Agenda and draft minutes

To elect a Chairman of the SVPP Joint Committee for the 2022/23 municipal year. 

Councillor Kerby was elected as Chairman of the SVPP Joint Committee for 2022/23. 

To elect a Vice Chairman of the SVPP Joint Committee for the 2022/23 municipal year. 

Councillor Haines was elected as Vice Chairman of the SVPP Joint Committee for 2022/23. 

To receive any apologies for absence from Councillors.

Apologies had been received from Councillors Dedman, Lewis and Parkes.

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

There were no declarations received on this occasion. 

To confirm and sign the minutes of the meeting held on 21 March 2022 as a correct record.

The minutes of the meeting held on 21 March 2022 were agreed as a true and correct record.

Voting: unanimous

To review the budget, processing and collection performance of the Stour Valley and Poole Partnership (SVPP)

The Head of SVPP presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

The Joint Committee was asked to review the budget, processing and collection performance of the Stour Valley and Poole Partnership (SVPP).

It was advised that the Scrutiny Panel was not satisfied with call number rates and would investigate this further at their next meeting.

In response to a question regarding if the energy rebate was likely to add to call answering issues, it was explained that this was the initial stage of the BCP process, of issuing the rebates to Direct Debit payments and a letter of invitation to apply for the rebate was being sent for others.  Library staff would be assisting, and the process would be reviewed on a monthly basis.

It was explained that, as SVPP dissolved, all remaining staff on permanent contracts would be transferred to BCP Council.  Recruitment was taking place and staff were being trained.  Accurate figures would be presented to the next meeting.  By December 2022 the proposed staffing structure would be known.

It was agreed that an open invitation be issued to the BCP Portfolio Holder, with responsibilities for the CAT to attend a future meeting of the Joint Committee. 

RESOLVED that the Joint Committee:

(a)  acknowledged the performance of the Stour Valley and Poole Partnership for 2021/22 as detailed in the report presented to Scrutiny Panel (Appendix 1);

(b)  agreed that the Partnership underspend in 2021/22 of £665,953 be returned to the partner councils in line with cost share agreement; and

(c)  issue an open invitation to the BCP Portfolio Holder, with responsibilities for the CAT to attend a future meeting of the Joint Committee. 

Voting: Unanimous

To acknowledge the timetable for the dissolution of SVPP by  31 March 2023

The Head of SVPP presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

The Joint Committee was asked to acknowledge the timetable for the dissolution of SVPP by 31 March 2023.

It was advised that the Scrutiny Panel had highlighted a potential risk in recruitment and did not think there were enough officers and wanted to know if a risk assessment had been completed.  There was no risk for SVPP, as staff will transfer to the councils and risk assessments will be conducted.

In response to a question regarding any potential risks surrounding redundancies, it was explained that bringing the Senior Management Team of SVPP into BCP Council may have risks.  Otherwise, redundancy risks were mitigated, as almost all staff should transfer into the structure.

It was confirmed that the BCP Council decision-making process had included this issue being agreed at Cabinet, in January 2022.  Delegation was passed to the Leader to give the S151 Officer permission to move the project forward.  BCP Cabinet made it clear they preferred a Dorset-wide approach but respected Dorset’s position. 

RESOLVED that:

(a)  in accordance with the Collaboration Agreement of 1 April 2014 and the Letter of Agreement of 30 March 2022 the SVPP be dissolved as of 31 March 2023;

(b)  the SVPP Transfer of Functions Plan agreed by SVPP Board on 10 May be duly updated and reviewed to dissolve the Partnership;

(c)  through the transfer of functions, the Partner Council contributions to the SVPP Budget be adjusted to reflect services returning to each Council and that this process may result in ‘stranded costs’ in SVPP;

(d)  any overspend or underspend of the 2022/23 budget will upon the ending of SVPP be met by the Partner Councils in line with the cost share agreement; and

(e)  in accordance with the Letter of Agreement the SVPP Reserves of £672,747 be held for BCP Council.

Voting: Unanimous

To note the SVPP Forward Plan.

The Head of SVPP presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

The Joint Committee were asked to note and discuss the SVPP Forward Plan.

RESOLVED that the Joint Committee noted the SVPP Joint Committee Forward Plan.

Voting: Nem. con