Agenda and minutes

A period of up to 40 minutes has been set aside for the Chairman, Group Leaders and councillors to pay their personal tributes to Her Late Majesty Queen Elizabeth II.

The following councillors paid tribute to Her Late Majesty Queen Elizabeth II: -

Cllr Val Pothecary (Chairman), Cllr Spencer Flower, Cllr Nick Ireland, Cllr Clare Sutton, Cllr Les Fry, Cllr Bill Pipe, Cllr David Walsh, Cllr Louie O’Leary, Cllr Mary Penfold and Cllr Belinda Ridout.

This was followed by a minute’s silence.

To receive any apologies for absence.

Apologies for absence were received from Cllrs Janet Dover, Molly Rennie, Robin Cook, Howard Legg, David Gray, Mike Dyer, Andrew Starr and Julie Robinson.

To confirm the minutes of the meeting held on 14^th July 2022.

The minutes of the meeting held on 14 July 2022 were confirmed and signed by the Chairman.

To disclose any pecuniary, other registrable or non-registrable interests as set out in the adopted Code of Conduct.  In making their decision 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.

Cllr Mary Penfold declared a non-pecuniary interest in respect of minute 41 because she was the Council’s representative on SCOPAC – the Standing Conference on problems associated with the Coastline.  She continued to advise that the Monitoring Officer had advised that as a decision about governance arrangements for harbours did not relate directly to the work of SCOPAC, she would speak and vote on the item.

To receive any announcements from the Chairman of Council.

There were no Chairman’s announcements to report.

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.  No more than 3 minutes shall be allowed for any one question or statement to be asked/read.

The full text of the question or statement must be received by 8.30am on 17^th October 2022.

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

Council Procedure Rules

Public questions and the responses from the Leader of the Council or appropriate portfolio holder were set out in appendix 1 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:

Council Procedure Rules

There were no petitions or deputations to report.

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

The Leader of Council advised councillors that his bulletin would be published following the meeting and he report included the following: -

·       Support in respect of the cost of living

·       The ‘Homes for Ukraine’ scheme

·       Investment Zones and

·       The current budget challenges

To receive questions submitted by councillors.  The deadline for receipt of questions is 8.30am on Monday 17^th October.

A copy of the councillor questions and the responses are attached at Appendix 2 to these minutes.

In a response to a supplementary question from Cllr Jon Andrews, question 2, the Portfolio Holer for Highways, Travel and Environment gave assurance to the Sherborne ward councillors that their concerns had been noted and a way forward was being addressed.

In response to a further supplementary question from Cllr Jon Andrews in respect of question 3, the Portfolio Holder for Highways, Travel and Environment would contact Cllrs Andrews and Hall after the council meeting.

In a response to a supplementary question from Cllr Clare Sutton, the Portfolio Holder for Children, Education, Skills, and Learning indicated that the Executive Director for People – Children had written to the Chairman of People and Health Scrutiny Committee confirming that a report would be coming forward in the future on Dorset schools’ exclusion rates.

To consider a recommendation from Cabinet.

The Portfolio Holder for Corporate Development and Transformation presented the refreshed Council Plan for 2022-24. The document set out the key strategic position and the councils aims, ambitions and key targets for the council going forward. In setting out the report, the Portfolio Holder proposed the recommendation.

The recommendation was seconded by Cllr S Jespersen.

In response to questions, the portfolio holder advised that the plan set out the strategic aims.  The delivery plan, being presented at the all-member webinar, would set out the proposed actions. In response to a question relating to development and the local plan, the Portfolio Holder indicated the portfolio holder for planning had previously explained the current position in respect of this matter.

Decision

That the refreshed Council Plan 2022-24 and the new strategic delivery plan be approved.

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

The Leader of the Council set out the procedural report and proposed its recommendations.  This was seconded by Cllr Piers Brown.

Decision

That the terms of reference for a community governance review as set out in Appendix 1 of the report to Council on 20 October 2022, be adopted.

To consider a report by the Director of Public Health.

The Portfolio Holder for Adult Social Care and Health presented the report and proposed the recommendation.

The Director of Public Health advised that the recommendation aimed to ensure that the Health and Well-being Board developed into an effective interface with the integrated care partnership and the work of the new integrated care board to deliver the integrated care strategy. This work involved both Dorset Council and BCP.

The recommendation was seconded by Cllr Jane Somper.

Decision

That an addition to the terms of reference of the Health and Wellbeing Board be agreed, so that it becomes the strategic board for the place-based partnership developing in the Dorset Council area, as part of the Dorset Integrated Care System.

To consider a report by the Head of Environment and Wellbeing and the Director for Legal & Democratic.

The Leader of the Council presented a proposal that Harbour Management become an executive function of Dorset Council, with the Portfolio Holder undertaking the responsibility of duty holder, and the existing Harbours Committee becoming an advisory committee making recommendations to the Executive.

In response to questions, the Chairman of the Harbours Committee advised that whilst the advisory committee would still benefit from the advice and expertise provided by the independent members, the proposed change would streamline and accelerate the decision-making process.

The Chairman of the Harbours Committee further confirmed that harbour related decisions would be able to come forward in the future to meetings of scrutiny committee for appropriate challenge.

It was proposed by Cllr Spencer Flower seconded by Cllr M Roberts

Decision

(a)           That the harbour function becomes an Executive function with the Portfolio Holder for Highways, Travel and Environment assuming the responsibility of Duty Holder.

(b)           The existing Harbours Committee becomes an advisory committee under Section 102(4) of the Local Government Act 1972.

Following the resignation of Cllr Matt Hall as Chairman of the Audit & Governance Committee, Full Council is asked to appoint a new Chairman of the Committee.  In accordance with the committee’s terms of reference the Chairman of the Audit and Governance Committee shall be from the largest political group that is different to that of the Leader.

The nomination for Chairman from the Liberal Democrat Group Leader is Cllr Richard Biggs. Full Council is asked to confirm this appointment. 

If Cllr Richard Biggs is appointed as Chairman of the Committee, Full Council will be asked to appoint a new Vice-chairman of the Committee.

The nomination from the Liberal Democrat Group Leader for Vice-chairman is Cllr Robin Legg.

It was proposed by Cllr Nick Ireland seconded by Cllr M Hall that Cllr Richard Biggs be appointed Chairman of the Audit and Governance Committee for the remainder of the municipal year.

There were no other nominations.

It was proposed by Cllr Nick Ireland seconded by Cllr Beryl Ezzard that Cllr Robin Legg be appointed Vice-Chairman of the Audit and Governance Committee.

It was proposed by Cllr Les Fry seconded by Cllr John Worth that Cllr Susan Cocking be appointed Vice-Chairman of the Audit and Governance Committee.

In response to a point of order, the Monitoring Officer confirmed that council procedure rule 30 did not indicate that a vacancy could not be filled at the next appropriate meeting of council. Therefore, the vote to appoint a vice-chairman could continue.

Upon being put to the vote, Cllr Susan Cocking was appointed Vice-Chairman of the Audit and Governance Committee for the remainder of the municipal year.

Decision

(a)           That Cllr Richard Biggs be elected the Chairman of the Audit and Governance Committee for the remainder of the municipal year 2022-23.

(b)           That Cllr Susan Cocking was elected Vice-Chairman of the Audit and Governance Committee for the remainder of the municipal year 2022-23.

To consider a report by the Democratic Services Team Leader.

It was proposed by Cllr Spencer Flower and seconded by Cllr Nick Ireland

Decision

That a dispensation for Cllr Janet Dover from attending meetings of the Council for a period of 6 months commencing on 12th November 2022, by reason of ill health, be approved.

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 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  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 was no exempt business to report.