Agenda, decisions and draft minutes

To confirm the minutes of the meeting held on 25 March 2025.

The minutes of the meeting held on 25 March 2025 were confirmed as a correct record and signed by the Chair.

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 24 April 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 no public questions submitted.

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 24 April 2025. 

Dorset Council Constitution – Procedure Rule 13 

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

In response to a supplementary question, the Cabinet Member for Planning and Emergency Planning suggested that Cllr Wheller discuss this matter further with the Monitoring Officer outside of the meeting.

To consider the draft Cabinet Forward Plan.

The draft Cabinet Forward Plan for May 2025 was received and noted.

The Cabinet Member for Health and Housing to present the recommendation from the People and Health Overview Committee of 20 March 2025.

(a)    That Dorset Council adopt the Temporary Accommodation Lease Model (set out at appendix 2 of the report of 29 April 2025) and that authority be delegated to the Executive Director for Adults & Housing, in consultation with the Cabinet Member for Health & Housing to implement the model.

(b)    That Dorset Council endorse the approach described in Settled Accommodation Lease Model (set out at appendix 3 of the report) and requests that options for the delivery, funding and management of the model, including corporate structures and partnership delivery, be explored, and reported back to Cabinet for approval of the recommended approach.

(c)    That Dorset Council endorse the approach described in Development Partnership Pilot Model (set out in appendix 4) and requests that options for the partnership delivery be explored and reported back to Cabinet for approval of the recommended approach.  

(d)    That Dorset Council adopt the approach described in Asset Led Development Pilot Model (set out in appendix 5) and that that authority be delegated to the Executive Director for Adult & Housing, in consultation with the Cabinet Member for Health & Housing to implement the model.

(e)    That Dorset Council explores and report back to Cabinet on options for its housing company.

Reason for the decision

To address the objective of ending the use of bed and breakfast accommodation for homeless households. Options offer short, medium and long-term delivery solutions.

The Cabinet Member for Health and Housing set out the report and the recommendations of the People & Health Overview Committee of 20 March 2025.

The Cabinet Member confirmed her commitment to phasing out the use of bed & breakfast accommodation. She stated that the recommendations presented to members, which included leasing more properties, would ensure there was sufficient accommodation to achieve this goal in the future.

The options offered short, medium and long-term delivery and would ensure that existing Council priorities, service strategies, plans and transformation aspirations were achieved.  There was further work to do on leasing opportunities, a development partnership and options for a housing company. Further reports for these would be presented to a future meeting of Cabinet.

In response to a question, the Corporate Director for Housing confirmed that members could be assured that close attention would be given to models for the long-term settled supply in future reports. This was to ensure that it they would be cost effective as well as the best option for residents.

In response to concerns about the extent of acquisitions and their potential effect on the private sector housing market, the Cabinet Member assured members that the situation would be closely monitored throughout the process. Responding to an additional query regarding the variety of affordable development sites, the Corporate Director explained that housing mix would depend on the specific site. But the overall strategy would be to incorporate mix tenure to create a balance of needs and requirements.

In respect of a question around funding, the Corporate Director confirmed that 10 million pounds capital had been identified over the next 3 years to acquire and develop suitable accommodation options. But decisions would be made on a case-by-case bases as detailed in the report to members.

In reply to a question around legal support, the Cabinet Member indicated that for the lease properties, the lease partnership would be carrying out that work.

It was proposed by Cllr G Tayler, seconded by Cllr S Robinson

Decision

(a)    That Dorset Council adopt the Temporary Accommodation Lease Model (set out at appendix 2 of the report of 29 April 2025) and that authority be delegated to the Executive Director for Adults & Housing, in consultation with the Cabinet Member for Health & Housing to implement the model.

(b)    That Dorset Council endorse the approach described in Settled Accommodation Lease Model (set out at appendix 3 of the report) and requests that options for the delivery, funding and management of the model, including corporate structures and partnership delivery, be explored, and reported back to Cabinet for approval of the recommended approach.

(c)    That Dorset Council endorse the approach described in Development Partnership Pilot Model (set out in appendix 4) and requests that options for the partnership delivery be explored and reported back to Cabinet for approval of the recommended approach. 

(d)    That Dorset Council adopt the approach described in Asset Led Development Pilot Model (set out in appendix 5) and that that authority be delegated to the Executive  ...  view the full minutes text for item 147.

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

(a)    That the award of a contract to GenOne for the repair of housing void properties, be approved.

(b)    That authority be delegated to the Executive Director for Place, in consultation with the Cabinet Member for Property & Assets and Economic Growth and the Director of Legal and Democratic to agree contract terms before the contract start.

Reason for the decision

To enable swift and effective repairs to housing void properties ensuring the optimum possible turn around and vacancy period, initially between April and September 2025, in advance of any new contractual arrangements for repairs and maintenance in Dorset.

The Cabinet Member for Property and Assets and Economic Growth set out a report and its recommendation to extend a contract with GenOne to carry out repair works to housing void properties, pending the establishment of new arrangements for the Council’s building and housing repairs. 

In response to questions around the timing of the contract, the use of an appropriate contractor and timing of void turnarounds, the Cabinet Member advised that there was some urgency to get this work completed as promptly as possible and approaching other companies would require a tendering process. The Cabinet Member for Health and Housing confirmed that the turnaround for a housing void had improved to 34 working days.

The Leader of the Council reminded the meeting that the paper before members was to seek an extension of a current contract. He further confirmed that, under tendering rules, the Council could not be ring-fence applications from Dorset based companies. 

It was proposed by Cllr R Biggs seconded by Cllr G Taylor

Decision

(a)    That the award of a contract to GenOne for the repair of housing void properties, be approved.

(b)    That authority be delegated to the Executive Director for Place, in consultation with the Cabinet Member for Property & Assets and Economic Growth and the Director of Legal and Democratic to agree contract terms before the contract start.

Reason for the decision

To enable swift and effective repairs to housing void properties ensuring the optimum possible turn around and vacancy period, initially between April and September 2025, in advance of any new contractual arrangements for repairs and maintenance in Dorset.

To consider a report of the Cabinet Member for Customer, Culture and Community Engagement.

(a)    That the allocation of the £689,123 be approved as a match funding contribution towards the outdoor facility improvements at Redlands Leisure and Community Park.

(b)    Confirmed approval for the Director Legal & Democratic Services in consultation with the Head of Assets and Property to enter into a Service Level Agreement with Active Dorset (AD) on terms to be agreed to manage the delivery of the project and compliance with the grant conditions and to sign a letter of intent and jointly with AD to enter into the works contract with FieldTurf Tarkett SAS to a contract value of up to £2,046,580.

Reason for the decision

The external facility improvements were a key part of the financial plans agreed between Dorset Council and Active Dorset when the facility was leased in November 2022.  A decision to not replace the existing pitch and build an additional 3G pitch would jeopardise the anticipated growth in income streams going forward.

Weymouth had higher levels of health inequalities to other areas of Dorset. A £2 million investment in recreational facilities would have a significant impact on addressing this disparity.

In setting out the report, the Cabinet Member for Customer, Culture and Community Engagement proposed the reports recommendation, and this was seconded by Cllr S Clifford. In seconding the motion Cllr S Clifford, highlighted the sporting opportunities made available at Redlands for girls and women.

The Cabinet Member advised that the paper aimed to secure match funding contributions towards outdoor facility improvements at Redlands Leisure and Community Park.

In response to concerns expressed regarding Dorset Council’s climate emergency and sustainability policies, particularly regarding, the future ban of 3G pitches in Europe, the Service Manager for Leisure Services explained that the procurement of these pitches must follow the football foundation framework.  He confirmed that the legislative detail was accurate as of now. Additionally, if, new sustainable technology for rubber infill became available in the future, the 3G contract included provisions for its replacement with a more sustainable material.

Decision

(a)    That the allocation of the £689,123 be approved as a match funding contribution towards the outdoor facility improvements at Redlands Leisure and Community Park.

(b)    Confirmed approval for the Director Legal & Democratic Services in consultation with the Head of Assets and Property to enter into a Service Level Agreement with Active Dorset (AD) on terms to be agreed to manage the delivery of the project and compliance with the grant conditions and to sign a letter of intent and jointly with AD to enter into the works contract with FieldTurf Tarkett SAS to a contract value of up to £2,046,580.

Reason for the decision

The external facility improvements were a key part of the financial plans agreed between Dorset Council and Active Dorset when the facility was leased in November 2022.  A decision to not replace the existing pitch and build an additional 3G pitch would jeopardise the anticipated growth in income streams going forward.

Weymouth had higher levels of health inequalities to other areas of Dorset. A £2 million investment in recreational facilities would have a significant impact on addressing this disparity.

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

(a)    That the Council “makes” the Wool Parish Neighbourhood Plan 2024 – 2038 (as set out in appendix 1 to the report) part of the statutory development plan for the Wool Neighbourhood Area.

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

Reason for the decision

To formally “make” the Wool Parish Neighbourhood Plan 2024 – 2038 part of the statutory development plan for the Wool 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 set out the report and its recommendation, taking time to congratulate Wool Parish Council on producing a successful Neighbourhood Plan.

Cllr Biggs welcomed the Neighbourhood Plan and especially referred to the comments made around the need for bus links to the Dorset Innovation Park.

It was proposed by Cllr S Bartlett, seconded by Cllr J Andrews

Decision

(a)    That the Council “makes” the Wool Parish Neighbourhood Plan 2024 – 2038 (as set out in appendix 1 to the report) part of the statutory development plan for the Wool Neighbourhood Area.

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

Reason for the decision

To formally “make” the Wool Parish Neighbourhood Plan 2024 – 2038 part of the statutory development plan for the Wool 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 a report of the Cabinet Member for Planning and Emergency Planning.

(a)    That the Council “makes” the Wimborne St Giles Neighbourhood Plan 2024 – 2038 (as set out in appendix 1) part of the statutory development plan for the Neighbourhood Area.

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

Reason for the decision

To formally “make” the Wimborne St Giles Neighbourhood Plan 2021 – 2036 part of the statutory development plan for the Wimborne St Giles 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 and acknowledged the work of Knowlton Parish Council and the members of the Neighbourhood group for producing a successful plan.

It was proposed by Cllr S Bartlett seconded by Cllr S Clifford

Decision

(a)    That the Council “makes” the Wimborne St Giles Neighbourhood Plan 2024 – 2038 (as set out in appendix 1) part of the statutory development plan for the Neighbourhood Area.

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

Reason for the decision

To formally “make” the Wimborne St Giles Neighbourhood Plan 2021 – 2036 part of the statutory development plan for the Wimborne St Giles 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.

Exempt Business

To move the exclusion of the press and the public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph x of schedule 12 A to the Local Government Act 1972 (as amended). The public and the press will be asked to leave the meeting whilst the item of business is considered.  

There are no exempt items scheduled for this meeting.  

 There was no exempt business considered at this meeting.