Agenda and minutes

Apologies for absence were received from Councillors Rob Hiney-Saunders, Duncan McGregor and Clive Moesby.

Members should declare the existence and nature of any Disclosable Pecuniary Interest and Non Statutory Interest as defined by the Members’ Code of Conduct in respect of:

a)  any business on the agenda

b)  any matters arising out of those items

and if appropriate, withdraw from the meeting at the relevant time.

There were no declarations made at the meeting.

Consideration was given to the Review Report of the Dragonfly Companies and presentation made by Local Partnerships. 

The Leader introduced the item confirming the background to the decision to seek an external review of the Dragonfly Companies by Local Partnerships and her promise that the report would be made public and considered by Council.  The representatives from Local Partnerships comprised Simon Bandy and Vivien Holland in person to present the report.  In addition, Michael Coughlin was introduced to the Council via Teams.  Mr Coughlin is a consultant who has been commissioned to support the Council going forwards.

The presentation included:

Summary of findings and recommendations

Summary of findings and recommendations confirmed that the review had identified several significant issues which related to:

·       Building blocks of good governance – including the lack of clarity of purpose which caused confusion and conflict between the Council and Companies including the lack of an up to date, comprehensive company  business plan which should follow on from the business case and would clearly define how the Companies would deliver the Council’s requirements and could be used as a basis for monitoring performance. 

·       Difficulties in the working relationships between the Companies and the Council as a result of the aforementioned governance issues.

It was confirmed that the following conditions would need to be met if it was decided to retain the Companies:

·     The Council should ensure it had additional management resource and clienting capabilities.

·     The Companies would need to ensure there was sufficient resource including a dedicated finance function.

·     Clarity of purpose as set out in a refreshed and more comprehensive business plan for both Companies.

·     Creation of a working group to re-set the relationship between the Companies and the Council which should be underpinned by an operating agreement which both parties should sign up to.

·     Changes to the Company Board membership.

·     Adherence to all Company rules including reserved matters had to be assured.

·     A more robust framework in place around meetings including regular meetings of the senior management of both Companies and the Council to underpin an improved working relationship.

The steps and conditions needed in the event the business case review suggested there was no role for the Companies, and they were dissolved.  The Council must ensure it had the:

·       capacity to support a working group to lead the transition;

·       capability (or plans to acquire it) to deliver the services in-house;

·       ambition for any continued development which would not exceed the Council’s own limits;

·       financial resources sufficient to cover any TUPE implications and other staffing implications;

·       resource and due diligence relating to the transfer of contracts from the Companies to the Council;

·       a clear stakeholder and staff plan was needed; and

·       that any potential adverse financial implications were understood.

The detailed recommendations related to:

·       Purpose of the Companies, including the need for a business case and business plan.

·       Changes to the Shareholder Board to make it into a formal committee.

·       Reserved matters ensuring that control through reserved matters was actioned.

·       Conflicts of interest for  ...  view the full minutes text for item CL28-25/26

The Chair formally closed the meeting.