Agenda, decisions and minutes

To confirm the minutes of the meeting held on 28 March 2023.

The minutes of the meeting held on 28 March 2023 were confirmed as a correct record and signed by the Chairman.

To disclose any pecuniary, other registrable or non-registrable interest as set out in the adopted Code of Conduct. In making their disclosure councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

There were no declarations of interest to report.

Representatives of town or parish councils and members of the public who live, work, or represent an organisation within the Dorset Council area are welcome to submit either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council

All submissions must be emailed in full to Kate.Critchel@dorsetcouncil.gov.uk  by 8.30am on Thursday 15 June 2023.

When submitting your question or statement please note that:

•         You can submit 1 question or 1 statement.

•         a question may include a short pre-amble to set the context.

•         It must be a single question and any sub-divided questions will not be permitted.

•         Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.

•         when submitting a question please indicate who the question is for (e.g., the name of the committee or Portfolio Holder)

•         Include your name, address, and contact details.  Only your name will be published but we may need your other details to contact you about your question or statement in advance of the meeting.

•         questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda.

•         all questions, statements and responses will be published in full within the minutes of the meeting.  

There were no public questions or statements received.

To receive questions submitted by councillors.  

Councillors can submit up to two valid questions at each meeting and sub divided questions count towards this total.   Questions and statements received will be published as a supplement to the agenda and all questions, statements and responses will be published in full within the minutes of the meeting. 

The submissions must be emailed in full to kate.critchel@dorsetcouncil.gov.uk  8.30am on Thursday 15 June 2023. 

Dorset Council Constitution – Procedure Rule 13 

There were two questions received from Councillor Kimber and Councillor Orrell; these along with the responses are set out in Appendix 1 to these minutes.

To consider the draft Cabinet Forward Plan.

The draft Cabinet Forward Plan for July was received and noted.

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

That the annual progress against the refreshed Council Plan for the period October 2022 to March 2023 be noted.

The Portfolio Holder for Corporate Development and Transformation presented a report on the progress towards delivery of the Council Plan. The Dorset Council Plan was an articulation of the priorities of the council, and it reflected resident priorities with a commitment to delivering high quality services.  Following a refreshment of the plan in October 2022, a delivery plan was evolving over time to ensure a responsive approach to local and national policy and need.

In response to questions around the delivery of affordable homes, the Portfolio Holder for Corporate Development and Transformation confirmed that a report on the Housing Strategy would be considered by members at a future meeting of Cabinet.

It was proposed by Cllr J Haynes seconded by Cllr L Beddow.

Decision

That the annual progress against the refreshed Council Plan for the period October 2022 to March 2023 be noted.

Reason for the Decision

To ensure progress towards delivery of the Council Plan was monitored.

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

(a)           That the draft revenue and capital outturn and the financial performance for the year ended 31 March 2023, be noted.

(b)           That the use of un-ringfenced reserves to support the overspend position in addition to increasing the general fund balance in line with the financial strategy document, be approved.

(c)           That an increase of 2.0m to the working capital loan facility available to Dorset Centre of Excellence Limited, be approved and

(d)           That authority be delegated to the Section 151 Officer to agree the terms of the loan, in consultation with the Portfolio Holder Finance.

The Portfolio Holder for Finance, Commercial & Capital Strategy presented a report with information about the Council’s draft, unaudited financial performance for the year ended 31 March 2023 and the financial position at that date.

In response to questions about the decline in the earmarked reserves, the Portfolio Holder reminded Cabinet that the council remained underfunded.  The Executive Director, Corporate Development advised that risks within the 2022/23 budget would continue to be carefully monitored and managed. Cabinet should take comfort in that the general reserve element was planned to increase as the organisation grows.

Responding to questions about the shortfall in car parking revenue, the Portfolio Holder for Highways, Travel and Environment highlighted that council had reduced the charges proposed, post budget setting, therefore the shortfall remained in the budget.  There had also been several issues around the implementation of the new car park ticket machines and inherited equipment. The new machines provided daily data for the car parking team and will enable the council to create a path going forward for future charges.

In respect of the debt management for the council, the Portfolio Holder for Finance, Commercial & Capital Strategy confirmed that this matter was being addressed, however during the Covid period the county courts had been closed and this had created a significant backlog. The Executive Director confirmed that officers were looking to find a more efficient way forward.

Responding to questions around council tax and a government report based around “unleashing potential”, the Portfolio Holder agreed, to give the Councillor asking the question, a written response after the meeting. 

It was proposed by Cllr G Suttle and seconded by Cllr S Gibson

Decision

(a)           That the draft revenue and capital outturn and the financial performance for the year ended 31 March 2023, be noted.

(b)           That the use of un-ringfenced reserves to support the overspend position in addition to increasing the general fund balance in line with the financial strategy document, be approved.

(c)           That an increase of 2.0m to the working capital loan facility available to Dorset Centre of Excellence Limited, be approved and

(d)           That authority be delegated to the Section 151 Officer to agree the terms of the loan, in consultation with the Portfolio Holder Finance.

Reason for the Decision

Although this report does not seek formal approval from Cabinet for the reported outturn, the financial performance for the year and the financial position at 31 March 2023 are important aspects of financial management as they mark the start of the next medium-term financial plan update (MTFP) and budget strategy development for 2024/25.

In addition to reporting outturn, with the financial performance for the year materially complete, it is important for Cabinet to review the risks the organisation now faces and to consider areas where it wishes to make strategic investments and/or to repurpose and prioritise its reserves to facilitate these aims.

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

(a)           That the Transformation Plan annual report be approved

(b)           That the planned shift in year three of the Transformation Plan to integrate ambitious customer transformation/Our Future Council plans from 2024 to 2030 be noted.

The Portfolio Holder for Corporate Development and Transformation set out the Transformation Annual Report 2022/23 and confirmed that the council had launched a significant acceleration of the customer transformation programme. This would drive and further align transformation activity across the council.

It was proposed by Cllr J Haynes seconded by Cllr A Parry

Decision

(a)           That the Transformation Plan annual report be approved

(b)           That the planned shift in year three of the Transformation Plan to integrate ambitious customer transformation/Our Future Council plans from 2024 to 2030 be noted.

Reason for the Decision

Fundamental change to systems enabling improved outcomes across demand-led services can take time, and as such, a long-term transformation programme is required as we build incremental change to drive outcomes and realise financial stability.

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

That the Aspire Annual Report and Statement of Purpose be approved.

In the absence of the portfolio holder, Cllr A Parry presented the Aspire Adoption Annual report.  The report provided a summary of the comprehensive self-evaluation of the Aspire Regional Adoption Agency.

The Corporate Director for Care and Protection outlined the specifics of the report and key activity details were also shared with members. He reported that there had been a few changes within Aspire, including the permanent appointment of Mr Allan Charlton to the post of Service Manager.

In response to a question, the Service Manager for Aspire advised that there had been a decrease in enquiries for adoption nationally, potentially due to the “cost of living crisis” although this was now beginning to recover.

It was proposed by Cllr A Parry seconded by Cllr J Haynes

Decision

That the Aspire Annual Report and Statement of Purpose be approved.

Reason for the decision

That Cabinet was satisfied that Aspire Statement of Purpose accurately describes the activities that the agency discharges on behalf of Dorset Council and the Annual Report satisfies the report that these activities were discharged to a high standard in the reporting year.

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

(a)           That the findings of the inspection report, including the “recommendations”, “strengths”, and “areas for improvement” identified by the inspectors be noted.

(b)           It was further noted that an action plan was in place, with suitable monitoring, to address the inspection report’s recommendations.

In the absence of the portfolio holder, Cllr A Parry presented the outcome of the Youth Justice Inspection, reporting that the overall rating of the service was good.

It was proposed by Cllr A Parry seconded by Cllr J Haynes

Decision

(a)           That the findings of the inspection report, including the “recommendations”, “strengths”, and “areas for improvement” identified by the inspectors be noted.

(b)           It was further noted that an action plan was in place, with suitable monitoring, to address the inspection report’s recommendations.

Reasons for the decision

To ensure the committee has oversight of the inspection report and was assured that an action plan is in place to address the report’s Recommendations.

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

In the absence of the portfolio Holder, Cllr A Parry presented the Youth Justice Plan for 2023/24.

In response to a question from the Chairman of the People and Health Overview Committee, it was confirmed that the Portfolio Holder would be happy to discuss the report with the councillor concerned outside of the meeting.

It was proposed by Cllr A Parry seconded by Cllr J Haynes

Recommendation to Full Council

That the Youth Justice Plan 2023/24 be approved.

Reason for the decision

Youth Justice Services are required to publish an annual Youth Justice Plan which should be approved by the Local Authority for that Youth Justice Service. Dorset Combined Youth Justice Service works across both Bournemouth, Christchurch and Poole Council and Dorset Council. Approval is therefore sought from both Dorset Council and from Bournemouth, Christchurch and Poole Council.

To receive an update report from the Portfolio Holder for Adult Social Care and Health. (to follow)

The Portfolio Holder for Adult Social Care, Health and Housing presented an information report on Key Cabinet Commitment 7, the Integrated Care System. The commitment sought to ensure that the Council got a better deal out of its partnerships arrangements through the Integrated Care System.

The Portfolio Holder also indicated that there were a number of PowerPoints slides attached to the report for councillors to read in more detail.

In response to questions, the Portfolio Holder advised that due to the steps being put into place, including appropriate care home or at home care, there was no need for Dorset to discharge people from hospital into local hotels.

In respect to further questions, the Portfolio Holder confirmed that as part of the wider strategy, communication and optimisation were continually being addressed.

Cabinet noted the information set out in the report and PowerPoint slides attached to the agenda.

Cabinet Portfolio Holder(s) and Leader Members to report any updates.

There were no updates 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 was one urgent item to be received under exempt business.  An update in respect of Day Opportunities: Next Steps (min 17)

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 4 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.

 It was proposed by Cllr J Haynes seconded by Cllr G Suttle

Decision

That the press and the public be excluded for the following 2 item(s) in view of the likely disclosure of exempt information within the meaning of paragraphs 3 and 4 of schedule 12 A to the Local Government Act 1972 (as amended).

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

That the 7 recommendations set out in the exempt report to Cabinet of 20 June 2023 be approved.

The Portfolio Holder for Culture, Communities and Customer Services presented the exempt report and set out the recommendations.

It was proposed by Cllr L Beddow seconded by Cllr A Parry

Decision

That the 7 recommendations set out in the exempt report to Cabinet of 20 June 2023 be approved.

To receive an update from the Portfolio Holder for Adult Social Care, Health and Housing

(a)           That the report and recommendations of People & Health Overview                Committee be noted.

(b)           That following a wider piece of work of the Directorate, a further paper be presented to Cabinet at a later date.

Following People and Health Overview Committee on 22 May 2023 and its recommendations to Cabinet, the Portfolio Holder of Adult Social Care, Health, and Housing gave an update on the current position and next steps in respect of “Day Opportunities”.

Decision

(a)           That the report and recommendations of People & Health Overview                Committee be noted.

(b)           That following a wider piece of work of the Directorate, a further paper be presented to Cabinet at a later date.