Agenda, decisions and minutes

To approve the Minutes of the meeting held on 11 June 2019. 

The minutes of the last meeting were agreed as correct record.

There were no declarations of interests.

It was noted that Democratic Services were co-ordinating the updating of Member Register of Interests for the Shadow Authority period.

No written questions submitted.

There were no written questions received.

The Chairman permitted a verbal question, and was asked whether a risk register for the implementation period was in place. It was noted that a risk register was in place, and that it would be considered at a future meeting of the Shadow Executive.

Members considered the 28 Day Notice of executive decisions due to be taken. Members were advised that the risk register for the implementation period would be considered with the Programme Update item at the Shadow Executive meeting 20 August 2019.

It was noted the Chiltern Lifestyle Centre item would be considered at the meeting on 10 September 2019.

RESOLVED:

That the 28 Day Notice be noted.

(a)       Decision

That the Implementation Plan and the arrangements for the monitoring and review be agreed.

(b)          Reason(s) for Decision(s)

The Structural Changes Order identifies the need for an Implementation Plan to ensure a smooth a transition to the new Buckinghamshire Council.

(c)          Alternative Options Considered

None.

(d)          Conflicts of Interest / Dispensations

None.

Note 1: Councillor G Williams entered the meeting 10.35.

The Shadow Executive were required under the Buckinghamshire (Structural Changes) Order 2019 to keep under review and monitor an Implementation Plan for the transition period. The Draft Implementation Plan was attached as an Appendix to the report.

Members were advised that the plan had been informed by the work undertaken to date by the programme boards and workstreams. Any major developments during transition would be incorporated into the plan and brought to a future meeting for Member’s consideration. Members stressed the importance on continuous delivery of services from day 1.

Members were pleased to see the schedule of member engagement sessions to be held, and encouraged all Members to attend these sessions to gain an understanding of the different functions carried out by the current two tiers of local government in Buckinghamshire. It was noted that an Intranet for the Shadow Authority would go live shortly, and that presentations from these engagement sessions would soon be accessible online via this Intranet. Members advised that a wide range of timings for engagement sessions was preferred, as Members had different commitments, such as childcare responsibilities and work commitments.

Thanks were expressed to the staff for their work undertaken so far.

It was asked that the wording at point 48. Boundary Review be amended to clarify that the anticipation is that the Boundary Commission would undertake to review the current arrangements.

Interim Chief Executive for the Shadow Authority, Rachael Shimmin, expressed thanks to Members for recognising the hard work of staff to date, and noted that 300 members of staff were now involved in the programme. It was noted that the work of the programme was being reviewed regularly, and a range of assurance mechanisms had been put in place in relation to programme risks.

RESOLVED:

That the Implementation Plan and the arrangements for monitoring and review be agreed.

(a)       Decision

That the implementation budget for 2019/20 be set at £12.850m, and that the budget is allocated to the Programme Boards in line

with the estimated requirements as detailed in the report.

(b)          Reason(s) for Decision(s)

The allocation of an implementation budget will support the delivery of the Implementation Plan for the transition period.

(c)          Alternative Options Considered

The budget allocation options were considered.

(d)          Conflicts of Interest / Dispensations

None.

Members were asked to consider allocating an implementation budget to support the delivery of the Implementation Plan for the transition period. A summary of the proposed implementation budget was at Appendix 1.

It was noted than any increases to the budget would require Shadow Executive approval. Further, that existing resources would be used where possible as long as this did not impact on business as usual.

It was enquired as to when the new authority was expected to make savings, and Members were advised that the report focussed on the transition period but some initial savings would be made around tiers, and more detail on savings would come to fruition throughout the transition period. It was noted that where a member of staff had left employment with their sovereign Council, the sovereign Council’s budget would cover the cost for a new recruit to that post.

It was suggested that the risk registers from each of the constituent 5 Bucks authorities and how these registers may impact on the risk register for transition be noted.

RESOLVED:

That the implementation budget for 2019/20 be set at £12.850m, and that the budget be allocated to the Programme Boards in line with the estimated requirements as detailed at Appendix A.