Venue: Committee Rooms A&B, South Walks House, Dorchester, Dorset DT1 1EE
Contact: Lee Gallagher Email: l.d.gallagher@dorsetcc.gov.uk - 01305 224191
No. | Item |
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Apologies To receive any apologies for absence. Minutes: Apologies for absence were received from Cllrs Jeff Cant and Pauline Batstone. |
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Declaration of Interests 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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To confirm and sign the minutes of the previous meeting held on 17 September 2018. Minutes: The minutes of the previous meeting held on 17 September 2018 were confirmed and signed. |
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Public Participation PDF 153 KB To receive any public questions or statements on the business of the Shadow Executive Committee. Minutes: There were no public
questions received at the meeting in accordance with Standing Order 28. One public statement was received from Unison in relation to programme progress and in respect of recruitment. The statement had been received by the Lead Member for HR & Workforce and the content had been taken into account. A copy of the statement is attached to these minutes as an annexure and as there was not a representative of Unison in attendance at the meeting the document was displayed for everyone present at the meeting to view. |
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Shadow Executive Forward Plan PDF 114 KB 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. Noted |
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Programme Highlight Report PDF 156 KB To consider a report by the Programme Director. Additional documents: Minutes: The Committee
considered a report by the Programme Director which provided an overview of the
Local Government Reorganisation Programme including workstream
activity, continued progress in developing detailed plans, theme board activity,
the first gateway review, change control arrangements, the delivery plan
against the implementation phase of the programme, SWAP audit review of the
programme, and convergence and transformation.
Work was also underway to address resourcing issues with the respective
Section 151 Officers of sovereign councils. Reference was made
to the need for a ‘cross checking exercise’ to be undertaken, as identified in
the SWAP audit report. It was confirmed
that there was a constant state of checking at this point of the programme with
weekly highlight reports with risks issues and dependencies being reported to
the Programme Board. In relation to the
convergence timeline, and change control requests, clarification was provided
that the position had developed since publication of the report and that it
would run to the end of March 2019 instead of December 2018. It was also noted
that this information would be addressed further as part of the Convergence and
Transformation Task and Finish Group. The alignment of
convergence alongside the work of the Budget Working Group was raised as there
was a need to validate financial savings assumptions and financial modelling
for the delivery of the new council. The
Programme Director confirmed that this area of work was fast-paced and further
detail would be considered by the Budget Working Group and Convergence and
Transformation Task and Finish Group. A range of
clarifications and questions were raised on the individual workstream
updates included within the Programme Director’s report which related to: ·
The
development of the Phase 3 Transformation Plan, which had progressed since
publication of the report, but further clarity about resources was required. ·
A
coordinated approach to mitigate data disaggregation risk, which had moved on
substantially since publication of the report.
The risk had subsequently been downgraded from red. ·
Identification
of a single count venue after the Elections on 2 May 2019. This was confirmed as Redlands Sports Centre
in Weymouth on Friday 3 May 2018 (and Saturday 4 May for town and parish
count). This would be more efficient than multiple count locations in terms of
returning officer attendance, staffing capacity, and would be logistically
easier to manage. ·
Work by
CIPFA on financial analysis, which would hopefully be completed within the next
couple of weeks and feedback would be provided in due course. ·
Clarification
that the risk to staff pay would be minimised to all groups of employees as
there was a plan to keep the existing pay systems in place pending sign off by
HMRC in October 2018. ·
Clarification
of the role of the theme boards which had been put in place to drive the
service continuity workstreams of the programme. Questions were also asked about the issues
and risks facing the theme boards. All
status updates for the theme boards had moved on significantly since
publication of the report. · It was confirmed that ... view the full minutes text for item 63. |
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2019/20 Budget and Medium Term Financial Forecast PDF 133 KB To consider a report by the Lead Member for Finance. Minutes: The Committee
considered a report by the Lead Member for Finance on the 2019/20 budget, future financial forecast and the strategic budgetary
approach to enable the Dorset Council to deliver sustainable services. Attention was drawn to
savings required throughout 2019/20 and beyond, including stranded costs. The
Budget Working Group would continue to address the budget challenges of the new
council and further information would be shared with members as it was made
available, which would include costs of the organisational design to deliver
services. A particular request was received to illustrate the relationship
between income derived from fees and charges against other income such as
Council Tax. Decision 1. That the current financial forecast for
2019/20 be noted and the strategy for balancing the budget of focusing on
convergence savings be approved. 2. That the outline forecast for futures years and work being
undertaken to ensure future financial sustainability be noted. Reason for
Decisions To enable the development of budget proposals for 2019/20 that would set the foundations to creating a financially sustainable council. |
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Future of Local Plans in Dorset PDF 175 KB To consider a report by the Lead Member for Planning. Minutes: The Committee
considered a report by the Lead Member for Planning in relation to the future of local plans, which would see existing local plans
transferred to Dorset Council as the statutory Development Plan from 1 April
2019, and the review process which would lead to a new council area Local Plan
within five years of the reorganisation date. The importance of making
progress on local plans, in order to have an up to date basis for planning
decisions, was emphasised. In addition
legal clarification was being sought in relation to housing land supply as a
result of the creation of Dorset Council, and application of existing plans
prior to the development of a new Plan.
The decision about how to progress local plan preparation would be one
of the first tasks for the new Council after 1 April 2019. Reference was made
to the need for a plain English guide to be made available in due course to
explain the arrangements to the public, and to share with town and parish
councils at the earliest opportunity. The Committee
welcomed the report and thanked Cllr David Walsh, as the Lead Member for
Planning, for his work in developing the position in relation to local plans. Decision 1. That the
current work on local plan reviews should continue until any decisions are made
by the new Dorset Council about the future of local plans. 2. That the continuing status of the existing adopted local plans
after the formation of the new council be noted. 3. That the essential need to progress local plan reviews in good time
in future, and the risks associated with the various options for doing so, as
outlined in the report be noted. Reason for
Decisions To highlight the importance of maintaining progress on reviewing
planning policy, and the decisions that needed to be made by the new Council about
how this was achieved. |
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Parish and Town Council Elections - Recharging Structure PDF 459 KB To consider a report by the Returning Officer. Minutes: The Committee
considered a report by the Chief Executive (designate), as the Returning
Officer for Dorset Council, on the arrangements for recharging for the
administration of town and parish council elections in 2019, incidental by-elections, and parish polls. A request was made
for information on the recharging to be shared with town and parish councils as
soon as possible so that any financial impact could be taken account of in
local budget and precept planning. The need for effective communications was
highlighted through regular newsletters and through the Dorset Association of
Town and Parish Councils (DAPTC). Decision That the
implementation of the approach to recharging parish and town councils for the
costs incurred by Dorset Council for administering their scheduled elections
and by-elections set out in section 3 of the Returning Officer’s report with
effect from 1 April 2019, be approved. Reason for
Decision Parish and town councils needed clarity about the likely costs that they would incur for both scheduled elections in 2019 and incidental by-elections to inform their budget-setting processes and decisions on the level of precept and beyond. |
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Shaping Dorset Council Programme - Tier 2 Process, Voluntary Release PDF 108 KB To consider a report by the Lead Member for HR and Workforce. Minutes: The Committee
considered a report by the Lead Member for HR and Workforce on the voluntary
release arrangements for Tier 2 officers as part of the development of the
management structure of Dorset Council. The
report followed consideration of Tier 2 structure at the last meeting of the
Shadow Executive Committee on 17 September 2018, and subsequent approval of the
structure by the Shadow Dorset Council on 27 September 2018. A question was asked
whether the redundancy and HR costs were reflected in original case for change
assessment. It was confirmed that the
case for change did outline change costs, and that this element of the change
costs related to a relatively small element of the overall costs. Decision 1. That the
approach to Voluntary Release, to be included as part of the Tier 2
Appointments Process, be agreed. 2. That sovereign councils be asked to include this approach to
supporting Tier 2 officers in their organisations. Reason for
Decision The approach would support the organisation in managing the reduction in senior manager posts in a way that included individual considerations to be taken account of. |
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Delegation of Waste Function for Christchurch PDF 102 KB To consider a report by the Lead Member for Waste. Additional documents: Minutes: The Committee
considered a report by the Lead Member for Waste to delegate
the waste function of Bournemouth, Christchurch and Poole (BCP) Council for the
Christchurch area to Dorset Council for a one-year period. An amendment to
recommendation 2 was proposed by Cllr Jill Haynes to ensure that consultation was
undertaken with the Lead Members for Finance and Waste in respect of the terms
of the legal agreement. It was confirmed
that the financial impact would be minimal as the arrangement would charge for
the service at cost. Cllr Jespersen
seconded the proposal. On being put to the vote the amendment was agreed. Encouragement was
expressed to consider the level of street cleaning in the Christchurch area
carefully as the requirement in the area was currently higher than other areas
and should be reflected in the negotiations for the service. Decision 1. That a delegation of function by agreement under Section 101 of the Local
Government Act 1972 to allow waste services currently delivered by the Dorset
Waste Partnership, to continue to be delivered in the existing Christchurch
Borough area by Dorset Council on behalf of Bournemouth, Christchurch and Poole
Council, for a period of one year from 1 April 2019, be approved. 2. That Director of the Dorset Waste Partnership, the Director of
Environment Bournemouth Borough Council, and the Environmental Development
Manager Borough of Poole, along with the two interim monitoring officers, be
delegated authority to agree the terms of the legal agreement following
discussion with lead members/portfolio holders (for the Dorset area these would
be the Lead Member for Finance and Waste). 3. That a fee be agreed between the two interim S151 officers based on
the waste and cleansing disaggregation template and determined as part of the
budget making processes of the two Shadow Authorities. On the basis of the
disaggregation template no council should be financially disadvantaged. Reason for
Decision To ensure continuity of a high-profile service
delivered to every household in Christchurch for a transitionary period. |
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Recommendations from the Shadow Overview and Scrutiny Committee PDF 49 KB To consider three recommendations from the Shadow Overview and Scrutiny Committee from meetings held on 31 July and 22 August 2018. Additional documents: Minutes: The Committee
considered recommendations from the Shadow Overview and Scrutiny Committee from
meetings held on 31 July and 22 August 2018. In relation to the recommendation
on ‘Town and Parish Councils – Principles for
transfer and disposal of assets’ it was clarified that fortnightly communications were in place. In relation to the recommendation on the ‘Process for the appointment of a permanent Chief Executive for the
Dorset Council’, it was confirmed that an odd number of members would
constitute the appointment panels for Tier 2 posts. In relation to the recommendation on the ‘Programme Highlight report including Internal Audit report produced by
SWAP’, members were informed that the format of the report had already been
updated to take account of the recommendation. Cllr Trevor Jones,
as the Chairman of the Shadow Overview and Scrutiny Committee asked for a
faster consideration of recommendations to Shadow Executive Committee. Officers
confirmed that arrangements were in place and this would improve. Decision That the following
recommendations from the Shadow Overview and Scrutiny Committee be agreed: Town and Parish Councils – Principles for transfer
and disposal of assets 1. That town and
parish councils receive direct communication from the Shadow Dorset Council on
a fortnightly basis. Process for the appointment of a permanent Chief
Executive for the Dorset Council 2. That any
Senior Appointments Committee / Panel established for the purpose of
undertaking the selection process for the recruitment of senior officers (below
Chief Executive/Tier 1) is constituted with an odd number of members. Programme Highlight report including Internal Audit
report produced by SWAP 3. That the Programme Milestone Plan contained within the Shaping Dorset Council Highlight Report be amended to include the use of shapes in addition to colours, in order to identify progress in the different areas. |
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Independent Special School Provision - Framework Tender and Award PDF 92 KB To consider a report by the Cabinet Member for
Economy, Education, Learning and Skills –
Dorset County Council. This report is
scheduled to be considered by the County Council’s Cabinet on 17 October 2018. Additional documents:
Minutes: The Committee
considered a report by Cllrs Andrew Parry and Steve Butler as the responsible
Cabinet members from Dorset County Council, in relation to participation in a sub-regional framework tender for the provision of independent and special
school placements. It was explained that the framework would provide a broader range of
independent special school and college placements that could deliver better
outcomes for children and young people, especially when the number of
placements was growing; and would meet procurement regulations by opening
access to a range of placements to avoid spot purchasing placements as
required. Similar sub-regional
arrangements were likely to be a feature of future commissioning due to the
greater control of costs, including Adult Services. The timing of the
contract award in May 2019 was raised as a potential area of risk as the Dorset
Council elections would take place at this time. It was confirmed that the
responsible Cabinet members would continue to monitor and ensure the
arrangements were on track leading up to the elections. Decision That the participation of Dorset County Council in a sub-regional framework
tender for the provision of independent and special school placements be
supported. Reason for
Decision To improve the sufficiency and choice of independently provided school
and college placements to meet the needs of children and young people with
Special Educational Needs and Disabilities (SEND). |
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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. |