Agenda and minutes

To confirm the minutes of the meeting held on 4^th May 2021.

The minutes of the meeting held on 4 May 2021 were received and noted. 

To receive any declarations of interest.

No declarations of disclosable pecuniary interests were made at the meeting.

To receive any announcements from the Chairman of Council.

The Chairman announced the sad death of Alderman Biles who served as a councillor for Weymouth & Portland Borough Council and Dorset County Council between 1963 – 1983. Cllr O’Leary was invited to pay tribute to him.

The Chairman also announced the recent death of former Cllr Brierley who served as a councillor at Dorset County Council for 11 year up to 2013. Cllr D Turner and Cllr S Christopher paid tribute to him.  There was a minute silence for pay respect and for reflection.

A period of 30 minutes is allocated to receive and respond to questions and statements on the business of the Council in the following order:

(a) Questions and statements from Town and Parish Councils;

(b) Questions and statements from those living or working in the Dorset Council area;

A person or organisation can ask either 2 questions, or 2 statements or 1 question and 1 statement at each meeting. 

**Important**The full text of the question or statement must be received by 8.30am on Monday 12^th July and each question or statement is limited to 450 words.

Due to the Coronavirus pandemic public speaking has been suspended, however questions and statements will be published on the website and the Chairman of Council will decide whether a question or statement is to be read out aloud in whole, in part or not at all in the meeting.  The Chairman will invite the relevant member to respond to the questions and statements at the meeting.

Details of the Council’s procedure rules can be found at: Public Participation at Full Council

Public questions, statements and the responses from the Leader of the Council and appropriate Portfolio Holder were set out in Appendix 1 attached to these minutes.

A period of 15 minutes is allocated to receive and respond to petitions in accordance with the council’s petitions scheme.

A period of 15 minutes is allocated to receive and respond to deputations in accordance with the council’s constitution.

The petitions scheme and procedures relating to deputations can be viewed at :

Temporary Council Procedure Rules

The Chairman advised that a petition has been received from the STAND group, requesting that the council rejected the inclusion in the local plan of the site north of Dorchester, as a preferred option for major building development.   This petition had also been submitted as a duly made representation to the local plan consultation and was being considered alongside all the other responses received during the consultation period.

The petition could not be debated at it related to a planning decision. 

Full Council would be making the decision about the content of the plan for the next stage, the publication plan at its meeting in April 2022.  This would then be published in May 2022, with the opportunity for people to make comments.  All responses made at that stage would be considered by the inspector who will hold the public examination. The STAND petition will be debate at that meeting as part of the Local Plan process.

To receive questions submitted by councillors.  The deadline for receipt of questions is 8.30am on Monday 12^th July 2021.

There was one question received from Cllr N Ireland. A copy of the question and the response was attached as Appendix 2 to these minutes.

To receive any announcements and reports from the Leader of Council and members of the Cabinet.

The Leader of the Council advised members that his bulletin would be published following the meeting and a few areas that would be included in this were as follows: -

·       Update members on the relaxation of Covid-19 restrictions

·       Update on the creation of the new special school and Centre of Excellence near Shaftesbury.

·       The progress of the review of council assets and facilities.

·       He reported on a meeting with Robert Jenrick MP, Secretary of State for Housing Communities and Local Government – Proposed Planning Reforms

·       Matt Warman MP visited Dorset and the 5G Rural Dorset project.

In response to a question regarding the calculation of housing numbers and the planning bill, the Leader of the Council confirmed that he did raise concerns with Robert Jenrick. The Portfolio Holder would circulate more details when appropriate.

In response to a question in respect of underfunding of services, the Leader of Council confirmed that he would continue to lobby for a fair deal for Dorset.

(a)  To consider a recommendation from Cabinet.

(b)  To consider a report from the Executive Director of Place concerning the response of the Climate and Ecological Emergency Executive Advisory Panel to Notices of Motion tabled by Cllr Daryl Turner and Cllr Kelvin Clayton.  Pages 183 - 199

The Portfolio Holder for Highways, Travel and Environment presented the recommendation to adopt the Climate and Ecological Strategy & Action Plan and associated response to the notice(s) of motion of 18 July 2019. This was following Dorset declaring a Climate and Ecological Emergency in 2019. 

In presenting the strategy he advised that it set out key areas where Dorset Council would need to take action to directly reduce carbon emissions to become a carbon neutral Council by 2040 and working with Dorset residents and organisations towards achieving a wider carbon neutral County by 2050. As technologies advanced, he hoped to be able to shorten some of those target dates.  He also thanked officers and the Executive Advisory Panel for their work on the document and consultation process.

The Portfolio Holder referred to the report on Climate Change notice(s) of motion tabled by Cllr D Turner and Cllr K Clayton at Dorset Council on 18 July 2019. These were referred to the Climate Change Executive Advisory Panel for consideration. He confirmed that the Strategy and accompanying action plan had been thoroughly researched and costed and set out how all the issues raised in the notice of motions would be addressed.

The Portfolio Holder advised that the strategy and action plan had been considered by the informal meetings of Place and Resources Scrutiny Committee on 12 May 2021 and Cabinet on 18 May 2021. He reminded members that the strategy was a living document that would be constantly amended and updated.

The Strategy, Action Plan, and the response to the notices of motion was supported and seconded by Cllr R Hughes.

Members spoke largely in support of the strategy as a realistic approach to climate change and carbon emissions in Dorset and acknowledged that there was still much more to do. The following points, comments and questions were raised: -

·       Concern was expressed about the lack of ambition of the document, in response the portfolio holder confirmed that the transforming cities fund would be used to encourage people back to cycling and walking.

·       Officers were also engaged with central government to develop a public transport campaign which was at the centre of the ambition for the Dorset Council area. 

·       Grant funding was time limited, but much work had started and an extension to the time limit has also been sought.

·       The Portfolio Holder for Highways, Travel and Environment was working closely with the Portfolio Holder for Planning to address climate issues in the remit of the planning portfolio.

·       Recognised that target dates were realistic, but wherever possible dates would be brought forward.

Following discussion, the Chairman asked that the vote be taken on both recommendations together. Upon being put to the vote the “minded to” motion was carried.

The Executive Director for Place advised that he noted the result of the “minded to” vote and confirmed that he had read and considered the report before members. He also acknowledged the comments made by the original proposers of the notices of motion of 18  ...  view the full minutes text for item 24.

To consider a recommendation from Cabinet.

The Portfolio Holder for Children, Education, Skills and Early Help presented the recommendation to adopt the Youth Justice Plan.

This was a PAN Dorset report, which had been considered by People and Health Scrutiny Committee on 20 April 2021 and Cabinet on 18 May 2021.

The recommendation was seconded by Cllr B Pipe.

Members welcomed the report and upon being put to the vote, they were “minded to” adopt the Youth Justice Plan.

The Executive Director for People (Children) confirmed that she had taken into account the background information relating to the report and had listened to be debate, noting the “minded to” vote and confirmed her decision was to adopt the Youth Justice Plan.

Delegated Decision of the Executive Director of People (Children)

That the Youth Justice Plan be adopted.

Decision - Youth Justice Plan - Dorset Council (wdwp.local)

Reason for the decision: Local authorities are required to publish an annual Youth Justice Plan, setting out how the statutory requirements for a multi-agency youth offending team are fulfilled locally. Dorset Combined Youth Justice Service is a partnership between Dorset Council and Bournemouth, Christchurch and Poole Council, along with Dorset Police, NHS Dorset Clinical Commissioning Group and the National Probation Service Dorset. Approval for the Youth Justice Plan is also being sought from Bournemouth, Christchurch and Poole Council. The Youth Justice Plan needs to be approved by the full Council.

To consider a report by J Andrews, Service Manager Democratic & Electoral Services.   

The Leader of the Council presented a report on a Community Governance Review of Parishes in the Dorset Council area and proposed the recommendation. This was seconded by Cllr M Roberts.

In response to a question, the Corporate Director for Legal and Democratic confirmed that parish meetings would be reflected within the review process and terms of reference.

Upon being put to the vote the “minded to” decision was to approve the recommendation as set out in the report.

Following the vote, the Corporate Director for Legal and Democratic advised that he taken into account the background information, the report and the point raised at the meeting in respect of parish meetings. His decision was to adopt the Terms of Reference for a Community Governance Review of all parishes in the Dorset Council area.

Delegated Decision of the Corporate Director for Legal and Democratic

That the Terms of Reference for a Community Governance Review of all parishes in the Dorset Council area be adopted.

Decision - Community Governance Review of the Parish in the Dorset Council Area - Dorset Council (wdwp.local)

Reason for Recommendation: To ensure that community governance arrangements within the area under review are reflective of the identities and interests of the community in that area.

To consider a report by J Mair, Corporate Director, Legal & Democratic.

The Leader of the Council presented a report on a request from a parish meeting to dissolve a parish council in advance of the community governance review discussed in the previous item.  Cllr S Flower proposed the recommendation as set out in the report.

The local ward member Cllr R Knox seconded the motion.  Upon being put to the “minded to” vote the motion was carried. The Corporate Director for Legal and Democratic advised that he had considered the background to this item and listened to the support of the local ward member.  He confirmed that his decision was to make the order to dissolve the Chedington Parish Council as detailed in the report.

Delegated Decision of the Corporate Director of Legal and Democratic

(a)  To make an order under section 10 of the Local Government Act 1972 to dissolve the Chedington Parish Council.

(b)  To grant delegated authority to the Chief Executive, after consultation with the ward member, to enable orders to be made under Part 1 of the Local Government Act 1972 to group, separate or dissolve parish councils without the need for individual decisions by the Full Council.

Decision - Proposed Dissolution of Chedington Parish Council - Dorset Council (wdwp.local)

Reason for the decision: Dissolution of the Parish Council has been requested by Chedington Parish meeting.

To consider the following Notice of Motion, submitted by Cllr Maria Roe and supported by:

Cllr Paul Kimber, Cllr Brian Heatley (seconder), Cllr Dave Bolwell, Cllr Kate Wheller, Cllr Kelvin Clayton, Cllr Les Fry, Cllr David Tooke and Cllr Roland Tarr.

Government decided to retain the Standard Method formula used to determine housing need for local authorities last year. The formula determines the target for the number of houses Local Authorities must achieve or run the risk of facing penalties. This formula uses the 2014 household projections which showed a greater population growth than there is now. In fact Dorset has one of the lowest growth rates in comparison to the rest of England.

Using the outdated data set results in an inflated and inaccurate number of houses being planned for Dorset which will put pressure on our Green Belt, Areas of Outstanding Natural Beauty, and on the character of our towns and villages. There is a concern from many residents that excessive growth may be at the expense of local people as well as the environment.

There is an obvious need for the right types of housing to be built and for them to be built in the right place - this is not in dispute. Everyone should have a decent place to live, which meets their needs, and that they can afford. We have an opportunity now with the new Local Plan to challenge the target imposed on us to ensure that the number is correct.

 Dorset Council therefore resolves to:

·       Call on Dorset Council to make the case to the Secretary of State for Housing, Communities and Local Government before the next full council, to use more recent data in their calculations for the target number of houses instead of the outdated 2014 numbers, and to report back to council.

(An officer briefing note is attached for members information)   

The following motion was proposed by Cllr M Roe and seconded by Cllr B Heatley and supported by: Cllr Paul Kimber, Cllr Brian Heatley (seconder), Cllr Dave Bolwell, Cllr Kate Wheller, Cllr Kelvin Clayton, Cllr Les Fry, Cllr David Tooke and Cllr Roland Tarr.

Notice of Motion

“Government decided to retain the Standard Method formula used to determine housing need for local authorities last year. The formula determines the target for the number of houses Local Authorities must achieve or run the risk of facing penalties. This formula uses the 2014 household projections which showed a greater population growth than there is now. In fact, Dorset has one of the lowest growth rates in comparison to the rest of England. Using the outdated data set results in an inflated and inaccurate number of houses being planned for Dorset which will put pressure on our Green Belt, Areas of Outstanding Natural Beauty, and on the character of our towns and villages. There is a concern from many residents that excessive growth may be at the expense of local people as well as the environment. There is an obvious need for the right types of housing to be built and for them to be built in the right place - this is not in dispute. Everyone should have a decent place to live, which meets their needs, and that they can afford. We have an opportunity now with the new Local Plan to challenge the target imposed on us to ensure that the number is correct.

Dorset Council therefore resolves to:

·       Call on Dorset Council to make the case to the Secretary of State for Housing, Communities and Local Government before the next full council, to use more recent data in their calculations for the target number of houses instead of the outdated 2014 numbers, and to report back to council”.

Members debated the motion and the methodology of housing requirements for the area of Dorset.

Upon being put to the vote the motion was LOST

To consider the following Notice of Motion submitted by Cllr Nick Ireland and supported by: Cllr Ryan Hope (seconder), Cllr Andy Canning, Cllr Clare Sutton, Cllr Sarah Williams, Cllr David Taylor, Cllr Jon Orrell, Cllr Peter Barrow, Cllr Gill Taylor, Cllr Howard Legg, Cllr Tim Cook: 

1. That Dorset Council resolves to replace the Leader and Cabinet model of Governance with a Committee system in which seats on committees, including those on a Management Committee, are allocated in accordance with political proportionality.

2. That the change to the Committee system is to take effect from the Annual Meeting of Dorset Council in 2022.

3. That a working group of councillors, nominated by group leaders on a politically proportionate basis, be formed to recommend to Full Council the changes to be made to the Constitution to bring about the change to the Committee system.

4. That the Independent Remuneration Panel be asked to recommend to the Council consequential changes to the scheme of Members’ Allowances.   

The following motion was proposed by Cllr N Ireland seconded by Cllr R Hope and supported by Cllr Andy Canning, Cllr Clare Sutton, Cllr Sarah Williams, Cllr David Taylor, Cllr Jon Orrell, Cllr Peter Barrow, Cllr Gill Taylor, Cllr Howard Legg, Cllr Tim Cook

Notice of Motion

1. That Dorset Council resolves to replace the Leader and Cabinet model of Governance with a Committee system in which seats on committees, including those on a Management Committee, are allocated in accordance with political proportionality.

2. That the change to the Committee system is to take effect from the Annual Meeting of Dorset Council in 2022.

3. That a working group of councillors, nominated by group leaders on a politically proportionate basis, be formed to recommend to Full Council the changes to be made to the Constitution to bring about the change to the Committee system.

4. That the Independent Remuneration Panel be asked to recommend to the Council consequential changes to the scheme of Members’ Allowances.

The Leader of the Council proposed an amendment to the motion to delete words in (3) and (4); to change (2) to read “that a review of the current Dorset Council governance model be undertaken during 2023 by a working group of councillors, reflecting political proportionality, and that an options paper be available  to inform a governance review following the scheduled elections in 2024.  The amendment was seconded by Cllr N Lacey-Clarke. 

Councillors debated the amendment and the Leader of the Council asked for a recorded vote on the motion. This was supported by at least 10 councillors.

In accordance with procedure rule 8.1 and prior to the vote, councillors agreed to continue the meeting beyond the 3 hour threshold for the duration of a meeting.

Those who voted for the amendment: Cllrs Rob Adkins, Anthony Alford, Pauline Batstone, Cherry Brookes, Piers Brown, Ray Bryan, Graham Carr-Jones. Simon Christopher, Susan Cocking, Robin Cook, Toni Coombes, Jean Dunseith, Michael Dyer, Tony Ferriar, Spencer Flower, Les Fry, Simon Gibson, Barry Goringe, Paul Harrison, Jill Haynes, Rob Hughes, Sherry Jespersen, Carole Jones, Andrew Kerby, Rebecca Knox, Noc Lacey-Clarke, Cathy Lugg, Laura Miller, Louie O’Leary, Emma Parker, Mike Parks, Andrew Parry , Mary Penfold, Bill Pipe, Val Pothecary, Byron Quayle, Belinda Ridout, Mark Roberts, Julie Robinson, David Shortell, Gary Suttle, Jane Somper, William Trite, David Walsh, Peter Wharf, John Worth

Those who voted against: Cllrs Jon Andrews, Peter Barrow, Richard Biggs, Dave Bowell, Alex Brenton, Kelvin Clayton, Tim Cook, Janet Dover, Beryl Ezzard, David Grey, Matt Hall, Brian Heatley, Ryan Holloway, Ryan Hope, Nick Ireland, Stella Jones, Paul Kimber, Robin Legg, Howard Legg, David Morgan, Jon Orrell, Molly Rennie, Marie Roe, Andrew Starr, Clare Sutton, Roland Tarr, David Taylor, Gill Taylor, David Tooke, Daryl Turner, Kate Wheller, Sarah Williams. There were no abstentions.

The meeting adjourned for a short comfort break at 21.38pm and returned at 21.48pm.

As part of proposing the following amendment Cllr K Wheller took the opportunity to extend her grateful thanks to  ...  view the full minutes text for item 29.

To consider the response to a Notice of Motion submitted by Cllr P Barrow on 18 July 2019.

The Executive Director for Place advised that this report responded to a notice of motion that was presented to Council on 18 July 209. The matter was considered by the Economic Development Executive Advisory Panel on several occasions between August 2019 and February 2020 and the EAP panel agreed to address social mobility through the Economic Growth Strategy, adopted by Cabinet in July 2020.

The Portfolio Holder for Education, Children, Skills and Early Help proposed the recommendation.  Cllr P Barrow seconded the motion.

Councillors discussed the motion and upon being put to the “minded to” vote the motion was carried. The Executive for Place advised that having considered the background and listened to discussion he was decision to approve the recommendations as set out within the report.

Delegated Decision of the Executive Director for Place

(a)  That the Economic Development Strategy approved by Cabinet on 28 July 2020, be welcomed and recognise the important part that the strategy will play in improving social mobility throughout Dorset.

(b)  The lead responsibilities of the Cabinet Member for Children, Education, Skills and Early Help, be noted and the Executive Director for Place in relation to economic development and for improving social mobility.

(c)  That a strategic alliance be formed with partners and community representatives to build upon the objectives of the Economic Development Strategy by co-producing a targeted plan to improve social mobility in Dorset, be agreed

(d)  That the Place and Resources Scrutiny Committee undertake quarterly monitoring of progress towards achieving the objectives of the Economic Development Strategy and the plan to improve social mobility in Dorset as part of its ongoing performance management scrutiny responsibilities.

Decision - Social Mobility in Dorset - Dorset Council (wdwp.local)

Reason for Recommendation: Improving social mobility aligns with the corporate aims for economic growth and strong healthy communities

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 is no exempt business.  

There were no exempt items.

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 to report.