Agenda, decisions and draft minutes

To confirm the minutes of the meeting held on 7 October 2024.

The minutes of the meeting held on 7 October 2024 were agreed as a correct record and signed by the Chair.

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

There were no declarations of interest.

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 either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council

All submissions must be emailed in full to lindsey.watson@dorsetcouncil.gov.uk by 8.30am on 27 November 2024.

When submitting your question or statement please note that: 

• You can submit 1 question or 1 statement.
• a question may include a short pre-amble to set the context.
• It must be a single question and any sub-divided questions will not be permitted.
• Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.
• 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.

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  8.30am on 27 November 2024.

Dorset Council Constitution – Procedure Rule 13 

There were no questions from councillors.

To consider the committee’s Forward Plan.

The Forward Plan was noted.

To consider a report of the Corporate Director, Commissioning and Improvement.

Councillors received a report of the Corporate Director, Commissioning and Improvement, which summarised significant developments in the period since the last Shareholder Committee in October.

In response to a question, an update on progress with the reablement site at Dorset County Hospital was provided.

The report was NOTED.

To consider a report of the Chair of the Board.

The Chair of the Board of Directors and Managing Director of Care Dorset introduced the report, which provided an update on matters relating to Care Dorset since the previous meeting.

Councillors considered the contents of the report and during discussion, points were raised in the following areas:

·       The approach to considering strategic risks was welcomed

·       Consideration of opportunities would be captured as part of a review of Care Dorset’s strategic risk framework, which was being facilitated with support from Gallagher Bassett

·       The role of the part time Marketing Director and the activity around the marketing of beds, the link to block contract funding and a particular focus on St Martins

·       The pause in the transfer of the shared lives service and current recruitment issues in this area

·       The impact of the Government’s budget announcement to increase employer National Insurance contributions and discussions with Dorset Council commissioners about how additional cost pressures were accounted for within overall costings.

The report was NOTED.

To consider a report of the Managing Director Care Dorset.

That a change to the financial reference period for Care Dorset to operate an April to March fiscal year from 1 April 2026, be approved.

This change means there will be an 18 month financial year from 1 October 2024 to 31 March 2026.

Reason for decision

This change is recommended in order to bring Care Dorset in line with Dorset Council’s financial reference period and avoid complication with Care Dorset operating over two financial years with Dorset Council.

The Shareholder Committee received a report of the Care Dorset Managing Director, which recommended a change to Care Dorset’s financial reference period to bring it in line with Dorset Council’s fiscal year from 1 April 2026.

In response to a question, the Managing Director noted that the Finance Director met with auditors and also the Dorset Council Finance Team on a quarterly basis which enabled appropriate checks and balances.

It was proposed by S Robinson seconded by N Ireland.

Decision

That a change to the financial reference period for Care Dorset to operate an April to March fiscal year from 1 April 2026, be approved.

This change means there will be an 18 month financial year from 1 October 2024 to 31 March 2026.

Reason for decision

This change is recommended in order to bring Care Dorset in line with Dorset Council’s financial reference period and avoid complication with Care Dorset operating over two financial years with Dorset Council.

To consider a report of the Managing Director Care Dorset.

The Shareholder Committee received and considered the Annual Performance Report for the period September 2023 to October 2024, which provided a comprehensive review of the second year of Care Dorset’s operation.

Councillors considered the contents of the Annual Report and comments were raised in the following areas:

·       The arrangements in place to prepare for an inspection by the Care Quality Commission and how facilities could work towards being rated as outstanding

·       Detail of work being undertaken and investment made in electronic record keeping systems

·       There was a good working relationship between Dorset Council and Care Dorset in respect of the council owned buildings occupied by Care Dorset. It was noted that an annual schedule for maintenance was to be put in place and discussions around a longer-term plan for the estate

·       Consideration would be given to the communication channels between Care Dorset and Dorset Council in respect of property matters

·       Risks relating to the maintenance of facilities were recognised in the risk management section of the report, in the section relating to health and safety

·       Savings made in the area of reablement and further improvements planned.

The report was NOTED.

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 recorded in the minutes.

There were no urgent items.

To consider passing the following recommendation:  

Recommendation  

That in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in item(s) No 13 because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in paragraph(s) 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.  

The public and the press will be asked to leave the meeting whilst the item of business is considered. (Any live streaming will end at this juncture).

Reason for taking the item in private

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

It was proposed by S Robinson seconded by B Wilson

Decision

That the press and the public be excluded for the following item in view of the likely disclosure of exempt information within the meaning of paragraph 3 of Schedule 12 A to the Local Government Act 1972 (as amended).

Reason for taking the item in private

Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

The livestream was concluded at this juncture.

To consider a report of the Managing Director Care Dorset.

That the strategy be approved.

Reason for decision

Setting a clear strategic direction for Care Dorset is necessary and important to realise the aspirations for the organisation. Having a longer-term strategic direction also provides a positive message to the organisation, including the people we support, their families and colleagues and supports decision making and financial planning. This strategy also provides a response to Dorset Council’s Commissioning Strategies.

The Shareholder Committee received a report of the Care Dorset Managing Director, which presented Care Dorset’s Five-Year Strategy ‘Your Life, Your Way’, and considered the issues arising. Officers responded to questions and comments relating to a range of issues and noted that Dorset Council and Care Dorset would continue to work closely on the consideration of the issues.

It was proposed by S Robinson seconded by R Biggs

Decision

That the strategy be approved.

Reason for decision

Setting a clear strategic direction for Care Dorset is necessary and important to realise the aspirations for the organisation. Having a longer-term strategic direction also provides a positive message to the organisation, including the people we support, their families and colleagues and supports decision making and financial planning. This strategy also provides a response to Dorset Council’s Commissioning Strategies.