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 Matt Prosser (Chief Executive (designate) and Jason Vaughan (Interim Section 151 Officer). Jim McManus (Chief Accountant – Dorset County Council) attended the meeting for Jason Vaughan. |
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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 15 October 2018. Additional documents: Minutes: The minutes of the
previous meeting held on 15 October 2018 were confirmed and signed. Matters Arising Report Template Cllr Jill Haynes
reminded the Committee that she had asked for Lead Members to be shown on the reports
for each item on the agenda at the last meeting and this had not been fully
implemented yet. It was important to
show Lead Members on reports as it identified the responsible member, and also
showed that they had been involved in the development of the report. This issue was taken away as an action for
officers to continue to implement. Minute 66 - Parish and Town
Council Elections - Recharging Structure Cllr Nick Ireland
read out a statement in relation to the decision of the Shadow Executive Committee
at its last meeting to raise concern regarding the recharging arrangements for
towns and parishes within the current financial year. The statement is attached as an annexure to
these minutes. The Chairman
announced that a briefing note had been shared with all town and parish
councils about the arrangements which had received positive feedback, but some
concern was expressed that there was an anomaly with the original proposal and
that the costs were anticipated to be underwritten and recharged in the following
financial year. The Leader undertook to
look into the issue and explore what could be done to address the matter. |
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Public Participation PDF 55 KB To receive any public questions or statements on the business of the Shadow Executive Committee. Additional documents: Minutes: One public question was received from Tristram Hobson, Head Teacher at The Swanage School, in relation to Home to School Transport Policies 2019-2020 (Min 82 below). The question and answer are attached as an annexure to these minutes. There were no statements received at the meeting in accordance with Standing Order 28. |
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Shadow Executive Forward Plan PDF 121 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. It was noted that
the Shadow Executive meeting shown in the draft Forward Plan had changed from
10 December to 17 December 2018. It was
also confirmed that the item on the Home Education Bill had been removed. Noted |
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Programme Highlight Report PDF 125 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
progress, Theme Board activity, phase 3 convergence work, tier 2 officer appointments
update, outstanding issues, risks, Gateway Review, contingency planning, and
South West Audit Partnership (SWAP) update.
A further report would be submitted to the Committee on 17 December 2018
in relation to Programme Resources. A challenge was
raised to the inclusion of Brexit within the Programme as this was an external
risk which would take place anyway at the end of March 2019. The Programme Director explained that the
ramifications of Brexit could have staffing and service implications which
could threaten service delivery on day one of the new Council. It was also noted that this could change as
more information became clear on the Brexit process from Government. Members asked for a form of wording to be
developed outside of the meeting to capture a clear summary of the risk and for
an assessment of the impact of Brexit on Dorset Council to be developed. Concern was
expressed that lead members were not interviewed in the Gateway Review and
would have had a valuable contribution if they had the opportunity to
contribute. It was explained that due to
time pressures it was not possible to include members in this review, but a
commitment was made to include members in future providing that there was
adequate time allowed for this. It was
recognised that this would be discussed outside of meeting. Members discussed
the workstream reporting which had changed from the
previous version of the report to provide a more streamlined and focussed
update. It was noted that the background information to each of the workstreams was available on request outside of the
meeting. Lead Members also confirmed
that they were fully briefed on the progress of their respective areas of
responsibility. A request was repeated
from an earlier meeting to ask for circulation of the workstream
updates to members on a regular basis through established communication
channels. Questions were asked
about the contingency and resourcing around the programme arrangements, to
which the Programme Director explained that the programme was resourced to date
and that further consideration was needed for resources for the phase 3
convergence work. This was also an area
of consideration for the Budget Working Group. Decisions 1. That the progress made since the last meeting of the Committee be
noted. 2. That the findings of the Gateway Review be noted. 3. That the budget update be noted and that an update be provided at
the next meeting on 17 December 2018. Reason for Decisions To provide assurance that the Programme was progressing properly. |
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Risk Management for Dorset Council PDF 667 KB To consider a report by the Chief Executive (designate). Additional documents: Minutes: The Committee considered a report on the approach and methodology for
risk management which outlined the proposed future arrangements developed
through emerging strategic priorities, operating model, best practice, and a review
of the Sovereign Councils current risk management arrangements. A presentation was provided on the consolidated risk management
arrangements, robust methodology, strategic context linked with operating model
of the new Council, inherited risks, risk tolerance and appetite, and
effectiveness of mitigation control. The report was welcomed by members, and a request was made for
appropriate application of the methodology as soon as possible and for training
of members and officers to ensure that behaviours and culture of Dorset Council
reflected this risk approach. Decisions 1. That the proposed Risk Management Framework be approved. 2. That the
Committee receive a brief presentation on the work underway to understand the existing
risk landscape, based on sovereign council corporate risks. Reason for Decisions To ensure the new council operated safely and within risk appetite, with a robust framework in place aligned to meeting Corporate objectives. |
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New visual identity for Dorset Council PDF 169 KB To consider a report by the Lead Members for Communications. Minutes: The Committee considered a report on the visual identity for the Dorset
Council as a key element of the branding for the new council for use from 7
January 2019. The recommended logo design
was selected through testing with members, employees and Dorset residents. A presentation was provided which outlined the consultation with a
mixture of over 1000 members, staff and residents, the activity of the
Communications and Engagement Working Group in developing the visual identity,
and that the work was all managed in-house at no additional cost to
taxpayers. All members and staff involved in the process were commended for their
hard work. Decision That the proposed logo design
(below) as the new visual identity for Dorset Council be approved. Reason for Decision The recommended logo design fully delivered on the agreed brief for the new visual identity for Dorset Council, including accessibility requirements. It was the most popular design when tested with members, colleagues and residents. |
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Future Operation of Leisure Centre Facilities in Dorset PDF 156 KB To consider a report by the Lead Member for Leisure Services. Minutes: The Committee
considered a report about management arrangements for the various Council owned
Sports and Leisure Centres in Dorset and future programme of work with
opportunities for efficiencies and savings in the future. It was noted that further
discussions would take place outside of the meeting in respect of the detail
related to the Verwood Hub to reflect the full level of provision. Decisions 1. That a specialist company be appointed to begin work on developing a
business case, including options for future delivery of services, which will
also include a building condition survey of all the assets. 2. That the outcomes of the business case be presented to Dorset
Council for decision in summer 2019. 3. That officers from the Dorset Council Partnership and Dorset County
Council extend the current contractual arrangements that are due to expire for
Blandford and Ferndown leisure centres until 2022 with sufficient break clauses
to mitigate against risks for unexpected delays. Reason for Decisions Beginning work on a business case and a building condition survey of the assets would enable Dorset Council to have a good understanding of the sports and leisure facilities in Dorset and make decisions on the future options for operation of these services that would align to the corporate vision, operating model and priorities. |
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To consider a recommendation from the Joint Public Health Board on 24 September 2018. Additional documents: Minutes: The Committee considered a report on key issues facing the public health
partnership as it prepared for Local Government Reorganisation (LGR) including
the model of service, maintaining the contract and agreement in support of the
partnership, and ensuring good governance on key decisions. Support was sought
for extending the public health partnership for a minimum 12 months post-LGR,
along with a continuation of the Joint Public Health Board. Information about
ring-fenced funding for Public Health of £28m per year would be shared with
members outside of the meeting. Decisions 1. That the Joint
Public Health Board’s decision to extend the partnership for a minimum of 12
months after LGR be supported. 2. That the
Board’s decision to approve a procurement for a new model to provide NHS Health
Checks with a pan-Dorset budget of £600,000 per annum be noted. Reason for Decisions To maintain the partnership agreement for public health pre and post-LGR, would ensure good governance and clear decision making as LGR progresses, and the continued effective delivery of the statutory legal public health duties of local authorities. |
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School Transport Policies 2019-2020 PDF 166 KB To consider a report by the Cabinet Member for Economy, Education, Learning and Skills - Dorset County Council. Additional documents:
Minutes: The Committee considered a suite of policies detailing
eligibility/entitlement to school transport for any Dorset resident attending
an education setting, both Dorset maintained, Academy or in the case of
children and young people with Special Educational Needs and Disabilities,
those attending an Independent Specialist Placement. Particular reference was made to the surplus
seat cost, as agreed by Dorset County Council’s Cabinet on the 7 March 2018,
which had risen from £675 to £715, and an objection to eligibility for
transport for residents of the Swanage Town area raised by the Swanage School.
Consultation was undertaken from June to July 2018 and September to October
2018. One public question was received from Tristram
Hobson, Head Teacher at The Swanage School, in relation to Home to School
Transport Policies 2019-2020. The
question and answer are attached as an annexure to these minutes. The Committee discussed the application of catchment criteria to school
transport arrangements, and although it was recognised that catchment areas had
not been updated in some time, the policies over time had proven effective and
there had not been a wholesale change at this point for policies in 2019-2020, but
may be an area for consideration in future years. In relation to The Swanage School, a view was
shared that the transport arrangements had been put in place in perpetuity in
1972 but times change and that this area should be reconsidered in due course. Decisions 1. That the Home to School Transport Assistance Eligibility Policy for
Children and Young People attending School 2019-2020 be approved and adopted. 2. That the Dorset Post 16 Transport Support Policy for 2019-2020 which
includes a rise in the surplus seat price from £675 to £715 be approved and
adopted. 3. That the
surplus seat cost for 2020/21 will be £760 and in 2021/2022 will be £800 as per
the Dorset County Council’s Cabinet decision of 7 March 2018. 4. That the Home
to School Transport Policy and Post 16 Transport Support Policy are reconsulted on only either when there is a significant
change to the eligibility criteria; or where there are changes to the statutory
guidance that would require significant change to the policy; or in April-June
2021 for implementation in September 2022, whichever is the sooner. Reason for Decisions For Dorset (County) Council to fulfil its statutory duty to approve and publish school transport policies ahead of the Academic Year to which they refer. |
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Defining the Relationship Between the Local Authority, Schools and Academies PDF 184 KB To consider a report by the Cabinet Member for Economy, Education, Learning and Skills - Dorset County Council. Minutes: The Committee considered a report regarding the development of a revised
relationship between Dorset County Council and schools and academies across
Dorset into a school’s led system through a strategic School Improvement Board (SIB).
The report was considered and approved by the County Council’s Cabinet at its
meeting held on 17 October 2018 and was submitted to the Shadow Executive
Committee for consultation. It was noted that
the terms of reference of the SIB would be updated to read ‘Ensure that every child and young person attends a good or Members discussed the £100k of capital funding to be used to support the
initiative. It was confirmed that this
was one-off funding and it was anticipated that if the arrangements were
successful it was hoped that they would continue to be funded by schools
themselves. Decision That the decision of the Dorset County Council Cabinet be supported. |
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Peninsula Redevelopment Scheme PDF 3 MB To consider a report by the Leader of Weymouth and Portland Borough Council. Minutes: (Note:
Cllr Tony Ferrari indicated at the beginning of the debate that he would not
speak or vote on the report.) Members considered a report on the Peninsula Regeneration Scheme as a
five part development to contribute to reimagining of Weymouth. The plan had been developed over a number of
years to bring together the regeneration proposal and further reports would be
considered in due course. The report
related to the first of five phases to provide a sustainable self-financing
model which would bring £300k for the Dorset Council in the future. The Committee spent considerable time discussing the legal remit and
accountability of the Strategic Harbour Authority (SHA), the role of the
Harbour Management Board, and ownership of the peninsula site. It was confirmed that the site would be owned
by the Dorset Council, and it would be responsible for it as the SHA when the
new council was formed, and would therefore be responsible for the future of
the site which would include the potential to exploit funding opportunities to
be ring-fenced for harbour use. It was
also noted that this would include harbour wall repairs and ongoing
maintenance. A range of views were expressed in relation to the merits and caution
regarding the Regeneration Scheme. Strong support was expressed by a number of
members whilst reassurance was sought by others specifically in relation to the
ongoing delegation of authority to progress actions within the scheme, which
were likely to be different for the new Dorset Council. It was clarified that the delegations would
be adjusted to reflect the delegations put in place by the new authority,
including those where authority would be placed with Executive Portfolios. A further view was expressed regarding the opportunity cost of the
scheme and whether borrowing the funding to spread across many other areas in
Dorset may have a greater positive impact on communities, and whether this
would create a greater financial and community return on investment. Clarification was provided that the scheme
was self-financing, and had been recognised as acceptable by the Treasury as it
would fund repayment of debt and create a future surplus of £300k. Clarification was provided by the Interim Monitoring Officer that the
Shadow Executive Committee had been invited to support the decisions that had
already been made by Weymouth and Portland Borough Council which was needed
prior to implementation and if no support was given the Council would not
proceed. Some views were shared with the Committee about the need for appropriate
gateways to be in place throughout the scheme regarding draw down of finance,
which linked to the delegation arrangements and the evaluation processes that
would be in place. It was noted that
tests were included within the financial risk mitigation part of the report
which required capability to progress to be demonstrated clearly and
robustly. It was further added that the
governance and programme controls would be implicit for the Dorset Council in
taking forward the scheme. Decision 1. That the decision of the ... view the full minutes text for item 84. |
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Quarterly Asset Management Report PDF 448 KB To consider a report by the Cabinet Member for Community and Resources. Minutes: The Committee considered a report from the
Dorset County Council’s Cabinet on key issues
relating to the various asset classes of Property, Highways, ICT, Fleet and
Waste. The report was considered and approved by the County Council’s Cabinet at
its meeting held on 17 October 2018 and was submitted to the Shadow Executive
Committee for consultation. Decision 1. That the
decisions of the Dorset County Council Cabinet be supported. 2. That the
allocation of £490,000 from capital balances to complete the refresh of user
devices supporting the roll-out of Office 365, maintaining end-of-life assets
and readying the authority to transfer to Dorset Council in a good state to
support safe, legal and compliant operations from vesting day (paragraph 5.1.5
of the report) be approved. Reason for Decision A well-managed Council would ensure that the best use was made of its
assets in terms of optimising service benefit, minimising environmental impact
and maximising financial return. |
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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. |