Agenda, decisions and minutes

To confirm the minutes of the meeting held on 28 January 2020.

The minutes of the meeting held on 28 January 2020 were confirmed and signed by the Chairman.

To receive any declarations of interest.

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

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

The deadline for submission of the full text of a question or statement is 8.30am on Thursday 27 February 2020.

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

There were no question from the public to report.

To receive any questions from members in accordance with procedure rule 13.

There were no questions from Councillors.

To receive and consider the Cabinet Forward Plan.

The forward plan was received and noted.

To receive a report of the Portfolio Holder for Finance, Commercial and Assets.

Decision

(a)       That the forecast for Dorset Council’s position at the end of Quarter 3 and the movements since Quarter 2 be noted;

(b)       That the actions to improve the position during the year be received and noted;

(c)        That the impact of any overspend on reserves and the general fund be noted.

Reason for the Decision

To review the forecast quarterly to ensure any risks to the in-year position are appropriately addressed and the impact on the MTFP and longer-term position is understood.

The Portfolio Holder from Finance, Commercial and Assets set out the quarterly report and the financial performance position at the end of the third quarter of the financial year.

The Portfolio Holder indicated that 2019/20 would continue to be a challenging year as the Council worked through its process of transformation.  He was confident that the Council had the resources available to overcome short-term pressures whilst it refined the vision, strategies and operating model that would deliver the sustainable dynamic and innovative organisation that Dorset’s residents needed.

Overall those Non-Executive members who addressed Cabinet welcomed the report and were encouraged  with the work being carried out to achieve positive outcomes for adults and children within the Dorset area.

In response to a question regarding the transparency around additional funding that had been released from on-off surpluses of the collection funds from predecessor councils, members were advised that this related to savings created due to harmonising of processes and transforming services.

Decision

(a)       That the forecast for Dorset Council’s position at the end of Quarter 3 and the movements since Quarter 2 be noted;

(b)       That the actions to improve the position during the year be received and noted;

(c)        That the impact of any overspend on reserves and the general fund be noted.

Reason for the Decision

To review the forecast quarterly to ensure any risks to the in-year position are appropriately addressed and the impact on the MTFP and longer-term position is understood.

To consider a report of the Portfolio Holder for Finance, Commercial and Assets.

Decision

That the procurements and awards of proposed contracts (as set out in appendix A of the report) be approved.

In giving the approval, members were approving known/likely procurement set for implementation during 2020/21 (or as specifically noted otherwise) on terms to be agreed by the delegated officer, Corporate Director or Portfolio Holder for each arrangement.

Procurements exceeding the key decision threshold which are not yet identified will be subject to a separate report or approval during 2020/21, as need arises.

Reason for the Decision

Cabinet is required to approve all key decisions with financial consequences of £500K or more.  It is also good governance to provide cabinet with a summary of all proposed procurements prior to them formally commencing.

The Portfolio Holder for Finance, Commercial and Assets presented a report providing notice of the planned/known procurement activities that Cabinet would need to make decisions on for 2020/21.  He continued that the Procurement team had worked with colleagues across the directorates to review the contracts database and to establish a programme for 2020-2021.

The details of the contracts within that programme were set out within the appendix to the report. However as the service and transformation plans progressed it might be necessary to bring further requests to future meeting of Cabinet.

Decision

That the procurements and awards of proposed contracts (as set out in appendix A of the report) be approved.

In giving the approval, members were approving known/likely procurement set for implementation during 2020/21 (or as specifically noted otherwise) on terms to be agreed by the delegated officer, Corporate Director or Portfolio Holder for each arrangement.

Procurements exceeding the key decision threshold which are not yet identified will be subject to a separate report or approval during 2020/21, as need arises.

Reason for the Decision

Cabinet is required to approve all key decisions with financial consequences of £500K or more.  It is also good governance to provide cabinet with a summary of all proposed procurements prior to them formally commencing.

To consider a report of the Portfolio Holder for Corporate Development and Change.

Decision

That the quarterly high-level performance framework for the Council Plan be agreed.

Reason for the Decision

To ensure progress towards the council plan is measured and monitored.

The Portfolio Holder for Corporate Development and Change reminded Cabinet that the Dorset Council Plan was adopted at the last meeting of Full Council and this report set out the proposed approach for a performance framework and presented the proposed draft measures.

The Portfolio Holder invited all members of the council to review the draft performance monitoring framework and to feedback comments and suggestions. The Head of Business Insight and Corporate Communication advised  that once the measures had been agreed the council would work toward developing meaningful and  appropriate performance indicators.  It was also important to consider monitoring at a strategic level.

Members welcomed that the Performance Measures would be considered by Audit and Governance Committee at future meetings.  It was noted that it was important to be clear on what action the council would be taken and where it would be acting as an influencer.

.

The following issues and observations were made:-

·         Measures needed to show how to provide support to communities with the greatest challenges.

·         Important that measures have context for example for carbon omissions

·         The document appeared to be light of Climate Change measures

·         Some members were eager to have KPI’s as soon as possible

·         That the Chairman of Audit & Governance should receive the monthly updates in order that the council could respond quickly to issues.

·         Health issues needed to be a central issue

·         Suitable housing for those fleeing domestic violence had not be considered with the document.

Cabinet members felt that the proposed framework was a great start and was in general agreement with the appendix,  although they accepted that some of the issues were difficult to measure.

As part of the overall discussion the Portfolio Holder for Corporate Development and Change advised that he would be calling on BT Open reach to deliver on its promise to provide superfast broadband to all households across Dorset.  He confirmed that he was in conversation with BT but he was disappointed with progress to date. He would also be rising the matter with local MP’s in the coming weeks.

Members were advised to contact the Portfolio Holder with any issues and concerns.  The Portfolio Holder for Housing and Community Safety advised that he would be happy to take up the issue around meeting the appropriate housing needs for domestic violence victims.

Decision

That the quarterly high-level performance framework for the Council Plan be agreed.

Reason for the Decision

To ensure progress towards the council plan is measured and monitored.

To consider a report of the Portfolio Holder for Planning.

Decision

(a)       That the updated Dorset Heathland Planning Framework 2020-2025 Supplementary Planning Document (SPD), with any updates, and the SPD be implemented from 1 April 2020;

(b)       That the Service Manager for Spatial Planning and the Portfolio Holder for Planning,  be delegated authority to sign off and make changes as a result of the Cabinet meeting of 3 March 2020 and Bournemouth, Poole and Christchurch Council (BCP).

Reason for the Decision

(i)         Due to different report deadlines the SPD is still to be agreed by BCP Council.

(ii)        To ensure the Council maintains a planning framework for mitigating impact of new residential, tourist accommodation and equestrian development on Dorset Heathland.  The document once adopted will have significant weight in decision making, when determining relevant planning applications.  It will enable the Council, as Competent Authority under the Habitats Regulations, in combination with the appropriate assessments at planning application stage, the certainly that the impact of development can be mitigated avoiding an adverse effect upon Dorset Heathland.

The Portfolio Holder for Planning advised Cabinet that the council was obliged to meet Habitat Regulations requirements around protected habitats and species. Dorset Heathlands were part of a network of European, internationally and nationally protected heathlands focussed in the south-east of Dorset Council and adjoining Bournemouth, Christchurch and Poole Council.

The Dorset Heathland Framework 2020-2025 Supplementary Planning Document (SPD) (Appendix 1) provided the mitigation strategy to support planning policies in extant Local Plans that protect the designated areas. Members were further advised that without a renewed SPD providing a mitigation strategy it would not be possible to demonstrate that impact on heathlands from new development that can be avoided or mitigated. This could result in the council not being able to grant planning permission in a zone 5km around protected heathlands in the south-east of the council area.

Decision

(a)       That the updated Dorset Heathland Planning Framework 2020-2025 Supplementary Planning Document (SPD), with any updates, and the SPD be implemented from 1 April 2020;

(b)       That the Service Manager for Spatial Planning and the Portfolio Holder for Planning,  be delegated authority to sign off and make changes as a result of the Cabinet meeting of 3 March 2020 and Bournemouth, Poole and Christchurch Council (BCP).

Reason for the Decision

(i)         Due to different report deadlines the SPD is still to be agreed by BCP Council.

(ii)        To ensure the Council maintains a planning framework for mitigating impact of new residential, tourist accommodation and equestrian development on Dorset Heathland.  The document once adopted will have significant weight in decision making, when determining relevant planning applications.  It will enable the Council, as Competent Authority under the Habitats Regulations, in combination with the appropriate assessments at planning application stage, the certainly that the impact of development can be mitigated avoiding an adverse effect upon Dorset Heathland.

To consider a recommendation of the Place Scrutiny Committee of 30 January 2020.

Decision

That the Single Use Plastic Policy be adopted.

Reason for the Decision

Bringing consistency of approaches to reducing Single Use Plastic (SUP) throughout Dorset Council offices and services.

The Portfolio Holder for Highways, Travel and Environment advised the Cabinet  that the Single Use Plastics Policy  had been considered and recommended for adoption by Place Scrutiny Committee. 

Single Use Plastic was any disposable plastic item that was designed to be used only once. Single-use plastics were often used in packaging, consumer products, cosmetics and healthcare. He further advised that it was estimated that around 50% of plastic waste we produce globally was packaging that was used just once.

Members noted that the Single Use Plastic (SUP) Policy committed Dorset Council to act to remove and reduce the use of Single Use Plastic from Dorset Council’s operations.

Decision

That the Single Use Plastic Policy be adopted.

Reason for the Decision

Bringing consistency of approaches to reducing Single Use Plastic (SUP) throughout Dorset Council offices and services.

To receive an update from the Portfolio Holder for Highways, Travel and Environment.

The Portfolio Holder for Highways, Travel and Environment reported to Cabinet on the recently held Inquiry Day. This was an opportunity for the community to share fresh ideas and objectives with members and council officers.  A second day would be held on 3 March 2020 later in the day to be able to engage with a wider section of the community including young people.

He highlighted that it was important to listen to young people’s ideas and concerns as climate change was having a serious impact of this sector of the community,  in terms of their mental health, as they continued to worry about the future.

The Portfolio Holder also advised that he had attended a number of conferences on the subject as it was important for local authorities to learn listens from each other.   

He hoped to be able to report back to members more informally within the next few months.

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.

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.

Decision

That the press and the public be excluded for the following item (item15) 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).

It was proposed by Cllr P Wharf seconded by Cllr S Flower

Decision

That the press and the public be excluded 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).

To consider a report of the Portfolio Holder for Children, Education and Early Help.

Decision

(a)       That options 5,9 and 11, as set out within the exempt report of 3 March 2020, be approved;

(b)       That authority be delegated to the Executive Director People – Children’s for capital and revenue expenditure, as detailed within the report to Cabinet of 3 March 2020.

Reason for the decision

To ensure residential sufficiency. 

Cabinet considered a report presented by the Portfolio Holder for Children, Education and Skills regarding Residential Sufficiency for Dorset.

Decision

(a)       That options 5,9 and 11, as set out within the exempt report of 3 March 2020, be approved;

(b)       That authority be delegated to the Executive Director People – Children’s for capital and revenue expenditure, as detailed within the exempt report to Cabinet of 3 March 2020.

Reason for the decision

To ensure residential sufficiency.