Venue: South Walks House, Dorchester
No. | Item |
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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: K Brookes declared a
non-pecuniary interest in respect of agenda item 6 – Town and Parish Councils –
Principles for transfer and disposal of assets – as Chairman of a community
organisation in Littlemoor. R Nowak also declared an interest
in agenda item 6 as above, as the Chairman of Portland Town Council. |
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To confirm and sign the
minutes of the previous meeting held on 20 June 2018. Minutes: The minutes of the meeting
held on 20 June 2018 were agreed as a correct record and signed by the
Chairman. |
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Chairman's update To receive any updates from
the Chairman of the committee as relevant. All
Dorset councillors were invited to an event on 23 July 2018, which provided an
update on the current work of the shadow council and progress being made towards
the new unitary organisation. Those
members who were able to attend may wish to consider if there are any issues
arising from the event that require further consideration at this meeting or by
the committee in the future. Minutes: The
Chairman noted that the committee was on a learning curve and its workings would
be reviewed as it progressed. |
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Public participation To receive any public
questions or statements on the business of the Shadow Overview and Scrutiny
Committee. Minutes: There were no representations
from members of the public. |
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Town and Parish Councils - Principles for transfer and disposal of assets PDF 138 KB To review the outcome of a
report considered by the Shadow Executive Committee at their meeting on 20 July
2018. The Chairman and Chief Executive
of the Dorset Association of Parish and Town Councils will be in attendance at
the meeting to join the discussion. It
is also envisaged that there will be a representative/s of a parish and/or town
council in attendance. Councillor Jeff
Cant will also be in attendance. A copy of the report to the
Shadow Executive Committee has been attached for information. Minutes: The committee reviewed a
report that had been considered by the Shadow Executive Committee at their
meeting on 20 July 2018. The Chairman
welcomed the following to the committee, who had been invited to join with the
discussion: ·
Hilary Trevorah, Chief Executive Dorset Association for Parish and Town
Councils (DAPTC) ·
Councillor Adrian Hibberd, Alderholt Parish
Council and member of the DAPTC Executive Committee and Chairman of DAPTC
Eastern Area Committee. ·
Dr Martin Ayres, Swanage Town Clerk The
Chairman of DAPTC, Councillor John Parker had sent his apologies as he was
unable to attend the meeting. Hilary
Trevorah provided a statement from the DAPTC which set out their role in
supporting 160 parish and town councils across Dorset including providing
information to the councils in respect of current changes in local government
in Dorset. She noted that the link with
local councils was now even more important as parish and town councils had an
understanding of local needs and could be involved in helping to shape future
services. DAPTC were keen to work as
partners with the unitary organisation to support local councils to work for
and provide services for local communities where appropriate. Dr
Martin Ayres, Swanage Town Clerk expressed a wish to break down barriers and
improve partnership working between the tiers of local government. He provided some examples of work being
undertaken in Purbeck. Councillor
Adrian Hibberd asked that smaller parishes be included in direct communication
about changes in local government. He
expressed a desire for parish councils to be part of the changes but
appreciated the tight timescale that was being worked to. He asked for an indication of services and
powers that may be passed down by the end of the year in order for the parish
council to precept accordingly. The
committee was invited to ask the attendees questions and during discussion the
following points were raised: ·
The DAPTC was working with the Shaping Dorset Council’s Programme Team
and received newsletters from the team and could contact the team if there was
information that was needed by DAPTC members e.g. information on the review by
the Boundary Commission. The DAPTC was
not part of any officer group and made their representations by attending
Shadow Council committee meetings and making representations during public
participation time. The DAPTC was not
comprehensively integrated but could be contacted by the Programme Team if
there was information that needed to be sent out ·
In response to a question, Hilary Trevorah noted that it would be
helpful if there could be a more formal link between the DAPTC and the
Programme Team ·
Members discussed the position with communications with parish and town
councils and a number of members expressed the view that communications should
come direct from the Shadow Council or Programme Team · It was noted that the report which was considered by the Shadow Executive Committee on 20 July 2018 provided a high level summary of what each sovereign council was doing in relation to the transfer of assets to ... view the full minutes text for item 12. |
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Shadow Overview and Scrutiny Committee - Draft Purpose and Guiding Principles PDF 129 KB The committee to consider a draft document setting
out the purpose, guiding principles and a supporting Modus Operandi to help
ensure it maintains an appropriate approach and focus on its key role and
responsibilities. Minutes: The committee considered a
draft document which set out the purpose, guiding principles and a supporting
Modus Operandi to help ensure that the committee maintained an appropriate
approach and focus on its key role and responsibilities. In
response to a question, the committee discussed the meaning and use of the term
‘Whip’ within the document. It was noted
that information in respect of this was contained within the Shadow Dorset
Council’s Constitution and that information would be circulated to members
following the meeting. It
was noted that the wording ‘Views must be formed after listening to officers,
members and visitors in the room considering an issue, not before…’ would stand
as a point in its own right and therefore it was felt that the reference to
‘Whips’ could be removed. The
Interim Head of Paid Service noted that a current review of task and finish
groups could see their title changed in future and therefore this may need to
be reflected in the document. The
importance of pre-decision scrutiny was also recognised. It
was proposed by C Brooks seconded by J Sewell Decision That
the wording ‘…in particular, ‘Whips’ are
undesirable and have to be declared’ is removed from the document. |
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Shadow Dorset Council Programme PDF 49 KB A discussion between the
committee and Matt Prosser (Interim Head of Paid Service), Jason Vaughan
(Interim Chief Finance Officer) and Keith Cheesman
(LGR Programme Director) with the purpose of providing an overview of the
Shadow Dorset Council programme. The key
lines of enquiry are included within the agenda. Minutes: The Chairman welcomed Matt
Prosser (Interim Head of Paid Service), Jason Vaughan (Interim Chief Finance
Officer) and Keith Cheesman (Shaping Dorset Councils
Programme Director). The purpose of the
session was to provide an overview of the Shaping Dorset Councils Programme
including the Shadow Dorset Council arrangements and allow a discussion based
on the key lines of enquiry which had been included within the agenda. The Interim Head of Paid
Service provided information to address each point: 1. How will you
ensure that the new vision and culture for the council, as set out in the
submission to the Secretary of State, will be achieved? Information was provided in
respect of the role of the Interim Head of Paid Service and the work of the
Shadow Executive Committee. A set of
Design Principles had been established and these were available for members
comments before they were further considered at the Shadow Executive Committee. Details
of the different phases of work being undertaken were provided. The first phase had been to establish design
principles for the Shadow Executive Committee to focus on. The next phase would be to put an operating
model together which would be considered by the Shadow Executive Committee in
October. Shadow Council would consider
the appointment of the Chief Executive for the unitary council who would drive
the work forward. Areas to be determined
included consideration of the standards the council wanted to achieve and how
performance would be measured. These
could not be determined until the necessary structures were put in place. A Corporate Plan would be produced for the
unitary council and there could be monthly reporting on performance. 2.
What is being done to
ensure that proactive communication, consultation and engagement is in place
with key stakeholders (public, partners, voluntary/third sector and staff)? A
variety of communication methods were in place for staff and members (including
monthly member briefings). Other work
undertaken or to be done included the creation of a calendar of events, a new
internet site, interim branding protocol, vision identity work including
developing the new logo and a newsletter for stakeholders. The Shadow Executive Committee would be
considering the Shaping Dorset Council Communications and Engagement Plan at
their next meeting. 3.
What is the process to
identify and assess risk and how are these monitored and, where necessary,
escalated to support informed decision making?
For example, what is the mechanism for ensuring business continuity? The
Dorset Area Joint Committee had established a risk management framework and
each work stream had identified risks which were reported on, on a regular
basis. Senior Management had an
oversight of business continuity as six councils were integrated into one. Reference was made to issues around the
recruitment and retention of staff during this period. Reference was made to the previous experience when West Dorset District Council and Weymouth and Portland Borough Council came together into partnership. In response it was noted that the change programme created risks and that these were monitored by the Programme Board. ... view the full minutes text for item 14. |
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Shadow Executive Committee Forward Plan PDF 81 KB To review the Shadow Executive
Committee Forward Plan. Minutes: Item deferred to next
meeting. |
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Shadow Overview and Scrutiny Committee Work Programme To suggest items for
potential review by the committee during 2018/19. Minutes: Item deferred to next
meeting. |
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Meetings of the committee 2018/19 To agree a schedule of dates
for the committee during 2018/19. Proposed dates: 22 August 2018, 9.30am 12 September 2018, 6.30pm 8 October 2018, 9.30am 7 November 2018, 6.30pm 3 December 2018, 9.30am 8 January 2019, 6.30pm 4 February 2019, 9.30am 7 March 2019, 6.30pm All meetings to be held at
South Walks House, Dorchester. Minutes: Members considered a schedule
of dates for the committee for 2018/19 and the following dates were agreed by
the committee: 22
August 2018, 9.30am 12
September 2018, 6.30pm 8
October 2018, 9.30am 7
November 2018, 6.30pm 3
December 2018, 9.30am 8
January 2019, 6.30pm 4
February 2019, 9.30am 7
March 2019, 6.30pm All
meetings to be held at South Walks House, Dorchester. |
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Urgent items 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 1972. The reason for the urgency shall be specified in the
minutes. Minutes: There were no urgent items. |