Agenda, decisions and minutes

To confirm the minutes of the meeting held on 25 July 2023.

The minutes of the meeting held on 25 July 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 either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council

All submissions must be emailed in full to Kate.Critchel@dorsetcouncil.gov.uk  by 8.30am on Thursday 31 August 2023.

When submitting your question or statement please note that:

•         You can submit 1 question or 1 statement.

•         a question may include a short pre-amble to set the context.

•         It must be a single question and any sub-divided questions will not be permitted.

•         Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.

•         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.  

There were 2 public questions read out at the meeting from Cllr K Tippins and L Stevenson.  As the lead petitioner in respect of min 40 and the “car parking review”, Mr N Simms-Duff presented a petition on car parking charges in Weymouth.  This had also previously been presented to Full Council at its meeting on 13 July 2023.

There were also 2 statements circulated to Cabinet in advance of the meeting and as a supplement to the agenda papers.

A copy of the questions and the detailed response is 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 31 August 2023. 

Dorset Council Constitution – Procedure Rule 13 

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

To consider the Cabinet Forward Plan for September to December 2023.

The Cabinet Forward Plan for October was received and noted.

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

That Cabinet confirms it would request Place & Resources Scrutiny Committee to review car parking charges within the context of the policy and, in particular to assess that the impact of the charges was consistent with the intentions of Cabinet when the decision was taken.

Reason for the decision

The decision was made at Full Council to debate the new charges with the view that if the evidence clearly showed a detrimental affect due to the car parking policy, then change would be recommended. Information has been gathered and presented in this report including:

The consistency of charging

Market comparison

Parking revenue

Visitor numbers

Impact on residents, businesses, and visitors

The Portfolio Holder for Highways, Travel and Environment set out a report that had come forward following a petition presented to Full Council on 13 July 2023.  The petition was submitted by Mr Sims-Duff requesting that the new charges in Weymouth car parks (level 3) be reduced to match those of other Dorset Council towns. At that meeting Full Council decided that the petition should be referred to Cabinet for debate.

In presenting the report in response to the petition, the Portfolio Holder highlighted that parking charges prior to the local government reorganisation in 2019, differed vastly across the Dorset Council area. Work was carried out to align car parking charges which included stakeholder engagement throughout the strategy formation.

He further reported that the take up of parking permits had been good and hoped that more Dorset residents would invest in a permit going forward. He also reminded members that any funds from the parking charges were ringfenced and invested in highway usage only, emphasising that it was his responsibility to ensure that the council used the best avenue of income to support the highway service.

There was now a consistent charging approach across the Dorset Council area and charges were set following benchmarking with other coastal visitor destination car parks across the southwest. The report set out several tables showing: -

·       the impact on parking revenue and consequent impact on service delivery, including the impact of the inclement weather.

·       The impact on visitor numbers and car park usage and

·       The impact on residents, businesses, and visitors.

Cabinet was advised that the report consisted of as much usage data as was currently available, however data from predecessor councils was extremely limited.  The newly installed car park machines would be able to give better data going forward and every year the charges would be reviewed.

The Chairman invited non-executive members to ask questions of the Portfolio Holder. In response the Portfolio Holder confirmed

·       that the only complaint received, regarding charges, had been from the petitioner, there had been comments, but not further complaints.

·       Noted concerns regarding the three-tier approach, the above inflation levels, and the length of the current flexi permits. This could all form part of the annual review.

·       Data relating to the flexi permit would be made available to members.

·       Noted the request to change the winter charges by 2 weeks in response to the petition comments.

·       Noted that the restricted mobility permit could form part of the review.

As part of the petitions process, Mr N Sims-Duff was given the opportunity to respond to the report.

Mr Sims-Duff advised that he was supportive of the councils need to create revenue, but this needed to be done fairly across the whole county. He considered that there was a lot of evidence that indicated that people were not happy with the current car parking charges in the Weymouth area.  There had been 7,600 signatures expressing concerns that these higher charges were damaging Weymouth’s economy, and this should be reduced.  A  ...  view the full minutes text for item 40.

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

(a)    That the proposed repair, strengthening and raising of Wall 4, in accordance with the estimate set out in section 2 of the report, to meet the Council’s obligations to maintain appropriate sea defences and harbour wall requirements, be agreed.

(b)    That authority be delegated to the Executive Director for Place, in consultation with the Portfolio Holder for Highways, Travel and Environment, to appoint a contractor through the Highways Partnership Term Contract to undertake the work.

(c)    That authority be delegated to the Executive Director for Place, in consultation with the Portfolio Holder for Levelling Up, to approve construction related spend (following receipt of an acceptable quotation) with funds from the Levelling Up bid in terms of which £1.5m has been allocated to Wall 4 replacement.

Reason for the decision

The Weymouth Harbour Wall 4 Improvement and Strengthening project constitutes necessary work on a wall that has reached the end of life and must be reinstated or rebuilt for the Council to properly discharge its duty to the public, the harbour, and the associated coastal sea defences.

The Portfolio Holder for Highways, Travel and Environment presented a report on proposed improvement and strengthening work for Weymouth Harbour Wall 4. The wall had reached the end of its life and must be reinstated or rebuilt for the Council to properly discharge its duty to the public, the harbour and the associated coastal sea defences.

The Portfolio Holder advised that the cost of the construction works was being funded by the Weymouth Waterside Regeneration Levelling Up bid funding.

In response to a question regarding the Wall 4(i) the Service Manager for Flood & Coastal Erosion confirmed that Wall 4(i) was included with in the stretch of work.

It was proposed by Cllr R Bryan and seconded by Cllr S Gibson

Decision

(a)    That the proposed repair, strengthening and raising of Wall 4, in accordance with the estimate set out in section 2 of the report, to meet the Council’s obligations to maintain appropriate sea defences and harbour wall requirements, be agreed.

(b)    That authority be delegated to the Executive Director for Place, in consultation with the Portfolio Holder for Highways, Travel and Environment, to appoint a contractor through the Highways Partnership Term Contract to undertake the work.

(c)    That authority be delegated to the Executive Director for Place, in consultation with the Portfolio Holder for Levelling Up, to approve construction related spend (following receipt of an acceptable quotation) with funds from the Levelling Up bid in terms of which £1.5m has been allocated to Wall 4 replacement.

Reason for the decision

The Weymouth Harbour Wall 4 Improvement and Strengthening project constitutes necessary work on a wall that had reached the end of life and must be reinstated or rebuilt for the Council to properly discharge its duty to the public, the harbour, and the associated coastal sea defences.

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

(a)    That the Stour Valley strategy be endorsed, and that Cabinet supports it being included in the Dorset Council Local Plan.

(b)    Using a Memorandum of Understanding between its core partners of The National Trust, BCP Council and Dorset Council, that the Stour Valley partnership model be approved.

(c)    That core partners developing fund-raising bids to external grant bodies to assist delivery of the Stour Valley objectives, specifically DEFRA’s Landscape Recovery Fund, be supported.

(d)    That authority be delegated to the Executive Director of Place in consultation with the Portfolio Holder for Highways, Travel and Environment, for future decision making in relation to this project.

Reason for the decision

Adopting the partnership model provides continued governance and oversight of the project and ensures on-going delivery of the key aims and objectives. It also provides a strong platform to submit funding bids that will lead to more targeted delivery.

The Portfolio Holder for Highways, Travel and Environment set out a report on the Stour Valley – Strategy and Memorandum of understanding.  The Stour Valley Strategy was a regionally significant opportunity to ecologically restore a river valley landscape, with potential to support health and well-being outcomes, access to nature and for local livelihoods for the c. 5000,000 people who lived near to it.

Members supported the project and noted the cost implications related to staffing resources within the respective partner teams. The current staff time in Dorset Council to deliver the project was 12 days a year.

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

Decision

(a)    That the Stour Valley strategy be endorsed, and that Cabinet supports it being included in the Dorset Council Local Plan.

(b)    Using a Memorandum of Understanding between its core partners of The National Trust, BCP Council and Dorset Council, that the Stour Valley partnership model be approved.

(c)    That core partners developing fund-raising bids to external grant bodies to assist delivery of the Stour Valley objectives, specifically DEFRA’s Landscape Recovery Fund, be supported.

(d)    That authority be delegated to the Executive Director of Place in consultation with the Portfolio Holder for Highways, Travel and Environment, for future decision making in relation to this project.

Reason for the decision

Adopting the partnership model provided continued governance and oversight of the project and ensures on-going delivery of the key aims and objectives. It also provided a strong platform to submit funding bids that would lead to more targeted delivery.

The Portfolio Holder for Highways, Travel and Environment to present the report and the recommendation of Place and Resources Overview Committee.

(a)    That the report and the comments of the Place and Resources Overview Committee on the approach for the development of the new joint LTP4, as set out in the minute extract of the meeting, be received and noted.

(b)    That responsibility for the development of the new joint LTP4 be delegated to the Corporate Director Economic Growth and Infrastructure after consultation with the Portfolio Holder for Highways, Travel and Environment.

(c)    That the meetings of the Joint Governance Board be conducted openly and that councillors be able to attend meetings to listen to the discussion and ask questions.

Reason for the decision

To provide the committee with an overview of the council’s approach to developing the joint LTP4 and seek to engage the committee at an early stage of development so that their comments could support the development of the new plan. That decision making be delegated to the Corporate Director Economic Growth and Infrastructure for the development of the new joint LTP4 to ensure that decisions are effective and timely.

The Portfolio Holder for Highways, Travel and Environment set out the recommendation from the Place and Resources Overview Committee on the development of the joint Local Transport Plan 4 (LTP4), that was required to set out a long-term vision for moving around Dorset safely and sustainably, making the strategic case for transport investment. 

In proposing the recommendation, the Portfolio Holder made a minor amendment to recommendation (b) to include the wording “after consultation with the”. The recommendation as amended was seconded by Cllr D Walsh

Decision

(a)    That the report and the comments of the Place and Resources Overview Committee on the approach for the development of the new joint LTP4, as set out in the minute extract of the meeting, be received, and noted.

(b)    That responsibility for the development of the new joint LTP4 be delegated to the Corporate Director Economic Growth and Infrastructure after consultation with the Portfolio Holder for Highways, Travel and Environment.

(c)    That the meetings of the Joint Governance Board be conducted openly and that councillors be able to attend meetings to listen to the discussion and ask questions.

Reason for the decision

The support the development of the new LTP4 and that decision making be delegated to the Corporate Director Economic Growth and Infrastructure for the development of the new joint LTP4 to ensure that decisions were effective and timely.

To consider a report of the Portfolio Holder for People – Adult Social Care, Health and Housing.

(a)       The Cabinet acknowledges and reinforces the important role of Housing as a key and cross-cutting priority within our Council Plan, understanding the current landscape, challenges, and the importance of maintaining and developing a robust plan to mitigate these pressures.

(b)       That the establishment of the Housing Board be approved, and Cabinet endorse its objectives and composition.

(This initiative will contribute significantly to our efforts in meeting the residential needs across multiple portfolios. This will also involve a Housing Programme Board, with involvement from Senior and Corporate leadership roles to ensure delivery of objectives and effective implementation.)

Reason for the decision

Housing is one of the key priorities in the Dorset Council Plan and a priority for all Dorset Council residents.

The Portfolio Holder for Adult Social Care, Health and Housing set out a report that provided information on the current and future housing landscape to support forthcoming discussions and decisions relating to budget setting and the new Housing Strategy in December 2023. The Housing Strategy consultation was in progress.  The Strategy would be considered by People & Health Overview Committee in November, Cabinet in December with a recommendation to Full Council in February 2024.

The Corporate Director for Housing shared a PowerPoint presentation with Cabinet, and this is attached to these minutes at Appendix 3. The presentation aimed to inform members about the drivers of demand, the costs, the availability of stock and the narrative around addressing some of the need for Housing.

The Cabinet Lead for Housing spoke in support of the report and the need to establish a Housing Board. But there also was a requirement to do more to support and engage with private landlords.

The recommendations set out in the report were proposed by Cllr J Somper and seconded by Cllr L Beddow.

Decision

(a)       The Cabinet acknowledges and reinforces the important role of Housing as a key and cross-cutting priority within our Council Plan, understanding the current landscape, challenges, and the importance of maintaining and developing a robust plan to mitigate these pressures.

(b)       That the establishment of the Housing Board be approved, and Cabinet endorse its objectives and composition.

(This initiative would contribute significantly to our efforts in meeting the residential needs across multiple portfolios. This would also involve a Housing Programme Board, with involvement from Senior and Corporate leadership roles to ensure delivery of objectives and effective implementation.)

Reason for the decision

Housing was one of the key priorities in the Dorset Council Plan and a priority for all Dorset Council residents.

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

(a)    That the contents of the report in respect of the Additional Procurement Forward Plan for 2023-2024 and the Modern Slavery Transparency Statement for 2022-2023, be approved.

(b)    That Cabinet agree to begin each procurement process listed in Appendix 1 to the report, and,

(c)    That in each instance the further step of making any contract award be delegated to the relevant Cabinet portfolio holder, after consultation with the relevant Executive Director.

(d)    That the Modern Slavery Transparency Statement for 2022-2023 be published.

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. It is a requirement for the Council to publish a Modern Slavery Transparency Statement on an annual basis. 

The Portfolio Holder for Finance, Commercial and Capital Strategy presented a report on additional procurement activity, within the 2023-2024 procurement programme, which was known or likely to secure contracts exceeding the £500k (key decision) threshold as set out in the appendix to the report.

The Portfolio Holder for Corporate Development and Transformation also asked cabinet to agree to the Modern Slavery Statement for 2022-23 which was published annually.

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

Decision

(a)    That the contents of the report in respect of the Additional Procurement Forward Plan for 2023-2024 and the Modern Slavery Transparency Statement for 2022-2023, be approved.

(b)    That Cabinet agree to begin each procurement process listed in Appendix 1 to the report, and,

(c)    That in each instance the further step of making any contract award be delegated to the relevant Cabinet portfolio holder, after consultation with the relevant Executive Director.

(d)    That the Modern Slavery Transparency Statement for 2022-2023 be published.

Reason for the decision

Cabinet was required to approve all key decisions with financial consequences of £500k or more. It was also good governance to provide Cabinet with a summary of all proposed procurements prior to them formally commencing. It was a requirement for the Council to publish a Modern Slavery Transparency Statement on an annual basis. 

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

The Portfolio Holder for Finance, Commercial and Capital Strategy presented an information paper outlining some of the key financial achievements of Dorset Council since becoming a Unitary Council.

Cabinet and non-executive members had an opportunity to ask questions and discuss the paper.  The report is also attached at Appendix 4 to these minutes.

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

Portfolio Holder reports would be circulated to all members after the meeting.

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 item(s) No 17 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 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 G Suttle seconded by Cllr A Parry

Decision

That in accordance with Section 100A (4) of the Local Government Act 1972, 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 in private

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

The live streaming of the meeting was concluded at this juncture.

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

That the recommendations set out within the exempt report be approved.

Reason for the decision

The proposed arrangements would allow the Council to continue its current occupation and deliver services from the Property at reduced cost.

The Portfolio Holder for Property and Assets presented a report setting out a proposal to secure continued occupation by Dorset Council of the Old Radio Station Bridport Road, Dorchester.

Decision

That the recommendations set out within the exempt report be approved.

Reason for the decision

The proposed arrangements would allow the Council to continue its current occupation and deliver services from the Property at reduced cost.