Agenda, decisions and minutes

To confirm the minutes of the meeting held on 3 November 2020.

The minutes of the meeting held on 3 November 2020 were confirmed as a correct record and would be signed by the Chairman at a date in the future.

To receive any declarations of interest.

There were no declaration 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. 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 December 2020.

There were seven questions/statement received from the public. These were read out be 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 to these minute

To receive any questions from members in accordance with procedure rule 13 of the Dorset Council constitution.

There were two questions from Cllr N Ireland, this along with the responses were 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 Corporate Development and Change.

Decision

That the progress against the Council Plan priorities be received and noted.

Reason for Recommendation

To ensure progress towards the Council Plan is measured and monitored.

The Portfolio Holder for Corporate Development and Change set out the Quarter 2 performance report against the Council Plan. This included the headline commentary that had been provided against the five key priorities to complement the data provided.

Decision

That the progress against the Council Plan priorities be received and noted.

Reason for Recommendation

To ensure progress towards the Council Plan is measured and monitored.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)       That the Planning Advisory Service Peer Review of Dorset Council’s Planning Service be noted;

(b)       That the recommendations and action plan as set out in the report be agreed;

(c)        That Place and Resources Scrutiny Committee receive biannual (or more frequent as necessary) progress reports on the implementation of the action plan.

Reason for Recommendation: 

The visit of the PAS peer review team took place at a formative time in the unitary council’s development and the work it carried out has informed the Local Planning Authority in shaping its transformation programme. The final report contains practical and constructive recommendations and an action plan which are intended to assist Dorset Council in progressing the work needed to deliver a high-quality and customer-focused planning service.

The Portfolio Holder advised that the Planning Advisory Service (PAS) was invited to carry out a peer review of Dorset Council’s planning service prior to its restructure.  The report set out the summary of the PAS findings  which included ten key recommendations.  He further proposed that going forward the Place and Resources Scrutiny Committee be invited to monitor the implementation of the action plan.

Decision

(a)       That the Planning Advisory Service Peer Review of Dorset Council’s Planning Service be noted;

(b)       That the recommendations and action plan as set out in the report be agreed;

(c)        That Place and Resources Scrutiny Committee receive biannual (or more frequent as necessary) progress reports on the implementation of the action plan.

Reason for Recommendation: 

The visit of the PAS peer review team took place at a formative time in the unitary council’s development and the work it carried out has informed the Local Planning Authority in shaping its transformation programme. The final report contains practical and constructive recommendations and an action plan which are intended to assist Dorset Council in progressing the work needed to deliver a high-quality and customer-focused planning service.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)       That the Dorset Council Local Plan Options Consultation document, as set out in Appendix A to the report, be approved for the purpose of public consultation, to take place for eight weeks from mid-January 2021;

(b)       That authority be delegated to the Service Manager for Spatial Planning, in consultation with the Portfolio Holder for Planning, to make any minor changes necessary prior to publication;

(c)        That changes to the Statement of Community Involvement included as Appendix B to the report be agreed to reflect the practicalities of consulting during the Covid-19 pandemic.

Reason for Recommendation:    

Having an up to date local plan in place is critical in order to shape the future of the Dorset Council area, provide for development to meet the area’s needs, and manage decisions on planning applications.  Cabinet have previously agreed the programme for preparing a Dorset Council Local Plan that would on adoption replace the current district local plans.  Public consultation is a vital part of the process, and this consultation will enable a wide range of views to be taken into account in moving the plan forwards.

Cabinet considered a report on the Dorset Local Plan Options Consultation document  and the changes to the Statement of Community Involvement. Cabinet have previously agreed the programme for preparing a Dorset Council Local Plan that would on adoption replace the current district local plans. 

The Portfolio Holder for Planning highlighted that public consultation was a vital part of the process, and this consultation would enable a wide range of views to be taken into account in moving the plan forward to its next stage.

Decision

(a)       That the Dorset Council Local Plan Options Consultation document, as set out in Appendix A to the report, be approved for the purpose of public consultation, to take place for eight weeks from mid-January 2021;

(b)       That authority be delegated to the Service Manager for Spatial Planning, in consultation with the Portfolio Holder for Planning, to make any minor changes necessary prior to publication;

(c)        That changes to the Statement of Community Involvement included as Appendix B to the report be agreed to reflect the practicalities of consulting during the Covid-19 pandemic.

Reason for Recommendation:    

Having an up to date local plan in place is critical in order to shape the future of the Dorset Council area, provide for development to meet the area’s needs, and manage decisions on planning applications.  Cabinet have previously agreed the programme for preparing a Dorset Council Local Plan that would on adoption replace the current district local plans.  Public consultation is a vital part of the process, and this consultation will enable a wide range of views to be taken into account in moving the plan forwards.

To consider a report of the Portfolio Holder for Planning.

The Portfolio Holder presented a report on the Developer contributions that had been collected by Dorset Council and its predecessor councils for the area of Dorchester. A reformed officer/member panel recommended the Great Field project should continue to be funded and proposed that the council support the Arts in Dorchester/Thomas Hardye School joint venture receive the £1m funding previously committed to the Maltings Arts project.

Dorchester local members welcomed the recommendation

Decision

(a)       Great Field Poundbury – new recreation facilities, £455,786.00

(b)       Arts in Dorchester Project – improvements to Municipal Buildings and  Thomas Hardye School Theatre to provide enhanced performance space and associated facilities, £1million. Payment subject to the submission of a comprehensive business case to be approved by the Executive Director for Place in consultation with the Portfolio holder for Planning.

Reason for Recommendation:    

To enable the award of developer contributions in Dorchester to local projects for the enhancement of community infrastructure.

The Portfolio Holder presented a report on the Developer contributions that had been collected by Dorset Council and its predecessor councils for the area of Dorchester. A reformed officer/member panel recommended the Great Field project should continue to be funded.  It was further proposed that the council support the Arts in Dorchester/Thomas Hardye School joint venture  to receive the £1m funding that had previously been committed to the Maltings Arts project.

Dorchester local members spoke in support of the recommendation.

Decision

(a)       Great Field Poundbury – new recreation facilities, £455,786.00

(b)       Arts in Dorchester Project – improvements to Municipal Buildings and  Thomas Hardye School Theatre to provide enhanced performance space and associated facilities, £1million. Payment subject to the submission of a comprehensive business case to be approved by the Executive Director for Place in consultation with the Portfolio holder for Planning.

Reason for Recommendation:    

To enable the award of developer contributions in Dorchester to local projects for the enhancement of community infrastructure.

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

Decision

(a)       That as part of managing traffic effectively the Cabinet supported the following changes to parking charges/charging hours:

(i)            increasing the all day charge from £2 to £8 in Lyme Regis and West Bay

(ii)        extending morning charges in Purbeck to begin from 8:00am

(iii)       implementation of Sunday charging except that at the request of the relevant Town or Parish Council, Dorset Council would consider the case for suspending car park charging on a Sunday to enable a local event to be held.  In such cases agreement to suspend would be at the sole discretion of Dorset Council and each individual case would be considered on its merits.  These provisions would apply only in exceptional cases and on a limited number of occasions in a year.

(b)       That changes are introduced at the earliest opportunity and

(c)        That the Portfolio holder for Highways, Travel and Environment, after consultation with the Director of Place, be given delegated authority to decide on the further process to be followed and be given authority to take any and all further decisions and steps necessary to introduce the parking changes supported by the Cabinet.   

Reason for Recommendation:    

A.           The current charge has not been reviewed since 2014; hence the charge has not risen with inflation and does not meet the current costs. The areas are tourist destinations; therefore, the impact of the charge will primarily be on tourists and not on Dorset Council residents. There are car parks in the area that charge per hour, thus parking can be achieved locally at a lower cost for those not wanting to pay an all-day rate.

B.           Purbeck is the only part of Dorset Council that parking charges current start at 10am, this is inequitable and there is no indication of a need for charges to start later in this area. The 10am charging period appears to be the legacy of an assumption that locals in Purbeck shop early in the morning before tourists arrive, but this could be true of other popular tourist destination areas and therefore now needs to align with all car parking in Dorset area.

C.           Introducing Sunday charging across the Dorset Council area brings parity and consistency. Further research and impact analysis will be undertaken in phase 2 of the transformation project. 

The Portfolio Holder for Highways, Travel and Environment presented a report that set proposed changes to parking charges across the Dorset area.  The Place and Resources Scrutiny Committee had considered the report at their meeting on 1 December 2020. In light of their comments the Portfolio Holder proposed the following amendment to the reports recommendation:-

(a)       That the all-day change in Lyme Regis and West Bay be increased from £2 to £8 (instead of £4) which was inline with other car parks in the Dorset Area.

(b)       extending morning charges in Purbeck to begin from 8:00am

(c)        implementation of Sunday charging except that at the request of the relevant Town or Parish Council, Dorset Council would consider the case for suspending car park charging on a Sunday to enable a local event to be held.  In such cases agreement to suspend would be at the sole discretion of Dorset Council and each individual case would be considered on its merits.  These provisions would apply only in exceptional cases and on a limited number of occasions in a year.

(d)       That extending evening charges as set out in (d) of the reports recommendation, be deferred to Phase 2 of the transformation project.

The Chairman of the Place & Resources Scrutiny Committee advised that members had considered the report in detail and the amendments put forward by the Portfolio Holder were largely in accordance with the committee’s comments.

In respect of the Dorchester Market and the Sunday Car Boot sales, it was confirmed that further discussions would take place with the appropriate portfolio holder(s), officers of the Council, Chairman and Vice-Chairman of the Dorchester Markets Joint Informal Panel outside of this meeting.

Before taking the vote, the Corporate Director for Legal and Democratic advised that any changes to parking charges needed to be grounded in traffic management principles and therefore suggested that the amendment be prefaced with “That as part of managing traffic effectively the Cabinet supported the following changes to parking charges/charging hours:” This addition was accepted.

The amendment was seconded by Cllr T Ferrari and on being put to the vote the motion was carried.

Decision

(a)       That as part of managing traffic effectively the Cabinet supported the following changes to parking charges/charging hours:

(i)            increasing the all day charge from £2 to £8 in Lyme Regis and West Bay

(ii)        extending morning charges in Purbeck to begin from 8:00am

(iii)       implementation of Sunday charging except that at the request of the relevant Town or Parish Council, Dorset Council would consider the case for suspending car park charging on a Sunday to enable a local event to be held.  In such cases agreement to suspend would be at the sole discretion of Dorset Council and each individual case would be considered on its merits.  These provisions would apply only in exceptional cases and on a limited number of occasions in a year.

(b)       That changes are introduced at the earliest opportunity and

(c)        That the Portfolio holder for Highways, Travel  ...  view the full minutes text for item 65.

To consider a report of the Portfolio Holder for Economic Growth, Assets and Property.

Decision

(a)       That the procurement of the Healthy Homes Dorset 2020 contract, value up to £1.5 million, be approved;

(b)       That authority be delegated to the Executive Director for Place min consultation with the Portfolio Holder, Economic Growth, Assets and Property to award the contract.

Reason for Recommendation:    

The Council has recently been awarded £859,400 from round 1a of the Government Green Homes Grant Local Authority Delivery initiative and is planning further bids to the fund. Meeting the tight delivery deadlines attached to the grants will be challenging if procurement is not completed swiftly. Procuring a contract with a value of up to £1.5 million allows headroom for current and future grants in addition to the original Dorset Councils budget for this project.

The Portfolio Holder for Economic Growth, Assets and Property presented the report regarding round 1a of the Governments Green Homes Grant Local Authority Delivery initiative. He confirmed that if there was likely to be any further rounds of funding,  discussions would take place with scrutiny on how that might be dealt with. The report and its recommendations was  welcomed by Cabinet.

Decision

(a)       That the procurement of the Healthy Homes Dorset 2020 contract, value up to £1.5 million, be approved;

(b)       That authority be delegated to the Executive Director for Place min consultation with the Portfolio Holder, Economic Growth, Assets and Property to award the contract.

Reason for Recommendation:    

The Council has recently been awarded £859,400 from round 1a of the Government Green Homes Grant Local Authority Delivery initiative and is planning further bids to the fund. Meeting the tight delivery deadlines attached to the grants will be challenging if procurement is not completed swiftly. Procuring a contract with a value of up to £1.5 million allows headroom for current and future grants in addition to the original Dorset Councils budget for this project.

To consider the Annual Safeguarding report (Children’s 2019-2020)

Decision

That the Annual Report of the Pan-Dorset Safeguarding Partnership be received and noted.

Reason for Recommendation:    

Safeguarding partnerships are required to publish and share Annual Reports widely.  Dorset Council is a statutory safeguarding partner in the Pan-Dorset Safeguarding Partnership.

The Portfolio Holder for Children, Skills and Early Years set out the Annual Safeguarding Report which was a one Dorset approach to safeguarding.

Anthony Douglas, Independent Chair and Scrutineer of the Pan-Dorset Safeguarding Partnership confirmed that the present safeguarding arrangements were working well, focusing on system leadership and set out the activities taken place to bring services together.

Going forward into the future the partnership would need to continue to establish strong communication and networks that make up a successful child safeguarding pan-Dorset.

Decision

That the Annual Report of the Pan-Dorset Safeguarding Partnership be received and noted.

Reason for Recommendation:    

Safeguarding partnerships are required to publish and share Annual Reports widely.  Dorset Council is a statutory safeguarding partner in the Pan-Dorset Safeguarding Partnership.

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

Decision

That the Annual Self-Evaluation of Children’s Services be received and noted.

Reason for Recommendation

The production of an Annual Self Evaluation as part of the Ofsted Inspection Framework of Children’s Services.  This report is intended to enable political leaders to understand areas of strength and areas for development.

Cabinet considered the production of an Annual Self Evaluation as part of the Ofsted Inspection Framework of Children’s Services.  The Portfolio Holder for Children, Skills and Early Years advised that the report was a comprehensive self-evaluation of children’s services to support preparation for the Ofsted inspection of services for children in need of help and protection, children looked after and care leavers.

Decision

That the Annual Self-Evaluation of Children’s Services be received and noted.

Reason for Recommendation

The production of an Annual Self Evaluation as part of the Ofsted Inspection Framework of Children’s Services.  This report is intended to enable political leaders to understand areas of strength and areas for development.

Portfolio Holders to report.

The Portfolio Holder for Housing and Community Safety referred to the Homelessness Strategy that had been considered by members of the People & Health Overview Committee at a workshop on 2 December 2020.

The Portfolio Holder for Adult Social Care and Health advised that a report on the Current & Future Changes to the Financial Assessment and Care Contributions Policy would be considered by People and Health Overview Committee on 14 December 2020.

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

The Portfolio Holder for Highways, Travel and the Environment gave a brief update on the consultation of the Climate & Ecological Emergency Plan which had been extended until 20 January 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 was one urgent item of business to consider because  the matter could not be dealt with under delegate powers.

Purbeck Heath Grazing Unit

The Leader of the Council reported that there was one urgent item of business to be considered. This matter was considered urgent as it could no longer be dealt with under delegate powers: Purbeck Heath Grazing Unit

Decision

That authority be delegated to the Executive Director for Place to sign the grant declaration on behalf of Dorset Council.

The Executive Director for Place reported that an urgent decision was sought in order to secure the grant offer of £549,900 for a fully funded programme of high environmental value. Alongside the creation of the grazing unit, the project included an engagement programme, co-creation of a Sustainable Tourism Plan with local stakeholders and visitor management infrastructure. 

Members were advised that the original application was for funding that could have been dealt with under delegated powers, however the final offer was above the delegation threshold and therefore required a member decision. 

The Leader of the Council, Portfolio Holder and Chairman of Place & Resources Scrutiny Committee confirmed that they were content with the proposals as set out by the Executive Director.

Decision

That authority be delegated to the Executive Director for Place to sign the grant declaration on behalf of Dorset Council.

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 Teams Event Live meeting will end at the point. The committee will reconvene in closed session.

It was proposed by Cllr Peter Wharf

Decision

That the press and the public be excluded for the following item(s) 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 Peter Wharf

Decision

That the press and the public be excluded for the following item(s) 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 consider a report of the Portfolio Holder for Children, Education, Skills and Early Help. (to follow)

Cabinet reconvened on 14 December 2020 at 14.00pm in exempt business to continue the consideration of the above item.

Provision for Dorset Children (SEND)

Decision

That the Special Educational Needs and Disabilities (SEND) Capital

Strategy for 2020 to 2025, be accepted.

Reason for Recommendation:

This strategy provides the council with a clear understanding of the current

sufficiency of places for children and young people with SEND, that are

supported by an Education, Health and Care Plan. Approval will allow for future operational and strategic planning to meet demand.

Provision for Dorset Children (Business Case)

Decision

(a)       That a final bid to acquire land property and assets as set out in the report be approved;

(b)       That authority be delegated to the Portfolio Holder for Finance, Commercial and Capital Strategy, in consultation with the Section 151 Officer to seek the appropriate funding required.

(c)        That authority be delegated to the Portfolio Holder for Children, Education, Skills and Early Help, in consultation with the Executive Director People – Children to prepare a detailed business case and consult on a range of options.

(d)       That a cross-party, politically balanced Steering Group be formed with a membership of 10 members, to be nominated by group leaders.

Reason for recommendation:

The council has a need to deliver service provision for children in a more economically efficient mechanism.

Cabinet received a presentation on the proposals and had an opportunity to ask detailed questions. Following much discussion it was decided to adjourn the meeting for further details and information.

The meeting was adjourned until Monday 14 December 2020 at 2pm, which would continue in exempt business.

Meeting closed at 14.52pm

Provision for Dorset Children (SEND)

Decision

That the Special Educational Needs and Disabilities (SEND) Capital

Strategy for 2020 to 2025, be accepted.

Reason for Recommendation:

This strategy provides the council with a clear understanding of the current

sufficiency of places for children and young people with SEND, that are

supported by an Education, Health and Care Plan. Approval will allow for future operational and strategic planning to meet demand.

Provision for Dorset Children (Business Case)

Decision

(a)       That a final bid to acquire land property and assets as set out in the report be approved;

(b)       That authority be delegated to the Portfolio Holder for Finance, Commercial and Capital Strategy, in consultation with the Section 151 Officer to seek the appropriate funding required.

(c)        That authority be delegated to the Portfolio Holder for Children, Education, Skills and Early Help, in consultation with the Executive Director People – Children to prepare a detailed business case and consult on a range of options.

(d)       That a cross-party, politically balanced Steering Group be formed with a membership of 10 members, to be nominated by group leaders.

Reason for recommendation:

The council has a need to deliver service provision for children in a more economically efficient mechanism.

Provision for Dorset Children (SEND)

The Portfolio Holder for Children, Skills and Early Help presented the first part of the report in respect of the Special Educational Needs & Disabilities Capital Strategy for 2020 to 2025 and its recommendation.

Decision

That the Special Educational Needs and Disabilities (SEND) Capital

Strategy for 2020 to 2025, be accepted.

Reason for Recommendation:

This strategy provides the council with a clear understanding of the current

sufficiency of places for children and young people with SEND, that are

supported by an Education, Health and Care Plan. Approval will allow for future operational and strategic planning to meet demand.

Provision for Dorset Children (Business Case)

Cabinet received a presentation from the Executive Director – People Children on the business case.  Members also had an opportunity to consider the supplementary information provided. The Portfolio Holder for Finance, Commercial and Capital Strategy put forward an amendment to the reports recommendation, this was seconded by Cllr P Wharf and on being put to the vote the motion was carried. 

Decision

(a)       That a final bid to acquire land property and assets as set out in the report be approved;

(b)       That authority be delegated to the Portfolio Holder for Finance, Commercial and Capital Strategy, in consultation with the Section 151 Officer to seek the appropriate funding required.

(c)        That authority be delegated to the Portfolio Holder for Children, Education, Skills and Early Help, in consultation with the Executive Director People – Children to prepare a detailed business case and consult on a range of options.

(d)       That a cross-party, politically balanced Steering Group be formed with a membership of 10 members, to be nominated by group leaders.

Reason for recommendation:

The council has a need to deliver service provision for children in a more economically efficient mechanism.