Agenda, decisions and minutes

To confirm the minutes of the meeting held on 19 January 2021.

The minutes of the meeting held on 19 January 2021 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 25 February 2021.

There were 3 questions and 1 statement 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 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 Thursday 25 February 2021.

There were no questions received from Councillors.

To consider the Cabinet Forward Plan.

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

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

Decision

(a)       That the progress against the Council Plan priorities as show in Appendix 1 of the report to Cabinet of 2 March 2021 be noted;

(b)       That the amended Council Plan performance monitoring framework as shown in appendix 2 of the report be agreed.

Reason for the decision

To ensure progress toward the Council Plan is measured and monitored.

The Portfolio Holder for Corporate Development and Change set out an update on the Quarter 3 performance for the period October to December 2020. In particular he highlighted areas of concern, where matters had improved and why.

In respect of apprenticeships, members asked that the decline be robustly investigated; investing in young people was crucial as they were an important asset to the council and local area.

In response to a question about climate change and carbon footprint measures, the Portfolio Holder confirmed that he would discuss this with the appropriate Portfolio Holder for Climate Change as part of the move of this project from the Executive Advisory Panel  to the Place and Resources  Overview Committee in the coming months.

Decision

(a)       That the progress against the Council Plan priorities as show in Appendix 1 of the report to Cabinet of 2 March 2021 be noted;

(b)       That the amended Council Plan performance monitoring framework as shown in appendix 2 of the report be agreed.

Reason for the decision

To ensure progress toward the Council Plan is measured and monitored.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)       That the Dorset Heathlands Interim Air Quality Strategy covering the period 2020-2025 be adopted;

(b)       That up to £187,000 be allocated from CIL to fund a project coordinator, delivery of projects and monitoring over a five year period.

Reason for the decision

An interim strategy is needed to allow the Council to continue granting planning permission for new development and facilitating growth. The proposed interim strategy will simplify the planning application process by removing the need for applicants to identify and implement bespoke mitigation projects, in most cases, to mitigate the air quality impact of developments upon the Dorset Heathlands. Work needs to begin immediately on identifying and implementing projects.

The Portfolio Holder for Planning set out a report on the interim strategy to continue granting planning permission for new development and facilitating growth.

Members were advised that this strategy was needed to help address emissions caused by the additional car trips from new development. The proposed joint strategy with Bournemouth, Christchurch and Poole Council would provide interim mitigation measures in advance of any formal policy position set out in the emerging BCP Council and Dorset Council local plans.

Decision

(a)       That the Dorset Heathlands Interim Air Quality Strategy covering the period 2020-2025 be adopted;

(b)       That up to £187,000 be allocated from CIL to fund a project coordinator, delivery of projects and monitoring over a five year period.

Reason for the decision

An interim strategy is needed to allow the Council to continue granting planning permission for new development and facilitating growth. The proposed interim strategy will simplify the planning application process by removing the need for applicants to identify and implement bespoke mitigation projects, in most cases, to mitigate the air quality impact of developments upon the Dorset Heathlands. Work needs to begin immediately on identifying and implementing projects.

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

Decision

That the commitment of resources within existing budgets be agreed, to

take forward the revised Local Transport Plan, associated area transport strategies and other supporting strategies.

Reason for the decision

To seeking support to review and refresh the joint Local Transport Plan jointly with BCP to align with the emerging Local Plans. The new plan will steer the future transport strategy for Dorset and how we spend our £1.9M Local Transport Capital Block Funding allocation from DfT.

Cabinet considered a report seeking support to review and refresh the joint local transport plan with Bournemouth, Poole and Christchurch Council (BCP). Members asked questions and made observations around the following areas:

·      Consider reviewing joint policy development with partners such as BCP;

·      Concerns expressed  around the quality of the local rail and road networks. The Portfolio Holder confirmed that he would report back to the individual councillor concerned; 

·      The importance of working with neighbouring councils to progress transport planning;

·      Local rural transport was a priority and feedback for the Rural Transport EAP would be available in the near future.

Decision

That the commitment of resources within existing budgets be agreed, to

take forward the revised Local Transport Plan, associated area transport strategies and other supporting strategies.

Reason for the decision

To seeking support to review and refresh the joint Local Transport Plan jointly with BCP to align with the emerging Local Plans. The new plan will steer the future transport strategy for Dorset and how we spend our £1.9M Local Transport Capital Block Funding allocation from DfT.

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

Decision

(a)       That Dorset Council stops directly funding tourist information centres (TICs) in Dorchester, Sherborne and Wareham.

(b)       That Dorset Council continues to work with the Town Councils and/or other local services and will consider one-off support funding for suitable transitionary arrangements to reduce the impact of the closure of the TIC on local people.

(c)        That authority be delegated to the Portfolio Holder for Customer and Community Services, in consultation with the Executive Director for Place, to agree any support payment arrangements.

(d)       That Dorset Council continues to promote Dorset as a visitor destination through its Visit Dorset website.

Reasons for the decision

(a)       TICs are a discretionary service and there is currently disparity across the council area. Dorset Council cannot afford to fund TICs across the whole of the Council area.

(b)       To support local alternatives, for example via Town Council, that may wish to facilitate transitionary arrangements in place of TIC services.

(c)        To provide transitionary funding, for example via Town Councils, that may wish to support alternative arrangements in place of TIC services.

(d)       To support the tourism sector to attract visitors to Dorset, particularly

focussing on extending the tourism season.

In introducing the report, the Portfolio Holder for Customer and Community Services stated that tourist information centres were a discretionary service and there was currently disparity across the council area. She sought members agreement on the way forward for Dorset Council in respect of its approach to funding and managing tourist information centres. Members were further advised that the Place & Resources Overview Committee endorsed the recommendations set out in the report at their meeting on 25 February 2021.

Decision

(a)       That Dorset Council stops directly funding tourist information centres (TICs) in Dorchester, Sherborne and Wareham.

(b)       That Dorset Council continues to work with the Town Councils and/or other local services and will consider one-off support funding for suitable transitionary arrangements to reduce the impact of the closure of the TIC on local people.

(c)        That authority be delegated to the Portfolio Holder for Customer and Community Services, in consultation with the Executive Director for Place, to agree any support payment arrangements.

(d)       That Dorset Council continues to promote Dorset as a visitor destination through its Visit Dorset website.

Reasons for the decision

(a)       TICs are a discretionary service and there is currently disparity across the council area. Dorset Council cannot afford to fund TICs across the whole of the Council area.

(b)       To support local alternatives, for example via Town Council, that may wish to facilitate transitionary arrangements in place of TIC services.

(c)        To provide transitionary funding, for example via Town Councils, that may wish to support alternative arrangements in place of TIC services.

(d)       To support the tourism sector to attract visitors to Dorset, particularly

focussing on extending the tourism season.

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

Decision

(a)       That the findings set out in the report of 2 March 2021 be noted;

(b)       That the implementation of the recommendations of the Youth Executive Advisory Panel (EAP) be supported and endorsed.

Reason for the decision

The cross party EAP gathered information on the current youth offer and plans for its development to support the delivery of the council’s plan.

The Portfolio Holder to Children, Education, Skills and Early Health presented a report from the Youth Executive Advisory Panel (EAP) and asked members to note its contents and support the implementation of its recommendations.

It was acknowledge that many of the solutions to the provision of youth services relied of co-partnership approaches to achieve the best outcomes. Overall the work of the EAP was welcomed. The Chairman felt that the report demonstrated the quality and value of cross-party working and Cabinet  welcomed the report.

Decision

(a)       That the findings set out in the report of 2 March 2021 be noted;

(b)       That the implementation of the recommendations of the Youth Executive Advisory Panel (EAP) be supported and endorsed.

Reason for the decision

The cross party EAP gathered information on the current youth offer and plans for its development to support the delivery of the council’s plan.

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

Decision

That Cabinet agrees

(a)       To begin each of the procurement processes listed in Appendix 1 to the

report.

(b)       That in each instance the further step of making any contract award be delegated to the relevant Portfolio Holder, in consultation with the relevant Executive Director.

Reason for the decision

Cabinet is required to approve all key decisions with financial consequences of £500k or more. It is also good governance to provide Cabinet with a summary of all proposed procurements prior to them formally commencing.

The Portfolio Holder for Finance, Commercial & Procurement  presented report in respect of proposed contracts as set out in Appendix 1.

In response to a question regarding a review of procurement policy and its relationship with climate change, the Portfolio Holder confirmed climate implications were a important factor as part of the council’s business case and rationale for each procurement considered.

Decision

That Cabinet agrees

(a)       To begin each of the procurement processes listed in Appendix 1 to the

report.

(b)       That in each instance the further step of making any contract award be delegated to the relevant Portfolio Holder, in consultation with the relevant Executive Director.

Reason for the decision

Cabinet is required to approve all key decisions with financial consequences of £500k or more. It is also good governance to provide Cabinet with a summary of all proposed procurements prior to them formally commencing.

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

Decision

(a)       That the current 1.75 redundancy multiplier be extended for a further 12 months. This rate will be introduced for all employees.

(b)       That a further review of the redundancy multiplier takes place towards the end of 2021, to ensure any agreement of a new rate of redundancy

multiplier from 1 April 2022 takes into consideration any potential

reintroduction of an Exit Pay Cap or reforms to the Local Government

Pension Scheme.

Reason for the decision

The impact of Covid-19 has seen some delays in progressing

convergence activity across the council and which will result in employees

being made redundant after 31st March 2021. If the council introduces a

reduction to its level of redundancy multiplier this will result in employees

in these areas being treated less favourably than those that have been

included in reviews already taken forward.

The Portfolio Holder for Corporate Development and Change presented a report that sought to extend the current  redundancy multiplier for a further 12 months and that another review take place towards the end of 2021.  Cabinet was fully supportive of the recommendation.

Decision

(a)       That the current 1.75 redundancy multiplier be extended for a further 12 months. This rate will be introduced for all employees.

(b)       That a further review of the redundancy multiplier takes place towards the end of 2021, to ensure any agreement of a new rate of redundancy

multiplier from 1 April 2022 takes into consideration any potential

reintroduction of an Exit Pay Cap or reforms to the Local Government

Pension Scheme.

Reason for the decision

The impact of Covid-19 has seen some delays in progressing

convergence activity across the council and which will result in employees

being made redundant after 31st March 2021. If the council introduces a

reduction to its level of redundancy multiplier this will result in employees

in these areas being treated less favourably than those that have been

included in reviews already taken forward.

The Portfolio Holder of Customer and Community Services to present the recommendation. 

Decision

That the revised fees and charges as set out in the recommendations to the executive bodies of the two councils (n Appendices 1-2 of the report to the Joint Archives Advisory Board of 5 February 2021) be approved for implementation from 1 April 2021.

Reason for decision

To sustain the Joint Archives Service’s budget and income levels through robust and benchmarked charging for services.

The Portfolio Holder for Customer and Community Services presented a recommendation from  the Joint Archive Advisory Board of 5 February 2021.

Decision

That the revised fees and charges as set out in the recommendations to the executive bodies of the two councils (n Appendices 1-2 of the report to the Joint Archives Advisory Board of 5 February 2021) be approved for implementation from 1 April 2021.

Reason for decision

To sustain the Joint Archives Service’s budget and income levels through robust and benchmarked charging for services.

Cabinet Portfolio Holders to report.

The items listed below would be considered by committees in the coming months:

APSE Review of Waste Services would be considered by Place & Resources  Overview Committee on 9 March 2021 and a number of policy areas would likely require further review following that meeting.

The following reports would be coming through the committee system shortly:

Home First Model

Day Opportunities

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

The Portfolio Holder for Highways, Travel and Environment updated members on the progress of the work of the Climate & Ecological Emergency Executive Advisory Panel including:-

·           A update on the consultation process;

·           Work was continuing on progressing the  grant of 19 million pounds;

·           The Strategy and Action Plan was a living document that would be shortly passed on to Place and Resources Overview Committee to take the action plan forward;

·           A update on a recent meeting regarding development of hydrogen power

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 paragraphs 3 of schedule 12 A to the Local Government Act 1972 (as amended).

The Chairman to close the public element of the meeting and the MS Team Live Event will end.

The Cabinet Live Event will close and councillors will meet in closed session for items 19 and 20.

That the press and the public were excluded for the following 2 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).

 It was proposed by Cllr P Wharf seconded by Cllr D Walsh

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 paragraph 3 of schedule 12 A to the Local Government Act 1972 (as amended).

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

(a)       That the development of an alternative, in house, service delivery

model for a post16 tracking and transition support service be approved. This would include support for young people who are at risk of being not in education, employment or training (NEET) and re-engagement support for those who are NEET. This is currently provided via an information, advice and guidance service delivered by an externally commissioned voluntary and community sector provider.

(b)       That the resources needed to deliver the service in line with statutory

requirements from within Children’s Services base budget be approved

Reason for the decision

To enable the council to meet it statutory requirements as set out in the report. Provision of resource for this service has been built into the proposed children’s services base budget for 2021/22.

Cabinet considered a report on the proposal to develop an in-house service delivery model for the provision of a tracking and support service for young people post 16 when the current contract comes to an end.

Decision

(a)       That the development of an alternative, in house, service delivery

model for a post16 tracking and transition support service be approved. This would include support for young people who are at risk of being not in education, employment or training (NEET) and re-engagement support for those who are NEET. This is currently provided via an information, advice and guidance service delivered by an externally commissioned voluntary and community sector provider.

(b)       That the resources needed to deliver the service in line with statutory

requirements from within Children’s Services base budget be approved

Reason for the decision

To enable the council to meet it statutory requirements as set out in the report. Provision of resource for this service has been built into the proposed children’s services base budget for 2021/22.

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

Decision

That the decision be deferred to a future meeting.

Reason for the decision

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 Portfolio Holder for Highways, Travel and Environment presented a report  on the forward funding of the Eastern Link Road, West Parley

Decision

That the report be deferred to a future meeting.

Reason for the decision

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.