Agenda, decisions and minutes

The Leader of the Council welcomed everyone to the meeting and advised that at the Annual Meeting of Council on 4 May 2021 it was agreed that all council meetings, that were not of an executive nature, would continue to be held virtually from 7 May 2021.

The Leader of the Council confirmed that he had also agreed that Cabinet would continue to meet virtually, until such time as social distancing requirements were removed. This was currently scheduled to be lifted on 21 June 2021. 

Members were advised that where a Cabinet decision was required, the appropriate Portfolio Holder would be the responsible individual to make the decision, whilst considering the views expressed by the wider Cabinet membership.

To disclose any pecuniary, other registerable or personal 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. 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 13 May 2021.

There were seven questions/statements from the public.  These were read out by Matt Prosser, Chief Executive and Grace Evans, Deputy Monitoring Officer (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 13 May 2021.

There was one question from Councillor Mike Parkes on behalf of the Ferndown and West Parley councillors. The question alongside the response is set out in Appendix 2 to these minutes.

To consider the Cabinet Forward Plan.

The draft Cabinet Forward Plan for June 2021 was received and noted.

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

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

The Portfolio Holder for Children, Education, Skills and Early Help presented the report stating that the requirement to produce a comprehensive annual self-evaluation framework was part the Ofsted inspection of children services. The report intended to enable Cabinet to understand areas of strength and areas for development. 

The Chairman invited non-executive members to ask questions and discussion was held in the following areas: -

·       The Chairman of People and Health Scrutiny Committee referred to the committee’s debate at its meeting on 20 April 2021; expressing concern regarding short term funding and its impact on some of the services’ provision. In response the Executive Director for People (Children) welcomed the scrutiny debate, acknowledging that there was some short-term funding. However, she confirmed that there was also significant permanent investment in early help.

·       Overall, the People and Health Scrutiny Committee supported the report and would continue to monitor performance.

·       In response to a question regarding domestic abuse, advice was given that there had been a change in provision with the numbers requesting accommodation throughout the pandemic being reduced, however there was an increase in outreach support which reflected the regional and national picture. 

Cabinet welcomed the report, noting that the scrutiny committee would continue to review the framework through the performance leadership matrix.

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

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

The Portfolio Holder for Children, Education, Skills and Early Help presented the Youth Justice Plan for Cabinet’s consideration.  The Youth Justice Service was a PAN-Dorset function that combined engagement with several partners including local authorities.

In presenting the report the Portfolio Holder advised that he intended to recommend to Full Council that the Youth Justice Plan be adopted.

The Chairman invited questions from non-executive members of the council: -

·       Concern was expressed regarding the lack of that interaction with Youth Centre’s and this was missing from the report.

·       The Chairman of the People and Health Scrutiny committee confirmed that the committee endorsed the report the recommendation.

Cabinet confirmed that they supported the Portfolio Holder’s recommendation.

Recommendation to Full Council from the Portfolio Holder for Children, Education, Skills, and Early Help

That the Youth Justice Plan be adopted.

Reason for the recommendation

Local authorities are required to publish an annual Youth Justice Plan, setting out how the statutory requirements for a multi-agency youth offending team are fulfilled locally. Dorset Combined Youth Justice Service is a partnership between Dorset Council and Bournemouth, Christchurch and Poole Council, along with Dorset Police, NHS Dorset Clinical Commissioning Group and the National Probation Service Dorset. Approval for the Youth Justice Plan is also being sought from Bournemouth, Christchurch and Poole Council.  The Youth Justice Plan needs to be approved by the full Council.

To consider a report of the Portfolio Holder for Planning.

Decision

Link to Executive Decision - Portfolio Holder for Planning

Reason for decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Planning has made this decision taking into account the views expressed by the wider cabinet membership.

2.      To provide a framework for managing the allocation of s106 developer contributions to appropriate bodies which is clear, consistently applied, and which secures appropriate levels of accountability.

The Portfolio Holder for Planning presented a report setting out a framework for managing the allocation of section 106 developer contributions to appropriate bodies which was clear, consistently applied, and secured appropriate levels of accountability.

The Chairman invited non-executive members to ask questions of the Portfolio Holder: -

In response to a question for clarification, the Portfolio Holder confirmed that eligible parish councils could take on the responsibility of managing developer contributions which had been collected for local community infrastructure. However, they may elect not to so, for example if they didn’t have the resources necessary to administer the process.

The Portfolio Holder for Planning presented his Executive Decision based on the reports recommendations. Cabinet confirmed that they supported his decision.

Decision of the Portfolio Holder for Planning

(a)           Agree the protocol for the award of planning obligations funding allocations to appropriate bodies, as set out in appendix A of the report to Cabinet 18 May 2021.

(b)           Confirm that the protocol would be used to consider eligibility of those bodies seeking to spend s106 planning obligations in accordance with the purposes for which the obligations were collected; and

(c)           That the protocol would come into effect on 19 May 2021.

Reason for decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Planning has made this decision taking into account the views expressed by the wider cabinet membership.

2.      To provide a framework for managing the allocation of s106 developer contributions to appropriate bodies which is clear, consistently applied, and which secures appropriate levels of accountability.

Executive Decision - Protocol for Planning Obligations Funding Allocation Community Schemes - Dorset Council

To consider the following recommendations from committees:

Cabinet considered the following recommendations: -

The Executive Director of Place – on behalf Place and Resources Scrutiny Committee on 12 May 2021 (Climate and Ecological Emergency Strategy)

People and Health Overview Committee on 4 May (Dorset Cultural Strategy)

Cabinet considered the following recommendations set out in min no’s 10 & 11.

The Portfolio Holder for Highways, Travel and Environment to report.

The Portfolio Holder for Highways, Travel and Environment set out the recommendation to Full Council in respect of the Climate and Ecological Emergency Strategy Consultation Results. In presenting the strategy he referred to the following: -

·       The main area of concern remained around the target for the Council to achieve a Carbon neutral position.

·       This was set at an achievable and realistic date of 2040.

·       Where appropriate and in response to public consultation, discussions with Place and Resources Scrutiny Committee and individual members, the strategy and action plan documents had been amended.

·       Highlighted that the strategy was a living document and a short survey remained open for the public to continue to make comments.

·       Further investigations and developments would continue as technologies developed.

·       There was a growth in the detail in respect of Hydrogen energy

·       If adopted and as set out in the Council Plan, the Climate and Ecological Emergency Strategy document would impact on what and how the council provided its services in the future.

• The Council was awarded £19 million by Government to spend on properties within the Dorset Council area to reduce carbon emissions and running costs.

·       He thanked officers for their work on the document and consultation process.

Following discussion at Place and Resources Scrutiny Committee on 12 May 2021 and having heard the committee debate, the Executive Director for Place confirmed that he was making the following recommendation:

“That Cabinet consider the outcomes of the consultation and amendments to the Climate and Ecological Emergency Strategy and Action Plan and recommended its final approval to Full Council”. 

In making this recommendation, the Executive Director confirmed that the recommendation sheet and the extract notes of the informal meeting of Place and Resources Scrutiny Committee were circulated to Cabinet as a supplement to this meeting.

The Chairman invited the Chairman of the Place and Resources Scrutiny Committee to address the meeting:

·       He confirmed that the scrutiny committee discussed the report, acknowledging the budget implications and potential impact on the council tax for the residents of Dorset.

·       If the targets of the strategy were brought forward on a quicker timeframe, that cost burden on the taxpayer could be quite significant.

·       Overall, the scrutiny committee was satisfied the target dates were achievable.

·       Funding needed to be timetabled with performance deadlines and strategic project dates for officers to be able to deliver the strategy.

·       He suggested that the scrutiny committee carry out quarterly performance reviews. 

The Chairman invited non-executive members to ask questions of the Portfolio Holder: -

• Misgivings were expressed that further work was required on adaptions, other greenhouse gases and ecology. But minor changes had been welcomed.
• Most consultees were content with the overall targets.

Following debate and the opportunity to ask questions, the Portfolio Holder advised that he intended to recommend that the Dorset Council Climate and Ecological Emergency Strategy be considered by Full Council for adoption.

Cabinet confirmed that they supported this recommendation.

Recommendation to Full Council from the Portfolio Holder for Highways, Travel and Environment

That  ...  view the full minutes text for item 10.

The Portfolio Holder for Customer and Community Services to report.

Decision

Link to Executive Decision - Portfolio Holder for Customer and Community Services

Reasons for the decision

1.     At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Customer and Community Services has made this decision taking into account the views expressed by the wider cabinet membership.

2.      A cultural strategy helps to increase the opportunities of securing new investment into Dorset and maximise the leverage value of the council’s own investment in arts, heritage and culture. This cultural strategy will be the foundation on which Dorset Council will set its own funding criteria, ensuring that all grant recipients are contributing to the priorities and ambitions of the plan.

The Portfolio Holder for Customer and Community Services presented a recommendation from People and Health Overview Committee of 4 May 2021, to adopt the Dorset Cultural Strategy.  She advised members that the strategy was the start of the work to develop cultural activity in the Dorset Council area. 

The Chairman invited non-executive members to ask questions of the Portfolio Holder: -

In response to a request to add specific events, sites and festivals, the Portfolio Holder advised that this was a high-level strategy to set the strategic direction for the council.  However, she would discuss the request further with officers.

The Portfolio Holder confirmed that her Executive Decision was to adopt the Cultural Strategy as set out in the recommendation.

Cabinet welcomed the report and supported the decision.

Decision of the Portfolio Holder for Customer and Community Services

(a)       That the Dorset’s Cultural Strategy 2021-2026 be adopted.

(b)       Approve that officer’s work with Arts Council England, the Arts Development Company, and key stakeholders to develop a Cultural Compact type framework that will enable the work of the strategy to be fulfilled and effectively managed.

Reasons for the decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Customer and Community Services has made this decision taking into account the views expressed by the wider cabinet membership.

2.      A cultural strategy helps to increase the opportunities of securing new investment into Dorset and maximise the leverage value of the council’s own investment in arts, heritage and culture. This cultural strategy will be the foundation on which Dorset Council will set its own funding criteria, ensuring that all grant recipients are contributing to the priorities and ambitions of the plan.

Executive Decision - Portfolio Holder for Customer and Community Services

Cabinet Portfolio Holders to report.

There were no referrals to report. However, the Portfolio Holder for Planning reported that a number of Neighbourhood Plans would be considered at the next meeting of Cabinet.

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

The Portfolio Holder update summaries would be circulated to all members after the meeting and attached these minutes as 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 what Dorset Council had achieved to date to tackle climate change:

• Reported on the Salix funded project of £19 million by Government to spend on properties within the Dorset Council area to reduce our carbon emissions and running costs.  Work was underway for 35 sites across the Council’s portfolio.
• Since the Council declared a Climate and Ecological Emergency, the council had provided local businesses with financial support via the Low Carbon Dorset team which, by the end of the programme in December 2022, would total £16.5 million.
• Changed to 100% green energy which includes both gas and electricity supply for Dorset Council owned properties, including schools, libraries and leisure centres
• Installed new electric vehicle ChargePoint’s in Dorset Council car parks across the county.
• Replacing tools, vehicles, and plant where possible with battery-powered options.
• Through our fleet replacement programme, the council was analysing the best vehicles in terms of energy efficiency and carbon emissions for future purchasing.
• Hansons, the Council’s main contractor for Highways, had invested money in producing a low carbon method for road repairs
• Savings made on carbon emissions of working from home during the pandemic, and this is informing our work on the new ways of working.

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(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).

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

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

It was proposed by Cllr P Wharf and seconded by Cllr L Miller

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).

The Chairman closed the public element of the meeting and the MS Team Live Event ended.

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

Decision

Link to Executive Decision - Portfolio Holder for Highways, Travel and Environment

Reason for the decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Highways, Travel and Environment has made this decision taking into account the views expressed by the wider cabinet membership.

2.      The delivery of the West Parley Eastern Link Road is a planning condition associated with a residential / commercial development of allocated land located to the west of the existing Parley Cross junction. The delivery of this link road is an essential component of the Council’s long-term plan to reduce congestion at the nearby Parley Cross Junction.

In presenting the report, the Portfolio Holder for Highways, Travel and Environment advised that his executive Decision was to approve the recommendations as set out in the exempt report of 18 May 2021.

Cabinet confirmed that they support that decision.

Decision

That authority be delegated to the Development Team Leader in consultation with the Portfolio Holder for Highways, Travel and Environment to implement either of the proposed delivery options, set out in the report to Cabinet of 18 May 2021.

Reason for the decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Highways, Travel and Environment has made this decision taking into account the views expressed by the wider cabinet membership.

2.      The delivery of the West Parley Eastern Link Road is a planning condition associated with a residential / commercial development of allocated land located to the west of the existing Parley Cross junction. The delivery of this link road is an essential component of the Council’s long-term plan to reduce congestion at the nearby Parley Cross Junction.

Executive Decision - Portfolio Holder for Highways, Travel and Environment

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

Decision  

Executive Decision - Portfolio Holder for Customer and Community Services

Reason for the decision

1.     At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Customer and Community Services has made this decision taking into account the views expressed by the wider cabinet membership.

2.     To review the Leisure Services Market and the implications of the Covid-19 pandemic.

The Portfolio Holder for Customer and Community Services set out the exempt report and her Executive Decision to agree its recommendations.

Cabinet confirmed that they supported that decision.

Decision 

(a)           That officers be instructed to negotiate with existing leisure contractors as set out in the recommendations of the report of Cabinet 18 May 2021.

(b)           That leisure services and ongoing performance continue to be monitored and evaluated to fully consider the implications of the Covid-19 pandemic in any future decision making.

Reason for the decision

1.      At its Annual Meeting, Council decided to continue to meet virtually for all non-executive committees. The Leader of the Council also decided that Cabinet should continue to meet virtually until social distancing requirements had been removed. Therefore, the Portfolio Holder for Customer and Community Services has made this decision taking into account the views expressed by the wider cabinet membership.

2.      To review the Leisure Services Market and the implications of the Covid-19 pandemic.

Executive Decision - Portfolio Holder for Customer and Community Services