Agenda, decisions and draft minutes

To confirm the minutes of the meeting held on 12 March 2024.

The minutes of the meeting held on 12 March 2024 were confirmed as a correct record and signed by the Chair.

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 6 June 2024.

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 was one question from the public.  A copy of the question and the detailed response is set out in Appendix 1 to these minutes.

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 6 June 2024.

Dorset Council Constitution – Procedure Rule 13 

There was one question from Councillor Kimber; this along with the response is set out in Appendix 2 to these minutes.

To receive the Cabinet Forward Plan.

The Cabinet forward plan for July 2024 was received and noted.

To consider a report of the Cabinet Member for Customer, Culture and Community Engagement.

(a)           That the funded activity for 2023-24 and the outcomes achieved, be noted.

(b)           That Cabinet agree to earmark a further £2m from Council reserves to support the continuation of a targeted programme of work to support our most vulnerable residents and to complement and address any gaps in other national and local support programmes.

(c)           That authority be delegated to the Cabinet Member for Customer, Culture and Community Engagement, to agree the targeted programme of work in consultation with the Executive Director Corporate Development (S151) and having regard to any views and recommendations of the Place and Resources Overview Committee.

(d)           That financial support for the cost-of-living agenda be considered as part of the Council’s annual budget setting process.

The Cabinet member for Customer, Culture, and Community Engagement set out a report asking Cabinet to note the programme of activities developed to complement and enhance the support provided by central government and Dorset Council in the financial year 2023-24.  The paper also proposed to earmark a further £2m from reserves for a targeted programme of work to support the most vulnerable residents in the Dorset area for the remainder of this financial year.

Cabinet was advised that the detail of targeted programme of work would be agreed by the Cabinet member in consultation with the Executive Director Corporate Development (S151) following consideration of the programme by the Place and Resources Overview Committee. It was also proposed that any further financial support to the cost-of-living should be considered as part of the budget setting process.

The Business Partner for Communities and Partnerships confirmed that any future programme developed would be a mix of assisting with gaps in government provision and supporting our voluntary organisations. She also highlighted that the data set out in the report indicated that many of the organisations the council currently supported were struggling to keep up with demand.

Responding to questions, the Cabinet member understood the concerns expressed around delivery, community fridges and larders.  However, details around food security, framework of the programme and how it should be delivered would be discussed at the meeting of the Place and Resources Overview Committee on 11 July 2024. The Leader of the Council confirmed that the £2m from reserves was a one-off payment with any future funding to be embedded as part of the annual budget setting process.

In response to questions around which overview committee this report should be referred to, the Monitoring Officer confirmed that Article 7 of the Constitution and the identification of a primary responsibility did not prevent either of the overview committees considering any matter that may cut across different theme areas (except for education functions).  So, for reasons of expediency and as the matter was cross cutting, it was acceptable for this issue to be considered by Place and Resources Overview Committee.  The Leader of the Council confirmed that he would ask the Chair of Place and Resources Overview Committee to invite members of the People and Health Overview Committee to attend the meeting to participate in the discussion.

Following questions and discussion by Cabinet members, the Chief Executive confirmed that the most appropriate committee for Appendix 1 of the report to be reviewed would be People and Health Scrutiny Committee should that be requested.

It was proposed by Cllr R Hope and seconded by Cllr S Robinson

Decision

(a)           That the funded activity for 2023-24 and the outcomes achieved, be noted.

(b)           That Cabinet agree to earmark a further £2m from Council reserves to support the continuation of a targeted programme of work to support our most vulnerable residents and to complement and address any gaps in other national and local support programmes.

(c)           That authority be delegated to the Cabinet  ...  view the full minutes text for item 6.

To consider a report Cabinet Member for Children’s Services, Education & Skills.

(a)           That the findings of Ofsted and the Care Quality Committee be welcomed and noted.

(b)           That the action plan be approved for publication.

In presenting the report, the Cabinet member for Children’s Services, Education & Skills advised that Dorset Council was the first unitary council in the region to get the best achievable outcome of “(1) that children and families have typically positive experiences and outcomes”. The Cabinet member welcomed the findings which reflected the council’s culture and values. She further recognised the efforts of the team. This was a partnership inspection involving the Care Quality Commission and focused on the lived experiences of children and families within the council’s area.

The Cabinet member also highlighted the self-evaluation document, which found areas of improvement that had also been identified by the inspection process. She further advised that actions to deliver these were already underway and were added to the revised SEND Strategy that would be reviewed later in the year.

Cabinet members welcomed the report. 

It was proposed by Cllr C Sutton seconded by Cllr G Taylor

Decision

(a)           That the findings of Ofsted and the Care Quality Committee be welcomed and noted.

(b)           That the action plan be approved for publication.

Reason for the recommendation

To welcome the sharing of the inspection findings, not least with our children, young people and families who were at the front and centre of our continuous improvement. The Council was required to publish an action plan following inspection to ensure appropriate accountability.

To consider a report Cabinet Member for Children’s Services, Education & Skills.

To meet the needs of two separate Local Authorities and enable the effectiveness of the partnership arrangement moving forward, the separation of the Pan-Dorset Safeguarding Children arrangements and the creation of a Dorset Safeguarding Children’s Partnership and a BCP Safeguarding Children’s Partnership, be agreed.

The Cabinet member for Children’s Education and Skills presented the report on the review of the Pan-Dorset arrangements for the delivery of the Children’s Safeguarding Partnership.

Considering the distinct operational approaches of the two local authorities within the Pan-Dorset structure, agreement had been reached that the two local councils should separate creating two new partnerships of Dorset Safeguarding Children’s Partnership and a BCP Safeguarding Children’s Partnership. The NHS and Dorset Police partners were supportive of this new approach.

It was proposed by Cllr C Sutton seconded by Cllr R Holloway

Decision

To meet the needs of two separate Local Authorities and enable the effectiveness of the partnership arrangement moving forward, the separation of the Pan-Dorset Safeguarding Children arrangements and the creation of a Dorset Safeguarding Children’s Partnership and a BCP Safeguarding Children’s Partnership, be agreed.

Reason for the decision

To address the significant disparity between the two local authorities within the existing partnership. Acknowledging that the two local authorities operate differently, and their approaches to safeguarding and working practices often diverged. By transitioning to a Dorset Safeguarding Partnership and a separate BCP Safeguarding Partnership, both councils could adapt their structures and procedures seamlessly to align with the revised guidelines. This would enable them to fulfil their safeguarding responsibilities independently and effectively across the region.

To consider a report of the Cabinet Member for Finance & Capital Strategy.

(a)           That the draft revenue and capital outturn and the financial performance for the year ended 31 March 2024 be noted.

(b)           That the use of un-ringfenced reserves to support the 2023/24 final outturn in addition to increasing the general fund balance in line with financial strategy document, be approved.

(c)           That a transfer of £4.4m reserves to a ring-fenced reserve to support the Dedicated Schools Grant Safety Valve program and realignment of existing earmarked reserves as set out in section 11.6 of the report, be approved.

The Cabinet member for Finance and Capital Strategy presented the information report on the Council’s draft unaudited financial performance for the year ended 31 March 2024, and the financial position at that date. He took this opportunity to thanks staff for their hard work and effort in managing the budget but acknowledged the high residual risk affecting all local councils in respect of the economic conditions. Pressures also continued to build in the Medium-Term Financial Plan (MTFP) and around the High Needs Block of the Dedicated Schools Grant.

Looking ahead to the medium-term, the budget was set with a future gap of £50m across the life of the MTFP and members acknowledged that there was a need to find £8.6m from transformation work.

The Cabinet member responded to questions regarding future council tax setting and any further decision to be made in relation to car parking charges; and in this respect, he advised that an announcement would be made in the coming days.

It was proposed by Cllr S Clifford seconded by Cllr R Biggs

Decision

(a)           That the draft revenue and capital outturn and the financial performance for the year ended 31 March 2024 be noted.

(b)           That the use of un-ringfenced reserves to support the 2023/24 final outturn in addition to increasing the general fund balance in line with financial strategy document, be approved.

(c)           That a transfer of £4.4m reserves to a ring-fenced reserve to support the Dedicated Schools Grant Safety Valve program and realignment of existing earmarked reserves as set out in section 11.6 of the report, be approved.

Reason for the decision

The report set out the outturn, the financial performance for the year and the financial position as of 31 March 2024 were important aspects of financial management as they marked the start of the next medium-term financial plan update and budget strategy development for 2025/26. An opportunity to consider areas where it wished to make strategic investments and/or to repurpose and prioritise its reserves to facilitate these aims.

To consider a report of the Cabinet Member for Planning and Emergency Planning.

Cabinet endorsed the submitted officer responses made to the recent consultations as the official view of Dorset Council:

(i)             The BCP Council Local Plan consultation, as set out in appendix 1 of the report to Cabinet of 11 June 2024.

(ii)            The BCP Council Community Infrastructure Levy Charging Schedule consultation as set out in Appendix 3 of the report to Cabinet of 11 June 2024.

The Strategic Planning Manager advise Cabinet that the consultation period ran during the pre-election period. So, an officer response was prepared and sent to BCP by the close of the consultation date.  The report before members sought Cabinet’s endorsement of the response that had already been made.

BCP’s Local Plan was at an advanced stage and neighbouring authorities were obliged to engage with each other during the production of a Local Plan under the Duty to Cooperate. The Strategic Planning Manager confirmed that officers from Dorset and BCP Councils had met regularly during the process.

In respect of the housing numbers, BCP Council’s Local Plan proposed to meet a housing requirement of 1,600 homes over the plan period. This delivery rate was below the Local Housing Need figure calculated using the Standard Method, but this was because of the specific characteristics of population growth in the BCP area.  Members were advised that if, during the examination, it was found that BCP was not meeting their requirements of housing, they may need to look at the figures again.  Alternatively, they could come to Dorset Council, under the duty to cooperate and Dorset would need to decide whether it was appropriate to meet some or all this unmet need.

The response submitted to the consultation supported the use of a lower housing requirement for the BCP Local Plan, but it also raised concerns about the deliverability of the strategy for delivering housing. BCP would need to demonstrate that they had thoroughly examined all opportunities for meeting their housing need before Dorset Council would consider whether there were opportunities for any unmet need to be met within the Dorset area.

In response to questions and comments regarding housing, the Strategic Planning Manager advised that jointly with BCP Council, Dorset had produced evidence which looked at the demographics that underlie the housing numbers using the standard methodology. If during examination BCP was successful in convincing the government that the lower number was correct that could potentially be to Dorset Council’s advantage.

The Strategic Planning Manager responded to several other questions around the Standard Method and the Duty to Cooperate with neighbouring councils, and as a result the Leader of the Council agreed that an all-member briefing should be arranged to address these detailed concerns.

It was proposed by Cllr N Ireland seconded by Cllr J Andrews

Decision

Cabinet endorsed the submitted officer responses made to the recent consultations as the official view of Dorset Council:

(a)           The BCP Council Local Plan consultation, as set out in appendix 1 of the report to Cabinet of 11 June 2024.

(b)           The BCP Council Community Infrastructure Levy Charging Schedule consultation as set out in Appendix 3 of the report to Cabinet of 11 June 2024.

Reason for the decision

It was important that Dorset Council engaged with BCP Council to help shape their Local Plan and to ensure that any cross-boundary effects were identified and managed through joint working.  This engagement alongside the continued engagement that had  ...  view the full minutes text for item 10.

To consider any items of business which the Chairman has had prior notification and considers to be urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The reason for the urgency shall be recorded in the minutes.

There were no urgent items considered at the meeting.

To move the exclusion of the press and the public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph x 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 are no exempt items scheduled for this meeting.  

 There were exempt items to report.