Agenda, decisions and minutes

To confirm the minutes of the meeting held on 8 December 2020.

The minutes of the meeting held on 8 December 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 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 14 January 2021

There were three questions 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 minutes.

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

There were two questions from Cllr D Tooke and Cllr R Holloway, these along with the responses were set out in Appendix 2 to these minutes.

At this point the Chairman  lost his Internet connection resulting him in dropping out of the meeting.  The Vice-Chairman, Cllr P Wharf took the chair.

To consider the Cabinet Forward Plan.

The Cabinet Forward Plan was received and noted.

Cllr S Flower, Chairman returning to the meeting.

Cllr Flower in the chair.

The Chairman advised that item 8 “Dorset Council Budget – Quarterly Performance Report Q3” would be take first on the agenda prior to item 7 “Budget Strategy”.  This allowed members to consider the current financial position before to considering the Budget Strategy Report for 2021 – 2022.

To consider a report from the Portfolio Holder for Finance, Commercial & Capital Strategy.

Decision

(a) That the Senior Leadership Team’s forecast for Dorset Council’s revenue budget position at the end of Q3 and the change since Q2 be noted;

(b) That Cabinet notes the proposals to improve the position during the year and considered further action to address the budget gap;

(c)  That the latest position on the capital programme and the impact this was having on capital financing in the revenue budget be noted as set out in appendix 1 of the report;

(d) That the current positions on collection funds and collection rates and the impact that the council tax position in particular might have on local preceptors be noted.  Also that  Government consultation on support for local tax losses in 2020/21 be noted;

(f)  That Cabinet notes the impact that Spending Review 2020 (SR20) has had on the expectations for the year.  It was noted that the impact on the budget strategy and medium-term financial plan (MTFP) were covered in a separate report on the agenda.

Reason for the decision

The Council has responsibilities to deliver against its 2020/21 revenue budget and capital programme whilst maintaining adequate reserves.  Cabinet wishes to understand clearly the financial impact and consequences of the Council’s response to the Covid-19 pandemic as well as other matters affecting the financial performance and position.

The Portfolio Holder for Finance, Commercial and Capital presented a report setting out the financial impact of Covid-19 and other matters on the current year’s financial performance.  It was likely that there would be a shortfall of 18 million pounds in the council’s budget. This was largely due to the significant additional resources for services delivered to the community because of Covid-19 and the considerable fall in income generation. 

The Chairman of the People & Health Scrutiny Committees confirmed that performance management and budget monitoring training had been arranged for a date in the near future and all scrutiny members were encourages to attend.

Decision

(a) That the Senior Leadership Team’s forecast for Dorset Council’s revenue budget position at the end of Q3 and the change since Q2 be noted;

(b) That Cabinet notes the proposals to improve the position during the year and considered further action to address the budget gap;

(c)  That the latest position on the capital programme and the impact this was having on capital financing in the revenue budget be noted as set out in appendix 1 of the report;

(d) That the current positions on collection funds and collection rates and the impact that the council tax position in particular might have on local preceptors be noted.  Also that  Government consultation on support for local tax losses in 2020/21 be noted;

(f)  That Cabinet notes the impact that Spending Review 2020 (SR20) has had on the expectations for the year.  It was noted that the impact on the budget strategy and medium-term financial plan (MTFP) were covered in a separate report on the agenda.

Reason for the decision

The Council has responsibilities to deliver against its 2020/21 revenue budget and capital programme whilst maintaining adequate reserves.  Cabinet wishes to understand clearly the financial impact and consequences of the Council’s response to the Covid-19 pandemic as well as other matters affecting the financial performance and position.

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

In presenting the Budget Strategy for 2021-2022, the Portfolio Holder for Finance, Commercial and Capital advised that significant progress had been made in delivering Dorset Council’s priorities despite the Covid-19 pandemic and the huge challenges that had presented.

Members were asked to support a rise in general council tax of 1.997% and to levy 2.995% (3%) as the social care precept.

The following observations were made:

Cabinet acknowledged the value and importance of scrutiny committee(s) to help inform the budget process and monitor the approved budget.

It was noted that the importance Cross-party working would be required to successfully deliver the budget.

The slight increase in the Children Services budget was welcomed by the Portfolio Holder but there was also acknowledgement that efficiencies needed to be delivered in both Children and Adult Services in the forth coming year.

Recommendation to Full Council

To approve:

(a)       the revenue budget summarised in Appendix 1 of the report;

(b)       the increase in general council tax of 1.997% and to levy 2.995% (3%) as the social care precept, providing a band D council tax figure for Dorset Council of £1,779.39;

(c)        the capital strategy set out in Appendix 3 and the capital programme set out in Appendix 4of the report;

(d)       the treasury management strategy set out in Appendix 5 of the report;

(f)        the assumptions used to develop the budget strategy and Medium-Term Financial Plan (MTFP) as set out throughout this report and summarised in Appendix 6 of the report;

(g)       the recommended balances on earmarked reserves and on general funds, including the minimum level of the general fund;

(h)       in making these recommendations Council is requested to consider and agree the responses to the recommendations and comments made as part of the budget scrutiny process (Appendix 7 of the report).

Reason for Recommendation:

The Council is required to set a balanced revenue budget, and to approve a level of council tax as an integral part of this.  A balanced budget is essentially one where expenditure is funded by income without unsustainable use of one-off, or short-term sources of finance. 

The Council is also required to approve a capital strategy, a capital programme and budget, and a treasury management strategy, each of which are included with this report.

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

Decision

(a) That the Placement Sufficiency Strategy as set out in  Appendix 1 to the report be noted;

(b) That the procurements and awards of contracts set out in Appendix 2 of the report be approved.

In giving this approval, Members were approving known / likely procurement set for implementation during 2021/22 on terms to be agreed by the Executive Director, in consultation with the Portfolio Holder Education, Skills and Early Help for each arrangement. Procurements exceeding the key decision threshold which were not yet identified would be subject to a separate report presented at a later date.

Reason for the decision

The council is required through a ‘sufficiency duty’ to secure sufficient accommodation for children and young people under their care who cannot live at home.  The procurement of supported accommodation is required as the existing contract comes to an end this financial year.  The procurement will deliver a modernised service that is better value for money.  The procurement of residential children’s homes will replace existing spot purchasing spend and offer better value for money. 

The Portfolio Holder for Children, Education, Skills and Early Help presented a report on the Children’s Provision – Placement Sufficiency Strategy. He advised that the report set out the targets for reducing the number of children in care in Dorset and increasing the number of homes available for children in care in Dorset.

Decision

(a) That the Placement Sufficiency Strategy as set out in  Appendix 1 to the report be noted;

(b) That Cabinet the procurements and awards of contracts set out in Appendix 2 of the report be approved.

In giving this approval, Members were approving known / likely procurement set for implementation during 2021/22 on terms to be agreed by the Executive Director, in consultation with the Portfolio Holder Education, Skills and Early Help for each arrangement. Procurements exceeding the key decision threshold which were not yet identified would be subject to a separate report presented at a later date.

Reason for the decision   

The council is required through a ‘sufficiency duty’ to secure sufficient accommodation for children and young people under their care who cannot live at home.  The procurement of supported accommodation is required as the existing contract comes to an end this financial year.  The procurement will deliver a modernised service that is better value for money.  The procurement of residential children’s homes will replace existing spot purchasing spend and offer better value for money. 

To consider a report from the Portfolio Holder for Education, Skill and Early Years.

Decision

That the following policies that make up Dorset Council’s School Admissions Arrangements and Coordinated Scheme for school place allocations from September 2021 be adopted:

1.         Co-ordinated Admissions Scheme Timetable 2022-2023

2.         Primary Co-ordinated Scheme 2022-2023

3.         Secondary Co-ordinated Scheme 2022-2023

4.         In Year Co-ordinated Scheme 2022-2023

5.         Admissions Arrangements for Community & Voluntary Controlled Schools 2022-2023.

6.         Admissions to Maintained Nursery Units Policy 2022-2023

7.         Sixth Form Admissions Policy 2022-2023

8.         Guidance on Placement Outside of Normal/Chronological Age Group 2022-2023

9.         Armed Forces Policy 2022-2023

Reason for the decision 

To determine admissions arrangements in accordance with statutory requirements including the Schools Admissions Code December 2014.

To ensure compliance with the latest legislation and subsequent regulation/statutory guidance. 

Cabinet considered a report from the Portfolio Holder for Children, Education, Skills and Early Help seeking the adoption of the Schools Admission Arrangements and Coordinated Scheme 2022-2023.

 Decision

That the following policies that make up Dorset Council’s School Admissions Arrangements and Coordinated Scheme for school place allocations from September 2021 be adopted:

(a)       Co-ordinated Admissions Scheme Timetable 2022-2023

(b)       Primary Co-ordinated Scheme 2022-2023

(c)        Secondary Co-ordinated Scheme 2022-2023

(d)       In Year Co-ordinated Scheme 2022-2023

(e)       Admissions Arrangements for Community & Voluntary Controlled Schools 2022-2023.

(f)        Admissions to Maintained Nursery Units Policy 2022-2023

(g)       Sixth Form Admissions Policy 2022-2023

(h)       Guidance on Placement Outside of Normal/Chronological Age Group 2022-2023

(i)         Armed Forces Policy 2022-2023

Reason for the decision 

To determine admissions arrangements in accordance with statutory requirements including the Schools Admissions Code December 2014.

To ensure compliance with the latest legislation and subsequent regulation/statutory guidance. 

To consider a report from the Portfolio Holder for Planning.

Decision

That the recommendations for Community Infrastructure Levy (CIL) funding as set out in section 10 of the report to Cabinet of 19 January 2021, be approved.

Reason for the decision

To ensure the delivery of important community infrastructure to support growth and development.   

Cabinet considered a report from the Portfolio Holder for Planning seeking approval of Community Infrastructure Levy (CIL) funding as set out in the report at section 10 (and in Appendix 3 to these minutes)

Decision

That the recommendations for Community Infrastructure Levy (CIL) funding as set out in section 10 of the report to Cabinet of 19 January 2021, be approved.

Reason for the decision

To ensure the delivery of important community infrastructure to support growth and development.   

To consider the following recommendations from the People & Health Overview Committee.

Members considered the following recommendations from the People & Health Overview Committee.

To consider a report from the Portfolio Holder of Adult Social Care and Health.

Decision

(a)          That the updated policy as set out in Appendix A of the report to People and Health Overview Committee be agreed. This incorporated the changes identified within the report to People and Health Overview Committee under section 2.2 of that report.

(b)          That authority be delegated to the Executive Director for People – Adults and the Portfolio Holder for Adult Social Care and Health to sign off future minor amendments and clarification of decision-making processes within the policy.

Reason for the Decision  

As a public body, we have both a legal and a moral duty to promote equality, diversity and inclusion.

The Portfolio Holder for Adult Social Care and Health presented a recommendation from People and Health Overview Committee of 14 December 2020. The aim of the policy and its amendments was to give clarity and support the continued delivery of the Service; ensuring care contributions could be assessed and collected in a timely manner supporting fairness and equitability across the County.

 Decision

(a)          That the updated policy as set out in Appendix A of the report to People and Health Overview Committee be agreed. This incorporated the changes identified within the report to People and Health Overview Committee under section 2.2 of that report.

(b)          That authority be delegated to the Executive Director for People – Adults and the Portfolio Holder for Adult Social Care and Health to sign off future minor amendments and clarification of decision-making processes within the policy.

Reason for the Decision  

As a public body, we have both a legal and a moral duty to promote equality, diversity and inclusion.

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

Decision

That the Equality, Diversity and Inclusion Strategy and action plan as set out in the Appendix 3 of the report to Cabinet of 19 January 2021 be adopted.

Reason for the decision      

As a public body, we have both a legal and a moral duty to promote equality, diversity and inclusion.

The Portfolio Holder for Corporate Development and Change presented a report on the Equality, Diversity and Inclusion Strategy and action plan that had been considered by People & Health Overview Committee on 14 December 2020.

Decision

That the Equality, Diversity and Inclusion Strategy and action plan as set out in the Appendix 3 of the report to Cabinet of 19 January 2021 be adopted.

Reason for the decision      

As a public body, we have both a legal and a moral duty to promote equality, diversity and inclusion.

Portfolio Holders to report.

The Portfolio Holder for Customer and Community Services reported that the Taxi Licence Policy would be coming forward to People & Health Committee, after consultation in the autumn.

The Portfolio Holder for Children, Education, Skills and Early Help reported that the Youth Executive Advisory Panel had completed is work and the final report would be presented to Cabinet at a future date. 

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

The Portfolio Holder for Highways, Travel and Environment update members on the consultation process which would be analysed over the next few months. He further reported the successful bid for grant funding of £298,000.00 had been received for the Low Carbon Skills Fund. In addition 18.7 million pounds of grant funding had been received to support the work for reducing the council’s the carbon footprint.

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 to report.

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).

There are no scheduled exempt items of business on this agenda.

There was no exempt business.