Agenda and minutes

L Fry (Vice-chairman) in the Chair.

The Chairman provided the following statement:

‘In the light of the situation with Covid-19 case rates, Dorset Council's Chief Executive - Matt Prosser has exercised his delegated powers to continue to hold virtual informal committee meetings.

Where a decision is required, committee members will express a ‘minded to’ decision in respect of recommendations set out in officer reports, with decisions being taken under officer delegated authority in the light of ‘minded to’ decisions expressed by members in the virtual meetings.  Any decisions or recommendations required will be confirmed by the appropriate officer at the conclusion of the committee’s debate on an agenda item.’

The Chairman noted that the committee needed to appoint a Vice-chairman for the meeting.  It was proposed by S Jespersen seconded by T Coombs that C Jones be elected Vice-chairman for the meeting.  This was supported by the committee.

To disclose any pecuniary, other registrable or non-registrable interests as set out in the adopted Code of Conduct. In making their declaration 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 receive questions or statements on the business of the committee from town and parish councils and members of the public.

Public speaking has been suspended for virtual committee meetings during the Covid-19 crisis and public participation will be dealt with through written submissions only.

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to two questions or a statement of up to a maximum of 450 words.  All submissions must be sent electronically to lindsey.watson@dorsetcouncil.gov.uk by the deadline set out below.  When submitting a question please indicate who the question is for and include your name, address and contact details.  Questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda.

Questions will be read out by an officer of the council and a response given by the appropriate Portfolio Holder or officer at the meeting.  All questions, statements and responses will be published in full within the minutes of the meeting.  The deadline for submission of the full text of a question or statement is 8.30am on Thursday 4 November 2021.

There were no questions or statements from members of the public or local organisations.

To receive questions submitted by councillors. The deadline for receipt of questions is 8.30am on Thursday 4 November 2021.

There were no questions submitted by councillors.

To consider a report of the Service Manager Licensing and Community Safety.

The committee received and considered a report of the Service Manager, Licensing and Community Safety with regard to proposals for Anti-social Behaviour related Public Spaces Protection Orders (PSPOs) for parts of the Dorset Council area.  The report set out current PSPOs which were in place and which had been reviewed in consultation with statutory consultees.  The committee was invited to review the revised draft orders in advance of a period of public consultation.

Discussion was held on the proposals and the following points were noted:

·            Detail provided of the Community Safety Patrol Service operated in Weymouth and Portland

·            Further discussion would be required in respect of enforcement issues

·            A ‘gating’ proposal associated with Trinity Passage in Weymouth would form part of the public consultation

·            The proposals did not seek to ban camping in coastal areas but would provide the ability to enforce and move people on where anti-social behaviour occurred

·            Dorset and Wiltshire Fire and Rescue strongly supported the proposed order concerning fires on open land

·            Further discussion would take place with Forestry England and information would be provided when the committee considered the proposed orders in February 2022

·            The content of signage to be used in forest/open land areas was discussed.

It was proposed by S Jespersen seconded by R Tarr

‘Minded to’ Decision

That the Place and Resources Overview Committee:

1)         Have considered the proposals for Anti-social Behaviour related Public Spaces Protection Orders for parts of the Dorset Council area

2)         Support the draft Orders for publication for public consultation the results from which will help shape the final Orders.

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ decision, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

To consider a report of the Corporate Director, Finance and Commercial.

Please note this report includes two exempt appendices.

The Chairman noted that there were two exempt appendices associated with the report and that the committee would need to resolve to move into exempt business if councillors wished to discuss these.

The Executive Director of Corporate Development introduced a report which set out proposals for the future provision of revenues and benefits services for Dorset Council.  The report recommended the creation of a single revenues and benefits service for Dorset Council, to provide a better level of customer service for residents, with a single process and contact details, making it easier, clearer and more accessible for people to pay council tax and make benefits claims.  A short film was shown to the committee to set out the vision for future customer service.

Consideration was given to the issues arising from the report and during discussion the following points were raised:

·            Opportunities to integrate council services

·            Discussion around potential timescale for operation on single customer accounts – work was ongoing and timescales would be managed through the transformation programme

·            A request was made for a councillor webinar on this area of work

·            A point was noted that Overview should keep a watch on debt recovery issues in the council

·            Arrangements for scrutiny of the revenues and benefits service moving forward.  Recommendation 3 in the report recognised the role of the Place and Resources Scrutiny Committee in this area and it was noted that performance could be incorporated into recommendation 3

·            The movement of the eastern and northern areas onto the new system would be carefully managed

·            Further discussions would need to be held, including around financial implications, once the report had been through the democratic processes.

It was proposed by V Pothecary seconded by C Jones

It was noted that the additional words ‘and performance’ would be included in recommendation 3.

‘Minded to’ Recommendation to Cabinet

1.         Agree that Dorset Council makes the necessary arrangements to leave the Stour Valley & Poole Partnership (SVPP) and brings these services in-house to be delivered by an expanded Dorset Council Revenues & Benefits Team as set out in the business case attached to the report at appendix 3;

2.         Delegate authority to the Executive Director of Corporate Development, in consultation with the Portfolio Holder for Finance, Commercial and Capital Strategy, to implement recommendation 1, including authority to give notice to terminate the Council’s involvement in the Stour Valley and Poole Partnership;

3.         Request that the Place and Resources Scrutiny Committee oversee the future Service’s integration into Dorset Council, where it can support further transformation, insight, strategic service development and performance, as set out in the business case.

The Executive Director of Corporate Development, having heard the debate, confirmed the ‘minded to’ Recommendation to Cabinet, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

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 3 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.

The committee did not go into exempt business at this meeting.

Exempt appendices associated with the report on ‘The future of revenues and benefits services at Dorset Council’.

The exempt appendices associated with the report ‘The future of revenues and benefits services at Dorset Council’ had been made available to members of the committee, however, the committee did not move into exempt business in order to discuss the information at the meeting.