Agenda and minutes

To confirm the minutes of the meeting held on 6 October 2022.

A question was raised with regard to the inclusion of information in the minutes relating to the discussion of an exempt item.  Clarification would be sought and provided to all councillors.

The minutes of the meeting held on 6 October 2022 were agreed as a correct record 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 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 receive any updates from the Chairman of the Place and Resources Overview Committee.

There were no updates from the Chairman for the meeting.

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 lindsey.watson@dorsetcouncil.gov.uk by 8.30am on 21 November 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 were no questions or statements from members of the public or local organisations.

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 lindsey.watson@dorsetcouncil.gov.uk by 8.30am on 21 November 2022.

Dorset Council Constitution – Procedure Rule 13

There were no questions from councillors.

To consider a report of the Service Manager for Commercial and Procurement.

The committee received and considered a report and presentation of the Service Manager Commercial and Procurement with regard to the development of a new Fees and Charges Policy to provide a consistent approach in setting, monitoring, and reviewing fees and charges, and applied to fees and charges for discretionary services and trading activities across the Council.

Councillors considered the issues arising from the report and during discussion, the following points were raised:

·         The requirement to undertake regular price reviews was noted and the assumption that fees and charges would be increased each year based on a reasonable level of inflation.  Members considered the definition of ‘reasonable’ and it was suggested that the wording should be amended to state that increases to fees and charges were made following reasoned and careful consideration

·         There was discretion to increase charges above inflation in some service areas and to undercharge in others and this was clearly set out in the policy

·         The role for portfolio holders should be clearly stated throughout the policy

·         The policy to include reference to fees and charges reflecting officer skills and the provision of high value services

·         The issue of fees and charges being used to subsidise other areas and groups of people was considered

·         In respect of fees and charges for discretionary services, there needed to be awareness of the range of items that the council charged for in different ways.  This should be reflected in the wording of the policy

·         Issues around the Equality Impact Assessment were considered

·         The schedule of rates allowed for comparison with other councils

·         Opportunities for the council to be more competitive in some areas were considered and it was noted that the policy provided the platform to further consider these issues

·         Thoughtful communication with town and parish councils around the policy was required

·         Each price area was considered on a case-by-case basis and took into account local circumstances

·         Support was expressed for a review of the policy by the Place and Resources Scrutiny Committee, after one year of operation, to include a review of the application of subsidies.

Recommendation

That the proposed Fees and Charges Policy be considered and approved by Cabinet (date 23^rd January 2023), with the comments of the Place and Resources Overview Committee, as set out above.

To review the Place and Resources Overview Committee Forward Plan.

To review the Cabinet Forward Plan.

Councillors noted the committee’s forward plan and items scheduled for the next meeting.  In addition, councillors noted the Cabinet Forward Plan.

Items for potential review by the committee, were raised as follows:

·       New Strategic Asset Management Plan

·       Dorset Council Plan Priorities update: Housing for Local People – a report was to be considered by Cabinet on 25 April 2023 and a question raised as to whether there was a role for the committee in respect of this

·       Dorset Council Plan Priorities: One Customer Account and Digital Innovation – a report was to be considered by Cabinet on 28 February 2023 and a question raised as to whether there was a role for the committee in respect of this

·       Clarification would be sort in respect of the timing and reporting route for the ‘New Household Recycling Centre for the Eastern Area of Dorset’ item.  It was noted that a local councillor briefing was to be held.

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 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 was no exempt business.