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 Simon Tong, David McIntosh (Chief Executive –
East Dorset District and Christchurch Borough Councils), and Debbie Ward (Chief
Executive – Dorset County Council). |
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DECLARATIONS 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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To confirm and sign the minutes of the previous meeting held on 18 June 2018. Minutes: The minutes of the previous meeting held on 18 June 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 FORWARD PLAN PDF 111 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. The Plan would be further populated by decision items from each of the sovereign council in Dorset. Noted |
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PROGRAMME HIGHLIGHT REPORT PDF 146 KB To consider a report by the Programme Director. Minutes: The Committee
received a detailed overview of the Local Government Reorganisation Programme
by the Interim Head of Paid Service which included: ·
Phase 1
of the programme to deliver the Shadow Dorset Council was largely complete except
for final consequential orders, disaggregation delivery phase to undertake, and
to appoint the Chief Executive. ·
Phase 2 workstream activity continued with Legal and Democratic on
track; Finance progressing well with the draft budget and work on convergence;
Human Resources moving forward on payroll and on a pan–Dorset basis towards
TUPE with good engagement with Trade Unions; Customer services had started with
a workshop on 13 July 2018; ICT strategy and technical elements progressing
well with domain agreed as dorsetcouncil.gov.uk and a single directory being
compiled; Information Governance working on data compliance and systems access;
Communications and branding resources increased, the SharePoint site and other
communications channels were up and running, and a workshop on visual identity
would be held soon. ·
Phase 3
transformation preparations were underway with a session for members on design
principles held to help draft an operating model for the Council. The Committee
discussed the highlight report and asked questions about capacity of officers
to meet the challenges of the programme.
It was clarified that efforts were in place to gain additional officer
time from each of the Dorset councils, together with efforts to continue
filling appointments within the programme team. The Risk Register of
the programme was debated in detail, and requests were made for the content to
be updated including corporate risk register information from sovereign
councils, and that key risks needed to take account of major issues such as
TUPE, judicial reviews and budget. A request was made for regular workshops to
review the risks facing the programme.
It was confirmed that an informal session was planned soon and that the
main areas of concern were captured in the workstreams,
such as Judicial Reviews within the Legal and Democratic Workstream,
or the risk register in a different form of words. A further suggestion was made that asked for
risks to be identified as either ‘legal for day one’ or for ‘programme delivery’. In relation to Information Governance, it was
reported that approx. 20 risks and the associated work to mitigate them had
been identified at a meeting on 16 July 2018 to be added to the risk register. A further risk
identified was that meetings were being cancelled. It was generally accepted that it was
imperative that meetings continued in order to continue the pace of the
programme. The introduction of
lead members was raised as an important factor in managing risks and being able
to provide assurance to other members about workstream
activity. Some lead members had already
assumed roles, but it was clarified that the composite list and roles for lead
members were being developed and would be confirmed shortly, with some workstreams having up to three lead members. A further suggestion was made to refine the highlight report by introducing a performance direction ... view the full minutes text for item 17. |
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TOWN AND PARISH COUNCILS - PRINCIPLES FOR TRANSFER AND DISPOSAL OF ASSETS PDF 138 KB To consider a report by the Programme Director. Additional documents:
Minutes: The Committee
considered a report in relation to the principles for transfer of assets to
Town and Parish Councils and other community groups to ensure consistency of
approach. The General Manager - Public Health and Housing, Purbeck District Council,
introduced the cross-authority report and summarised the need to provide
principles and a framework for councils to use when considering the future
transfer of assets, which had followed a period of interest by Town and Parish
Councils to secure assets prior to the start of the new Dorset Council from 1
April 2019. It was also explained that
the approach towards the formation of Weymouth Town Council and the impact on
Portland Town Council would need to have different arrangements. Clarifications were
also provided that recommendation 1 in the General Manager’s report referred to
paragraph 3.4 of the report and not 3.2 as stated. An amendment to principle (ii) of paragraph
3.4 was also suggested by the General Manager as: ‘Any resolution prior to 26 May 2018 by
sovereign councils to dispose of an asset but not yet legally completed may
continue unless it contradicts these principles.’ At this point a
question was asked at the meeting by Cllr Cheryl Reynolds, in relation to asset
transfers by West Dorset District Council. The question and answer are attached
to these minutes as an annexure. Three areas of
consideration were raised during the debate on the principles (paragraph 3.4)
which related to: (i) Transfer of
Assets to Dorset Council Comments
were received about reference to all assets being transferred to Dorset
Council. In particular that the
arrangements needed to establish Weymouth Town Council needed to be defined
clearly, together with the impact upon Portland Town Council as a result of the
new arrangements. As such Cllr Jeff Cant
proposed that the principle be re-worded to read ‘All assets required for the delivery of Council services and those
capable of generating income are transferred to the new unitary Dorset Council,
but the unique circumstances of Weymouth
Town Council and Portland Town Council will be considered separately.’. The amendment was
seconded by Cllr Daryl Turner. On being
put to the vote the amendment was agreed unanimously. (ii) Existing
Programme for the Disposal of Assets
Comments were received in relation to the suggested amendment summarised
in the minute above. Concern was expressed by Cllr Antony Alford that the
principle needed to be tightened to explicitly reflect the assets of Town and
Parish Councils only, and he therefore proposed that the wording be amended to
read ‘Any resolution prior to 26 May 2018
by sovereign councils to dispose of an asset to town and parish councils but not yet legally completed may
continue unless it contradicts these principles.’. The amendment was discussed and points were raised that indicated that the wording should remain unchanged as the principle needed to be open enough for asset transfers to community groups. The wording suggested by the General Manager was therefore proposed by Cllr Jill Haynes and seconded by ... view the full minutes text for item 18. |
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SERVICE DISAGGREGATION To consider a report by the Programme Director. Minutes: The Committee
considered a report by the Programme Director on the conclusion of the
disaggregation of services in Dorset County Council that related to provision
in the Christchurch area, which will become the responsibility of the
Bournemouth, Christchurch and Poole Council from 1 April 2019. Cllr Cant, as the
Lead Member, summarised the work of the Service Disaggregation Task and Finish
Group and commended the work of officers to arrive at a fair and representative
model. He also highlighted that a
further report would be considered in due course on any outstanding asset and liability
issues. Decision 1. That the
disaggregation as set out in the appendices to the Programme Director’s report
be approved. 2. That the next
steps to be delivered by the Shaping Dorset Council programme be agreed. 3. That a further
report on the disaggregation of assets and liabilities be submitted in due
course. Reason for
Decisions To allow implementation planning to progress on schedule and for the budget setting work to continue with this critical input. |
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HOME TO SCHOOL TRANSPORT AND POST 16 TRANSPORT ASSISTANCE POLICY 2019-20 Item deferred to the next meeting due to delayed public consultation. Minutes: This item was
deferred from this agenda to the next meeting of the Shadow Executive Committee
on 21 August 2018. Noted |
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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: Weymouth & Portland Borough Council Minutes: The Committee received notification of the decision making activity of Dorset councils. There were no matters raised in respect of decision making of Dorset Council. Noted |
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EXEMPT BUSINESS To consider passing the following resolution: To agree that in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified below it is likely that if members of the public were present, there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public. Minutes: Decision That in accordance with Section 100 A (4) of the Local Government Act 1972, it was agreed to exclude the public from the meeting in relation to the following business as it was likely that if members of the public were present, there would be disclosure to them of exempt information as defined in Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighed the public interest in disclosing the information to the public. |
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COMMISSIONING OF LEARNING DISABILITY CARE AND SUPPORT To consider an a exempt report by the Cabinet Member for Health and Care, Dorset County Council, for consultation with the Shadow Executive Committee. NOT FOR PUBLICATION Minutes: The Committee
considered an exempt report by the Cabinet Member for Health and Social Care –
Dorset County Council on the creation of a framework of speciality providers of
Learning Disability Services for 2019-2024. The framework would provide for an increasing
level of complex needs using a whole-life approach to give greater choice and
opportunity to develop services with customers. There would be financial savings
and transparent service prices which would be regularly reviewed. Arrangements would also be aligned as much as
possible with Bournemouth, Christchurch and Poole, but it was recognised that
they had a different approach to that of the Dorset area. The Dorset County Council Cabinet approved
the recommendations in the Cabinet Member’s report on 18 July 2018, subject to
the views of the Shadow Executive Committee. The Committee
discussed the future of learning disability care and support, which included: ·
Despite
changes being discussed to health and social care on a national basis, it was
recognised that the framework was needed and would not be changed as a result
of national funding changes. ·
There
was an aspiration to provide as much support as possible for people within
Dorset, but there would be exceptions as the Council was not in a position to
be able to deal with all specialist cases. ·
The
Council was working in partnership with the Clinical Commissioning Group
regarding community based health care. ·
The
budget for the framework and the service requirements were analysed in detail,
but an emphasis was put on the importance and duty to provide the services to
those in need. ·
Efficiencies
within the framework year on year were summarised, which would include the cost
of care packages, freedom for users by using personalised budgets, and the
introduction of ‘micro-providers’ particularly in rural areas. Pilots were underway in North Dorset at the
Somerset border where a similar system was already in place. ·
The risk
management associated with a ‘micro-provider’ model in rural areas. ·
The
importance of improving and promoting communications around removing the stigma
associated with benefits, which would include helping people claim, and
providing advice and guidance for self-funders. ·
Performance
management of the framework which would be monitored in detail by the Brokerage
Team. Decision That the Cabinet
Members’ report be supported. |
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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. |