Agenda, decisions and minutes

To confirm the minutes of the last meeting.

The minutes of the meeting held on 26 July 2022 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 up to two questions or two statements for each meeting.  Alternatively, you could submit one question and one statement for each meeting.  

All submissions must be emailed in full to kate.critchel@dorsetcouncil.gov.uk by 8.30am on Thursday 1 September 2022.   

When submitting your question(s) and/or statement(s) please note that: 

• no more than three minutes will be allowed for any one question or statement to be asked/read  
• a question may include a short pre-amble to set the context and this will be included within the three-minute period 
• please note that sub divided questions count towards your total of two 
• 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.   

Dorset Council Constitution Procedure Rule 9.

There were 11 questions/statements from the public.  A copy of the full questions and the detailed responses were 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 1 September 2022. 

Dorset Council Constitution – Procedure Rule 13 

There was 1 question from Councillor P Kimber; this along with the response was set out in Appendix 2 to these minutes.

To consider the Cabinet Forward Plan.

The draft Cabinet Forward Plan for October 2022 was received and noted.

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

Cabinet considered the contents of the report of 6 September 2022, in respect of proposed contracts as set out in Appendix 1, which were in addition to those on the forward plan that was approved by Cabinet on 1 March 2022 and

It was agreed:

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

(b)  That in each instance the further step of making any contract award should be delegated to the relevant Cabinet 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 procurement prior to them formally commencing.

Cabinet considered the contents of the report of 6 September 2022, in respect of proposed contracts as set out in Appendix 1 of the report, which were in addition to those on the forward plan that was approved by Cabinet on 1 March 2022.

Decision

It was agreed:

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

(b)  That in each instance the further step of making any contract award should be delegated to the relevant Cabinet 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 procurement prior to them formally commencing.

To consider a report of the Portfolio Holder for Planning.

That the expenditure of Strategic Community Infrastructure Levy (CIL) Funding toward the projects as set out in the report of 6 September 2022 and accompanying appendices, be approved.

Reason for the decision

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

The Portfolio Holder for Planning presented a report seeking agreement of expenditure of Strategic Community Infrastructure Levy (CIL) Funding towards projects recommended for approval.

In response to a question, members were advised that the scoring matrix was a desk top exercise, approved as part of the governance arrangements and was similar in nature to those used by other authorities. Responding to further questions, the Infrastructure & Delivery Planning Manager confirmed that the infrastructure funding statement published the balances held by the Council and further information could be provided to members as requested.

It was proposed by Cllr D Walsh, seconded by Cllr T Ferrari

Decision

That the expenditure of Strategic Community Infrastructure Levy (CIL) Funding toward the projects as set out in the report of 6 September 2022 and accompanying appendices, be approved.

Reason for the decision

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

To consider a report of the Independent Chair of the Partnership.

That the Pan-Dorset Safeguarding Children’s Partnership (PDSCP) Annual Report 2021-22 be received and noted.

Reason for the decision

The production of an annual report was a statutory responsibility and therefore the endorsement of the four statutory partners (Dorset Council, BCP Council, NHS Dorset, Dorset Police) of the safeguarding partnership was required.

The Portfolio Holder for Children, Education, Skills, and Early Help presented the report of the pan-Dorset Safeguarding Children’s Partnership (PDSCP) which was a statutory body overseeing multi-agency safeguarding services in the areas of Dorset Council and BCP Council.

James Vaughan, Independent Chairman of the PDSCP updated Cabinet on the work of the partnership and the annual report.  He set out the areas of challenge including children exploitation, sexual abuse, recognising the impact of domestic abuse on children and to support children with there wellbeing and mental health. He invited members to comment and note the report.

A member sought reassurance and regular updates on the challenges faces by children, in the light of the current economic climate.

Responding to a query, that the Dorset Youth Council have the opportunity for a regular a slot before or at the beginning of full council to listen to their concerns and achievements, the Chairman agreed to share this idea with the Chairman of Council as any decision was outside of the remit of Cabinet.

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

Decision

That the Pan-Dorset Safeguarding Children’s Partnership (PDSCP) Annual Report 2021-22 be received and noted.

Reason for the decision

The production of an annual report was a statutory responsibility and therefore the endorsement of the four statutory partners (Dorset Council, BCP Council, NHS Dorset, Dorset Police) of the safeguarding partnership was required.

To consider a report of the Portfolio Holder for Economic Growth, Assets and Property.

(a)  That the budget allocation, as set out in the Appendix to the report of 6 September 2022, to enable a range of projects to be delivered as part of the SEND Capital Strategy, be approved. 

The projects set out total an approximate delivery of 228 new specialist places for the capital investment plus any yet to be determined variation to the PFI contract at The Sir John Colfox Academy.

(b)  That authority be delegated to the Executive Director for Place, in consultation with the Executive Director for People - Children’s to enter construction contracts at the appropriate time, in line with an existing delegation.

This will be subject to the outcome of the formal consultation process in respect of each project and provided that following procurement, the project is within the set budget level of this Cabinet paper.

(c)  That authority be delegated to the Executive Director for People – Children to agree to the commencement of any required 4-week formal consultation period, in line with relevant statutory guidance.

Exercise of this delegation will be necessary if a school is to be required to formally expand their capacity by more than 10% or 20 places as part of this programme of works, at the appropriate time.

Reason for the decision

To show the progress of the implementation of the SEND capital strategy and to approve the next phase of projects for delivery.

The SEND Capital Strategy Implementation Plan was jointly presented by the Portfolio Holder for Economic Growth, Assets and Property. The recommendations were proposed by Cllr T Ferrari and seconded by Cllr A Parry.

In response to a question regarding academy schools and special education needs, the Corporate Director for Education & Learning advised the council worked closely with all schools including academies, through the work of the Education Board. Members also discussed the work being carried out in respect of home-schooled children and children missing from school.

In respect of a comment regarding the Mountjoy School, Beaminster, the Portfolio Holder advised that it was a popular choice and has reached capacity. He acknowledged that there was work to be done around rural educational needs, particularly around the social and mental well-being of young people in rural areas.

Decision

(a)       That the budget allocation, as set out in the Appendix to the report of 6 September 2022, to enable a range of projects to be delivered as part of the SEND Capital Strategy, be approved. 

The projects set out total an approximate delivery of 228 new specialist places for the capital investment plus any yet to be determined variation to the PFI contract at The Sir John Colfox Academy.

(b)       That authority be delegated to the Executive Director for Place, in consultation with the Executive Director for People - Children’s to enter construction contracts at the appropriate time, in line with an existing delegation.

This will be subject to the outcome of the formal consultation process in respect of each project and provided that following procurement, the project is within the set budget level of this Cabinet paper.

(c)       That authority be delegated to the Executive Director for People – Children to agree to the commencement of any required 4-week formal consultation period, in line with relevant statutory guidance.

Exercise of this delegation will be necessary if a school is to be required to formally expand their capacity by more than 10% or 20 places as part of this programme of works, at the appropriate time.

Reason for the decision

To show the progress of the implementation of the SEND capital strategy and to approve the next phase of projects for delivery.

To consider the recommendation from the Place and Resources Overview Committee of 28 July 2022.

(a)  That the Corporate Director for Assets & Property be authorised to agree the terms of the schedule of surrender payments and timeline for Weymouth College to surrender the lease at Redlands Community Sports Hub.

(b)  That the Corporate Director for Assets & Property be authorised to agree the terms to complete the early lease surrender with Weymouth College, agreeing the level of surrender payment and the grant of a new 30-year lease to Active Dorset for Redlands Community Sports Hub, with a break clause for either party at 5 years.

(c)  That the Council agrees to insure and maintain the fabric of the buildings, boundary fencing, car parks, access roads and any other built infrastructure at Redlands Community Sports Hub for the period of the lease to the extent of maintaining a wind, watertight and accessible site.

(d)  That the Council acknowledges the 8-year revenue forecast set out at Appendix 3 of the report and agrees to provide cash flow support (if required) for the period of the initial business case and the 8-year revenue projections forecast to be built into the Dorset Council Medium Term Financial Plan.

(e)  That the Place and Resources Scrutiny Committee be asked to undertake a review of the arrangements at an appropriate time.

Reason for the decision

The Council recognises the financial challenges for Weymouth College in continuing to manage the community facilities at Redlands and granting an early lease surrender will enable them to focus solely on their educational priorities.

Active Dorset have a passion for helping people to be more active, and their exciting plans for developing the volunteer led community café and sports fields will enable far greater community use for all ages.

The Portfolio Holder for Economic Growth, Assets and Property set out the report on the ongoing operational arrangements at the Redlands Community Sports Hub. The proposed keyholder model would give users and volunteers the opportunity to show their support and play a more active role.  In presenting the report he proposed the recommendation.

In seconding the recommendation, the Portfolio Holder for Culture, Communities and Customer Services advised that the report and its recommendations was considered and supported by the Place and Resources Overview Committee on 28 July 2022. She further agreed that the proposals were a good outcome for the local community and sports centre.

Cllr P Barrow, local ward member welcomed the report and its proposals.

Decision

(a)  That the Corporate Director for Assets & Property be authorised to agree the terms of the schedule of surrender payments and timeline for Weymouth College to surrender the lease at Redlands Community Sports Hub.

(b)  That the Corporate Director for Assets & Property be authorised to agree the terms to complete the early lease surrender with Weymouth College, agreeing the level of surrender payment and the grant of a new 30-year lease to Active Dorset for Redlands Community Sports Hub, with a break clause for either party at 5 years.

(c)  That the Council agrees to insure and maintain the fabric of the buildings, boundary fencing, car parks, access roads and any other built infrastructure at Redlands Community Sports Hub for the period of the lease to the extent of maintaining a wind, watertight and accessible site.

(d)  That the Council acknowledges the 8-year revenue forecast set out at Appendix 3 of the report and agrees to provide cash flow support (if required) for the period of the initial business case and the 8-year revenue projections forecast to be built into the Dorset Council Medium Term Financial Plan.

(e)  That the Place and Resources Scrutiny Committee be asked to undertake a review of the arrangements at an appropriate time.

Reason for the decision

The Council recognises the financial challenges for Weymouth College in continuing to manage the community facilities at Redlands and granting an early lease surrender will enable them to focus solely on their educational priorities.

Active Dorset have a passion for helping people to be more active, and their exciting plans for developing the volunteer led community café and sports fields will enable far greater community use for all ages.

To consider a recommendation of the Place and Resources Committee of 28 July 2022.

That the Archaeological Fieldwork and Metal Detecting on Dorset Council Land Policy be adopted including the suggested amendments made by the Place and Resources Overview Committee as follows:

·         Removal of the word ‘amateur’ from the policy and replacing it in some places with ‘non-professional’

·         Including the following wording in bullet point 7 in paragraph 5.1 of the policy on safeguarding issues: ‘Demonstrate awareness of health and safety measures appropriate to the activity for which permission is being requested, including safeguarding, as necessary.’

·         Including the following wording in point 3.1 of the policy on highway verges: ‘This policy applies to all Dorset Council land, including highways and verges

Reason for the decision

The old metal detecting on Dorset Council farms policy is out of date and does not include all Dorset Council land. The revised Archaeological Fieldwork and Metal Detecting on Dorset Council Land Policy provides an updated version.

The Portfolio Holder for Culture, Communities and Customer Service set out the report. She further advised that the report and its recommendations had been supported by the Place and Resources Overview Committee on 28 July 2022. She proposed the recommendation for approval.

Members were informed that the old metal detecting on Dorset Council farms policy was out of date and did not include all other Dorset Council land.  The revised Archaeological Fieldwork and Metal Detecting on Dorset Council Land policy provided an updated version.

The recommendation was seconded by Cllr T Ferrari.

Decision

That the Archaeological Fieldwork and Metal Detecting on Dorset Council Land Policy be adopted including the suggested amendments made by the Place and Resources Overview Committee as follows:

·         Removal of the word ‘amateur’ from the policy and replacing it in some places with ‘non-professional’

·         Including the following wording in bullet point 7 in paragraph 5.1 of the policy on safeguarding issues: ‘Demonstrate awareness of health and safety measures appropriate to the activity for which permission is being requested, including safeguarding, as necessary.’

·         Including the following wording in point 3.1 of the policy on highway verges: ‘This policy applies to all Dorset Council land, including highways and verges

Reason for the decision

The old metal detecting on Dorset Council farms policy is out of date and does not include all Dorset Council land. The revised Archaeological Fieldwork and Metal Detecting on Dorset Council Land Policy provides an updated version.

To receive a verbal update from the Portfolio Holder for Culture, Communities & Customer Services.

The Portfolio Holder for Culture, Communities and Customer Service updated members on the Libraries Strategy. This was a ongoing piece of work to update the Libraries Strategy which will shape how the council delivers the library service over the next 10 years.

There were 2 phases of public consultation, phase 1 “Lets talk libraries” took place in October 2021 to January 2022.  This was an open conversation with communities, employees, and partners, to understand what they value about the service and how things might be done differently. Over 7000 responses were received. The analysis was available on the “lets talk libraries” web pages.

The next phase of the consultation would be launched in October; to include a children’s survey, public survey and employee and partnership survey.  Engagement workshops would also be held to give depth to the consultation process.

It was hoped that a report would be to presented the Overview Committee in early 2023 with sign off for the new policy in the Spring of 2023.

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

The Portfolio Holder for Corporate Development and Transformation updated members on work within her portfolio, including the first awards from project gigabit: -

·       Wessex Internet won the bid for more than 7000 hard to reach premises struggling with slow internet speeds in north Dorset.

·       Working closely with British digital and with Wessex Internet on the bids within this area.

·       They will be connected under a six million contract award and the project will specifically cover the rural outskirts of towns, villages, and hamlets.

·       The Dorset area was also in the running for further bids.

The Portfolio Holder also gave an update on 5g Rural Dorset.

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 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 was no exempt business to report.

There was no exempt business.

Exempt appendices associated with the report on “SEND Capital Strategy Implementation Plan”.

The exempt appendices associated with the report “SEND Capital Strategy Implementation Plan” had been made available to members, however Cabinet did not move into exempt business to discuss the information at the meeting.

Exempt appendices associated with “Redlands Community Sports Hub Lease and Management Arrangements”.

The exempt appendices associated with the report “Redlands Community Sports Hub Lease and Management Arrangements” had been made available to members, however Cabinet did not move into exempt business to discuss the information at the meeting.