Agenda, decisions and minutes

To confirm the minutes of the meeting held on 29 July 2025.

The minutes of the meeting held on 29 July 2025 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 [email protected]  by 8.30am on Thursday 4 September 2025.

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 two questions, and one statement received from the public.  A copy of the full questions, the detailed responses and the statement 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 [email protected]  8.30am on Thursday 4 September 2025. 

Dorset Council Constitution – Procedure Rule 13 

There were three questions from Councillors; these along with the responses are set out in Appendix 2 to these minutes.

To consider the draft Cabinet Forward Plan.

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

To consider a report of the Cabinet Member for Children’s Services, Education and Skills.

That the annual report be received and noted.

The Cabinet Member of Children’s Services, Education and Skills presented the information report and the 2024–2025 reporting year. This marked a significant milestone for the Dorset Safeguarding Children Partnership (DSCP), following its formal separation from the Pan-Dorset Safeguarding Children Partnership in August 2024. This transition had enabled Dorset to establish safeguarding arrangements that were more responsive to local needs and better aligned with national reforms.

The new structure reflected the principles set out in Working Together to Safeguard Children (2023) and the Stable Homes, Built on Love review, ensuring that Dorset’s approach to safeguarding was both robust and forward-looking. The annual report outlined progress made under the new arrangements and set the direction for continued improvement in safeguarding outcomes for children and young people across the county.

Decision

That the annual report be received and noted.

To consider a report of the Cabinet Member for Place Services.

(a)    That the Street Lighting Policy for new and replacement lighting in Dorset be adopted.

The policy includes the new environmental zoning, recommendations for dimming and the use of lower correlated colour temperature (CCT) LEDs in new streetlights, with the CCT typically not exceeding 2700K. The policy also enables town and parish councils to fund additional costs if there is a local preference for alternative equipment such as brackets, columns and lanterns.

(b)    Cabinet agreed to work with the street lighting service provider, who plans to invest in replacing 18,500 outdated lanterns over the next two or three years at no cost to the council.  In return, the service provider will receive 75% of the energy savings until their contract ends in 2032.

Reason for the decision

Limiting colour temperatures for new and replacement street lighting in Dorset would bring health, ecological and dark sky benefits. The policy took a Dorset specific approach to street lighting that balances modern technological       advancements, health and wellbeing, Dorset’s unique environment, our climate ambitions and recognised best practice.

The Cabinet Member for Place advised Cabinet that Dorset Council was leading the way nationally with the introduction of the street lighting policy.

The recommendations set out in the report would enable the upgrade of thousands of streetlights across the county, placing Dorset at the forefront of sustainable and advanced lighting technology.

Dorset would be the first local authority in the UK to adopt a precautionary approach to potential human health impacts by implementing warmer colour temperature lighting. In addition, the policy promotes cleaner, greener solutions that aligned with Dorset’s climate and ecological ambitions. Adoption of the policy would contribute to long-term improvements in energy efficiency, public wellbeing, and rural character.

It was proposed by Cllr J Andrews and seconded by Cllr N Ireland

Decision

(a)    That the Street Lighting Policy for new and replacement lighting in Dorset be adopted.

The policy includes the new environmental zoning, recommendations for dimming and the use of lower correlated colour temperature (CCT) LEDs in new streetlights, with the CCT typically not exceeding 2700K. The policy also enables town and parish councils to fund additional costs if there is a local preference for alternative equipment such as brackets, columns and lanterns.

(b)    Cabinet agreed to work with the street lighting service provider, who plans to invest in replacing 18,500 outdated lanterns over the next two or three years at no cost to the council.  In return, the service provider will receive 75% of the energy savings until their contract ends in 2032.

Reason for the decision

Limiting colour temperatures for new and replacement street lighting in Dorset would bring health, ecological and dark sky benefits. The policy took a Dorset specific approach to street lighting that balances modern technological       advancements, health and wellbeing, Dorset’s unique environment, our climate ambitions and recognised best practice.

To consider a report of the Cabinet Member for Finance & Capital Strategy.

(a)    That the Senior Leadership Team’s (SLT) forecast of the full year’s outturn for the Council, made at the end of July 2025 including progress of the transformational and efficiency savings incorporated into the budget, be noted.

(b)    It was noted that SLT will be bringing forward financial control measures in response to the forecast position.

(c)    That the capital programme for 2025/26 be noted.

(d)    That the number and extent of contract exemptions be noted.

Reason for the decision

The Council was legally required to set a balanced budget every year and so must deliver services within the resources made available through the revenue and capital budgets for 2025/26.  The report summarised the Council’s forecast financial performance for the year at the end of July 2025.

In the absence of the Cabinet Member for Finance and Capital Strategy, the Leader of the Council set out the July (period 4) financial management report and proposed its recommendations. This was seconded by Cllr J Andrews.

In presenting the financial position, the Leader acknowledged the significant challenges outlined in the report, emphasising that while these challenges were real, so too was the Council’s commitment to managing its resources responsibly. The report highlighted a projected overspend of £7.7 million, representing 1.8% of the total budget requirement of £417.2 million. The main financial pressure continued to stem from Adult Social Care, while Children’s Services remained on track to achieve their savings targets. There was also a delay in savings from the Our Future Council (OFC) transformation programme.  Members were further advised that efforts were ongoing to manage slippage, introduce tighter financial controls, and transparency would continue to be maintained throughout the process.

In response to a question, the Cabinet Member for Children’s Services, Education and Skills confirmed that “Birth to settled Adulthood” was not a separate directorate but a cross-cutting project between children and adult services.  In response to a question about reprofiling, Members were advised that in relation to the capital programme, it’s a process of adjusting the timing of planned spending or investment to deliver a project.

Other details set out in the financial paper were discussed and clarified.

In response to a question regarding compliance related spending failures, the Leader acknowledged the historic shortcomings in the Council’s health and safety management of its buildings dating back to 2019.  He confirmed that this matter was being actively scrutinised by Audit and Governance Committee, by a cross-party member group led by Cllr S Clifford, to review the work undertaken, outline next steps and report back to a future meeting of Audit and Governance Committee. 

The Leader also confirmed that opportunity to recover funds was being investigated and that all members would be fully briefed in due course. 

In reply to concerns about achieving the proposed OFC savings, the Chief Executive explained that work was underway to review how savings were being delivered, alongside strengthening in-year spending controls.  This formed part of a complex change programme, which must align with decisions around the new ERP system to ensure coherence and effectiveness.  However, there remained a commitment to delivering the in-year budget position with the proposed savings being met over the course of the programme.

Decision

(a)    That the Senior Leadership Team’s (SLT) forecast of the full year’s outturn for the Council, made at the end of July 2025 including progress of the transformational and efficiency savings incorporated into the budget, be noted.

(b)    It was noted that SLT will be bringing forward financial control measures in response to the forecast position.

(c)    That the capital programme for 2025/26 be noted.

(d)    That the number and extent of contract exemptions be noted.

Reason for the decision

The Council was legally required to set a balanced budget every year and so must deliver  ...  view the full minutes text for item 41.

To consider a report of the Cabinet Member for Finance & Capital Strategy.

(a)    Cabinet agreed to begin each of the procurement procedures as set out in Appendix 1 (subject to an approved and available budget) to the report.

(b)    That authority be delegated to the relevant Cabinet Member, after consultation with the relevant Executive Director to make the following decisions:

(i)  To agree final procurement documentation developed and refined within the broad scope of the procurement briefing notes (available on request).

(ii) To agree contract award subject to an approved and available budget (through a recommendation to award report and recorded in an Executive Decision form by the decision maker).

(iii)  That the Modern Slavery Transparency Statement for 2024-2025 be published.

Reason for the decision

Cabinet was required to approve all key decisions with financial consequences of £500k or more. It was a statutory requirement for the Council to publish a Modern Slavery Transparency Statement on an annual basis.

The Leader of the Council asked members to consider the contents of the report in respect of the proposed additional procurement activity for 2025-26 as set out in the report’s appendix.  Members were also asked to agree the Modern Slavery Transparency Statement. 

It was proposed by Cllr N Ireland and seconded by Cllr S Robinson

Decision

(a)    Cabinet agreed to begin each of the procurement procedures as set out in Appendix 1 to the report (subject to an approved and available budget).

(b)    That authority be delegated to the relevant Cabinet Member, after consultation with the relevant Executive Director to make the following decisions:

(i)  To agree final procurement documentation developed and refined within the broad scope of the procurement briefing notes (available on request).

(ii) To agree contract award subject to an approved and available budget (through a recommendation to award report and recorded in an Executive Decision form by the decision maker).

(iii)  That the Modern Slavery Transparency Statement for 2024-2025 be published.

Reason for the decision

Cabinet was required to approve all key decisions with financial consequences of £500k or more. It was a statutory requirement for the Council to publish a Modern Slavery Transparency Statement on an annual basis.

To consider a report of the Cabinet member for Adult Social Care.

That the extension of the existing contract for the All-Age Pan-Dorset Appropriate Adult Service with the Appropriate Adult Service (TAAS) from 1 October 2025 to 31 March 2026, be approved.

Reason for the decision

In early 2025 Dorset Council scheduled a new procurement of this service so that a new contract would be in place for 1 July 2025. However, this was subject to all partners signing a Participation Agreement. Unforeseen delays finalising this agreement with partners has led to extending the re-procurement timeline and requiring an extension to the contract with the current provider. This agreement has now been signed by all partners.

Cabinet was asked to approve extending the Appropriate Adult Service (AAS) contract for 6 months.

The service was jointly commissioned by Dorset Council, BCP Council and the Dorset Police and Crime Commissioner.  The need to extend the current contract arose due to delays in reaching formal agreement between the partner organisations. This postponed the re-procurement of the service.

It was proposed by Cllr S Robinson seconded by Cllr C Sutton

Decision

That the extension of the existing contract for the All-Age Pan-Dorset Appropriate Adult Service with the Appropriate Adult Service (TAAS) from 1 October 2025 to 31 March 2026, be approved.

Reason for the decision

In early 2025 Dorset Council scheduled a new procurement of this service so that a new contract would be in place for 1 July 2025. However, this was subject to all partners signing a Participation Agreement. Unforeseen delays finalising this agreement with partners had led to extending the re-procurement timeline and requiring an extension to the contract with the current provider. This agreement has now been signed by all partners.

To consider a report of the Cabinet Member for Property & Assets and Economic Growth.

(a)    That the approach to the long-term replacement of the RMMSCW Framework be approved and the procurement of the measured term contracts and identification of an appropriate framework for the commissioning of small capital works, be authorised.

(b)    That the approach to the interim solution while the long-term contracts are procured be approved.

(c)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth to award interim contracts described within Appendix B of the report, under the Westworks Dynamic Purchasing System (DPS), and subject to available budget.

(d)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth, the Executive Director Corporate/ Section 151 Officer and the Director Legal and Democratic to select the most appropriate DPS for the procurement of Capital Works.

(e)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth, the Executive Director Corporate/ Section 151 Officer and the Director Legal and Democratic to award and agree the terms of the long-term contracts described in Appendix B of the report, and subject to available budget.

Reason for the decision

To ensure the ability to deliver repairs and maintenance and small capital works to Council buildings and housing properties and to approve the procurement of the long-term solution which was intended to enhance the provision and cost effectiveness of these services to the Council’s estate.

The Cabinet Member for Property & Assets and Economic Growth set out a report seeking authority to replace the former Repairs, Minor Maintenance and Small Capital Works Framework (RMMSCW) with new contractual arrangements for delivering building repairs and maintenance services across Dorset Council’s operational, tenanted and housing properties.

The report also outlined the rationale behind the recommended approach, detailed the procurement process to be followed, and identified the needs for an interim solution from 30 September 2025 to 1 April 2026, with the options to extend to 1 April 2027.  

It was proposed by Cllr R Biggs seconded by Cllr J Andrews

 Decision

(a)    That the approach to the long-term replacement of the RMMSCW Framework be approved and the procurement of the measured term contracts and identification of an appropriate framework for the commissioning of small capital works, be authorised.

(b)    That the approach to the interim solution while the long-term contracts are procured be approved.

(c)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth to award interim contracts described within Appendix B of the report, under the Westworks Dynamic Purchasing System (DPS), and subject to available budget.

(d)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth, the Executive Director Corporate/ Section 151 Officer and the Director Legal and Democratic to select the most appropriate DPS for the procurement of Capital Works.

(e)    That authority be delegated to the Executive Director for Place in consultation with the Deputy Leader and Cabinet Member for Property & Assets and Economic Growth, the Executive Director Corporate/ Section 151 Officer and the Director Legal and Democratic to award and agree the terms of the long-term contracts described in Appendix B of the report, and subject to available budget.

Reason for the decision

To ensure the ability to deliver repairs and maintenance and small capital works to Council buildings and housing properties and to approve the procurement of the long-term solution which was intended to enhance the provision and cost effectiveness of these services to the Council’s estate.

To consider a report of the Cabinet Member for Planning and Emergency Planning.

(a)    That the Council ‘makes’ the Knightsford Neighbourhood Plan (as set out in Appendix A of the report) part of the statutory development plan for the Knightsford Neighbourhood Area.

(b)    That the Council offers its congratulations to Knightsford Parish Council and members of the Neighbourhood Plan Group for producing a successful neighbourhood plan.

Reason for the decision

To formally “make” the Knightsford Neighbourhood Plan part of the statutory development plan for the Knightford Neighbourhood Area.  In addition, to recognise the significant amount of work undertaken by the Parish Council and members of the Neighbourhood Plan Group in preparing the plan and to congratulate the Council and the Group on their success.         

The Cabinet Member for Planning and Emergency Planning presented the report to adopt the Knightsford Neighbourhood Plan.  It was proposed by Cllr S Bartlett and seconded by Cllr N Ireland.

Decision

(a)    That the Council ‘makes’ the Knightsford Neighbourhood Plan (as set out in Appendix A of the report) part of the statutory development plan for the Knightsford Neighbourhood Area.

(b)    That the Council offers its congratulations to Knightsford Parish Council and members of the Neighbourhood Plan Group for producing a successful neighbourhood plan.

Reason for the decision

To formally “make” the Knightsford Neighbourhood Plan part of the statutory development plan for the Knightford Neighbourhood Area.  In addition, to recognise the significant amount of work undertaken by the Parish Council and members of the Neighbourhood Plan Group in preparing the plan and to congratulate the Council and the Group on their success.         

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 16 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 J Andrews seconded by Cllr S Robinson

Decision

That the press and the public be excluded 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).

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 was concluded at this juncture.

To consider a report of the Cabinet Members for Property & Assets and Economic Development.

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

Reason for the decision

To allow the expansion for SEND provision and to meet existing need.

The Cabinet Member for Property & Assets and Economic Growth set out the exempt report and proposed its recommendations.  This was seconded by Cllr C Sutton.

Decision

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

Reason for the decision

To allow the expansion for SEND provision and to meet existing need.