Agenda, decisions and minutes

To confirm the minutes of the meeting held on 2 March 2021.

The minutes of the meeting held on 2 March 2021 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 Tuesday 30 March 2021.

 

 

There were 7 questions received 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(s). A copy of the full questions and detailed responses are set out in Appendix 1 to these minutes.

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

There were 4 questions received from Councillors.  These along with the detailed responses are set out in Appendix 2 to these minutes. (Note: Cllr B Heatley withdrew his question at the meeting)

To consider the Cabinet Forward Plan.

The draft Forward Plan for April to July 2021 was received and noted.

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

Decision

(a)       That the capital programme proposed by the Capital Strategy and Asset Management Group (CSAM) for the period 2021/22 to 2025/26 and beyond be noted and those projects scheduled to commence in 2021/22 be progressed;

(b)       That the impact on future capital budgets of the two approved projects, where there would be contractual commitments beyond 2021/22 be noted:

(c)        That any further release of funds be paused at this stage, given the commitment to the St Mary’s school site.

(d)       That a further review be carried out as part of the 2020/21 capital closedown process.

 

Reason for decision

The budget process and timetable for 2021/22 was very tight and although a programme total was agreed, individual projects were not sufficiently developed and more time was needed to bring these investments forward.

The Portfolio Holder for Finance, Commercial & Capital Strategy advised that in approving the 2021/22 budget on 16 February 2021, Dorset Council allocated £15m of new capital funding for specific projects that had not been prioritised at that stage.

 

The report asked members to note the current projects for 2021/22 and to note future expenditure. The Portfolio Holder reminded members that it had already approved significant capital expenditure on the St Mary’s school site and he sought approval to pause any further release of funds at this stage.

 

It was proposed that a  further review be carried out as part of the 2020/21 capital closedown process.

 

Decision

 

(a)       That the capital programme proposed by the Capital Strategy and Asset Management Group (CSAM) for the period 2021/22 to 2025/26 and beyond be noted and those projects scheduled to commence in 2021/22 be progressed;

(b)       That the impact on future capital budgets of the two approved projects, where there would be contractual commitments beyond 2021/22 be noted:

(c)        That any further release of funds be paused at this stage, given the commitment to the St Mary’s school site.

(d)       That a further review be carried out as part of the 2020/21 capital closedown process.

 

Reason for decision

The budget process and timetable for 2021/22 was very tight and although a programme total was agreed, individual projects were not sufficiently developed and more time was needed to bring these investments forward.

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

Decision

 

(a)       Cabinet agreed to begin procurement exercises that were required in relation to the £18.7m Public Sector Decarbonisation Scheme (PSDS) grant; that comprises of individual procurement activity over the key decision threshold of £500k.

 

(b)       That following procurement, the further step of making any contract award be delegated to the Executive Director for Place in consultation with the relevant portfolio holders.

 

Reason for the decision

 

Cabinet was required to approve all key decisions with financial consequences of £500k or more.

The Portfolio Holder for Economic Growth, Assets and Property set out a report on grant funding received, totalling £19 million, for a Public Sector Decarbonisation Scheme and related Low Carbon Skills Fund. The report further sought the approval to proceed with the procurement exercise as the activity was over the £500k key decision threshold.

 

Decision

 

(a)       Cabinet agreed to begin procurement exercises that were required in relation to the £18.7m Public Sector Decarbonisation Scheme (PSDS) grant; that comprises of individual procurement activity over the key decision threshold of £500k.

 

(b)       That following procurement, the further step of making any contract award be delegated to the Executive Director for Place in consultation with the relevant portfolio holders.

 

Reason for the decision

 

Cabinet was required to approve all key decisions with financial consequences of £500k or more.

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

 

Appendix C ((not for publication by virtue of paragraph 3 of schedule 12A, Part 1 of the local Government At 1972, as amended).

(i)         That the appropriation of the land known as Pinemoor Allotments and Open Green Space from being held by Dorset Council under the Town and Country Planning Act 1990 to being held under the Local Government Act 1972, be approved and

 

(ii)        That the disposal/transfer of the land at a disposal price of one pound (which is less than best consideration) to Weymouth Town Council on terms to be agreed by the Executive Director of Place, be approved.

 

Reason for the decision

 

To promote and assist in the delivery of the proposed allotments in accordance with the provisions of the Section 106 Agreement dated 22^nd May 2006, varied by a Deed dated 8^th March 2012.   Where there is a Town Council for an area, the responsibility for allotments lies with them. 

 

The Portfolio Holder for Economic Growth, Assets and Property  sought approval for the land known as Pinemore Allotments and Open Green Space to be transferred to Weymouth Town Council on a less than best consideration basis.

 

The Portfolio Holder advised that the land was within his local ward area, but confirmed that he had no personal interest in respect of the site. 

 

Members were further advised that the transfer of the land required it to be used as allotments and open space.

 

Decision

 

(i)         That the appropriation of the land known as Pinemoor Allotments and Open Green Space from being held by Dorset Council under the Town and Country Planning Act 1990 to being held under the Local Government Act 1972, be approved and

 

(ii)        That the disposal/transfer of the land at a disposal price of one pound (which is less than best consideration) to Weymouth Town Council on terms to be agreed by the Executive Director of Place, be approved.

 

Reason for the decision

 

To promote and assist in the delivery of the proposed allotments in accordance with the provisions of the Section 106 Agreement dated 22 May 2006, varied by a Deed dated 8 March 2012.   Where there is a Town Council for an area, the responsibility for allotments lies with them. 

 

To consider a report of the Portfolio Holder for Customer and Community Services.

Decision

 

That the extension of the West Dorset and Weymouth & Portland  Anti-Social Behaviour (ASB) related Public Spaces Protection Orders (PSPO’s) to 22 April 2022 and 19 August 2022 respectively, be approved.

 

Reason for the decision

 

(i)         To comply with legislative requirements

(ii)        To ensure openness and transparency in the Council’s decision making and to ensure that those persons affected by ASB continue to be afforded the protection provided by the Orders.

 

 

The Portfolio Holder for Customer and Community Services presented a report advising that the both the previous councils of West Dorset District Council (WDDC) and Weymouth & Portland Borough Council (WPBC) had Public Space Protection Orders (PSPO’s) in place to ensure anti-social behaviour could be controlled and managed.

 

Dorset Council was now considering putting into place a county-wide approach to PSPO’s and in the meantime the Portfolio Holder requested for a 12 month extension to the WDDC and WPBC existing orders. She further  confirmed that any new order needed to be widely consulted upon before being put into place.

 

Decision

 

That the extension of the West Dorset and Weymouth & Portland  Anti-Social Behaviour (ASB) related Public Spaces Protection Orders (PSPO’s) to 22 April 2022 and 19 August 2022 respectively, be approved.

 

Reason for the decision

 

(i)         To comply with legislative requirements

(ii)        To ensure openness and transparency in the Council’s decision making and to ensure that those persons affected by ASB continue to be afforded the protection provided by the Orders.

 

 

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

Decision

 

That, subject to any final changes, the Dorset Council’s Digital Vision and action plan be adopted. 

 

Reasons for the decision

 

The Place and Resources committee met in December 2020 and February 2021 to finalise the digital vision and recommend areas of focus. The later have been pulled together and are reflected in the accompanying delivery plan. Subject to any typographical or minor changes, these documents have been recommended by that committee to Cabinet for adoption.

The Portfolio Holder for Corporate Development and Change presented the Council’s Digital Vision and action plan for adoption by the committee.

The creation of the document was the result of working with community partners, including the NHS, the voluntary sector, business community and staff consultation. There had also been extensive input for councillors through the ICT EAP and the Place and Resources Overview Committee.

 

The Portfolio Holder confirmed that the Place and Resources Overview Committee had considered the final document and action plan and had recommended its approval.

 

 Decision

 

That, subject to any final changes, the Dorset Council’s Digital Vision and action plan be adopted. 

 

Reasons for the decision

 

The Place and Resources committee met in December 2020 and February 2021 to finalise the digital vision and recommend areas of focus. The later have been pulled together and are reflected in the accompanying delivery plan. Subject to any typographical or minor changes, these documents have been recommended by that committee to Cabinet for adoption.

The Portfolio Holder for Highways, Travel and Environment to report on the recommendation from Place and Resources Overview Committee of 25 February 2021.

 

 

Decision

 

(a)       That a two-step approach be adopted to the control of disposable barbeques and other fire related activities firstly focussing on increasing public awareness about the risks and the wider impacts through campaigns, policies and schemes, then if necessary, introducing legislation which will result in penalties for those in contravention.
 

(b)       To achieve this the following options were approved:

 

(1)          Not to pursue designating areas or Dorset Council areas with a PSPO relating to BBQ’s and fire related activities this year but evaluate 2022 (Option 1)

 

(2)          Not to pursue having a specific byelaw at this current time (Option 2)

 

(3)          The Sky Lantern and Balloon Policy and the new BBQ and campfire/Wildfire Policy be adopted by Dorset Council (Option 3)

 

(4)          Moors Valley to investigate the gas/electric communal style BBQ option with Forestry England later (Option 4)

 

(5)          Officers be asked to investigate partnership funding options to support having a new Firewise voluntary warden scheme delivered through the Dorset Firewise project (Option 5)

 

(6)          The campaign and communication work be supported and developed and taken forward for 2021 season in line with any recommendations from the report to Cabinet of 6 April 2021. (Option 6)

 

(7)          Dorset Council initiate a coordinated approach to the banning of disposable BBQs in agreed high risk area's locations. This work should link with Option 3, 5 and 6 (Option 7).

 

Reason for Recommendation: 

 

This two-step approach considered the cost, the length of time it takes to introduce new legislation and difficulties in enforcement as well as the effectiveness of various control methods. The recommended approach aims to balance the various options presented to Cabinet.

 

The Portfolio Holder for Highways, Travel and Environment set out a report on detailed options that address both the legislative as well as other alternatives available to control or prohibit barbeques and other fire related activities in the Dorset Council area. He advised that the paper set out a two-step approach including Public Space Protection Orders (PSPO’s) as a method of formal control, but acknowledged that these take some time to put into place.  

 

In response to a question in respect of widening the scope of the activities to include beaches.  The Portfolio Holder for Customer and Community Services advised that some of the beaches referred to were private and would not be covered by a PSPO. However she would continue to work with private landowners to support how they address some of these issues.

 

Decision

 

(a)       That a two-step approach be adopted to the control of disposable barbeques and other fire related activities firstly focussing on increasing public awareness about the risks and the wider impacts through campaigns, policies and schemes, then if necessary, introducing legislation which will result in penalties for those in contravention.
 

(b)       To achieve this the following options were approved:

 

(1)          Not to pursue designating areas or Dorset Council areas with a PSPO relating to BBQ’s and fire related activities this year but evaluate 2022 (Option 1)

 

(2)          Not to pursue having a specific byelaw at this current time (Option 2)

 

(3)          The Sky Lantern and Balloon Policy and the new BBQ and campfire/Wildfire Policy be adopted by Dorset Council (Option 3)

 

(4)          Moors Valley to investigate the gas/electric communal style BBQ option with Forestry England later (Option 4)

 

(5)          Officers be asked to investigate partnership funding options to support having a new Firewise voluntary warden scheme delivered through the Dorset Firewise project (Option 5)

 

(6)          The campaign and communication work be supported and developed and taken forward for 2021 season in line with any recommendations from the report to Cabinet of 6 April 2021. (Option 6)

 

(7)          Dorset Council initiate a coordinated approach to the banning of disposable BBQs in agreed high risk area's locations. This work should link with Option 3, 5 and 6 (Option 7).

 

Reason for Recommendation: 

 

This two-step approach considered the cost, the length of time it takes to introduce new legislation and difficulties in enforcement as well as the effectiveness of various control methods. The recommended approach aims to balance the various options presented to Cabinet.

 

The Portfolio Holder for Highways, Travel and Environment to report on the recommendation from the Place and Resources Scrutiny Committee of 25 March 2021. (The recommendation from Place and Resources Scrutiny Committee is to follow).

Decision

 

That the report be deferred until the next meeting of Cabinet on 18 May 2021.

 

 

Reason for the decision

 

To consider the comments and issues raised by  the Place and Resources Scrutiny Committee of 25 March 2021 and the (withdrawn) question received from Cllr B Heatley.

Decision (unanimous)

 

That the report be deferred until the next meeting of Cabinet on 18 May 2021.

 

 

Reason for the decision

 

To consider the comments and issues raised by  the Place and Resources Scrutiny Committee of 25 March 2021 and the (withdrawn) question received from Cllr B Heatley.

To consider a report of the Portfolio Holder for Economic Growth, Assets & Property. The Place and Resources Scrutiny Committee has been invited to review the report at its meeting on 25 March 2021. (The committee’s comments are to follow).

 

Appendices 2 and  4-8 (not for publication by virtue of paragraph 3 of schedule 12A, Part 1 of the Local Government Act 1972, as amended)

Decision

 

(a)       That the principle of consolidating the Council’s office requirements on the County Hall/Colliton Park site as a ‘public service civic hub’ subject to the Council ensuring it takes due regard to the requirements of the Equality Act 2010, be agreed;

 

(b)       That the principle of utilizing any surplus space within the County Hall/Colliton Park site for use by third sector and other public sector bodies be agreed and to review the possibility to repurpose and refurbish any such assets currently leased to and in use by them for residential purpose or for disposal;

 

(c)        Agree to retain the Library facility in South Walks House with a                    Customer Access Point;

 

(d)       That Cabinet reaffirms the principle that we are a member led authority and that local Members should always be consulted on issues affecting their Wards;

 

(e)       That planning permission be sought to repurpose South Walks House and South Annexe for residential use through a process of refurbishing or redeveloping the existing buildings whilst retaining the Library facility in South Walks House and a Customer Access point;

 

(f)        Agree to the Council, whilst planning consent is being sought for the repurposing of South Walks House and South Annexe for residential use, to continue to explore and investigate alternative uses so as to ensure that the Council achieves best commercial (including hotel use), social and economic value prior to bringing forward the final recommendation to Cabinet for approval as to future use. 

 

Reason for the decision   

 

The effective use of the asset base will help enable the Council to meet its social and financial challenges through asset disposals, generation of capital receipts, savings in costs through the reduction, rationalisation and improved efficiency of the estate and more importantly the generation of value through income generation and the repurposing, redirecting and reuse of land and buildings for housing, schools and other essential service needs.

Cabinet considered a report on the rationalisation of the council’s property asset for office accommodation in Dorchester following the reorganisation of local government in Dorset.  A number of options had been considered by officers and the changes in technology and access to information were also taken into account.

 

The Portfolio Holder for Economic Growth, Assets and Property advised that  the Place and Resources Scrutiny Committee had reviewed the Cabinet report at its meeting of 25 March 2021 and had made the following recommendations:

 

1.         Agree to the principle of consolidating the Council’s office

requirements on the County Hall/Colliton Park site as a ‘public service

civic hub’ subject to the Council ensuring that it takes due regard to

the requirements of the Equality Act 2010

2.         Agree to the principle of utilising any surplus space within the County

Hall/Colliton Park site for use by third sector and other public sector

bodies and to review the possibility to repurpose and refurbish any

such assets currently leased to and in use by them for residential

purpose or for disposal

3.         Agree to retain the Library facility in South Walks House with a

Customer Access Point

4.         Reaffirms the principle that we are a member-led authority and that

local Members should always be consulted on issues affecting their

Wards.

5.         Agree to the Council seeking planning permission to repurpose South

Walks House and South Annexe for residential use through a process

of refurbishing or redeveloping the existing buildings whilst retaining

the Library facility in South Walks House and a Customer Access

Point.

 

The Portfolio Holder proposed the above recommendations for approval with the following addition set out as 6 below.  Recommendations 1 to 6 were also seconded by Cllr J Haynes.

 

6.         Agree to the Council, whilst planning consent is being sought for the repurposing of South Walks House and South Annexe for residential use, to continue to explore and investigate alternative uses so as to ensure that the Council achieves best commercial (including hotel use), social and economic value prior to bringing forward the final recommendation to Cabinet for approval as to future use.   

 

In response to questions, the Portfolio Holder confirmed that:-

·         Local ward Councillors would be kept fully informed of progress;

·         The use for government offices was explored with no success;

·         When the final recommendations report comes forward it would be made available to Place and Resources Scrutiny Committee before being considered by Cabinet for approval. 

 

Upon being put to the vote recommendations 1-6 were approved.

 

Decision (unanimous)

 

(a)       That the principle of consolidating the Council’s office requirements on the County Hall/Colliton Park site as a ‘public service civic hub’ subject to the Council ensuring it takes due regard to the requirements of the Equality Act 2010, be agreed;

 

(b)       That the principle of utilizing any surplus space within the County Hall/Colliton Park site for use by third sector and other public sector bodies be agreed and to review the possibility to repurpose and refurbish any such  ...  view the full minutes text for item 124.

Cabinet Portfolio Holder(s) to report.

There were no referred matters to report.

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

The Chairman invited Cllr A Parry the Portfolio Holder for Children, Education, Skills and Early Years to address the committee. He verbally updated members on the following:

 

·         That he had met with Bridport Area members to informally discuss matters relating to Children & Education in their area. This has proved a good way to understand very local issues and Lead Members are active in following up these matters.

 

·         Also met with Portland Members to discuss way forward for strengthening Youth Provision, on the Isle.

 

·         All Dorset Schools welcomed pupils back into a classroom setting. The attendance rating reported, has been excellent.

 

·         Lead Members have been in attendance and provided support for Portfolio Holder at a range of events including Schools Forum.

 

·         The Portfolio Holder invited Cllr Jane Somper to update members on her role as the Lead member for Safe Guarding.

 

This and the other available written portfolio holder reports are attached to these minutes as Appendix 3.

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

There was no update to report.

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 items 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. (The MS Teams Live Event will end)

There were two items of exempt business consider by the committee under  paragraph 3 of schedule 12 A to the Local Government Act 1972 (as amended).

It was proposed by Councillor P Wharf seconded by Cllr J Haynes

 

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 Customer and Community Services.

Decision

 

That a public consultation be undertaken to consider the implications of an alternative operating arrangement for the management agreement of Leisure Services and a report be brought back to Cabinet in the summer for consideration.

 

Reason for the decision

 

To consider Leisure Services future management arrangements and ensure this provides value for money.

The Portfolio Holder for Customer and Community Services presented a report on future management arrangements for Leisure Services.

 

Decision

 

That a public consultation be undertaken to consider the implications of an alternative operating arrangement for the management agreement of Leisure Services and a report be brought back to Cabinet in the summer for consideration.

 

Reason for the decision

 

To consider Leisure Services future management arrangements and ensure this provides value for money.

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

Decision

 

That Cabinet authorise the letting of The Sherborne Hotel, 116 The Esplanade, Weymouth on term to be agreed by the Executive Director of Place.

 

Reason for the decision

 

To bring the hotel back into service and enable the provision of good quality hotel and guest house provision in Weymouth. To help support and assist the local economy.

The Portfolio Holder for Economic Growth, Assets and Property presented a report on the letting arrangement for the Sherborne Hotel, Weymouth, Dorset.

 

Decision

 

That Cabinet authorise the letting of The Sherborne Hotel, 116 The Esplanade, Weymouth on term to be agreed by the Executive Director of Place.

 

Reason for the decision

 

To bring the hotel back into service and enable the provision of good quality hotel and guest house provision in Weymouth. To help support and assist the local economy.

Exempt appendix associated with the report on Transfer of Pinemoor Allotments and Open Green Space to Weymouth Town Council.

 

An exempt appendix associated with the report ‘Transfer of Pinemoor Allotments and Open Green Space to Weymouth Town Council ‘was made available to members. However, cabinet  did not move into exempt business in order to discuss the information at the meeting.

 

Exempt appendices associated with the report on Dorchester Office Strategy.

The exempt appendices associated with the report ‘Dorchester Office Strategy’ had been made available to Cabinet. However, Cabinet did not move into exempt business in order to discuss the confidential information at the meeting.