Agenda, decisions and minutes

To confirm the minutes of the meeting held on 5 December 2023.

The minutes of the meeting held on 5 December 2023 were confirmed as a correct record and signed by the Chairman subject to the following amendment: -

In paragraph 3 of minute 31 ‘The Portfolio Holder confirmed that she was content to support amendment (b) but put forward alternative wording to amendment (a)’

Decision

to read as follows

(a)           That the following be added to the end of paragraph 2.3 of the cover report: This is to maximise the delivery of new affordable housing and to make the best use of the development capacity, expertise, and funding capacity with Registered Provider.

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 25 January 2024.

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 no questions/statements from the public. 

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 25 January 2024. 

Dorset Council Constitution – Procedure Rule 13 

There was one question from Councillor B Heatley; this along with the response is set out in Appendix 1 to these minutes.

To consider the Cabinet Forward Plan.

The draft Cabinet Forward Plan for March 2024 was received and noted.

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

(a)           That the senior leadership’s team forecast of the full year’s forecast outturn, for the Council, made at the end of Quarter 3; including progress of the savings incorporated into the budget, be noted.

(b)           That Cabinet consider and identify the priority areas for changes to be made to close the in-year budget gap.

(c)           That Portfolio Holders work with officers to continue to identify and develop further in-year efficiencies and savings to minimise use of reserves be agreed.

(d)           That the capital programme for 2023/24 and updated capital plan for 2023/24 – 2027/28 be noted.

In presenting the financial monitoring report, the Portfolio Holder for Finance, Commercial and Capital Strategy advised that the quarter 3 outcome showed a significant recovery from the half year position. The revenue budget was now forecasting a variance of 1.01% which equated to £3.5m.

Although this was good news, the Portfolio Holder reminded members that the council remained under significant financial pressure. The work of “Our Future Council” would identify savings in the coming months enabling the Council to stabilise the financial position.

In response to the following question “Do we charge government for working as their collection agents for the purpose of collecting business rates” the Executive Director for Corporate Development confirmed that he would email a response to the councillor concerned direct. 

It was proposed by Cllr G Suttle seconded by Cllr J Haynes

Decision

(a)           That the senior leadership’s team forecast of the full year’s forecast outturn, for the Council, made at the end of Quarter 3; including progress of the savings incorporated into the budget, be noted.

(b)           That Cabinet consider and identify the priority areas for changes to be made to close the in-year budget gap.

(c)           That Portfolio Holders work with officers to continue to identify and develop further in-year efficiencies and savings to minimise use of reserves be agreed.

(d)           That the capital programme for 2023/24 and updated capital plan for 2023/24 – 2027/28 be noted.

Reason for the decision

The Council had responsibilities to deliver within its corporate plan and it must do this within the resources made available through the revenue and capital budgets agreed by Full Council for 2023/24.  This report summarised the Council’s forecast financial performance for the year at the end of the third quarter.

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

The Portfolio Holder for Finance, Commercial and Capital Strategy presented the Budget Strategy and medium-term financial plan (MTFP) for recommendation to Council.

The Portfolio Holder acknowledged that there had been a significant consultation process involving all members of the council, across all political parties. The process took the form of budget presentations, task and finish groups and detailed consideration by both scrutiny committees. Their feedback was included within the budget report to Cabinet at Appendix 6.

Members were advised that the proposed increase in council tax was 2.9985% in addition the social care precept would be set at 1.9975% to ensure the appropriate funding of social care. Therefore, the overall increase in council tax would be 4.996%.

The Portfolio Holder reported that, throughout the budget setting process, the level of savings associated with “Our Future Council” had been a concern for some members. With the additional funding that had recently been announced by central government, the Portfolio Holder intended to amend the budget proposals so that the “Our Future Council” saving target for next year be re-profiled from 12 million to 8 million pounds. The “Our Future Council” programme would remain under continued review to ensure that its savings target could be met.

The recommendations were seconded by Cllr S Flower.

In response to a question regarding the rise in council tax and the financial burden on those who were the most vulnerable in the community, the Portfolio Holder confirmed that Cabinet had recently approved the new “Local Council Tax Reduction Policy” meaning that subject to circumstances, vulnerable residents could receive up to 100 per cent support towards their council tax.  Individuals could also seek advice from the Citizens Advice Bureau.

The Chairman invited the Chairman of Place and Resources Scrutiny Committee and other non-executive members to ask questions and make comments on the report.

Recommendation to Full Council

(a)  That the revenue budget summarised in Appendix 1, be agreed.

(b)    That the increase in general Council Tax of 2.9985% and 1.9975% in the Social Care Precept, providing a Band D Council Tax figure for Dorset Council of £2,001.15; an overall increase of 4.996%, be agreed.

(c)    That the Council Tax base agreed by the Section 151 Officer earlier in this budget setting process as shown in appendix 2, be agreed.

(d)    That the change to the current scheme of Local Council Tax Support as set out in the report to Cabinet of 30 January, reflecting the decision previously made at full Council on 14 December 2023, be agreed.

(e)    That the Capital Strategy, set out at Appendix 3, and the 2024/25 – 2027/28 programme in section 23 of the report to Cabinet of 30 January 2024 be agreed.

(f)     That the treasury management strategy as set out in Appendix 4 be agreed.

(g)    That the assumptions used to develop the Budget Strategy and Medium-Term Financial Plan (MTFP), as set out throughout this report be agreed.

(h)    That the recommended balances on earmarked reserves and on general funds, including the  ...  view the full minutes text for item 47.

To consider a report of the Portfolio Holder for Culture and Communities.

That the proposed principles to affirm Dorset Council’s commitment to working with our Voluntary Community Sector, be adopted.

The Portfolio Holder for Culture and Communities presented a report summarising the Dorset Council and the Voluntary and Community Sector (VCS): Principles of Working Together. The document set out the key principles for how the council would work with the VCS going forward including co-producing a Working Together Strategy in the future.

The recommendation was proposed by Cllr L Beddow and seconded by Cllr S Gibson.

Non-executive members spoke in support of the recommendation, looked forward to being involved and welcomed the proposal to create a strategy for working with the VCS. The Portfolio Holder assured members that Town and Parish Councils would be consulted as part of this process.

Decision

That the proposed principles to affirm Dorset Council’s commitment to working with our Voluntary Community Sector, be adopted.

Reason for the decision

The national and local landscapes for delivering community services are rapidly changing, bringing exciting opportunities for Dorset Council to work together with our system partners. This has the potential for a more streamlined approach, utilising our resources more effectively and avoiding duplication in funding and services.

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

That the following policies that make up Dorset Council’s School Admissions Arrangements and Coordinated Scheme for school place allocations for September 2025: be approved and adopted.

1.    Co-ordinated Admissions Scheme Timetable 2025-2026

2.    Primary Co-ordinated Scheme 2025-2026

3.    Secondary Co-ordinated Scheme 2025-2026

4.    In Year Co-ordinated Scheme 2025-2026

5.    Admissions Arrangements for Community & Voluntary Controlled Schools 2025-2026.

6.    Admissions to Maintained Nursery Units Policy 2025-2026

7.    Sixth Form Admissions Policy 2025-2026

8.    Armed Forces Policy 2025-2026

In addition, the following reductions in Pupil Admissions Number where also approved:

1.    Cranborne Middle School reduction of their Pupil Admissions Number from 105 to 64 with effect from September 2025

2.    Conifers Primary School reduction of their Pupil Admissions Number (PAN) from 60 to 30 with effect from September 2025.

The Portfolio Holder for Children, Education, Skills, and Early Help set out a report and its recommendation on Dorset Council’s Admissions Arrangements for 2025 – 26.

It was proposed by Cllr B Quayle seconded by Cllr A Parry

In response to a question around pupil growth in the area of Sherborne, the Executive Director for People Children advised that the Council had a responsibility to ensure that Dorset had enough school places for all its children.

Speaking as the Member Champion for the Armed Forces in Dorset and Chairman of the Armed Forces Covenant Programme Board, Cllr Walsh welcomed the policy recognising the Armed Forces Covenant which reflected the spirit of Department for Education Guidance that was issued in April 2013. The guidance and Dorset Council’s policy was designed to ensure that admissions arrangements do not disadvantage service families, and the policy provided the admissions authority flexibility in how they may process applications from service families.

Decision

That the following policies that make up Dorset Council’s School Admissions Arrangements and Coordinated Scheme for school place allocations for September 2025: be approved and adopted.

1.    Co-ordinated Admissions Scheme Timetable 2025-2026

2.    Primary Co-ordinated Scheme 2025-2026

3.    Secondary Co-ordinated Scheme 2025-2026

4.    In Year Co-ordinated Scheme 2025-2026

5.    Admissions Arrangements for Community & Voluntary Controlled Schools 2025-2026.

6.    Admissions to Maintained Nursery Units Policy 2025-2026

7.    Sixth Form Admissions Policy 2025-2026

8.    Armed Forces Policy 2025-2026

In addition, the following reductions in Pupil Admissions Number where also approved:

1.    Cranborne Middle School reduction of their Pupil Admissions Number from 105 to 64 with effect from September 2025

2.    Conifers Primary School reduction of their Pupil Admissions Number (PAN) from 60 to 30 with effect from September 2025.

Reason for the decision

To determine admissions arrangements in accordance with statutory requirements including the Schools Admissions Code September 2021.

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

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

That the Pan-Dorset Safeguarding Children Partnership PDSP Annual Report, be approved.

The Portfolio Holder for Children, Education, Skills, and Early Help set out the Pan-Dorset Safeguarding Children’s Partnership annual report.

Members discussed their concerns around recent events in the national news where newborn babies had been left abandoned, and if there was effective systems and processes in place locally to avoid the risk of such events occurring in Dorset.  In response, the Executive Director for People – Children advised that Dorset would not expect to have too many issues where good social, health and midwifery care was in place. 

However, it is possible to have concealed pregnancies anywhere, so it was important that communities work together to support all families in their area.

Decision

That the Pan-Dorset Safeguarding Children Partnership PDSP Annual Report, be approved.

Reason for the decision

The production of an annual report is a statutory responsibility. This has been endorsed by the four statutory partners (Dorset Council, BCP Council, NHS Dorset, Dorset Police) and is being shared with cabinet as part of those governance arrangements.

The Portfolio Holder for Children, Education, Skills and Early Help to present the annual report.

That the Dorset Centre of Excellence (DCOE) Annual Performance Report, be received and noted.

The Portfolio Holder for Children, Education, Skills, and Early Help presented the Dorset Centre of Excellence (DCOE) Annual Performance Report.

In response to a question from the Chairman of Place and Resources Scrutiny Committee, the Portfolio Holder confirmed that the Business Plan of the DCOE would be considered by the scrutiny committee after the next Shareholder Committee meeting.

It was proposed by Cllr B Quayle seconded by Cllr L Beddow

Decision

That the Dorset Centre of Excellence (DCOE) Annual Performance Report, be received and noted.

Reason for the decision

To ensure Cabinet are fully informed of the current DCOE performance and journey.

The Portfolio Holder for Adult Social Care, Health and Housing to present the report and recommendation from the Shareholder Committee for Care Dorset Holdings Ltd of 5 December 2023.

That the annual performance report produced by Care Dorset Holdings Ltd be received and noted.

The Portfolio Holder for Adult Social Care, Health and Housing presented the Care Dorset Holdings Ltd Annual Performance Report 2023 and proposed the recommendations in the report.

Cllr D Walsh seconded the recommendation.

Decision

That the annual performance report produced by Care Dorset Holdings Ltd be received and noted.

Reason for the decision

To ensure Cabinet was fully informed of the current Care Dorset Holdings Ltd performance.

The Portfolio Holder for Highways, Travel and Environment to present the recommendations of the Harbours Advisory Committee of 22 November 2023.

That Dorset Harbours five-year Business Plan, be approved and adopted.

The Portfolio Holder for Highways, Travel and Environment presented the Harbours five-year Business Plan and the recommendation from the Harbours Advisory Committee. This was seconded by Cllr J Somper.

Decision

That Dorset Harbours five-year Business Plan, be approved and adopted.

Reason for the decision

To allow the Dorset Harbours to proceed with the outlined goals through the adoption of the business Plan.

To consider the report of the Portfolio Holder for Assets and Property.

That the revised policy and processes for assessing and determining Community Asset Transfer applications be agreed subject to the following recommendations from the Place and Resources Overview Committee of 23 January 2024:

a)      That the requirement for an organisation to provide free access to the asset to Dorset Council following transfer, be removed.

b)      That relevant ward councillors are consulted on an asset transfer application, after an expression of interest is confirmed as valid.
.

c)      That a mechanism for the appropriate councillor involvement in the community asset transfer policy decision-making process be explored.

d)      That Dorset Council provides relevant information held in respect of an asset, to an organisation as part of the asset transfer process.

The Portfolio Holder for Assets and Property set out the report and the refreshed Community Asset Transfer Policy.  He reported also that the policy had been considered by the Place and Resources Overview Committee of 23 January 2024.

The Portfolio Holder referred to the amendment put by the overview committee as set out in recommendation (c) and proposed the adoption of (a) to (d) including the amendments put by the overview committee.  The recommendation as amended was seconded by Cllr R Bryan.

In a response to a question, the Portfolio Holder advised that all councillors could include this information in their monthly report to their parishes. In response to a further question, the Portfolio Holder confirmed that policy should be reviewed by the appropriate scrutiny committee at some point during the lifetime of the policy.

Decision

That the revised policy and processes for assessing and determining Community Asset Transfer applications be agreed subject to the following recommendations from the Place and Resources Overview Committee of 23 January 2024:

(a)    That the requirement for an organisation to provide free access to the asset to Dorset Council following transfer, be removed.

(b)    That relevant ward councillors are consulted on an asset transfer application, after an expression of interest is confirmed as valid.
.

(c)    That a mechanism for the appropriate councillor involvement in the community asset transfer policy decision-making process be explored.

(d)    That Dorset Council provides relevant information held in respect of an asset, to an organisation as part of the asset transfer process.

Reason for the decision

To enable the Community Asset Transfer applications to be assessed and governed in line with other property/asset decisions and as part of the emerging Strategic Asset Management Plan (SAMP).

Provide transparency on the assessment of Community Asset Transfer applications.

Introduce a refreshed and more agile two-stage process, (Expression of Interest (EOI) and Business Case), to allow applicants to assess against a set of pre-set criteria if an asset was potentially suitable for Community Asset Transfer in advance of writing a full business case.

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

Appendices B, C(a) and (b) associated with this report are set out below at item 21 in the agenda.

(a)       That Council’s commitment and ambition to achieve the outcomes set out within the Memorandum of Understanding agreed with the Department of Levelling Up, Housing and Communities (DHLUC), be confirmed.

(b)       That ‘A Vision for Weymouth Harbour and Peninsula’ be used to guide progress of the Council’s activities in regenerating Weymouth, be agreed.

(c)        That the development and commencement of a procurement process to obtain a development partner for North Quay in compliance with the relevant applicable public procurement regulations, be approved.

(d)       That the Harbour Advisory Committee be invited to consider and make recommendations regarding how the Levelling Up Fund commitments for the Peninsula site could be delivered in a manner compatible with the Council’s duties as statutory harbour authority and securing the success and future viability of the harbour, including consideration of the potential approach to a new Harbour Revision Order.

(e)       That authority to seek a development partner for Weymouth Bowl in the most appropriate way, be granted.

(f)         That the procurement of the necessary engineering, materials and consultancy services, and a construction contractor for walls F and G on the Peninsula be authorised and that authority be delegated to the Executive Lead for Place in consultation with the Executive Director Corporate Development and the Portfolio Holder for Highways Travel and Environment to award necessary contracts subject to the appropriate budget being identified and allocated.

The Portfolio Holder for Economic Growth and Levelling Up presented the report updating members on the progress made with the Levelling Up Fund (LUF) projects and matters relating to them.  The report also sought the necessary approval to take the next steps toward delivery of development and the LUF commitments in Weymouth.

In presenting the recommendations the Portfolio Holder set out a minor amendment to recommendation (f) which should read as follows: “That the procurement of the necessary engineering, materials and consultancy services, and a construction contractor for walls F and G on the Peninsula be authorised and that authority be delegated to the Executive Lead for Place in consultation with the Executive Director Corporate Development and the Portfolio Holder for Highways Travel and Environment to award necessary contracts subject to the appropriate budget being identified and allocated.

The recommendation as amended was seconded by Cllr R Bryan.

Decision

(a)       That Council’s commitment and ambition to achieve the outcomes set out within the Memorandum of Understanding agreed with the Department of Levelling Up, Housing and Communities (DHLUC), be confirmed.

(b)       That ‘A Vision for Weymouth Harbour and Peninsula’ be used to guide progress of the Council’s activities in regenerating Weymouth, be agreed.

(c)        That the development and commencement of a procurement process to obtain a development partner for North Quay in compliance with the relevant applicable public procurement regulations, be approved.

(d)       That the Harbour Advisory Committee be invited to consider and make recommendations regarding how the Levelling Up Fund commitments for the Peninsula site could be delivered in a manner compatible with the Council’s duties as statutory harbour authority and securing the success and future viability of the harbour, including consideration of the potential approach to a new Harbour Revision Order.

(e)       That authority to seek a development partner for Weymouth Bowl in the most appropriate way, be granted.

(f)         That the procurement of the necessary engineering, materials and consultancy services, and a construction contractor for walls F and G on the Peninsula be authorised and that authority be delegated to the Executive Lead for Place in consultation with the Executive Director Corporate Development and the Portfolio Holder for Highways Travel and Environment to award necessary contracts subject to the appropriate budget being identified and allocated.

Reason for the decision

To give authority to allow the Council to take the necessary steps to bring forward development on the LUF sites.  

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

There were no referrals to report other than those already set out in the Forward Plan.  The Portfolio Holder reports were attached at Appendix 2 to these minutes.

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 consider passing the following recommendation:

Recommendation

That in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in the item(s) below because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in paragraph(s) 3 of Part 1 of schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

The public and the press will be asked to leave the meeting whilst the item of business is considered.

(Any live streaming will end at this juncture).

Reason for taking the item(s) in private Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

It was proposed by Cllr S Flower seconded by Cllr A Parry

Decision

That the press and the public be excluded for the following 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).

Reason for taking the item(s) in private Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

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

(a)           That the freehold sale of the land at the former Whitepit Farm, Shillingstone, approved.

(b)           That authority be delegated to the Executive Lead for Place, after consultation with the Portfolio Holder for Assets and Property and the Executive Director for Corporate Development (S151 Officer), to agree the terms of sale at the price set out in paragraph 1.12 of the not for publication report.

The Portfolio Holder for Assets and Property set out the exempt report and its recommendation. 

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

Decision

(a)           That the freehold sale of the land at the former Whitepit Farm, Shillingstone, approved.

(b)           That authority be delegated to the Executive Lead for Place, after consultation with the Portfolio Holder for Assets and Property and the Executive Director for Corporate Development (S151 Officer), to agree the terms of sale at the price set out in paragraph 1.12 of the not for publication report.

Exempt Appendix associated with item 16 above “Weymouth Regeneration – Levelling up Fund Progress & Next Steps”.

Appendix B is to follow.

The exempt appendix associated with the report Weymouth Regeneration – Levelling Up Fund Progress & Next Steps was attached to the agenda for Cabinet’s information. However, members did not move into exempt business to discuss the confidential information at the meeting.