built Environment, and Economy, Education, Learning and
Skills in relation to the formation and membership of a Sub-national Transport Body (STB) by entering an informal
partnership with other authorities as agencies responsible for infrastructure
investment as a body to influence strategic transport investment. There were two Sub-national Transport Bodies
that Dorset Council could join which had the same broad remit and focus, the
Western Gateway STB and the South West Peninsula STB. Members expressed a range of views regarding membership of each STBs,
and whilst recognising that it was imperative to become a member of one of
them, and be an associate member of the other, there was a divergence of
opinion regarding which one to join.
Strong views were expressed regarding the rural linkages and advantages
to the South West Peninsula, whilst there was an important need to focus on the
north/south M4 corridor which was part of the Western Gateway priorities. Those in favour of either STB felt that their
preference would be the best model to influence Government and attract investment. It was noted that the issue had been
discussed in detail at a recent Leaders and Chief Executive’s meeting where
there had been a preference expressed towards the Western Gateway STB. The Committee was encouraged by the Lead
Member for Communities to view the opportunity positively as the Dorset Council
would be an influential partner in either STB and would continue to have
constructive relationships across the whole region. At the end of the discussion Cllr Gary Suttle
proposed that Dorset Council join the Western Gateway STB and become and
associate member of the South West Peninsula.
The proposal was seconded by Cllr Spencer Flower. On being put to the vote the proposal was
agreed. Decision That Dorset Council agree to: 1. Join an informal partnership forming the shadow sub-national
transport body for the Western Gateway, subject to Government agreeing with
that proposal, and subject to formal agreement of a final terms of reference in
due course and cost of membership. 2. Become an associate member of the shadow subnational transport body
for the South West Peninsula, which will also operate initially as an informal
partnership, subject to agreeing appropriate terms of reference in due course
and cost of membership. 3. The draft terms of reference attached as Appendix 3 or 4 (respective
of the decision at 1 above) as an appropriate basis upon which to create the
partnership. 4. Appoint the Lead Members for Economic Growth, Education &
Skills and for Natural & Built Environment to represent the Council on the
sub-national transport bodies. 5. Delegate authority to the County Council’s Corporate Director,
Environment & Economy following consultation with the Lead Members for
Natural & Built Environment and for Economic Growth, Education & Skills
to agree the final terms of reference, a constitution, an inter-authority
operational agreement and the prospectus for communication purposes for the
STB. 6. Approve an initial partnership funding contribution of up ... view the full minutes text for item 38. |
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Creation of Capital Property Purchase Fund PDF 75 KB To consider a report by the Leader of Purbeck District Council. Minutes: The Committee considered a report by the Leader of Purbeck District
Council on the formation of a capital property purchase fund for the purchase
of houses to help meet the housing needs of the community, noting that the
beneficiaries for the Dorset Council would be the residents of Dorset and not
only the residents of Purbeck as part of its Housing Strategy. The consideration of Dorset County Council properties to help achieve
the aims of the fund was raised as exploration of sites could open
opportunities to convert buildings for future housing use. It was noted that this could be explored as
part of the housing approach and the fund could be used for this. Members discussed the financial considerations needed when making decisions
at sovereign councils as the budget of Dorset Council would be modelled
differently to councils and could therefore have different interest
implications if funded through borrowing.
It was agreed that the concurrent view of Section 151 Officers should be
incorporated into this type of report in future to give a steer on the
financial impact and viability of the proposal in the wider Dorset Council
financial strategy. The Interim Section
151 Officer confirmed that the proposal was acceptable. Decision That the recommendations detailed within the report, to be decided upon
by Purbeck District Council, be supported. |
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Transfer of Toilets and Reserved Car Park Area to Corfe Castle Parish Council PDF 72 KB To consider a report by the Leader of Purbeck District Council. Additional documents: Minutes: The Committee considered a report by the Leader of Purbeck District
Council on the transfer of the toilets at West Street, Corfe Castle along with
22 car parking spaces in the reserved parking area at West Street to Corfe Castle
Parish Council, which was in line with transfer of assets principles. The
transfer of the cost of running the toilets, by transferring the parking spaces
would remove the liability upon Dorset Council in the future and would avoid an
escalating maintenance cost. Members discussed the application of asset transfer of this nature, to
ensure that assets with the potential for income generation were not disposed
of without due consideration. It was
confirmed that the asset transfer principles had been applied and it was
suggested that an overage clause be included in the final contract. The importance of a consistency of approach
across all councils when considering similar requests was highlighted. Decision That the recommendation detailed within the report, to be decided upon
by Purbeck District Council, be supported. |
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Decision Making Activity of Dorset Councils For information only – the links below provide background information regarding the decision making activity of each of the Dorset area councils: Minutes: The Committee received notification of the decision activity
of Dorset councils. There were no
matters raised in respect of decision making of Dorset Council. Noted |
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Urgent Items To consider any items of business which the Chair 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. Minutes: There were no items of urgent business pursuant to section 100B (4) b) of the Local Government Act 1972 considered at the meeting. |