Agenda, decisions and minutes

To confirm the mintues of the meeting held on 1 November 2022

The minutes of the meeting held on 1 November 2022 were confirmed as a correct record and signed by the Chairman.

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 to report.

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 up to two questions or two statements for each meeting.  Alternatively, you could submit one question and one statement for each meeting.  

All submissions must be emailed in full to kate.critchel@dorsetcouncil.gov.uk by 8.30am on Wednesday 18 January 2023.   

When submitting your question(s) and/or statement(s) please note that: 

• no more than three minutes will be allowed for any one question or statement to be asked/read  
• a question may include a short pre-amble to set the context and this will be included within the three-minute period 
• please note that sub divided questions count towards your total of two 
• 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.   

Dorset Council Constitution Procedure Rule 9 

The questions, verbal and written statements from the public were received and noted,  A copy of the full questions and the detailed responses are set out in Appendix 1 these minutes.

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 kate.critchel@dorsetcouncil.gov.uk  8.30am on Wednesday 18 January 2023.

Dorset Council Constitution – Procedure Rule 13 

Councillor Tooke’s statement relating to min 95 was set out in Appendix 2 to these minutes.

To consider the Cabinet Forward Plan.

The draft Cabinet Forward Plan for February 2023 was received and noted.

To consider a report of the Portfolio Holder for Finance, Commercial and Capital Strategy.

Decision

(a)  That the Senior Leadership Teams’ forecast of the full year’s outturn for the Council, made at the end of Quarter 3, be noted, including progress of the work to deliver savings that were incorporated into the budget.

(b)  That the spend to date on the approved capital programme for 2022/23 and the likelihood of significant slippage alongside the risk of inflation, interest rates and more general delivery concerns, be noted.

(c)  That the impact of the pay award for 2022/23 and the impact this would have on the base budget position going into 2023/24, be noted

(d)  That the assumptions about the final quarter of the year and risks around those which might have an impact on the 2023/24 budget strategy beyond those specifically incorporated into the Council’s financial model, be noted.

Reason for the decision

The Council had responsibilities to deliver its corporate plan priorities and it must do this within the resources made available through the revenue and capital budgets for 2022/23.  The report summarised the Council’s forecast financial performance for the full year at the end of the third quarter.

The Portfolio Holder for Finance, Commercial & Capital Strategy set out the council’s projected financial performance for the 2022/23 financial year at the end of Quarter 3 (Qtr).

The Council continued to experience budget pressures with an increase of projected overspend from Qtr3 to Qtr3 from 7.8m to 8.37m at the end of Qtr3. The Portfolio Holder confirm2d that 2022/23 continued to be an extremely challenging time for local government with inflationary and demand pressures impacting on income and expenditure.

The recommendations set out in the report were proposed by Cllr G Suttle and seconded by Cllr P Wharf.

In response to a question regarding the High Needs Block, the Executive Director, Corporate Development advised that Dorset Council had signed up to a safety value agreement with the Department of Education (DfE) to help eradicate the cumulative deficit on the Dedicated School Grant (DSG).  However, the situation nationally continued to be a challenge and although there was a good plan in place, there was a significant number of children in placements outside of the council area. Inflation and capital costs were also impacting the creation of those low-cost Dorset placements as quickly as was hoped. In respect of a further question, the Executive Director, Corporate Development confirm that he remained confident that the placements would be built, but he acknowledged it was going to take longer than was originally anticipated.

In respect of a question around sundry debt management, the Executive Director, Corporate Development advised that much of the debt around adult services was secured against property. In respect of debt around car parks and loss of income from broken car park machines, the Portfolio Holder for Highways, Travel and Environment reminded members that the proposed car park fees were downgraded from the original budget following public consultation. It was anticipated that new car park machines would be in place by the Easter period. 

Decision

(a)       That the Senior Leadership Teams’ forecast of the full year’s outturn for the Council, made at the end of Quarter 3, be noted, including progress of the work to deliver savings that were incorporated into the budget.

(b)               That the spend to date on the approved capital programme for 2022/23 and the likelihood of significant slippage alongside the         risk of inflation, interest rates and more general delivery concerns,        be noted.

(c)           That the impact of the pay award for 2022/23 and the impact this would     have on the base budget position going into 2023/24, be noted

(d)           That the assumptions about the final quarter of the year and risks                 around those which might have an impact on the 2023/24 budget                 strategy beyond those specifically incorporated into the Council’s                   financial model, be noted.

Reason for the decision

The Council had responsibilities to deliver its corporate plan priorities and it must do this within the resources made available through the revenue and capital budgets for 2022/23.  The report summarised the Council’s forecast financial performance for the full year at the end of the third quarter.

To consider a report of the Portfolio Holder for Finance, Commercial and Capital Strategy.

The Portfolio Holder for Finance, Commercial & Capital Strategy set out the Budget Strategy and medium-term financial plan. He confirmed that all members of the council had the opportunity to help shape the budget and he acknowledged the involvement of both Scrutiny Committees.

The presenting detail of the budget strategy report; the Portfolio Holder highlighted that an increase in general council tax of 1.9987% and 1.9987% in the social care precept, providing a band D council tax figure for Dorset Council of £1,905.93; an overall increase of 3.9974%, was proposed.

He also took the opportunity to highlight other aspects of the budget including, Dorset Council Plan priorities, fees and charges and the possibility of increasing second home council tax as part of possible future legislation.

The Chairman took the opportunity to thank scrutiny for their comments as part of the budget process.

In a response to a question around the pay award, the Chief Executive confirmed that the council engaged and was committed to the national negotiation scheme and the result of those negations would be honoured.

It was proposed by Cllr G Suttle and seconded by Cllr P Wharf

Recommendation to Full Council

(i)             That the revenue budget summarised in Appendix 1, be agreed

(ii)           That the increase in general council tax of 1.9987% and 1.9987% in the social care precept, providing a band D council tax figure for Dorset Council of £1,905.93; an overall increase of 3.9974%, be agreed

(iii)          That the council tax base agreed by the S151 Officer earlier in this budget setting process, be noted.

(iv)           That no change to the current scheme of Local Council Tax Support as set out in this report, be agreed

(v)           That the capital strategy set out in Appendix 3 be agreed and the review in progress around the current capital programme and emerging bids, be noted.

(vi)          That the treasury management strategy set out in Appendix 4, be agreed.

(vii)        That the assumptions used to develop the budget strategy and Medium-Term Financial Plan (MTFP), as set out throughout this report, and summarised in Appendix 5, be agreed

(viii)       the recommended balances on earmarked reserves and on general funds, including the minimum level of the general fund, the application of a further £3.5m of reserves to support the safety valve agreement, and the repurposing of £3m of the Council’s other reserves for spend-to-save investment in transformation, be agreed

(ix)          That the fees and charges policy set out in Appendix 6, be agreed

(x)           That the responses to recommendations and comments made as part of the budget scrutiny process (Appendix 7), be agreed

(xi)          Those recommendations 1-6 from the 8 December 2022 Harbours Advisory Committee meeting regarding fees and charges, budgets, and asset management plans, be agreed

(xii)        That the flexible use of £5.3m of capital receipts for the purposes of transforming the Council’s asset portfolio over the next three to five years, be agreed. Work with DLUHC is ongoing to confirm this.

Reason for Recommendation

The Council is required to  ...  view the full minutes text for item 94.

To consider a report of the Portfolio Holder for Planning.

Decision

That Dorset Council’s comments on the Hampshire Minerals and Waste Plan: Partial Update – Draft Plan, as set out in this report, be sent to the Hampshire Authorities in response to the current consultation on the Draft Plan as amended by the Portfolio Holder for Planning in consultation with officers.

Reason for the decision

As neighbouring minerals and waste planning authority Dorset Council has been consulted by the Hampshire Planning Authorities on a proposed update to their Minerals and Waste Plan.  Dorset Council needed to ensure that the proposals in the Draft Plan do not prejudice its interests. 

The Portfolio Holder for Planning set out the report relating to consultation on Hampshire’s Minerals and Waste Plan. It provided information about the proposed issues in the draft plan that were most relevant to Dorset Council, highlighting potential impacts on Dorset’s environment.

The Portfolio Holder acknowledged the receipt of several correspondence and statements including a letter from Simon Hoare MP expressing concerns in respect of the plan. All the questions and statements were available on the council website.

He further advised that anyone with concerns should make their objections known to Hampshire County Council as the author and decision maker of the plan.

The Portfolio Holder advised that Dorset Council did have concerns and objections to elements of the plan. These included not being satisfied that the proper Environmental Impact Assessment had been carried out, Dorset Council wanted to be assured that impacts could and would be mitigated and that the cumulative traffic impacts were addressed properly.  The Portfolio Holder assured members that previous concerns and objections not already addressed by Hampshire County Council would be included within his response.

The Portfolio Holder presented an amended recommendation which was seconded by Cllr R Bryan

Motion

“That Dorset Council’s comments on the Hampshire Minerals and Waste Plan: Partial Update – Draft Plan, as set out in this report, be sent to the Hampshire Authorities in response to the current consultation on the Draft Plan as amended by the Portfolio Holder for Planning in consultation with officers.”

Cllr T Coombs, spoke on behalf of the local ward members for Verwood who objected to the site, known as “Purple Haze”, being included within the proposed plan. Their objections were on the grounds of the potential impact to the environment, impact to local roads and residents that the proposed plan would have on the area.

Cllr D Tooke, spoke in objection to the plan and highlighted areas of concern in respect of the impact of the proposal on the town of Alderholt from large vehicles transporting minerals and the potential issues around planning policy.

The Portfolio Holder for Highways, Travel and Environment expressed his concerns for Dorset’s roads in the area, in terms of the effect the proposal would have on maintenance and costs to Dorset Council. He also suggested that the ecological impact to Dorset should be considered as part of the Council’s response.

Decision

That Dorset Council’s comments on the Hampshire Minerals and Waste Plan: Partial Update – Draft Plan, as set out in this report, be sent to the Hampshire Authorities in response to the current consultation on the Draft Plan as amended by the Portfolio Holder for Planning in consultation with officers.

Reason for the decision

As neighbouring minerals and waste planning authority Dorset Council has been consulted by the Hampshire Planning Authorities on a proposed update to their Minerals and Waste Plan.  Dorset Council needed to ensure that the proposals in the Draft Plan do not prejudice its interests. 

The Portfolio Holder for Children, Education, Skills and Early Help to present the recommendation from the People and Health Overview Committee of 19 December 2022.

Decision

That the implementation of the new Dorset Attendance Strategy and associated plan to make attendance in educational settings a key feature of all frontline council services and partners’ work, be approved and supported.

Reason for the decision

New attendance statutory guidance from the Department for Education (DfE) took effect in September 2022. An expectation from the DfE’s guidance was to make attendance a key feature of all frontline council services. The report sought to respond to the guidance with a new Attendance Strategy for Dorset which had been developed with our schools and partners.

The Portfolio Holder for Children, Education, Skills, and Early Help presented a recommendation from People and Health Overview Committee on 19 December 2022.

In presenting the recommendation, the Portfolio Holder spoke in support of the Dorset Attendance Strategy and it associated plan to make attendance in educational settings a key feature of all frontline council services and partners’ work. Cllr R Bryan seconded the recommendation.

Decision

That the implementation of the new Dorset Attendance Strategy and associated plan to make attendance in educational settings a key feature of all frontline council services and partners’ work, be approved and supported.

Reason for the decision

New attendance statutory guidance from the Department for Education (DfE) took effect in September 2022. An expectation from the DfE’s guidance was to make attendance a key feature of all frontline council services. The report sought to respond to the guidance with a new Attendance Strategy for Dorset which had been developed with our schools and partners.

The Deputy Leader of the Council to present the report.

This report was deferred to the next meeting on 28 February 2023, following consideration by the Place and Resources Overview Committee of 9 February 2023.

The Portfolio Holder for Highways, Travel and Environment to give a brief verbal update.

The Portfolio Holder for Highways, Travel and Environment updated Cabinet on the Dorset Council priority, Climate and Ecology, Assets and Property. He highlighted the key process made to date.

The Portfolio Holder for Economic Growth, Assets and Property reported that 6 million pounds of funding had been achieved from central government’s “Shared Prosperity Fund” and a further 19million from the Levelling Up Fund.

The Portfolio Holder for Highways, Travel, and Environment advised that in the next few days he would be attending Westminster’s transport select committee.

Cabinet Portfolio Holder(s) and Leader Members to report.

The following reports were coming forward to Place and Resources Overview Committee of 9 February 2023

Council tax premiums on second homes and empty properties

Climate and ecological strategy – refresh

Planning for Climate Change: Interim Guidance and Position Statement Sustainability Checklist and Listed Buildings Guidance.

To consider any items of business which the Chairman 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 considered at the meeting.

To move the exclusion of the press and the public 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).

The public and the press will be asked to leave the meeting whilst the item of business is considered.

It was proposed by Cllr P Wharf seconded by Cllr A Parry

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).

 It was proposed by Cllr P Wharf seconded by Cllr A Parry

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).

To receive a report of the Portfolio Holder for Culture, Communities and Customer Services.

Decision

That the proposals set out in detail within the exempt report be supported.

Reason for the decision

To review household recycling facilities in the eastern area of Dorset.

Cabinet considered a report of the Portfolio Holder for Culture, Communities and Customer Services on household recycling facilities in eastern Dorset.

Decision

That the proposals set out in detail within the exempt report be supported.

Reason for the decision

To review household recycling facilities in the eastern area of Dorset and support the proposed way forward.