Agenda, decisions and minutes

To approve the minutes of the meeting held on 1 March 2022.

The minutes of the meeting held on 1 March 2022 were confirmed as a correct record and signed by the Chairman.

To disclose any pecuniary, other registrable or non-registrable interest as set out in the adopted Code of Conduct. In making their disclosure councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

There were no declarations of interest to report.

Representatives of town or parish councils and members of the public who live, work, or represent an organisation within the Dorset Council area are welcome to submit up to two questions or two statements for each meeting.  Alternatively, you could submit one question and one statement for each meeting.  

All submissions must be emailed in full to kate.critchel@dorsetcouncil.gov.uk by 8.30am on Thursday 31 March 2022.   

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

• no more than three minutes will be allowed for any one question or statement to be asked/read  
• a question may include a short pre-amble to set the context and this will be included within the three-minute period 
• please note that sub divided questions count towards your total of two 
• when submitting a question please indicate who the question is for (e.g. the name of the committee or Portfolio Holder) 
• Include your name, address and contact details.  Only your name will be published but we may need your other details to contact you about your question or statement in advance of the meeting. 
• questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda 
• all questions, statements and responses will be published in full within the minutes of the meeting.   

Dorset Council Constitution Procedure Rule 9 

There was one question from the public.  This question along with the response from the Portfolio Holder 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 March 2022. 

Dorset Council Constitution – Procedure Rule 13 

There were 2 questions from Councillor J Orrell; these along with the responses are set out in Appendix 2 to these minutes.

In response to a supplementary question regarding the need for organisations to be working more closely together for the most deprived areas of Weymouth, the Portfolio Holder confirmed that the aim was for a collaborative approach across the Police, Health and other partnerships; the local ward member would be kept informed of progress.

To consider the draft Cabinet Forward Plan.

The draft Cabinet Forward Plan for May 2022 was received and noted with the following item change:

Home to School and Post 16 Transport Policies report to be moved from May 2022 to July 2022.

To consider a report of the Portfolio Holder for Corporate Development and Transformation.

Decision

That the progress against the council plan priorities for the period January – March 2022 be noted.

Reason to note and receive the report

To ensure progress towards the Council Plan is measured and monitored.

The Portfolio Holder for Corporate Development and Transformation set out a report on progress toward delivering Dorset Council’s Plan for the period January – March 2022.

The Portfolio Holder highlighted the following areas:

·       Economic Growth, Unique Environment, Climate and Ecology Work and the provision of Suitable Housing

·       She also acknowledged that the number of homelessness approaches increased significantly at the start of the new year and was higher than anticipated.

·       There had been significant improvements made in processing local land charge searches.

·       Strong, Healthy Communities - the council secured over £2m from the Government’s Household Support Fund.

In presenting the report the Portfolio Holder advised that the council’s budget, which was agreed in February, continued to prioritise resource allocation to front-line services wherever possible.

In response to a question regarding performance measures for the climate and ecology work, the Portfolio Holder had recently asked cabinet members to review the performance measures of the plan to ensure that they were all pertinent and based on outcomes. Progress will be reported back to members in due course.

Decision

That the progress against the council plan priorities for the period January – March 2022 be noted.

Reason to note and receive the report

To ensure progress towards the Council Plan was measured and monitored.

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

Decision

(a)           That the Lyme Regis Environmental Improvement Scheme Phase 5 Outline Business Case as set out at Appendix A, be agreed.

(b)           That Cabinet authorises the submission of the Outline Business Case to the Environment Agency’s National Project Assurance Board.

(c)           That Cabinet authorises the use of allocated S106 derived funds as contributions toward the scheme construction costs.

(d)           That Cabinet authorises officers to progress the scheme to its completion, including construction, pending necessary expenditure approvals.

Reason for the decision

As owner and coast protection authority, the Council is responsible for maintenance and repair of the Grade 1 Listed Cobb harbour structures to an appropriate standard. This project will provide coastal protection to 37 properties as well as maintain the recreational and heritage value of Lyme Bay, and continued operation of Lyme Regis Harbour.

The Portfolio Holder for Highways, Travel and Environment set out the report which aimed to strengthen and improve the Cobb structure at Lyme Regis.

The detailed report presented the online business case for the proposed scheme for which significant funding was being sought from the Flood Defence Grant-in-Aid, Section 106 monies, and Community Infrastructure Levy (CIL) sources.

In response to a question in respect of the project finance, the Service Manager for Flood and Coastal Erosion confirmed that the highest costs of scheme did relate to coastal protection, however there were non-coastal protection elements and these would be covered by the section 106 agreements and CIL.

It was proposed by Cllr R Bryan seconded by Cllr L Miller

Decision

(a)           That the Lyme Regis Environmental Improvement Scheme Phase 5 Outline Business Case as set out at Appendix A, be agreed.

(b)           That Cabinet authorises the submission of the Outline Business Case to the Environment Agency’s National Project Assurance Board.

(c)           That Cabinet authorises the use of allocated S106 derived funds as contributions toward the scheme construction costs.

(d)           That Cabinet authorises officers to progress the scheme to its completion, including construction, pending necessary expenditure approvals.

Reason for the decision

As owner and coast protection authority, the Council was responsible for maintenance and repair of the Grade 1 Listed Cobb harbour structures to an appropriate standard. This project would provide coastal protection to 37 properties as well as maintain the recreational and heritage value of Lyme Bay, and continued operation of Lyme Regis Harbour.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)           That the Council makes the Yetminster & Ryme Intrinseca Neighbourhood Plan 2017 - 2036 (as set out in Appendix A) part of the statutory development plan for the Yetminster & Ryme Intrinseca Neighbourhood Area.

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

Reason for the decision

To formally make the Yetminster & Ryme Intrinseca Neighbourhood Plan 2017 - 2036 part of the statutory development plan for the Yetminster & Ryme Intrinseca Neighbourhood Area.

The Portfolio Holder for Planning presented a report to formally make the Yetminster & Ryme Intrinseca Neighbourhood Plan for 2017-2036.

Cllr M Penfold, the local ward member spoke in support of the plan and it was unanimously supported by Cabinet.

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

Decision

(a)           That the Council makes the Yetminster & Ryme Intrinseca Neighbourhood Plan 2017 - 2036 (as set out in Appendix A) part of the statutory development plan for the Yetminster & Ryme Intrinseca Neighbourhood Area.

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

Reason for the decision

To formally make the Yetminster & Ryme Intrinseca Neighbourhood Plan 2017 - 2036 part of the statutory development plan for the Yetminster & Ryme Intrinseca Neighbourhood Area.

To consider a report of the Portfolio for Corporate Development and Transformation and the Portfolio Holder for Economic Development, Assets and Property.

Decision

That Cabinet:

(a)           Agrees a delegated decision route to grant access requests for telecoms infrastructure across, on or under council-owned land for a nominal value (eg £1), where the installation of the infrastructure is to directly benefit Dorset Council, or where the installation is delivered with public subsidy.

(b)           Delegates the decision to discount the relevant land charges to the Portfolio Holder for Economic Growth, Assets and Property in consultation with the Executive Director of Place, and the Corporate Director for Digital and Change.

Reason for decision

To facilitate removing impediments and bottlenecks and in agreeing access to Dorset Council land and property for broadband delivery and recording a delegated decision.

The Portfolio Holder for Corporate Development and Transformation set out a report seeking delegated authority to enter into land access agreements in accordance with the Electronic Communications Code introduced by the Digital Economy Act 2017, so as to ease the delivery of the council’s priorities for modern world-class digital connectivity.

Simplifying access to council land was an important part of Dorset Council’s responsibility to support the market in providing the digital connectivity needed.

Cllr J Haynes proposed the recommendation set out in the report. Cllr Ferrari spoke in the support of the paper and seconded the motion

Decision

That Cabinet:

(a)           Agrees a delegated decision route to grant access requests for telecoms infrastructure across, on or under council-owned land for a nominal value (eg £1), where the installation of the infrastructure is to directly benefit Dorset Council, or where the installation is delivered with public subsidy.

(b)           Delegates the decision to discount the relevant land charges to the Portfolio Holder for Economic Growth, Assets and Property in consultation with the Executive Director of Place, and the Corporate Director for Digital and Change.

Reason for decision

To facilitate removing impediments and bottlenecks and in agreeing access to Dorset Council land and property for broadband delivery and recording a delegated decision.

To consider a report of the Leader of the Council.

Decision

(a)         That an executive committee of the Executive be established, to be known as ‘The Shareholder Committee for the Dorset Centre of Excellence’.

(b)         That 5 members of the Executive be appointed to the Shareholder Committee.

(c)         That the Terms of Reference for the Shareholder Committee be approved.

(d)         That delegated authority be given to the Shareholder Committee within the scope of its terms of reference, including strategic oversight and Council Consent decisions.

Reason for the decision

To establish formal governance arrangements for the performance of the Council’s shareholder function for the Dorset Centre of Excellence.

In the absence of the Leader of the Council, the Portfolio Holder for Children, Education, Skills and Early Help set out a proposal to establish an executive committee of the Executive to carry out the Council’s shareholder function for the Dorset Centre of Excellence.

The committee would meet quarterly and consist of 5 members.  Cabinet were also asked to agree its terms of reference.

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

Decision

(a)         That an executive committee of the Executive be established, to be known as ‘The Shareholder Committee for the Dorset Centre of Excellence’.

(b)         That 5 members of the Executive be appointed to the Shareholder Committee.

(c)         That the Terms of Reference for the Shareholder Committee be approved.

(d)         That delegated authority be given to the Shareholder Committee within the scope of its terms of reference, including strategic oversight and Council Consent decisions.

Reason for the decision

To establish formal governance arrangements for the performance of the Council’s shareholder function for the Dorset Centre of Excellence.

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

Decision

That the Annual Self Evaluation of Children’s Services be received and noted.

Reason to note and receive the report

The requirement to produce an Annual Self Evaluation is part of the Ofsted Inspection Framework of Children’s Services.

The Portfolio Holder for Children, Education, Skills and Early Help presented the Annual Self-Evaluation of Children’s Services report.

The Executive Director for People (Children) took this opportunity to highlight that it had been a difficult and challenging year for the service and would continue to be so for the coming year. She emphasised the next steps for the service, as set out in the report, to enable the service to continue to improve provision for young people.

The Cabinet Lead for Safeguarding highlighted that one area for development was to improve the experience and outcomes for care leavers and reminded Cabinet that this was an all member responsibility as a corporate parent.

Decision

That the Annual Self Evaluation of Children’s Services be received and noted.

Reason to note and receive the report

The requirement to produce an Annual Self Evaluation is part of the Ofsted Inspection Framework of Children’s Services.

To consider a report of the Portfolio Holder for Customer and Community Services.

Decision

That the Anti-social Behaviour related Public Spaces Protection Orders for the following parts of the Dorset Council area, be approved:

Bridport, Dorchester, Lyme Regis, Portland, West Bay, Weymouth, Dorset Beaches and Dorset Open Land.

Reason for the decision

To comply with legislative requirements for the making of Public Spaces Protection Orders.

To ensure openness and transparency in the Council’s decision making by taking appropriate account of the results of the public consultation.

To ensure that those persons affected by anti-social behaviour are afforded the protection provided by such Orders.

The Portfolio Holder for Customer and Community Services set out the recommendation relating to Public Spaces Protection Orders (PSPO) for Dorset.

Members were advised that officers had reviewed the existing Orders, in consultation with statutory consultees and the revised draft Orders had been prepared.

The Portfolio Holder also confirmed that Place and Resources Overview Committee had considered the report and its recommendations at its meeting on 7 March 2022 and a number of proposed changes had been taken into account.

In response to a question relating to the use of electric scooters on Weymouth’s Esplanade and that they raised safety concerns, the Service Manager for Licensing and Community Safety confirmed that this matter had also been raised by residents as part of this consultation.  He advised that officers were looking at the cycling provisions on the Esplanade and was in discussions with colleagues in Highways to consider how this concern could be addressed.

In respect of a question regarding enforcement, the Portfolio Holder confirmed that a proper training programme was in place for enforcement.  She further advised that a post-scrutiny review of PSPO’s would be taking place in the future and any outstanding issues could be addressed as part of that review. 

It was proposed by Cllr L Miller seconded by Cllr R Bryan

Decision

That the Anti-social Behaviour related Public Spaces Protection Orders for the following parts of the Dorset Council area, be approved:

Bridport, Dorchester, Lyme Regis, Portland, West Bay, Weymouth, Dorset Beaches and Dorset Open Land.

Reason for the decision

To comply with legislative requirements for the making of Public Spaces Protection Orders.

To ensure openness and transparency in the Council’s decision making by taking appropriate account of the results of the public consultation.

To ensure that those persons affected by anti-social behaviour were afforded the protection provided by such Orders.

The Portfolio Holder for Children, Education, Skills and Early Help to present the recommendation from the People and Health Overview Committee.

Decision

That the creation of a new Education Board for Dorset be approved.

Reason for the decision

The establishment of an Education Board for Dorset will retain the strength of partnership working through the pandemic and mobilise our partnership to deliver the opportunities and tackle the challenges of the education system in Dorset.

The Portfolio Holder for Children, Education, Skills and Early Help presented a report and recommendation from the People and Health Overview Committee seeking approval of the creation of a new Education Board for Dorset.

The Portfolio Holder further advised that Mr Stephen Twigg had been appointed as Chair of the Board and he looked forward to working with him.

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

Decision

That the creation of a new Education Board for Dorset be approved.

Reason for the decision

The establishment of an Education Board for Dorset will retain the strength of partnership working through the pandemic and mobilise our partnership to deliver the opportunities and tackle the challenges of the education system in Dorset.

The Portfolio Holder for Children, Education, Skills and Early Help to present the recommendation from the People and Health Overview Committee.

Decision

That the 5-year Commissioning Strategy be approved and the intended approach be adopted.

Reason for the decision

Effective strategic commissioning is the main way to understand, plan and deliver better outcomes for residents. The strategy sets the direction for commissioning activity that will support the council’s strategic aims to improve the well-being of children in Dorset over the next five years.

The Portfolio Holder presented the paper that set out the Commissioning Strategy for Children’s Services and the council’s 5-year approach. The reason for the recommendation was that an effective strategy was the best way to understand, plan and deliver better outcomes. The report also been considered by the People and health Overview Committee at its meeting 24 March 2022.

In a response to a question regarding the scope and scale for the strategy, the Corporate Director for Commissioning and Partnership advised that the strategy reached across all of the children’s revenue budget spend,  it also included external commissioned services and some capital spend. Further procurement plans were likely to come back for committee approval in the future.

Responding to a question, members were further advised that the strategy was likely to be scrutinised by committees and a performance management group meets regularly to ensure that projects and services were on track.

It was proposed by Cllr A Parry seconded by Cllr P Wharf

Decision

That the 5-year Commissioning Strategy be approved, and the intended approach be adopted.

Reason for the decision

Effective strategic commissioning is the main way to understand, plan and deliver better outcomes for residents. The strategy sets the direction for commissioning activity that would support the council’s strategic aims to improve the well-being of children in Dorset over the next five years.

The Portfolio Holder for Children, Education, Skills and Early Help to present the recommendation from the People and Health Overview Committee.

Decision

That the implementation of a pilot project in Chesil (Weymouth & Portland) for the Safeguarding Families Together new model, be approved.

Reason for the decision

As part of the Delivering Locally priority within our Children Young People and Families plan 2020-2023, we committed to ‘embed whole family approaches, with a particular focus on addressing the needs of children living with parental substance use, mental ill-health or domestic abuse’. The evidence base of this whole family approach is strong, and this project is part of our wider Transformation Programme within the Children Service’s Directorate.

The Portfolio Holder for Children, Education, Skills and Early Help presented the report and the People and Health Overview Committee recommendation. This was proposed as a pilot project in the Chesil area of Weymouth and Portland. The Quality Assurance Officer confirmed that this was an opportunity to build on existing locality arrangements and to be able to bring in specialist practitioners alongside front-line staff to deliver support and services in a holistic approach to children and their families.

In a response to a question Cabinet was advised that local member involvement and engagement was welcomed via the local alliance group. 

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

 Decision

That the implementation of a pilot project in Chesil (Weymouth & Portland) for the Safeguarding Families Together new model, be approved.

Reason for the decision

As part of the Delivering Locally priority within our Children Young People and Families plan 2020-2023, we committed to ‘embed whole family approaches, with a particular focus on addressing the needs of children living with parental substance use, mental ill-health or domestic abuse’. The evidence base of this whole family approach was strong, and this project was part of the wider Transformation Programme within the Children Service’s Directorate.

Cabinet Portfolio Holders to report.

There were no referrals to report.

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

Portfolio Holder reports were attached to the minutes at Appendix 3.

To receive an update from the Portfolio Holder for Highways, Travel and Environment.

The Portfolio Holder for Highways, Travel and Environment updated on the following:

·       Decarbonisation of council buildings

·       The appointment of Steven Ford as the Corporate Director for Climate & Ecological Sustainability

·       The Portfolio Holder would be attending and speaking on the Council’s achievements to date at the Public Sector’s Estates Conference later in April.

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 4 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.

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

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 4 of schedule 12 A to the Local Government Act 1972 (as amended).

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

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 4 of schedule 12 A to the Local Government Act 1972 (as amended).

The Portfolio Holder for Children, Education, Skills and Early Help to present the recommendation of the People and Health Overview Committee.

Decision

That the work of the Strengthening Services for Children who are disabled be progressed as set out within the exempt report.

The Portfolio Holder for Children, Education, Skills and Early Help presented a report on strengthening services for children who are disabled.

Decision

That the work of the Strengthening Services for Children who are disabled be progressed as set out within the exempt report.