Agenda, decisions and draft minutes

To confirm the minutes of the meeting held on 15 October 2024.

The minutes of the meeting held on 15^th October 2024 were confirmed as a correct record and signed by the Chair.

To disclose any pecuniary, other registrable or non-registrable interest 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 report.

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 either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council

All submissions must be emailed in full to susan.dallison@dorsetcouncil.gov.uk  by 8.30am on Thursday 14 November 2024.

When submitting your question or statement please note that:

•         You can submit 1 question or 1 statement.

•         a question may include a short pre-amble to set the context.

•         It must be a single question and any sub-divided questions will not be permitted.

•         Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.

•         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.  

There was 1 question from a member of the public.  A copy of the question and the response is set out in Appendix 1 to these minutes.

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 susan.dallison@dorsetcouncil.gov.uk  8.30am on Thursday 14 November 2024. 

Dorset Council Constitution – Procedure Rule 13 

There were 4 questions submitted by Cllr Craig Monks and Cllr Belinda Bawden; these along with the responses are set out in Appendix 2 to these minutes.

To note the Cabinet Forward Plan for December.

The draft Cabinet Forward Plan for December 2024 was received, and it was noted that in a change to the published plan the report ‘Purbeck Pleasure Boat Byelaw 2013 amended’ would be submitted direct to the Full Council meeting on 5 December 2024.

To consider a report of the Cabinet Member for Finance & Capital Strategy.

(a)  Cabinet notes the Senior Leadership Team’s forecast of the full year’s outturn for the Council, made at the end of September 2024 including progress of the transformational and efficiency savings incorporated into the budget.

(b)  That the capital programme for 2024/25, be noted.

(c)   That the capital spend of £3.45m against Sewerage Treatment Services Improvement Works as agreed by Capital Strategy & Assets Management Group on 7 October 2024, be noted.

(d)  That the additional capital spend of £2.8m for Weymouth Harbour Walls F&G of which £1.3m to be funded from Dorset Council resources and £1.48m from Harbour reserves, be approved (subject to harbour advisory committee). A detailed breakdown is shown in the appendix which brings total project spend to £13.8m.

(e)  That the additional capital spend of £1.0m for Foster and Kinship Carers Adaptations Capital Fund, be approved.

(f)    To reallocate the budget of £160k from Parkdean improvement works to Greenhill.

(g)  To continue procurement to deliver Urgent and Emergency Care (UEC) Transformation programme – part 2 with an expected value of £9m, of which Dorset Council is committing to up to £1.5m with a further step of making any contract award and finalising the partnership agreement with NHS partners should be delegated to the relevant Cabinet Member for Adult Social Care, after consultation with the relevant Executive Director, Jonathan Price, Cabinet Member for Finance and Capital Strategy, Cllr Clifford and Executive Director for Corporate Development (s151 officer), Aidan Dunn.

Reason for the decision

The Council provided a mix of statutory and discretionary services to communities across Dorset and was legally required to set a balanced budget every year, and so must deliver services within the resources made available through the revenue and capital budgets for 2024/25.  This report summarised the Council’s forecast financial performance for the year at the end of September 2024.

Cabinet received a report that set out information about the council’s forecast financial performance for the full 2024/25 financial year.  The forecasts were based on data as of 30^th September 2024 (Quarter 2). The Cabinet Member for Finance & Capital Strategy highlighted the significant financial challenges facing Dorset Council due to increasing costs and he acknowledged the concern over the proposed use of council reserves.

In response to questions from Cllr A Parry, Paul Dempsey, Executive Director of People – Children’s agreed to send Cllr A Parry a full written response regarding the EHCP and the spot purchasing figures.   

It was proposed by Cllr S Clifford and seconded by Cllr R Biggs.

Decision  

(a)  That the Senior Leadership Team’s forecast of the full year’s outturn for the Council, made at the end of September 2024 including progress of the transformational and efficiency savings incorporated into the budget be noted.

(b)  That the capital programme for 2024/25, be noted.

(c)   That the capital spend of £3.45m against Sewerage Treatment Services Improvement Works as agreed by Capital Strategy & Assets Management Group on 7 October 2024, be noted.

(d)  That the additional capital spend of £2.8m for Weymouth Harbour Walls F&G of which £1.3m to be funded from Dorset Council resources and £1.48m from Harbour reserves, be approved (subject to harbour advisory committee). A detailed breakdown was shown in the appendix which brings total project spend to £13.8m.

(e)  That the additional capital spend of £1.0m for Foster and Kinship Carers Adaptations Capital Fund, be approved.

(f)    Reallocate the budget of £160k from Parkdean improvement works to Greenhill.

(g)  To continue procurement to deliver Urgent and Emergency Care (UEC) Transformation programme – part 2 with an expected value of £9m, of which Dorset Council was committing to up to £1.5m with a further step of making any contract award and finalising the partnership agreement with NHS partners being delegated to the relevant Cabinet Member for Adult Social Care, after consultation with the relevant Executive Director, Jonathan Price, Cabinet Member for Finance and Capital Strategy, Cllr Clifford and Executive Director for Corporate Development (s151 officer), Aidan Dunn.

Reason for the decision

The Council provided a mix of statutory and discretionary services to communities across Dorset and was legally required to set a balanced budget every year, and so must deliver services within the resources made available through the revenue and capital budgets for 2024/25.  This report summarised the Council’s forecast financial performance for the year at the end of September 2024.

To consider a report of the Cabinet Member for Finance & Capital Strategy.

Cabinet: -

(a)        noted the updated cost pressures set out in this paper and the validation work that has been carried out on them.

(b)        agreed the assumptions being used in the Medium-Term Financial Plan (MTFP).

(c)        noted the financial gap arising from (a) and (b) above.

(d)        agreed the 2025/26 principles for budget setting as outlined in section 13 of the report to Cabinet 19 November 2024.

(e)        noted the approach to closing the budget gap set out in this paper of 19 November, recognising that this was work in progress.

(f)          agreed to continue to lobby local MPs and work with peers to press the case for additional, multi-year funding.

(g)        agreed that Cabinet Members work with officers to continue to identify and develop further efficiencies and savings.

(h)        endorsed the next steps and timetable leading up to the 2025/26 budget which would be presented to Full Council on 11 February 2025.

Reason for the decision

Councils were required by law to set an annual budget and for that budget to be ‘balanced’ or fully funded. Essentially this means that expenditure was balanced by income without unsustainable use of one-off, or short-term sources of finance.

The report provided detail on a framework for the budget for 2025/26 and the Medium-Term Financial Plan for 2025-2030 and outlined the work which would continue throughout the autumn so that the budget could be finalised in time for the Full Council meeting in February 2025.  It was noted that the budget setting exercise was taking place against a continued background of national and global events which were putting a direct and indirect pressure on council budgets. 

The recommendations were proposed by Cllr S Clifford and seconded by Cllr J Andrews.

Decision

That Cabinet:

(a)        notes the updated cost pressures set out in the paper and the validation work that had been carried out on them;

(b)        agrees/updates the assumptions being used in the Medium-Term Financial Plan (MTFP);

(c)        notes the financial gap arising from (a) and (b) above.

(d)        agrees the 2025/26 principles for budget setting as outlined in section 13 of the report to Cabinet 19 November 2024.

(e)        notes the approach to closing the budget gap set out in the paper of 19 November, recognising that this was work in progress.

(f)          continues to lobby local MPs and work with peers to press the case for additional, multi-year funding.

(g)        agrees that Cabinet Members work with officers to continue to identify and develop further efficiencies and savings.

(h)        endorses the next steps and timetable leading up to the 2025/26 budget which would be presented to Full Council on 11 February 2025.

Reason for the decision

Councils are required by law to set an annual budget and for that budget to be ‘balanced’ or fully funded. Essentially this means that expenditure was balanced by income without unsustainable use of one-off, or short-term sources of finance.

To consider a report of the Leader of the Council.

The Council Plan had been drafted to provide visible accountability for performance, risk management, and to shape how Dorset Council would be adapting to a changing world over the next five years.  The updated draft plan provided the ‘golden thread’ for the work of officers to ensure that the council was delivering against priorities of the administration. The draft plan had been reviewed by the Joint Overview Committee on 29 October 2024 and the committee had made a few recommendations; the draft plan had been updated as a result for Cabinet consideration.

In response to a question from Cllr O’Leary the Leader of Council requested that officers send Cllr O’Leary information on the verge management schedule.

Cllr S Gibson highlighted that highways were a priority for Dorset residents and felt that this should be better reflected in the new Dorset Council Plan.  Cllr K Wheller also highlighted that the potential for economic growth from harbour and marine businesses did not feature in the new plan. The Leader of Council reminded members that not every service could be included in this high-level document however agreed to take the comments from Cllr Gibson and Cllr Wheller into account before the document was submitted to Full Council for final approval.  It was also noted that there may be some additional amendments to the plan following a late response from the LEP.   

It was proposed by Cllr N Ireland, seconded by Cllr S Robinson.         

Recommendation to Council

That the updated draft Council Plan for 2024-29 be adopted.        

To consider a report of the Cabinet Member for Corporate Development and Transformation.

(a)            That the ambition, approach and scope for the Our Future Council transformation programme be approved, and plans to progress to a full business case, be endorsed. This would be presented to Joint Overview Committee for feedback and Cabinet for approval in January 2025.

(b)            That the draft transformation plan, target operating model design, governance plans and draft delivery plans for whole-council transformation, be endorsed (appendix B) The final versions would be presented Joint Overview Committee for feedback and Cabinet for approval in January 2025.

(c)             That authority be delegated to Executive Director for Corporate Development to commission strategic advisor, PricewaterhouseCoopers LLP, (PwC) to the value of £520,000 to deliver a full business case with investment and implementation plans.

(d)            That authority be delegated to Executive Director for Corporate Development, in consultation with the Cabinet Member for Finance & Capital Strategy, to replenish and approve use of the transformation fund allocated from capital and revenue reserves of £3m to be made available to support invest to save transformation activity.

Reason for the decision

Dorset Council was facing significant financial pressures and increasing demand for services, a challenge common to many local authorities. To address this, we must undertake a comprehensive, whole-council transformation to ensure sustainable and effective service delivery.

Cllr B Wilson, Cabinet Member for Corporate Development and Transformation introduced a report that set out the ambition and outline business case for the transformation of Dorset Council under “Our Future Council”.  The report set out the plans to develop a full invest to save business case early in 2025.  Our Future Council was an extensive, whole council transformation programme and was a crucial component of the new Council Plan for improving outcomes for residents and organisational efficiency as well as being vital for future financial resilience.

Decision

(a)            That the ambition, approach and scope for the Our Future Council transformation programme be approved, and plans to progress to a full business case, be endorsed. This would be presented to Joint Overview Committee for feedback and Cabinet for approval in January 2025.

(b)            That the draft transformation plan, target operating model design, governance plans and draft delivery plans for whole-council transformation, be endorsed (appendix B) The final versions would be presented Joint Overview Committee for feedback and Cabinet for approval in January 2025.

(c)             That authority be delegated to Executive Director for Corporate Development to commission strategic advisor, PricewaterhouseCoopers LLP, (PwC) to the value of £520,000 to deliver a full business case with investment and implementation plans.

(d)            That authority be delegated to Executive Director for Corporate Development, in consultation with Cabinet Member for Finance & Capital Strategy, to replenish and approve use of the transformation fund allocated from capital and revenue reserves of £3m to be made available to support invest to save transformation activity.

Reason for the decision

Dorset Council was facing significant financial pressures and increasing demand for services, a challenge common to many local authorities. To address this, we must undertake a comprehensive, whole-council transformation to ensure sustainable and effective service delivery.

To consider a report of the Cabinet Member for Health & Housing.

1. That the Dorset Council Private Sector Housing Assistance Policy be adopted.

2. That authority be delegated to the Corporate Director Housing and Community Safety in consultation with the Cabinet Member for Health and Housing to:

(a)           Make minor amendments to the policy to comply with legislation and guidance.

(b)           Suspend the approval of any discretionary housing assistance offered in this policy.

(c)           Introduce new assistance to help private residential property should funding become available.

Reason for the decision

The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002 required Councils to publish a policy if they wished to provide assistance in a range of areas related to private sector housing.  Dorset Council last approved a Private Sector Housing Assistance policy in November 2020.

The Cabinet received a report which proposed a policy that set out the conditions and eligibility criteria for financial assistance to improve private sector housing. The policy had been considered by the People & Health Overview Committee on 29^th October 2024.

Decision

1. That the Dorset Council Private Sector Housing Assistance Policy be adopted.

2. That authority be delegated to the Corporate Director Housing and Community Safety in consultation with the Cabinet Member for Health and Housing to:

(a)            Make minor amendments to the policy to comply with legislation and guidance.

(b)            Suspend the approval of any discretionary housing assistance offered in this policy.

(c)             Introduce new assistance to help private residential property should funding become available.

Reason for the decision

The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002 required Councils to publish a policy if they wished to provide assistance in a range of areas related to private sector housing.  Dorset Council last approved a Private Sector Housing Assistance policy in November 2020.

To consider a report of the Cabinet Member for Health and Housing.

That the Dorset Council Contaminated Land Strategy be approved.

Reasons for the decision

The Strategy ensures that the Council continues to meet its land contamination regulatory duties in a manner which was rational, ordered and efficient, and reflective of Dorset’s local circumstances.

The Cabinet was asked to approve the Dorset Council Contaminated Land Strategy 2024 which replaced, updated and unified the predecessor councils’ individual strategies and would ensure that Dorset Council’s role in relation to land affected by contamination continued to reflect current law and good practice.  The policy would endure that risks from land contamination to human health, property and the environment would continue to be appropriately and efficiently managed.

Decision

That the Dorset Council Contaminated Land Strategy be approved.

Reasons for the decision

The Strategy ensures that the Council continues to meet its land contamination regulatory duties in a manner which was rational, ordered and efficient, and reflective of Dorset’s local circumstances.

To consider a report of the Cabinet Member for Children’s Services, Education and Skills.

That the Dorset SACRE syllabus be approved to enable teaching and learning from Autumn Term 2025.

Reason for the decision

So the formal agreed Dorset locally Agreed Syllabus can be shared with all our schools and academy settings.

Cllr C Sutton, Cabinet Member for Children’s Services, Education & Skills introduced the Dorset Agreed Syllabus for Religious Education.  If approved by Cabinet the final design would be a small working group of officers and members to discuss the practical concerns raised by Cllr J Atwal and Cllr L Bown.

Decision

That, subject to some minor amendments, the Dorset SACRE syllabus be approved to enable teaching and learning from Autumn Term 2025.

Reason for the decision

So the formal agreed Dorset locally Agreed Syllabus can be shared with all our schools and academy settings.

To consider a report of the Cabinet Member for Children’s Services, Education and Skills.

That a cross-directorate and multi-agency taskforce be established, with the purpose of improving social mobility, reducing poverty, and ensuring cohesive responses across the Council and with wider partners.

This would: -

·       Revisit the recommendations made to the Place and Resources Scrutiny Committee in the paper ‘Social Mobility in Dorset’, November 2021 and use this to inform the taskforce membership suggested in Appendix two of the report to Cabinet 19 November 2014.

·       Define and agree future actions as suggested in Appendix two.

·       Develop local data insights and analysis to inform and refine our approaches at both community and authority level.

·       Implement relevant recommendations at a local level from the national Social Mobility Commission’s annual reports.

·       Report progress annually.

Reason for the decision

Working to reduce inequalities was not a one-off piece of work; improving life chances for all was already what we strive to do and was woven throughout our various strategies and long-term plans. This approach brought together all our ambitions to ensure we were moving collectively towards reducing poverty and improving social mobility as business as usual for Dorset Council.

The challenges were complex and could not be held by any one directorate or organisation. These were deep rooted socio-economic structural issues that warrant a considered, coordinated, and long-term response.

The Cabinet considered a report which set out the council’s approach to improving social mobility.  In response to a query from Cllr D Northam regarding the indices for deprivation used in the report Cllr Sutton acknowledged his view, however felt that a change in the wording of the document was not required.  In response to a question from Cllr H Hobbs-Chell, Alice Deacon, Corporate Director for Commissioning and Partnerships agreed to look at how the information could be shared with the voluntary sector and agreed to take on board the comments raised by councillors to inform the work.

It was proposed by Cllr C Sutton, seconded by Cllr S Robinson

Decision

That a cross-directorate and multi-agency taskforce be established, with the purpose of improving social mobility, reducing poverty, and ensuring cohesive responses across the Council and with wider partners.

This would: -

·       Revisit the recommendations made to the Place and Resources Scrutiny Committee in the paper ‘Social Mobility in Dorset’, November 2021 and use this to inform the taskforce membership suggested in Appendix two of the report to Cabinet 19 November 2014.

·       Define and agree future actions as suggested in Appendix two.

·       Develop local data insights and analysis to inform and refine our approaches at both community and authority level.

·       Implement relevant recommendations at a local level from the national Social Mobility Commission’s annual reports.

·       Report progress annually.

Reason for the decision

Working to reduce inequalities was not a one-off piece of work; improving life chances for all was already what we strive to do and was woven throughout our various strategies and long-term plans. This approach brought together all our ambitions to ensure we were moving collectively towards reducing poverty and improving social mobility as business as usual for Dorset Council.

The challenges were complex and could not be held by any one directorate or organisation. These were deep rooted socio-economic structural issues that warrant a considered, coordinated, and long-term response.

To consider a report of the Cabinet Member for Place Services.

(a)    That an application be made to the Marine Management Organisation for a Harbour Revision Order in respect of Weymouth Harbour to restrict the Open Port Duty

(b)    That authority be delegated to the Executive Lead for Place Services, in consultation with the Cabinet member for Place Services, to determine the wording of the Harbour Revision Order based on legal advice and to undertake all procedures for the submission of the Harbour Revision Order to the Marine Management Organisation.

(c)    That a budget o £40,000 be allocated for the work set out in (a) and (b) above from Harbours Reserves.

Reason for the decision

The decision allows Weymouth Harbour to:

·       Develop the Peninsula in line with the Harbour Business Plan and the Government funding commitments, which included public space enhancements, commercial developments, and housing.

·       Reduce the financial and operational burden imposed by the unrestricted Open Port Duty, which currently required the harbour to accommodate large commercial vessels that were no longer viable or necessary for future growth.

·       Secure long-term financial sustainability through commercial opportunities aligned with the Government funding programme.

Cllr J Andrews introduced a report which proposed the modification of the

Harbour’s Open Port Duty to allow for commercial development opportunities

in line with the Council's Government funding (previously known as the

Levelling Up Fund) commitments.

It was proposed by Cllr J Andrews seconded by Cllr S Clifford

Decision

(a)    That an application be made to the Marine Management Organisation for a Harbour Revision Order in respect of Weymouth Harbour to restrict the Open Port Duty

(b)    That authority be delegated to the Executive Lead for Place Services, in consultation with the Cabinet member for Place Services, to determine the wording of the Harbour Revision Order based on legal advice and to undertake all procedures for the submission of the Harbour Revision Order to the Marine Management Organisation.

(c)     That a budget o £40,000 be allocated for the work set out in (a) and (b) above from Harbours Reserves.

Reason for the decision

The decision allows Weymouth Harbour to:

·       Develop the Peninsula in line with the Harbour Business Plan and the Government funding commitments, which included public space enhancements, commercial developments, and housing.

·       Reduce the financial and operational burden imposed by the unrestricted Open Port Duty, which currently required the harbour to accommodate large commercial vessels that were no longer viable or necessary for future growth.

·       Secure long-term financial sustainability through commercial opportunities aligned with the Government funding programme.

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 consider passing the following recommendation:  

Recommendation  

That in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in item(s) No 19, 20 and 21 because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in paragraph(s) 3 of Part 1 of schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.  

The public and the press will be asked to leave the meeting whilst the item of business is considered. (Any live streaming will end at this juncture).  

Reason for taking the item in

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).  

Decision

That the press and the public be excluded for the following three items 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).

Reason for taking the item in private

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).  

The live streaming was concluded at this juncture.

To consider a report of the Cabinet Member for Place Services.

That the recommendations set out in the exempt report of Cabinet 19 November 2024, be approved

Reason for the decision

The Conservation of Habitats and Species Regulations (2017) required the Council to assess the impacts of new development on habitats sites and to only grant planning permission where it had concluded through an appropriate assessment that adverse impacts would be avoided or mitigated.

It was proposed by Cllr S Bartlett seconded by Cllr S Clifford.

Decision

That the recommendations set out in the exempt report of Cabinet 19 November 2024, be approved

Reason for the decision

The Conservation of Habitats and Species Regulations (2017) required the Council to assess the impacts of new development on habitats sites and to only grant planning permission where it had concluded through an appropriate assessment that adverse impacts would be avoided or mitigated.

To consider a report of the Cabinet Member for Property & Assets and Economic Growth.

That the recommendations set out in the exempt report of 19 November 2024, be approved.

Reason for the decision

To decide on the Dorset Innovation Park Management Options

It was proposed by Cllr R Biggs seconded by Cllr S Clifford

Decision

That the recommendations set out in the exempt report of 19 November 2024, be approved.

Reason for the decision

To decide on the Dorset Innovation Park Management Options

To consider a report of the Cabinet Member for Property & Assets and Economic Growth.

That Cabinet approves the proposal and authority be delegated to the Executive Director of Place, to complete the necessary legal documents to give effect to the above, in consultation with the Cabinet Member for Assets & Property. 

Reason for the decision

To decide on co-location opportunities at County Hall.

It was proposed by Cllr R Biggs seconded by Cllr S Robinson

Decision

That Cabinet approves the proposal and authority be delegated to the Executive Director of Place, to complete the necessary legal documents to give effect to the above, in consultation with the Cabinet Member for Assets & Property. 

Reason for the decision

To decide on co-location opportunities at County Hall.