Agenda, decisions and minutes

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

The minutes of the meeting held on 28 February 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 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 23 March 2023.

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 3 questions/statements presented from the public.  A copy of the full questions and the detailed responses are 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 23 March 2023. 

Dorset Council Constitution – Procedure Rule 13 

There were 2 questions received from Councillors Clayton and Kimber, these along with the responses are set out in Appendix 2 to these minutes.

To consider the draft Cabinet Forward Plan.

The Cabinet Forward Plan for April 2023 was received and noted.

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

(a)           That the capital strategy as set out in appendix 1 and the capital programme set out in Appendix 2 be agreed.

(b)           That the impact on the Medium-Term Finance Plan be noted.

Reason for the decision

The Council approved the capital strategy and a capital programme budget on 14 February 2023 and at this meeting noted that a refreshed list of capital programme would be reported to this Cabinet.

Capital expenditure has an impact on the revenue budget, and so members should be aware of the financial implications to the revenue budget when agreeing the Capital Programme.

The Portfolio Holder for Finance, Commercial & Capital Strategy set out the report on the Councils capital programme for the period 2023/24 and 2026/27 

Although the capital strategy was approved on 14 February 2023 by Full Council, there had been a review to refresh the capital programme to ensure that the finite resources available, both in terms of financial and capacity, were able to deliver the projects listed in the programme within the current economic climate.

The Corporate Director for Finance and Commercial was invited to present a more detailed PowerPoint presentation of the proposals.

In response to question regarding resources, the Portfolio Holder confirmed that the point of the exercise was to rationalise the programme to be able to ensure delivery of Dorset Council’s agreed priorities.

In response to a question around governance, the Portfolio Holder confirmed that Overview and Scrutiny Committees would continue to play their role within the decision-making process and in accordance with the member protocol, ward members should be fully informed of issues in their areas.

As part of presenting the report, Cllr G Suttle proposed the recommendations and these were unanimously supported by Cabinet.

Decision

(a)           That the capital strategy as set out in appendix 1 and the capital programme set out in Appendix 2 be agreed.

(b)           That the impact on the Medium-Term Finance Plan be noted.

Reason for the decision

The Council approved the capital strategy and a capital programme budget on 14 February 2023 and at this meeting noted that a refreshed list of capital programme would be reported to this Cabinet.

Capital expenditure has an impact on the revenue budget, and so members should be aware of the financial implications to the revenue budget when agreeing the Capital Programme.

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

(a)       Cabinet noted and supported the opening of a national exemplar for Family Hubs in Swanage, Dorset.

(b)       That authority be delegated to the Executive Director of Place, in consultation with the Portfolio Holder for Economic Growth, Assets and Property, to transfer the Chapel Lane site to the Swanage Development Partnership Trust (SDPT) through a community asset transfer process to enable the Family Hub to occupy the Chapel Lane site on terms to be agreed by the Executive Director, Place in consultation with the Portfolio Holder for Economic Growth, Assets and Property, the Executive Director for People – Children and Executive Director People – Adults and Housing, including inter-alia:

·       Due diligence of SDPT (associated with transfer of asset).

·       Ensuring best value in terms of disposal of the asset, taking into account all other matters such as subsidy control.

·       Tenure and specific terms and conditions in relation to ongoing liabilities of the asset.

(c)           That authority be delegated to the Executive Director People - Children to enter into a commissioning service level agreement with the SDPT for the provision of services in Swanage, funded by the DfE Family Hubs external grant.

(d)           That the People and Health Scrutiny Committee s be asked to receive and comment upon an annual review of the outcomes delivered by the Swanage Development Partnership Trust each year in March, the first annual review in March 2024.

Reason for the decision

This proposal supports the strategic objectives of the council to create strong, healthy communities. Dorset Council recognises the devolution of assets to local communities, particularly to town and parish councils and voluntary and community-based organisations can make a significant contribution to enabling them to be stronger, more resilient and to support services within their local areas. This proposal will enable the development of an intergenerational approach to service delivery in Swanage through the creation of a Family Hub that better meets the needs of the local community and supports the delivery of children’s and adult’s services commissioning strategies.

The Portfolio Holder for Children, Education, Skills, and Early Help presented that proposal to the opening of a third family hub in Swanage in partnership with Swanage & Purbeck Development Partnership Trust (SPDPT).

In setting out the recommendations of the report, the Portfolio Holder proposed a minor amendment to recommendation 2, and that it be amended to read “that authority be delegated to the Executive Director of Place, in consultation with the Portfolio Holder for Economic Growth, Assets and Property”. The proposal with the amendment was seconded by Cllr G Suttle.

The Corporate Director for Commissioning and Partnerships and the Strategic Commissioner set out the detail of the proposal for an integrated service delivery model, which would be operated by the SPDPT to enable services for the community of all ages in Swanage. The local ward member spoke in support of the project.

In response to a question regarding timelines, the Portfolio Holder for Children, Education, Skills, and Early Help advised that he was keen to see the project progress promptly and Executive Director for Place confirmed that this transfer was being progressed at pace.

Decision

(a)       Cabinet noted and supported the opening of a national exemplar for Family Hubs in Swanage, Dorset.

(b)       That authority be delegated to the Executive Director of Place, in consultation with the Portfolio Holder for Economic Growth, Assets and Property, to transfer the Chapel Lane site to the Swanage & Purbeck Development Partnership Trust (SPDPT) through a community asset transfer process to enable the Family Hub to occupy the Chapel Lane site on terms to be agreed by the Executive Director for Place in consultation with the Portfolio Holder for Economic Growth, Assets and Property, the Executive Director for People – Children and Executive Director People – Adults and Housing, including inter-alia:

·       Due diligence of SPDPT (associated with transfer of asset).

·       Ensuring best value in terms of disposal of the asset, taking into account all other matters such as subsidy control.

·       Tenure and specific terms and conditions in relation to ongoing liabilities of the asset.

(c)           That authority be delegated to the Executive Director People - Children to enter into a commissioning service level agreement with the SPDPT for the provision of services in Swanage, funded by the DfE Family Hubs external grant.

(d)           That the People and Health Scrutiny Committee be asked to receive and comment upon an annual review of the outcomes delivered by the Swanage & Purbeck Development Partnership Trust each year in March, the first annual review in March 2024.

Reason for the decision

This proposal supported the strategic objectives of the council to create strong, healthy communities. Dorset Council recognised the devolution of assets to local communities, particularly to town and parish councils and voluntary and community-based organisations could make a significant contribution to enabling them to be stronger, more resilient and to support services within their local areas. This proposal will enable the development of an intergenerational approach to service delivery in Swanage through the creation of a Family Hub that  ...  view the full minutes text for item 133.

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

That the Annual Self-Evaluation of Children’s Services 2023 be received, noting the strengths and continuous improvement approach of the service.

Reason for the decision

The requirement to produce an Annual Self-Evaluation is part of the Ofsted Inspection Framework of Children’s Services.  This report is intended to enable Cabinet to understand areas of strength and continuous improvement approach taken.

The Portfolio Holder for Children, Education, Skills, and Early Help presented a report that gave a summary of the comprehensive self-evaluation of Children’s Services produced as part of the Ofsted Inspection Framework for the inspection of Local Authority Services for children in need of help and protection children looked after and care leavers. 

The self-evaluation focused on leadership and governance, the quality and impact of social work practice, education and inclusion, the approach to performance management and quality assurance and future plans. Members also received a detailed PowerPoint presentation from the Executive Director for People - Children.

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

Decision

That the Annual Self-Evaluation of Children’s Services 2023 be received, noting the strengths and continuous improvement approach of the service.

Reason for the decision

The requirement to produce an Annual Self-Evaluation was part of the Ofsted Inspection Framework of Children’s Services.  This report was intended to enable Cabinet to understand areas of strength and continuous improvement approach taken.

Item 12 – Natural Environment, Climate and Ecological Strategy 2023 -25

Item 13 – Natural Environment, Climate and Ecology Decision Wheel

Item 11 – Planning for Climate Change: Interim Guidance and Position Statement Sustainability Checklist and Listed building Guidance.

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

That the Dorset Council Natural Environment, Climate and Ecology Refreshed Strategy and action plan be approved.

Reason for the decision

To ensure that the strategy remains fit for purpose by being responsive to latest policy and progress, and concisely communicates our direction and ambition.

The Portfolio Holder for Highways, Travel and Environment presented a report on the refresh of the strategy which aimed to repurpose, reframe, and tighten the existing content. The strategy, a living document, would continue to evolve as action, technology and policy progressed.

Members noted that the strategy had been retitled to the “Natural Environment, Climate and Ecology Strategy to ensure its clear alignment to the associated priority within the Council’s Corporate Plan.

It was proposed by Cllr R Bryan and seconded by Cllr G Carr-Jones.

Decision

That the Dorset Council Natural Environment, Climate and Ecology Refreshed Strategy and action plan be approved.

Reason for the decision

To ensure that the strategy remained fit for purpose by being responsive to latest policy and progress, and concisely communicates our direction and ambition.

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

(a)       That Cabinet supports the integration of the Natural Environment, Climate & Ecological decision tool into the democratic decision-making processes of Dorset Council, with inclusion of the model in the committee templates being a prerequisite for sign-off.

(b)       That Cabinet supports the integration of the Natural Environment, Climate & Ecological decision tool into the Capital Strategy and Asset Management Group, and its associated sub-groups, and the longer-term aspiration to embed into the procurement and policy processes of Dorset Council. 

Reason for the Decision

The Natural Environment, Climate & Ecological decision tool provided a robust, transparent, accessible and in some instances measurable process to support the delivery of the Natural Environment, Climate & Ecological strategy and council plan ambitions, and would enable policy makers to understand the wider implications on climate, ecology and adaptation of the decisions being taken. 

The Portfolio Holder for Highways, Travel and Environment set out the report that introduced the decision wheel that aimed to integrate and embed the principles of the Natural Environment, Climate and Ecology Strategy as part of the Council’s democratic decision-making process.

It was proposed by Cllr R Bryan and seconded by Cllr A Parry

Decision

(a)       That Cabinet supports the integration of the Natural Environment, Climate & Ecological decision tool into the democratic decision-making processes of Dorset Council, with inclusion of the model in the committee templates being a prerequisite for sign-off.

(b)       That Cabinet supports the integration of the Natural Environment, Climate & Ecological decision tool into the Capital Strategy and Asset Management Group, and its associated sub-groups, and the longer-term aspiration to embed into the procurement and policy processes of Dorset Council. 

Reason for the Decision

The Natural Environment, Climate & Ecological decision tool provided a robust, transparent, accessible and in some instances measurable process to support the delivery of the Natural Environment, Climate & Ecological Strategy, and council plan ambitions, and would enable policy makers to understand the wider implications on climate, ecology and adaptation of the decisions being taken. 

To consider a report of the Portfolio Holder for Planning.

(a)           That the content of the report and the Interim Guidance and Position Statement (appendix 1) Sustainability Checklist (Appendix 2) and Listing Buildings: what you can do for climate change (Appendix 3) be considered and approved.

(b)           That the three documents in the appendices for consultation, as well as a related amendment to the Local List (Appendix 4), be agreed.

(c)           That agreement to any minor changes that were considered necessary prior to the consultation starting, be delegated to the Portfolio Holder for Planning to approve.

(d)           That authority be delegated to the Portfolio Holder for Planning in consultation with the Executive Director for Place to consider the consultation responses and agree final wording of the documents listed in Recommendation (a) above.

Reason for the decision

To enable efforts to be taken to address the climate emergency when new buildings were proposed and to assist with decision-making for renewable energy proposals. The Interim Guidance and Position Statement and Sustainability Checklist would give clarity to developers as to the expectations of Dorset Council when considering development proposals.

The Listed Buildings document would provide guidance for owners of listed buildings when considering energy efficiency works. Consultation enables the documents to be adjusted to reflect issues raised and therefore for weight to be given to it when making planning decisions. Should significant changes to any of the documents be considered necessary as a result of the consultation, councillors would be given the opportunity to consider revised versions prior to their use in planning decisions.

The Portfolio Holder for Planning presented the report aiming to clarify the approach to considering climate change in planning decision making. He also highlighted that the report and appendices had been considered, supported, and welcomed by the Place and Resources Overview Committee at its meeting on 9 February 2023.

In presenting the recommendations, the Portfolio Holder proposed an amendment to recommendation 4, “that authority be delegated to the Portfolio Holder for Planning in consultation with the Executive Director for Place to consider the consultation responses and agree final wording of the documents listed in the recommendation”.

In response to a question, the Portfolio Holder for Planning confirmed that provision of training for town and parish councils was likely to take place after Easter.

The recommendation with the amendment was seconded by Cllr P Wharf

 Decision

(a)                    That the content of the report and the Interim Guidance and Position Statement (appendix 1) Sustainability Checklist (Appendix 2) and Listing Buildings: what you can do for climate change (Appendix 3) be considered and approved.

(b)                    That the three documents in the appendices for consultation, as well as a related amendment to the Local List (Appendix 4), be agreed.

(c)                    That agreement to any minor changes that were considered necessary prior to the consultation starting, be delegated to the Portfolio Holder for Planning to approve.

(d)                    That authority be delegated to the Portfolio Holder for Planning in consultation with the Executive Director for Place to consider the consultation responses and agree final wording of the documents listed in Recommendation (a) above.

Reason for the decision

To enable efforts to be taken to address the climate emergency when new buildings were proposed and to assist with decision-making for renewable energy proposals. The Interim Guidance and Position Statement and Sustainability Checklist would give clarity to developers as to the expectations of Dorset Council when considering development proposals.

The Listed Buildings document would provide guidance for owners of listed buildings when considering energy efficiency works. Consultation enables the documents to be adjusted to reflect issues raised and therefore for weight to be given to it when making planning decisions. Should significant changes to any of the documents be considered necessary as a result of the consultation, councillors would be given the opportunity to consider revised versions prior to their use in planning decisions.

To receive an update from the Portfolio Holder for Housing and Community Safety.

The Portfolio Holder for Housing and Community Safety presented an information paper on the Dorset Council Plan priority – Community Safety. He set out how the council worked closely with Dorset police to ensure best outcomes when dealing with local crime and anti-social behaviour.

He also reported the priority issues currently being addressed by the Community Safety Partnership.

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

There were no updates for policy referrals 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 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 is no scheduled exempt business to report.

There was no exempt business to report.