Agenda, decisions and minutes

To confirm the minutes of the meeting held on 28 July 2020.

The minutes of the meeting held on 28 July 2020 were confirmed and would be signed by the Chairman at a date in the future.

To receive any declarations of interest.

No declarations of disclosable pecuniary interests were made at the meeting.

To receive questions or statements on the business of the committee from town and parish councils and members of the public. Public speaking has been suspended for virtual committee meetings during the Covid-19 crisis and public participation will be dealt with through written submissions only.

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to two questions or a statement of up to a maximum of 450 words.  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.

Questions will be read out by an officer of the council and a response given by the appropriate Portfolio Holder or officer at the meeting.  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 3 September 2020.

There were seven questions from the public.  These were from Alistair Chisholm, John Calvert, Caz Dennett and Peter Bowyer. The Leader of the Council advised that questions 5 and 6 were a matter for the Dorset Pension Fund Committee and would be reported to its next meeting on Thursday 10 September 2020.

The questions were read out by Matt Prosser, Chief Executive and Jonathan Mair (Corporate Director, Legal and Democratic Services). A copy of the full questions and the responses are set out in Appendix 1 these minutes.

To receive any questions from members in accordance with procedure rule 13.

There were four questions from Councillors, these along with the responses are set out in Appendix 2 to these minutes.

To consider the Cabinet Forward Plan.

The Cabinet Forward Plan was received and noted.

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

Decision

That the Corporate Procurement Strategy (set out in Appendix 1 to the report) be adopted.

The Portfolio Holder for Finance, Commercial and Capital Strategy set out a report on the adoption of a Corporate Procurement Strategy.  The proposed strategy set out the Council’s approach to procurement activity to ensure that it was effective and represented the best value to the residents of the Council’s local authority area.

The Portfolio Holder further advised that the strategy supported the focus of the Dorset Council’s Corporate Plan to make Dorset a great place to live, work and visit and he recommended it adoption.

Decision

That the Corporate Procurement Strategy, as set out in Appendix 1, be adopted.

To consider a report of the Portfolio Holder for Corporate Development and Change.

Decision

That the progress against the Council’s Plan be received and noted.

The Portfolio Holder for Corporate Development and Change reminded members that the first Dorset Council Plan was agreed by full council at its meeting in February 2020. Shortly after that meeting Cabinet agreed an outline performance framework in order to monitor progress against the Plan’s priorities. This was the first performance report presented to the Cabinet which displayed data for April-June 2020 (where available).

The Portfolio Holder advised that both the service delivery and data captured had been significantly affected by COVID-19. However members welcomed the report and agreed with the suggestion that it should be subject to ongoing review by Scrutiny.

Decision

That the progress against the Council’s Plan be received and noted.

To consider a report of the Portfolio Holder for Corporate Development and Change.

Decision

(a)       That the procurement process be completed;

(b)       That the making of any contract award be delegated to the Portfolio Holder for Corporate Development and Change, in consultation with the Executive Director for Corporate Development.

Cabinet considered a report on the Implementation of a digital platform which would be a key enabler for the customer workstream in Dorset Council’s transformation programme. A digital platform was core in order for Dorset Council to deliver transformation.

The Portfolio Holder for Corporate Development and Change confirmed that this would help Dorset to join up its understanding for customers, consistently measure service performance and provide a customer account for people to request and receive updates on council services.

Members were advised that initial procurement work had established that a suitable supplier could be sought via the Crown Commercial Services (CCS) G-Cloud 11 framework which would allow the Council to enter into a contract for an initial 1 year period, with provision to extend up to 2 years. The total contract value was a maximum of £540,000 over a potential 3 year term.

In proposing the recommendation, the Portfolio Holder advised that a seminar on this matter would be held in November for all members. In response to questions, the Executive Director for Corporate Development confirmed that the platform would eventually replace Dorset for You, create better disability access and develop a better user experience.

Decision

(a)       That the procurement process be completed;

(b)       That the making of any contract award be delegated to the Portfolio Holder for Corporate Development and Change, in consultation with the Executive Director for Corporate Development.

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

Decision

That an extension of the Low Carbon Dorset programme using European Regional Development Funding, pending contract, be approved.

The Portfolio Holder for Highways, Travel and Environment set out a report on Low Carbon Dorset which was externally funded by the European Regional Development Fund (ERDF);  launched in April 2018 to run until March 2021.

The programme provided support to Dorset based Business, Community and Public Sector organisations to identify and deliver energy efficiency and renewable energy projects to reduce their carbon footprint. Support was provided in the form of free technical advice to help identify opportunities and a grant fund providing 40% of the costs of any eligible project.

Dorset Council was the accountable body for the programme and had a contract with the Ministry of Communities Housing and Local Government (MHCLG) to deliver the programme outcomes within a total budget of £6.44million. Delivery of the programme was overseen by an internal programme board.

Further ERDF funding became available in July 2019 and Dorset Council applied for an additional £5.86 million to extend the project to 2023 and expand its delivery. This was a two-stage application process which was now reaching completion and it is anticipated that the application would be successful, and a contract would be received shortly for signature by Dorset Council.  Members welcomed and supported the recommendation.

Decision

That an extension of the Low Carbon Dorset programme using European Regional Development Funding, pending contract, be approved.

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

Decision

(a)       That the continuation of Dorset Council’s membership of the Western Gateway Sub-National Transport Body, be approved;

(b)       That the submission of an expression of interest from Dorset Council with BCP Council to join the Western Gateway Powerhouse be approved and that authority be delegated to the Executive Director of Place to negotiate detailed terms.

Cabinet considered a report that sought a strategic view of the current and future sub-national partnerships Dorset Council should be engaged with.  This would ensure that these were in line with Dorset’s vision, plan and priorities and secure the opportunity of future Government infrastructure funding for Dorset.

Members noted that BCP Council had already agreed to join this partnership and if Dorset joined  it would allow the area to be best placed to benefit from future government infrastructure.

Decision

(a)       That the continuation of Dorset Council’s membership of the Western Gateway Sub-National Transport Body, be approved;

(b)       That the submission of an expression of interest from Dorset Council with BCP Council to join the Western Gateway Powerhouse be approved and that authority be delegated to the Executive Director of Place to negotiate detailed terms.

To consider a report of the Portfolio Holder for Planning.

Decision

That the revised Local Development Scheme, as set out in the Appendix to the report, be agreed for publication.

The Portfolio Holder for Planning set out a report to ensure that the council had an up to date Local Development Scheme published online, so that the local community, developers and stakeholders were aware of the programme for local plan preparation.  The Local Development Scheme was the published programme for the preparation of local plans.  All local planning authorities needed to maintain an up to date local development scheme so that those who were interested in or affected by future local plans know when they would be due to be prepared and have opportunities for involvement.

Dorset Council adopted its first Local Development Scheme in June 2019 and a number of updates needed to be made.  The Waste Plan and Minerals Sites Plan had both been adopted.  The Dorset Council Local Plan programme remained on track for submission in March 2022 and adoption in April 2023, but the initial consultation had been delayed in order to allow for the completion of some of the necessary evidence based work following the coronavirus pandemic lockdown.

It was hoped that some face to face consultation could take place in January 2021.  The Portfolio Holder also reported that the Government had recently published a consultation paper outlining radical changes to the national planning system. 

This was likely to affect the preparation of the Dorset Council Local Plan significantly.

Decision

That the revised Local Development Scheme, as set out in the Appendix to the report, be agreed for publication.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)       It be noted that following Screening of the Bournemouth, Dorset and Poole Minerals Strategy 2014 for Review, a full or partial Review of the Minerals Strategy will not be undertaken this year. Officers would continue monitoring the Minerals Strategy 2014 and it would be screened again in 2021.

(b)       That the Dorset Council Local Development Scheme be updated accordingly to reflect these actions.

(c)        That the 2020 Review of the Bournemouth, Dorset and Poole Minerals Strategy 2014 , as set out in the Appendix to this report,  be made publicly available.

The Bournemouth, Dorset and Poole Minerals Strategy 2014 (MS) was adopted more than five years ago, and as required by the National Planning Policy Framework 2019 it has been assessed to determine whether a formal full (the whole document) or partial (only selected policies) Review was required. 

A number of external factors were identified which were likely to have an impact on the market for minerals and the ongoing use and implementation of the Minerals Strategy.  Particularly relevant is the adoption of the Mineral Sites Plan 2019 at the end of 2019.  The Mineral Sites Plan 2019 complement the Minerals Strategy, and contributed to delivering the mineral strategies.  It was considered that these two Plans needed time to be implemented together, without making any changes to the MS.   All policies would continue to be monitored.

It was considered that although the Minerals Strategy was over five years old, the most appropriate action would be to continue monitoring its policies, and to repeat the assessment in 2021. 

Decision

(a)       It be noted that following Screening of the Bournemouth, Dorset and Poole Minerals Strategy 2014 for Review, a full or partial Review of the Minerals Strategy will not be undertaken this year. Officers would continue monitoring the Minerals Strategy 2014 and it would be screened again in 2021.

(b)       That the Dorset Council Local Development Scheme be updated accordingly to reflect these actions.

(c)        That the 2020 Review of the Bournemouth, Dorset and Poole Minerals Strategy 2014 , as set out in the Appendix to this report,  be made publicly available.

To consider a report of the Portfolio Holder for Housing and Community Safety.

(a)       That the allocation of £3.13m in the 20/21 capital programme and a further £1.65m in the 21/22 capital programme for the purchase and refurbishment of accommodation to support homeless and rough sleeper households, be approved;

(b)       That authority be delegated to the Corporate Director of Housing, in consultation with the Portfolio Holder for Housing and Community Safety and the Section 151 Officer, the ability to purchase 1-bedroom properties for use as temporary accommodation;

(c)        That authority be delegated  to the Corporate Director for Property and Assets, in consultation with the Portfolio Holder for Housing and Community Safety, the Section 151 Officer, and Corporate Director of Housing the ability to purchase properties for use as hostel accommodation.

The Portfolio Holder for Housing and Community Safety advised that Dorset Council had a statutory duty under the Housing Act 1996 as amended by the Homelessness Reduction Act 2018 to provide a number of principle duties to those threatened with or who are homeless, including providing emergency and temporary accommodation. 

By increasing the number of properties owned and managed by the Council there would be a reduction of the Council’s use of Bed and Breakfast (B&B) accommodation, a direct revenue saving to the Council and an opportunity to generate income – whilst also providing a better service to the residents who find themselves homeless. Members noted that the report The report asks for a total of £4.78m capital funding over 2 years (£3.58m if all grant funding obtained). This investment would result in an annual revenue saving in

2021/22 of £458k but would also generate (after costs) an annual income of £71k from the new property portfolio. Revenue savings for 22/23 would be £643k as the refurbishment of the hostel would provide additional beds.

Members welcomed the purchase of properties by the Council for the use of temporary accommodation ensuring that the Council could have the right type of accommodation to meet safeguarding needs.

Decision

(a)       That the allocation of £3.13m in the 20/21 capital programme and a further £1.65m in the 21/22 capital programme for the purchase and refurbishment of accommodation to support homeless and rough sleeper households, be approved;

(b)       That authority be delegated to the Corporate Director of Housing, in consultation with the Portfolio Holder for Housing and Community Safety and the Section 151 Officer, the ability to purchase 1-bedroom properties for use as temporary accommodation;

(c)        That authority be delegated  to the Corporate Director for Property and Assets, in consultation with the Portfolio Holder for Housing and Community Safety, the Section 151 Officer, and Corporate Director of Housing the ability to purchase properties for use as hostel accommodation.

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

The Portfolio Holder for Highways, Travel and Environment briefly updated Cabinet members on the work of the Executive Advisory Panel.  A report on the Strategy Delivery Plan would be presented to members at its next meeting on 6 October 2020.

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 1 and 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.

If Cabinet wish to discuss the details set out in the appendices of item 14 (Capital funding request to support housing projects), the MS Teams Live Event will end.

The committee will then meet in closed session to discuss the item.

Capital funding request to support housing projects Exempt appendices

Appendix 1 – Analysis of needs assessments

Appendix 2 – Property purchase information and returns.

Appendix 3 - Properties currently owned by Dorset Council

Appendix 4 - Revenue savings from hostel development