Agenda and minutes

To confirm the minutes of the meeting held on 8 March 2022.

The minutes of the meeting held on 8 March 2022 were agreed as a correct record and signed by the Chairman.

To disclose any pecuniary, other registrable or non-registrable interests 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.

There were no declarations of interest.

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

There were no updates from the Chairman.

Representatives of town or parish councils and members of the public who live, work or represent an organisation within the Dorset Council area are welcome to submit up to two questions or two statements for each meeting.  Alternatively, you could submit one question and one statement for each meeting.  

All submissions must be emailed in full to lindsey.watson@dorsetcouncil.gov.uk by 8.30am on Wednesday 20 April 2022.

When submitting your question(s) and/or statement(s) please note that: 

·         no more than three minutes will be allowed for any one question or statement to be asked/read  

·         a question may include a short pre-amble to set the context and this will be included within the three minute period 

·         please note that sub divided questions count towards your total of two 

·         when submitting a question please indicate who the question is for (e.g. the name of the committee or Portfolio Holder) 

·         Include your name, address and contact details.  Only your name will be published but we may need your other details to contact you about your question or statement in advance of the meeting. 

·         questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda 

·         all questions, statements and responses will be published in full within the minutes of the meeting.

Dorset Council Constitution Procedure Rule 9 

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

To receive questions submitted by councillors.  

Councillors can submit up to two valid questions at each meeting and sub divided questions count towards this total.   Questions and statements received will be published as a supplement to the agenda and all questions, statements and responses will be published in full within the minutes of the meeting. 

The submissions must be emailed in full to lindsey.watson@dorsetcouncil.gov.uk by 8.30am on Wednesday 20 April 2022.

Dorset Council Constitution – Procedure Rule 13

There were no questions from councillors.

To consider a report of the Service Manager for Network Operations.

The committee received and considered a report of the Service Manager for Network Operations, which provided the opportunity for the committee to evaluate and scrutinise the contractual governance system and performance of the Dorset Highways Works Term Service Contract in 2020-21.

Councillors considered the issues arising from the report and during discussion, the following areas were covered:

·            Climate implications were considered and further information provided on the related key performance indicators (KPIs) for the service

·            Clarification was provided in respect of the contract valuation and procurement process of the contract

·            An overview of the 10 KPIs within the contract was provided and detail of how these were assessed

·            Value for money issues were discussed

·            Risk areas for the service were considered, which included price fluctuations and type of vehicle used, which could affect the type of materials used

·            A review of suppliers was undertaken each year

·            Further information was provided in respect of the workings of the Operational Board and Strategic Board

·            The contract management structure was considered and the need to balance cost, quality, time and health and safety issues

·            In addition to Dorset Council highways, utility companies also undertook works on the highway network.  Dorset Council officers operating under the New Road and Street Works Act enforced compliance of the return of the highway to the original condition

·            The Council was looking at opportunities for reciprocal trade

·            Opportunities to improve the response rate for public satisfaction surveys were being looked into

·            The impact of the Covid-19 pandemic was noted

·            The Portfolio Holder for Highways, Travel and Environment noted that comments would be taken on board to see where improvements could be made.

The Chairman thanked officers and partners for their work and achievements in this area.

1)    To review the Place and Resources Scrutiny Committee Forward Plan.

2)    Issues arising from the Performance Dashboard – members of the committee to flag up any areas for potential review:

Operational – Corporate: Councillors Piers Brown, Brian Heatley and  David Shortell

Operational – Place: Councillors Mark Roberts, David Tooke and Jon Andrews

HR: Councillors Andy Canning and Bill Trite

The Chairman, Councillor Shane Bartlett, maintains an overview of all the above areas.

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

A question was raised with regard to the scrutiny of a decision relating to the Dedicated Schools Grant Debt.  The Monitoring Officer advised that this issue came within the remit of the People and Health Scrutiny Committee.

The Chairman asked that the committee consider a potential review in respect of the release of sewage and pollutants into rivers.

To review the Cabinet Forward Plan and decisions taken at recent meetings.

The Cabinet Forward Plan and decisions of recent meetings are provided to members of the Place & Resources Scrutiny Committee to review and identify any potential post decision scrutiny to be undertaken, by scheduling items into the forward plan to review after a period of implementation.

The committee noted the Cabinet Forward Plan and decisions taken at recent meetings, which the committee could use in order to identify potential areas for post decision review.

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.

There were no urgent items.

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.

There was no exempt business.