Agenda and draft minutes

Place and Resources Overview Committee - Friday, 17th September, 2021 10.00 am

Venue: Virtual Meeting via MS Teams Live Event

Contact: Lindsey Watson  01305 252209 / Email: lindsey.watson@dorsetcouncil.gov.uk

Media

Items
No. Item

13.

Declarations of interest

To disclose any pecuniary, other registerable or personal interest as set out in the adopted Code of Conduct. In making their disclosure councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

 

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

Minutes:

There were no declarations of interest.

14.

Chairman's Update

To receive any updates from the Chairman of the Place and Resources Overview Committee.

Minutes:

The Chairman noted that the meeting was being held as a virtual meeting.  Where a decision was required, committee members would express a ‘minded to’ decision in respect of recommendations set out in officer reports, with decisions being taken under officer delegated authority in the light of ‘minded to’ decisions expressed by members in the virtual meetings.  Recommendations to Cabinet would also be confirmed under the relevant officer delegated authority.

15.

Public Participation

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

 

Public speaking has been suspended for virtual committee meetings during the Covid-19 crisis and public participation will be dealt with through written submissions only.

 

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to two questions or a statement of up to a maximum of 450 words.  All submissions must be sent electronically to lindsey.watson@dorsetcouncil.gov.uk by the deadline set out below.  When submitting a question please indicate who the question is for and include your name, address and contact details.  Questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda.

 

Questions will be read out by an officer of the council and a response given by the appropriate Portfolio Holder or officer at the meeting.  All questions, statements and responses will be published in full within the minutes of the meeting.  The deadline for submission of the full text of a question or statement is 8.30am on Monday 13 September 2021.

Minutes:

There were no questions or statements from members of the public or local organisations.

16.

Questions from Members

To receive questions submitted by councillors. The deadline for receipt of questions is 8.30am on Monday 13 September 2021.

Minutes:

There were no questions submitted by councillors.

17.

Updated Dorset Council Plan pdf icon PDF 205 KB

To consider a report of the Business Partner – Policy, Research and Performance.  This report was also considered by the People and Health Overview Committee on 2 September 2021.

Additional documents:

Minutes:

The committee considered a report which set out proposed changes to the Dorset Council Plan to reflect learning and changes as a result of the Covid-19 Pandemic.  An informal session of members of the council’s two overview committees had been held and a draft updated plan produced following the discussions held.

 

The Place and Resources Overview Committee was invited to review the updated document and provide any further comments or suggestions before consideration at Cabinet on 5 October 2021.

 

Councillors considered the draft updated document and comments were made in the following areas:

 

·       The importance of and links to the council’s climate strategy and action plan had been recognised in the draft plan

·       The name of the draft plan – the committee’s suggestion to Cabinet was that the plan should either remain as the Dorset Council Plan or change to the Dorset Council Corporate Plan

·       There should be recognition of the status of the council in terms of area covered and population size

·       How the plan would be reviewed in future and that it should be seen as a working document

·       A suggestion was made that wording around the impact of retirement issues should be re-examined

·       It was confirmed that infographics would be updated with latest data where available

·       A suggestion was made that wording around high quality housing including affordable housing should be re-examined

·       It was recognised that some additional detail requested would be available elsewhere and could be cross referenced to in the plan where appropriate

·       How outcomes from the plan would be measured and links to the council’s performance management framework

·       It was agreed to remove the names of particular areas of deprivation from the plan and instead provide a link to where the information was available.

 

The Chairman noted that the comments made at the meeting had been captured by officers to feed into the discussion to be held at Cabinet.

 

The Executive Director of Corporate Development confirmed that the points raised would be taken forward to Cabinet.

18.

Commercial Strategy - Commissioning and Procurement Overview pdf icon PDF 416 KB

To consider a report of the Service Manager for Commercial and Procurement.

Additional documents:

Minutes:

The committee received and considered a report of the Service Manager for Commercial and Procurement which set out key changes to be made to the council’s current Corporate Procurement Strategy, prior to consideration by Cabinet on 2 November 2021.

 

Councillors considered the revisions to be made to the document and points were raised in the following areas:

 

·        Clarification sought on the definition of SME (small to medium size enterprise) as used in the strategy – it was noted that this was a Government standard definition.  This would be checked and updated

·        Appendix A Social Value Evaluation Questions – flexibility was required for use by different size companies

·        Suggestion to include Dorset Council values in the diagram ‘Being more commercially minded’.  This would be added

·        Wording to be added to ‘Principle 1: People, Skills and Development’ to make reference that recruitment should be proportionate and in accordance with the council’s HR policy

·        To add a web link to the council’s equality and diversity policy and check wording was in line with policy

·        Wording to be added to ‘Principle 2: Effective Commissioning’ to set out best value issues

·        ‘Mitigating Fraud and Corruption Risks – an action line would be added in consultation with Legal Services

·        There was potential to work with town and parish councils to achieve economies of scale in procurement

 

The Executive Director of Corporate Development thanked the committee for their comments and noted that the strategy was to be recommended to Cabinet on 2 November 2021.

 

‘Minded to’ Recommendation to Cabinet

 

That Cabinet approves the revision to the current Corporate Procurement Strategy that includes the following key changes:

 

·            Change of title to “Commercial Strategy – Commissioning and Procurement”

·            Consideration to refer to ‘Principles’ rather than ‘Objectives’

·            Introduction of the concept of “Being more commercially minded” as set out under the programme.

·            Introduction of new objective/principle in respect of “Effective Commissioning” to ensure that cost, quality, environmental and social value are early considerations and not left till procurement.

·            Outlining the requirements of the National Procurement Policy Statement (NPPS).

·            Setting out the requirement for, at an early stage of commissioning, a clear and concise business case.

The points below raised by the Place & Resources Overview Committee:

 

·        The definition of SME to be checked and updated in the document

·        Addition of Dorset Council values to the diagram ‘Being more commercially minded’

·        Wording to be added to ‘Principle 1: People, Skills and Development’ to make reference that recruitment should be proportionate and in accordance with the council’s HR policy

·        To add a web link to the council’s equality and diversity policy and check wording is in line with policy

·        Wording to be added to ‘Principle 2: Effective Commissioning’ to set out best value issues

·        ‘Mitigating Fraud and Corruption Risks – an action line to be added in consultation with Legal Services

 

The Executive Director of Corporate Development confirmed the above recommendation to be made to Cabinet.

19.

Place and Resources Overview Committee Forward Plan pdf icon PDF 281 KB

To review the Place and Resources Overview Committee Forward Plan.

 

To review the Cabinet Forward Plan.

Additional documents:

Minutes:

Councillors noted the committee’s forward plan and items to be considered at forthcoming meetings.

 

The Executive Director of Corporate Development noted that there may be a requirement to hold an additional meeting of the committee in November in order to consider a report on the future arrangements for Revenues and Benefits in Dorset.

20.

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 recorded in the minutes.

Minutes:

There were no urgent items.

21.

Exempt Business

To move the exclusion of the press and the public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph x of schedule 12 A to the Local Government Act 1972 (as amended).

 

The public and the press will be asked to leave the meeting whilst the item of business is considered.

 

There is no exempt business.

Minutes:

There was no exempt business.