Agenda, decisions and minutes

Dorset Council continued to operate virtual informal meetings. This decision had been made in the light of the increasing Covid-19 case rates and projected increases for August into September. It would be reviewed in Mid - September.

The Leader of the Council advised that he had decided that Cabinet meetings would also continue to be held as virtual informal meetings during this time. Where a decision was required, the appropriate Portfolio Holder would make that executive decision, taking into account the views expressed by the wider Cabinet membership.

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.

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to either 2 questions, or 2 statements or 1 question and 1 statement at each meeting. Sub divided questions count towards this total.  All submissions must be sent electronically to kate.critchel@dorsetcouncil.gov.uk by the deadline set out below.  When submitting a question please indicate who the question is for and include your name, address and contact details.  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. 

The deadline for submission of the full text of a question or statement is 8.30am on Thursday 2 September 2021

There were four questions/statements from the public.  These questions were read out by Matt Prosser, Chief Executive and Jonathan Mair (Corporate Director, Legal and Democratic Services) and responded to by the appropriate Portfolio Holder. A copy of the full questions and the detailed responses are set out in Appendix 1 these minutes.

To receive questions submitted by councillors. The deadline for receipt of questions is 8.30am on Thursday 2 September 2021.

There was one question from Councillor C Sutton; this along with the response is set out in Appendix 2 to these minutes.

To consider the Cabinet Forward Plan.

The Cabinet Forward Plan for October 2021 was received and noted.

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

Decision of the Portfolio Holder for Finance, Commercial & Capital Strategy

(a)           To begin each of the procurement processes as set out and listed in Appendix 1 to the Cabinet report of 7 September 2021.

(b)           That in each instance the further step of making any contract award be delegated to the relevant Cabinet portfolio holder, in consultation with the relevant Executive Director.

Decision - Additional Procurement Forward Plan Report over £500k (2021 - 22) - Dorset Council

Reason for the decision: Cabinet is required to approve all key decisions with financial consequences of £500k or more. It is also good governance to provide Cabinet with a summary of all proposed procurement prior to them formally commencing. Planning procurements ensures:

·       effective stakeholder management.

·       efficient commissioning and sourcing.

·       compliance with regulations and contract procedure rules; and

·       best value for money is clearly defined.

The Portfolio Holder for Finance, Commercial & Capital Strategy set out the report. Cabinet was advised that the Commercial & Procurement team had worked with colleagues across the Directorates to review the contracts database and establish a procurement programme for 2021-22.

Appendix 1 of the report set out additional procurement activity within the 2021-22 procurement programme for members consideration.

There were no questions from non-executive members and the Cabinet membership indicated that they were “minded to” supported for the recommendation as set out in the report.

Decision of the Portfolio Holder for Finance, Commercial & Capital Strategy

(a)           To begin each of the procurement processes as set out and listed in Appendix 1 to the Cabinet report of 7 September 2021.

(b)           That in each instance the further step of making any contract award be delegated to the relevant Cabinet portfolio holder, in consultation with the relevant Executive Director.

Decision - Additional Procurement Forward Plan Report over £500k (2021 - 22) - Dorset Council

Reason for the decision: Cabinet is required to approve all key decisions with financial consequences of £500k or more. It is also good governance to provide Cabinet with a summary of all proposed procurement prior to them formally commencing. Planning procurements ensures:

·       effective stakeholder management.

·       efficient commissioning and sourcing.

·       compliance with regulations and contract procedure rules; and

·       best value for money is clearly defined.

To consider a report of the Portfolio Holder for Highways, Travel and Environment.

Decision of the Portfolio Holder for Highways, Travel and Environment

(a)  That Dorset Council enters a contract with Hanson Contracting for delivery of the capital element of this project subject to planning consent being obtained.

(b)  That authority be delegated to the Executive Director of Place, in consultation with the relevant Cabinet Portfolio Holder, to award the contract.

Decision - Weymouth Station Gateway Project, Payments over £500.000 - Dorset Council

Reason for the decision: Cabinet is required to approve all key decisions with financial consequences of £500,000 or more.  The Weymouth Station Gateway project has received significant funding to deliver a project.  The Dorset Coast Forum team seek an assurance from Cabinet that they can pay an amount above £500,000 when this is claimed by Hanson Contracting in accordance with any limits agreed in the project delivery terms.

The Portfolio Holder for Highways, Travel and Environment presented a report on the Weymouth Station Gateway Project. The aim of the project, which had been agreed and supported by the local authorities and stakeholders was to improve the station forecourt and sustainable transport links, making the area welcoming and a safer place to use and bringing economic benefit.

As an update since the report had been published, the portfolio holder advised that full funding had now been secured for the project.

Responding to questions from non-executive members, the portfolio holder and the Environment Advice Manager advised that: -

·       The project team, including all stakeholders had considered the points raised.

·       The land was not in the ownership of the Council

·       New cycle and walkways were proposed

·       The project had all partner support

·       Additional bus services could be added in the future

Cabinet members were “minded to” support the report and its recommendations.

Decision of the Portfolio Holder for Highways, Travel and Environment

(a)  That Dorset Council enters a contract with Hanson Contracting for delivery of the capital element of this project subject to planning consent being obtained.

(b)  That authority be delegated to the Executive Director of Place, in consultation with the relevant Cabinet Portfolio Holder, to award the contract.

Decision - Weymouth Station Gateway Project, Payments over £500.000 - Dorset Council

Reason for the decision: Cabinet is required to approve all key decisions with financial consequences of £500,000 or more.  The Weymouth Station Gateway project has received significant funding to deliver a project.  The Dorset Coast Forum team seek an assurance from Cabinet that they can pay an amount above £500,000 when this is claimed by Hanson Contracting in accordance with any limits agreed in the project delivery terms.

To consider a report of the Portfolio Holder for Highways, Travel and Environment.

Decision of the Portfolio Holder for Highways, Travel and Environment

(a)  To agree the scope of the outline Bus Service Improvement Plan (BSIP) be agreed and the commitment of resources within existing budgets to take forward work to publish a first version of the BSIP by the end of October 2021, be supported.

(b)  That authority be delegated to the relevant portfolio holder, in consultation with the Executive Director for Place to approve the final version of the BSIP before it is published.

Decision - Bus Service Improvement Plan (BSIP) - Dorset Council

Reason for the decision: Seeking support to publish a first Dorset Council Bus Service Improvement Plan in response to Government’s new National Bus Strategy (NBS) - Bus Back Better. The BSIP sets out a vision and priorities for the future of bus services in Dorset and will be a high-level bidding document used to secure capital and revenue grant funding from the DfT.

Cabinet considered a report from the Portfolio Holder for Highways, Travel and Environment in respect of the Bus Service Improvement Plan (BSIP).

The report sought support to publish a first Dorset Council Bus Service Improvement Plan in response to Government’s new National Bus Strategy (NBS) - Bus Back Better. The BSIP set out a vision and priorities for the future of bus services in Dorset and would be a high-level bidding document used to secure capital and revenue grant funding from the Department of Transport.

There were no questions from non-executive members and Cabinet members were “minded to” support the recommendation put by the Portfolio Holder. 

Decision of the Portfolio Holder for Highways, Travel and Environment

(a)  To agree the scope of the outline Bus Service Improvement Plan (BSIP) be agreed and the commitment of resources within existing budgets to take forward work to publish a first version of the BSIP by the end of October 2021, be supported.

(b)  That authority be delegated to the relevant portfolio holder, in consultation with the Executive Director for Place to approve the final version of the BSIP before it is published.

Decision - Bus Service Improvement Plan (BSIP) - Dorset Council

Reason for the decision: Seeking support to publish a first Dorset Council Bus Service Improvement Plan in response to Government’s new National Bus Strategy (NBS) - Bus Back Better. The BSIP sets out a vision and priorities for the future of bus services in Dorset and will be a high-level bidding document used to secure capital and revenue grant funding from the DfT.

To consider a report of the Portfolio Holder for Planning.

Decision of the Portfolio Holder for Planning

(a)  That the Council makes the Holwell Neighbourhood Plan Review 2017 - 2031 (as set out in Appendix A of the report to Cabinet) part of the statutory development plan for the Holwell Neighbourhood Area.

(b)  That the Council offers its congratulations to Holwell Parish Council and members of the Neighbourhood Plan Group in producing a successful neighbourhood plan review.

Decision - Howell Neighbourhood Plan Review - Dorset Council

Reason for the decision: To formally make the neighbourhood plan review part of the statutory development plan for the Holwell Neighbourhood Area. In addition, to recognise the significant amount of work undertaken by Holwell Parish Council and members of the Neighbourhood Plan Group in preparing the plan review and to congratulate the Council and Group on their success.    

In presenting his report the Portfolio Holder for Planning advised that the neighbourhood plan review had been subject to independent examination and the examiner had recommended that the Council make (adopt) the plan with the modification specified in his report at appendix B.   The examiner had concluded that there was no statutory requirement for a referendum in this instance given the limited nature of the changes proposed to the plan

There were no questions from non-executive members.  Cabinet members indicated that they were “minded to” support the recommendations in the report.

Decision of the Portfolio Holder for Planning

(a)  That the Council makes the Holwell Neighbourhood Plan Review 2017 - 2031 (as set out in Appendix A of the report to Cabinet) part of the statutory development plan for the Holwell Neighbourhood Area.

(b)  That the Council offers its congratulations to Holwell Parish Council and members of the Neighbourhood Plan Group in producing a successful neighbourhood plan review.

Decision - Howell Neighbourhood Plan Review - Dorset Council

Reason for the decision: To formally make the neighbourhood plan review part of the statutory development plan for the Holwell Neighbourhood Area. In addition, to recognise the significant amount of work undertaken by Holwell Parish Council and members of the Neighbourhood Plan Group in preparing the plan review and to congratulate the Council and Group on their success.    

To consider a report of the Portfolio Holder for Children, Education, Skills and Early Help.

Decision

That the overall Annual report of the pan-Dorset Safeguarding Children Partnership be received and noted.

Reason for the decision: The report was a statutory responsibility to produce hence the endorsement of all 4 statutory partners was needed – Dorset Council, BCP Council, Dorset CCG and Dorset Constabulary

The Portfolio Holder for Children, Education, Skills and Early Help presented the Annual pan-Dorset Safeguarding report. He highlighted areas that required work: -

·       There had been an increase in the number of sudden unexpected deaths, where co-sleeping was a feature. Partners were publishing messaging regarding the dangers of this with an aim to reduce the numbers.

·       There had also been an increase in occurrence across the pan-Dorset area of suicide risk and death because of suicide.

·       Progress had been made in the Strengthening Service Boards.

·       Covid-19 pandemic had and continued to impact the areas of Safeguarding and he

·       Acknowledged the impact and rise of domestic abuse during the pandemic.

·       Cllr Rennie, councillor champion for domestic abuse promoted the recently established “tool kit”

The Portfolio Holder took the opportunity to thank Anthony Douglas, the Independent Chair and Scrutineer of the pan-Dorset Safeguarding Children Partnership. Anthony Douglas addressed the committee and highlighted the importance of multi-agency working and the focus on place-based safeguarding.

Members welcomed and spoke in support of the annual pan-Dorset Safeguarding report.

Noted

That the overall Annual report of the pan-Dorset Safeguarding Children Partnership be received and noted.

Reason for the decision: The report was a statutory responsibility to produce hence the endorsement of all 4 statutory partners was needed – Dorset Council, BCP Council, Dorset CCG and Dorset Constabulary

Cabinet Portfolio Holders to report.

Listed below was the items reported to be coming forward in the next few months.

The Portfolio Holder for Children, Education, Skills and early help advised that several reports had been considered by People and Health Overview Committee on 2 September; these included, Birth to Settle Adulthood, Children missing out on Education and the Development of Family Hubs.

The Portfolio Holder for Community and Customer Services advised that the following items were coming forward in the next few months; Customer Service Strategy and Park Home Fees Policy.

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

Cllr Noc Lacey-Clarke, Cabinet Lead Member for Environment, Travel and Harbours presented a report on the Dorset Council’s response to the Government’s Bus Back Better – National Bus Strategy.

A copy of the presentation is attached to these minutes at Appendix 3.

To receive an update from the Portfolio Holder for Highways, Travel and Environment.

The Portfolio Holder for Highways, Travel and Environment updated members on the work of the Climate and Ecological Emergency EAP.

·       The work to de-carbonise the Council’s estate was making good progress

·       By the end of September, the first phase of the installation of EV car charging stations would be complete.

·       An update on phase 2 would be reported to a future meeting.

In a response to a question about de-carbonising properties purchased for housing the homeless, the Portfolio Holder confirmed that he would respond to the question outside of the meeting.

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 x 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.

There was no exempt business.

There were no exempt items of business to report.