Meeting documents

No apologies for absence were received from members.

There were no declarations by members of disclosable pecuniary interests under the Code of Conduct.

An interest was declared by Mike Harries (Director for Environment and Economy) in relation to minute 70b – Dorchester Transport and Environment Plan (DTEP) – Proposed Access Only Order in Victoria Road, Dorchester, as he lived near the site of the Order.  He left the room during consideration of the item.

To confirm and sign the minutes of the meeting held on 5 April 2017.

The minutes of the meeting held on 5 April 2017 were confirmed and signed.

a)         Public Speaking

b)         Petitions

Public Speaking

There were no public questions received at the meeting in accordance with Standing Order 21(1).

There were no public statements received at the meeting in accordance with Standing Order 21(2).

Petitions

There were no petitions received at the meeting in accordance with the County Council’s Petition Scheme.

The Cabinet considered the draft Forward Plan, which identified key decisions to be taken by the Cabinet on or after the next meeting.  It was recognised that the Plan would be populated with more items following the recent County Council Elections.  Cllr Knox also indicated that the format of the Plan would be reviewed outside of the meeting to reflect the results of decisions.

Resolved

1. That the contents of the Forward Plan be noted.

2. That a review of the format of the Forward Plan be undertaken.

To receive the minutes of the following meeting:

The Cabinet received the following minutes:

Noted

To consider a report by the Cabinet Member for Natural and Built Environment and the Cabinet Member for Communities and Resources.

The Cabinet considered a report by the Cabinet Member for Natural and Built Environment, and the Cabinet Member for Communities and Resources on the key issues relating to the various asset classes of Property, Highways, ICT, Fleet and Waste.

Cllr Turner provided a detailed overview of the proposals within the report and specific reference was made to a number of areas, as outlined below.

Disposal of Monkton Park and Proposed Sale and Leaseback to Dorset Development Partnership

With regard to the proposal on the future of the office space and the Dorchester Learning Centre at Monkton Park in Dorchester, Cllr Nick Ireland addressed the Cabinet as the local member to indicate that no consultation had taken place with the local member in addition to consultation with the local parish council.  It was confirmed that members for Dorchester had been consulted, but not the local member for Linden Lea, for which the Director for Environment and Economy apologised. 

A number of concerns were expressed by the Cabinet about the potential future use of the site and whether this should be ‘disposed of’ or ‘declared surplus’ with more work being completed on future options in accordance with ‘One Public Estate’ principles.  The Director for Environment and Economy confirmed that no other purpose had been identified through consultation with public sector partners.  Comments were also received in relation to the way the Council used the Dorset Development Partnership.  The Chief Financial Officer described the financial implications of a delay in decision making regarding the generation of a capital receipt and ongoing revenue costs (approx. £90k per annum), but also highlighted that identification of a suitable alternative could create greater savings for the Council in the longer term. 

Following detailed discussions, it was felt that the whole site including the Dorchester Learning Centre (the old Rectory), subject to relocation, should be declared surplus and for a report to be submitted to the Cabinet in September 2017 on the options available.  In doing so it was recognised that the short-term revenue saving would not be achieved.

Disposal of Former Brackenbury School, Three Yards Close, Portland

In relation to the proposed disposal Cllr Kate Wheller, as the local member, asked if the site could be considered for accelerated housing and for Weymouth and Portland Borough Council to be consulted at the point of disposal.  It was confirmed that officers would consult as requested with the Borough Council.

Riffs Youth Club, Mountbatten Drive, Ferndown – Transfer to the Town Council

Cllr Andrew Parry, as a local member for Ferndown, highlighted the significant community support for Ferndown Town Council to take on the Riffs Youth Centre, and indicated that he and Cllr Steven Lugg as the local members supported the proposal and would make themselves available to help in anyway with the arrangements. 

Site of former St. Martins Care Home and Adult Education Building, Queen Street, Gillingham

Cllr David Walsh, as the local member for Gillingham, supported the disposal of the former St Martins Care Home to be  ...  view the full minutes text for item 66.

To consider a report by the Leader of the Council and the Cabinet Member for Community and Resources.

The Cabinet considered a report by the Leader of the Council and the Cabinet Member for Community and Resources on Prevention at Scale in Dorset.

Cllr Knox, as the continuing lead member for Health and Wellbeing, provided an overview of Prevention at Scale (PAS) as a crucial priority for the Council, health, and other partners to deliver the objectives of the Clinical Commissioning Group’s Sustainability and Transformation Plan. The Director for Public Health also highlighted the opportunity for public sector partners to work together to avoid expensive outcomes and for the integration of social care at all ages. It was recognised that there was a need for strong political commitment and for the plan to be driven from the local level, with councillors acting as a stimulus to bring communities into the process.

A comment was received in relation to the inclusion of mental health as part of PAS.  It was confirmed that mental health was a key part of PAS, that it was intertwined with physical health, and that many aspects crossed over both areas.

Cllr Cox asked if it was possible to provide local members with information that affected their electoral divisions at a local level.  It was acknowledged that the report outlined the design phase of PAS and engagement with local members would be welcomed in terms of driving the implementation plans forward. Communications and engagement strategies were also being developed.

Resolved

That the update on prevention at scale be noted, and the ongoing work to ensure the County Council’s transformation programme Forward Together wherever possible be supported, together with the aims and objectives of Prevention at Scale.

Reason for Decision

Transformation of health and care services in Dorset would not be achieved without close collaboration between the NHS and Councils locally. Councils were an important partner in the Prevention at Scale programme of the Sustainability and Transformation Plan, because of their role in influencing many of the most effective drivers of future health and wellbeing (housing, education, environment, economic growth).

To consider a report by the Cabinet Member for Economy, Education, Learning and Skills and the Cabinet Member for Natural and Built Environment.

The Cabinet considered a report by the Cabinet Member for Economy, Education, Learning and Skills, and the Cabinet Member for Natural and Built Environment on the Western Dorset Growth Strategy action plan to deliver the aspirations and priorities of the Strategy.  A diagram of the strategy was circulated prior to the meeting.

Cllr Deborah Croney introduced the report in detail, and provided an overview of the Strategy for West Dorset as a significant economic contributor.  The enormous potential of the five year Action Plan was also explained through a sound evidence base, but it was noted that due to the scale there would be a need to prioritise actions within the Plan.  In particular, she expressed a wish for a Key Workers Policy (T2.1 in the Action Plan) to be delivered as soon as possible.  To show partners how serious the Council was in wishing the Action Plan to succeed, Cllr Croney proposed a third recommendation as follows:

‘That Members and officers on the WDGS Members Board consider and clarify effective working roles and responsibilities to effectively deliver the ambitious growth strategy for western Dorset, including better engagement with wider membership.’

The Cabinet welcomed the additional recommendation, recognised the need for engagement with local councillors, and the opportunity for the Shared Services Joint Committee (led by the Dorset Councils Partnership) to act as a vehicle to shape decisions by the respective councils, subject to specific delegations at a future date.

A statement from Cllr Clare Sutton was received at the meeting (and attached as an annexure to these minutes), and it was noted that the issues raised were within the wider strategic areas being addressed.  It was further noted that Cllr Sutton would be provided with further information at a meeting with officers and other Weymouth and Portland County Councillors shortly.

Cllr David Harris, addressed the Cabinet as the local member for Westham, to highlight that the plan needed to be flexible and updated following engagement with local members as there had been no engagement so far.  It was confirmed that consultations would take place shortly and the Action Plan would be updated accordingly.

As the local member for Chickerell and Chesil Bank, Cllr Jean Dunseith raised concerns regarding Superfast Broadband and the need for residents to have access as a priority.  It was noted that Cllr Daryl Turner, as the responsible portfolio holder, would consider the local issue outside of the meeting.

Cllr Kathy Garcia, as the local member for Portland Tophill, encouraged the Cabinet to improve access for Portland on and off island which would then improve residents’ prospects and quality of life.  Cllr Deborah Croney confirmed that this would be considered as part of the prioritisation process of the Action Plan.

Cllr Knox welcomed recent news about Enterprise Advisors who were working with schools to provide linkages with employers, and it was agreed that a message would be sent out to all councillors to share the information and how best elected members could support this work.  ...  view the full minutes text for item 68.

To consider the following recommendations:

The Cabinet considered the following recommendations from committees.

To consider a recommendation from the Audit and Governance Committee meeting held on 13 March 2017.

The Cabinet considered the recommendation by the Audit and Governance Committee which provided an overview of the Council’s governance arrangements.  A request was made for an assurance report to be presented to the Cabinet in July 2017 to ensure oversight of the Council’s risk management arrangements, and in particular the quality and use of data in areas of risk, performance and finance. 

It was also clarified that the report would be shared with the Audit and Governance Committee as the body responsible for monitoring of governance and risk across the Council. Cllr David Harris, as the Chairman of the Audit and Governance Committee, also indicated that he would raise the need to look at how the Council manages ‘outcomes based’ work at the Overview and Scrutiny Management Board on 13 July 2017.

In addition it was also asked that future reports, even where addressing more technical matters such as these, should be written in plain English.

Resolved

1. That the draft Annual Governance Statement for 2016/17 be approved.

2. That an assurance report be submitted to the Cabinet meeting on 19 July 2017.

Reason for Decision

Approval and publication of an Annual Governance Statement by the County Council was a statutory requirement and provided evidence that the County Council maintained high standards of governance and addressed significant shortcomings and risks.

To consider a recommendation from the Regulatory Committee meeting held on 6 April 2017.

(Note: Mike Harries (Corporate Director for Environment and Economy) left the room during consideration of the item as he lived near the site of the Order. 

Resolved

That having considered the objection received, the proposed prohibition of access for Victoria Road, Dorchester be approved, as advertised.

Reason for Decision

The proposal was designed to deter inappropriate use of a quiet residential street by unsuitable through traffic.

To consider a report by the Leader of the Council.

The Cabinet considered a report by the Leader of the Council on the appointment of members to outside bodies and other bodies that are line with the Council’s Plan and aims of the Council. The nominations of Group Leaders were tabled at the meeting.

Cllr Knox introduced the report and explained that the appointments document would be updated as necessary, including the addition of other bodies, in accordance with delegated authority to make appointments.  She also encouraged councillors attending on behalf of the Council to report back on any bodies where there was no clear outcome being achieved, so that it could be considered whether other ways of working were more appropriate.

Resolved

1. That the appointment of councillors to the following bodies for the period up to the quadrennial elections of the County Council in May 2021 be approved (attached as an annexure to these minutes):

·         Partner and other organisations;

·         Panels, consultative bodies and project boards

2. That delegated authority be granted to the Leader of the Council after consultation with Group Leaders to make appointments to replace previous nominations and to fill vacancies where appropriate, for the period up to the quadrennial elections of the County Council in May 2021.

Reason for Decisions

To support the corporate aim: Working together for a strong and successful Dorset.

To answer any questions received in writing by the Chief Executive by not later than 10.00am on 2 June 2017.

No questions received from County Councillors.

To consider passing the following resolution:

To agree that in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified below it is likely that if members of the public were present, there would be disclosure to them of exempt information as defined in the paragraphs detailed below 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.

Resolved

That in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified in minutes 73 and 74 as it was likely that if members of the public were present, there would be disclosure to them of exempt information as defined in paragraphs 2,3 and 4 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.

To consider an exempt report by the Cabinet Member for Health and Care. NOT FOR PUBLICATION

The Cabinet considered an exempt report by the Cabinet Member for Health and Care in relation to the Block Purchase Agreement (‘BPA’) with Care South and Care South’s Membership of the Dorset County Pension Scheme.

Cllr Haynes welcomed the report which provided updated contract arrangements between the Council and Care South following negotiations, together with proposed changes to pension arrangements. The Chief Financial Officer provided a detailed overview of the impact and risk associated with the changes to the pension arrangements, and his support for the proposal.

The Cabinet recognised the moral duty on the Council in relation to the pension arrangements, to support the long term pension position for former staff.

Resolved

1. That the changes to the Block Purchase Agreement funding formula for all three homes be approved.

2. That the arrangements pertaining to Care South’s cessation as a member of the Dorset LGPS be approved, and that Dorset County Council act as guarantor for future scheme liabilities.

Reason for Decisions

This would afford both clarity and sustainability of the current BPA for the term of the contract.

To consider an exempt report by the Cabinet Member for Natural and Built Environment.  NOT FOR PUBLICATION

The Cabinet considered an exempt report by the Cabinet Member for Natural and Built Environment on the progress of the technical transition of site management arrangements in relation to the Jurassic Coast World Heritage Site from the County Council to the Jurassic Coast Trust.

Officers were thanked for their efforts in achieving the transition agreement.  It was also noted that ongoing help and support from the Council would continue for the Board of trustees of the Jurassic Coast Trust.

Resolved

1. That the approach to pension provision for transferring staff be agreed.

2. That the approach to addressing the cost of potential future redundancies be agreed.

3. That the transfer of the Jurassic Coast trademark to the Jurassic Coast Trust be agreed.

4. That the financial commitments in the proposed grant agreement be agreed.

5. That delegate authority be granted to the Service Director (Environment), following consultation with the Cabinet Member for Natural and Built Environment, to conclude details of the proposed Transfer Agreement and Grant Agreement in line with the principles set out in the Cabinet Member’s report to take effect from 1 July 2017.

Reason for Decisions

To enable good World Heritage Site management and contribute to corporate plan outcomes particularly ‘Prosperous’ and ‘Healthy’.