Agenda and minutes

To receive any apologies for absence from Councillors.

Apologies for absence were received from Councillors C Adams, S Aitkenhead, J Bagwell, J Butt, S Carr-Brown, B Castle, M Dower, G Farquhar, R Maidment, J Martin, C Matthews and J Richardson.

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

Councillors M Cox, P Hilliard, S McCormack and M Tarling declared interests in Minute No. 27 (Cabinet 26 July 2023 – Minute No. 6 – Medium Term Financial Plan (MTFP)) Update, relating specifically to the sale of the Waitrose Car Park in their capacity as Christchurch Town Councillors and left the room for the discussion and voting thereon.

To confirm and sign as a correct record the minutes of the Meeting held on 11 July 2023.

The minutes of the meeting held on 11 July 2023 were confirmed as a correct record.

To receive any announcements from the Chairman.

The Chairman updated Council on her activities since the last meeting. These included attendance at:

• Manorside Academy Year 6 Graduation
• Bike Night at Poole Quay
• Kushti Bok Roma Holocaust Memorial Service
• Burma Star Remembrance Day
• Igbo Dorset Yam Festival
• Commemoration of Ukraine Independence Day
• Annual Service of Remembrance FONFA (Friends of New Forest Airfields)
• Bournemouth Air Show
• Interview with Hope FM
• Service of Thanksgiving at the Priory Church, Christchurch for the Emergency Services

The Vice Chairman updated Council on his activities since the last meeting. These included attendance at:

• Beating of the Troop, Bournemouth Air Show
• UK Beach Volleyball Tour Championships

The Chairman advised Council that the Monitoring Officer and Director of Legal Services Susan Zeiss was retiring on the 18 October. The Chairman thanked Susan for her all her advice and hard work during her time working for the council.

To receive any public questions, statements or petitions submitted in accordance with the Constitution. Further information on the requirements for submitting these is available to view at the following link: -

https://democracy.bcpcouncil.gov.uk/ieListMeetings.aspx?CommitteeID=151&Info=1&bcr=1

The deadline for the submission of public questions is mid-day 3 clear working days before the meeting.

The deadline for the submission of a statement is mid-day the working day before the meeting.

The deadline for the submission of a petition is 10 working days before the meeting.

(a)Public Questions

Public Question from Daniel Glennon

The science is clear that meat and dairy are major contributors to the climate and ecological emergencies. Other councils, for example Oxfordshire County, Oxford City, Cambridge City, Exeter City and Lewisham Borough, are ensuring that all food served at events is plant-based – could BCP council do the same? This is the logical next step after having declared a climate emergency. It will help normalise plant-based eating, which according to an Oxford University study, is the most effective thing an individual can do to reduce their environmental impact. So, given the climate and ecological emergencies declared by this Council, will the Council ensure that all food and drink provided at internal events is plant-based, as other councils have done?  Even if this only applies to refreshments at a small number of events per year, it shows leadership, and will be a small step that sends a powerful message.

Response by Councillor Andy Hadley, Portfolio Holder for Climate Response, Environment and Energy

Thankyou for your question, I welcome your challenge. I do believe in leading by example and I agree that changing to a meat and dairy free diet is an important component in reducing our personal carbon footprint. However, we do feel we should start by promoting and encouraging rather than mandating plant-based options in the first instance.

The Leader and I have both been in correspondence with representatives from The Plant Based Treaty Organisation and the Leader met with them earlier today and has committed to talking to those councils that you have listed who have adopted these principles.

We are happy to consider the implications of such a decision in the next review of the climate plan and from a personal perspective I will seek to promote the concept throughout the organisation. 

Public Question from Alex McKinstry

On 28 February the Standards Committee upheld a complaint against Cllr Mark Anderson, which revolved around a street-cleaning initiative that was politically calculated. Summing up that night, the Chair of Standards announced that there were "other areas of concern" which the Committee had identified, and they would be asking the Chief Executive to conduct "a thorough, further investigation" into those concerns.

Can the Leader of the Council clarify what, precisely, the Chief Executive was asked to investigate; when he will be reporting back; and via what mechanism? 

If on the other hand no investigation is underway - and I say that because we've heard nothing about this matter since February - can the Leader confirm when the decision was made to abandon, or simply not proceed with, any investigation; who was involved in the making of that decision; and the reasons for that decision?

Response by Councillor Vanessa Ricketts, Chair of the Standards Committee

“I would like to thank Mr McKinstry for his question, as I too do not like loose ends and this has given us the opportunity to publicly conclude this matter.

As the then interim Chair of Standards, I sent  ...  view the full minutes text for item 25.

RECOMMENDED that Council: -

(c)             Approves the 2023/24 capital virements to accept new grants above £1m as set out in Appendix C.

Note – resolutions (a) and (b) were resolved matters by the Cabinet.

The Portfolio Holder for Finance, Councillor Mike Cox presented the report on the Financial Outturn for 2022/23 and outlined the recommendations as set out on the agenda.

Comprehensive discussion took place on the item with Members acknowledging the financial situation of the council and the budgetary issues.

RESOLVED that Council: -

(a)             approved the 2023/24 capital virements to accept new grants above £1m as set out in Appendix C.

Voting: Nem.Con

Note – resolutions (a) and (b) were resolved matters by the Cabinet.

[Councillor P Miles left the meeting at 20:03]

The Cabinet at the meeting held on 26 July 2023 resolved as recommendation (e) to “delegate to the Director of Finance in consultation with the Portfolio Holder for Finance the assets to be put forward to Council for disposal from the list endorsed by the cross-party strategic asset disposal working party, and as set out in exempt Appendix D”.

In accordance with that resolution, recommendation (e) below incorporates the list of those assets recommended for disposal by the Director of Finance following consultation with the Portfolio Holder for Finance. Appended to this agenda at Appendix E, is a series of schedules for each of these assets which includes exempt information. Should the Council wish to discuss the detail of Appendices D or E, it will be necessary to exclude the press and public and move into exempt session. If applicable, the following resolution should be moved:

"That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 in Part I of Schedule 12A of the Act and that the public interest in withholding the information outweighs such interest in disclosing the information."

RECOMMENDED that Council: -

(e)           approves the following list of assets for disposal:-

·        St Ambrose Cottage

·        27 High Street, Christchurch

·        Public Conveniences in Adastral Square, Canford Heath, Poole

·        Waitrose Car Park, Christchurch but only to Christchurch Town Council

(f)            approves a reduction in the working capital loan facility to BCP FuturePlaces Ltd. The value and timing of the reduction to be delegated to the Director of Finance in consultation with the Portfolio Holder for Finance.

Note – resolutions (a), (b), (c) and (d) were resolved matters by the Cabinet.

The Portfolio Holder for Finance, Councillor Mike Cox presented the report on the Medium The Portfolio Holder for Finance, Councillor Mike Cox presented the report on the Medium Term Financial Plan (MTFP) Update and outlined the recommendations as set out on the agenda.

In relation to this Councillor Cox advised council that due to his declaration in respect of this item he would be seeking an alternative proposer in respect of recommendation (e) bullet point 4 would therefore leave the room.

Comprehensive discussion took place on the disposal of the individual assets and the following points were raised:

Waitrose car park:

·       The sale of the asset would secure the asset for the people of Christchurch

·       Control of the car park is kept with the Town Council

·       Car park income will provide for the Town

·        Concern was expressed with the lack of consultation and scrutiny.

·        The assets had been discussed at the Cross-Party Asset Disposal Working Group.

Public Conveniences in Adastral Square, Canford Heath Poole

·       Members raised the importance of an impact assessment.

• Council was advised that the toilets had been closed for over 10 years and that there were alternative facilities available.

RESOLVED that Council: -

(e)            approved the following list of assets for disposal: -

(i)               St Ambrose Cottage

(ii)             27 High Street, Christchurch

(iii)           Public Conveniences in Adastral Square, Canford Heath, Poole

(iv)           Waitrose Car Park, Christchurch but only to Christchurch Town Council

(f)              approves a reduction in the working capital loan facility to BCP FuturePlaces Ltd. The value and timing of the reduction to be delegated to the Director of Finance in consultation with the Portfolio Holder for Finance.

Voting: (e) (i), (ii) and (iii) Nem.Con (e)(iv) 48:10 (1 Abstention)

(f)  Nem.Con

Note – resolutions (a), (b), (c) and (d) were resolved matters by the Cabinet.

Councillors M Cox, P Hilliard, S McCormack and M Tarling declared interests in resolution (e)(iv) and left the room for the discussion and voting on this part of the resolution thereon.

RECOMMENDED that Council: -

(a)             Approves £4.462 million investment into Childrens Services Improvement and transformation.

(b)            The areas for investment to establish the structures and capacity needed to deliver transformation and improvement in children’s services being delegates authority to the Director of Children’s Services in consultation with the Chief Financial Officer with the allocation of funds and monitoring of impact and expenditure through the Children’s Transformation Board.

Note – resolutions (c), (d) and (e) were resolved matters by the Cabinet.

The Portfolio Holder for Children and Young People Councillor Richard Burton presented the report on the Children’s Services Building Stronger Foundations Programme and outlined the recommendations as set out on the agenda.

In proposing the recommendations the Portfolio Holder advised that the recommendations had been tweaked in order to make grammatical sense, and that this wasn’t an amendment to the recommendation but to ensure the recommendation was clear.

RESOLVED that Council: -

(a)             Approved £4.462 million investment into Childrens Services Improvement and transformation; and

(b)             The areas for investment to establish the structures and capacity needed to deliver transformation and improvement in children’s services being delegates authority to the Director of Children’s Services in consultation with the Chief Financial Officer with the allocation of funds and monitoring of impact and expenditure through the Children’s Transformation Board.

Voting: Nem.Con

Note – resolutions (c), (d) and (e) were resolved matters by the Cabinet.

Meeting adjourned 20:58

[Councillors H Allen, M Cox, A Filer and V Ricketts left the meeting]

Meeting reconvened 21:18

RECOMMENDED to Council that the revised prudential indicators set out in table 10 of the report to the Audit and Governance Committee on 27 July 2023 be approved.

Note – resolutions (a), (b) and (c) were resolved matters by the Audit and Governance Committee

The Chair of the Audit and Governance Committee presented the report on the Treasury Management Monitoring Outturn 2022/23 update for Quarter 1 2023/24 and outlined the recommendations as set out on the agenda.

RESOLVED that the revised prudential indicators set out in table 10 of the report to the Audit and Governance Committee on 27 July 2023 be approved.

Voting: Nem.Con

Note – resolutions (a), (b) and (c) were resolved matters by the Audit and Governance Committee.

Minute No. 25 – Review of the Council’s Constitution

RECOMMENDED that:

(a)    (i)     in relation to Issue 1 (Overview and Scrutiny Structure and Arrangements) the proposed amendments to Parts 2, 3, 4 and 7, as set out in Appendix 3 to the submitted report, be approved with an implementation date of 29 September 2023;

        (ii)    subject to the approval of (a)(i) above, authority to agree the calendar of meeting dates for the Overview and Scrutiny Board for the remainder of 2023/24 be delegated by Council to the Overview and Scrutiny Board;

(b)    in relation to Issue 2 (salary Sacrifice Scheme for Councillors):-

(i)     the proposed amendment to insert a new Section 8 into Part 7 (Scheme of Members' Allowances), as set out in paragraph 35 to the submitted report, be approved;

(ii)    the Chief Executive be delegated authority to determine from time-to-time which benefit schemes are to be made available to councillors;

(c)    in relation to Issue 3 (Schedule of Council Meetings – Change of Date, Time and Venue), the amendment to Part 4D, Procedure Rule 1, as set out in paragraph 39 to the submitted report, be approved;

(d)    any necessary and consequential technical and formatting related updates and revisions to the Constitution be made by the Monitoring Officer in accordance with the powers delegated.

The Chair of the Audit and Governance Committee presented the report on the Review of the Council’s Constitution – Recommendations of the Constitution Review Working Group and outlined the recommendations as set out on the agenda.

Comprehensive discussion took place with members stressing the importance, of both the overview and scrutiny function and welcoming the proposed new arrangements.

RESOLVED that: - 

(a)             (i)       in relation to Issue 1 (Overview and Scrutiny Structure and Arrangements) the proposed amendments to Parts 2, 3, 4 and 7, as set out in Appendix 3 to the submitted report, be approved with an implementation date of 29 September 2023;

(ii)             subject to the approval of (a)(i) above, authority to agree the calendar of meeting dates for the Overview and Scrutiny Board for the remainder of 2023/24 be delegated by Council to the Overview and Scrutiny Board;

(b)            in relation to Issue 2 (salary Sacrifice Scheme for Councillors):-

(i)               the proposed amendment to insert a new Section 8 into Part 7 (Scheme of Members' Allowances), as set out in paragraph 35 to the submitted report, be approved;

(ii)             the Chief Executive be delegated authority to determine from time-to-time which benefit schemes are to be made available to councillors;

(c)             in relation to Issue 3 (Schedule of Council Meetings – Change of Date, Time and Venue), the amendment to Part 4D, Procedure Rule 1, as set out in paragraph 39 to the submitted report, be approved; and

(d)            any necessary and consequential technical and formatting related updates and revisions to the Constitution be made by the Monitoring Officer in accordance with the powers delegated.

Voting: 50:0 (7 abstentions)

Overview and Scrutiny (O&S) is a statutory function of all councils operating an executive model of decision making.  In BCP Council, O&S activity is currently carried out by four O&S committees formed of councillors and co-opted members.  There is a requirement to report on the work of O&S to Council, to ensure good visibility of the function and Council ownership of any improvements required.

The annual report contains a summary of O&S activity undertaken over 2019-23, reflections on working practices and an action plan identifying strategic improvements to the O&S function.

The Chair of the Corporate and Community Overview and Scrutiny Committee presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

Council was advised that Overview and Scrutiny (O&S) is a statutory function of all councils operating an executive model of decision making. 

In relation to this members were advised that in BCP Council, O&S activity is currently carried out by four O&S committees formed of councillors and co-opted members, and that there is a requirement to report on the work of O&S to Council, to ensure good visibility of the function and Council ownership of any improvements required.

Council was informed that the annual report contains a summary of O&S activity undertaken over 2019-23, reflections on working practices and an action plan identifying strategic improvements to the O&S function.

RESOLVED that Council noted the contents of the annual report and agrees the associated action plan.

Voting: Nem. Con

Knife Crime

The following motion submitted in accordance with Procedure Rule 10 of the Meeting Procedure Rules has been proposed by Councillor S Armstrong and seconded by Councillor J Salmon: -

BCP Council believes:

Every family and community should be safe from the loss of a life due to knife crime.

As community leaders, many of us are parents, grandparents and carers and we are all corporate parents - we have a responsibility to set an example to our children and young people and send a clear message that violence is never the answer, that young people can stand up for themselves and be heard without the need to arm themselves and harm others.

We need to keep working together to get to the root causes of knife crime – we acknowledge the efforts being made to tackle it head on by BCP Council and partners such as the Police, for example the dedicated work under taken by the Community Safety Partnership who amongst many other things, have established a multi-agency Serious Violence Young Persons Task and Finish Group to lead on project and intervention work with the aim to reduce serious violent offences committed by young people.

BCP resolves:

·        To consider the amount of funding required to effectively deliver our Serious Violent Crime duty and if there is a short fall, to lobby the government for resources that reflect the specific needs of BCP.

·        To work in partnership with other voluntary services such as youth organisations to find alternative sources of funding to develop and deliver early intervention programmes especially in areas where we know there are vulnerable young people and their families.

·        To commit to working towards a public health approach that brings together youth services, community groups, schools, NHS and other statutory partners to tackle knife crime and serious violent crime in our neighbourhoods.

·        That the Portfolio Holder for Housing and Regulatory Services reports back to Council on progress of the Community Safety Strategy in particular paying attention to knife crime, at the full council meeting in November. This update to include figures on the current attainment of the KPIs set out in the Community Safety Strategy.  These figures to be available via a dashboard and shared with councillors and the relevant stakeholders.

The following motion was submitted in accordance with Procedure Rule 10 of the Meeting Procedure Rules and was moved by Cllr S Armstrong and seconded by Cllr J Salmon.

‘BCP Council believes:

Every family and community should be safe from the loss of a life due to knife crime.

As community leaders, many of us are parents, grandparents and carers and we are all corporate parents – we have a responsibility to set an example to our children and young people and send a clear message that violence is never the answer, that young people can stand up for themselves and harm others.

We need to keep working together to get to the root causes of knife crime – we acknowledge the efforts being made to tackle it head on by BCP Council and partners such as the Police, for example the dedicated work under taken by the Community Safety Partnership who amongst many other things, have established a multi-agency Serious Violence Young Persons Task and Finish Group to lead on project and intervention work with the aim to reduce serious violent offences committed by young people.’

In proposing the motion Cllr Armstrong requested that the recommendations set out within the agenda front sheet be altered to recommend the Portfolio Holder report back in January rather than November to allow sufficient time.

Comprehensive discussion took place on the motion with Members setting out their support for the motion and the importance of a multi-agency approach.

The Portfolio Holder advised that actions were already underway.

RESOLVED: that Council supports the motion as set out below:

(a)             To consider the amount of funding required to effectively deliver our Serious Violent Crime duty and if there is a short fall, to lobby the government for resources that reflect the specific needs of BCP;

(b)            To work in partnership with other voluntary services such as youth organisations to find alternative sources of funding to develop and deliver early intervention programmes especially in areas where we know there are vulnerable young people and their families; 

(c)             To commit to working towards a public health approach that brings together youth services, community groups, schools, NHS and other statutory partners to tackle knife crime and serious violent crime in our neighbourhoods; and

(d)            That the Portfolio Holder for Housing and Regulatory Services reports back to Council on progress of the Community Safety Strategy in particular paying attention to knife crime, at the full council meeting in January. This update to include figures on the current attainment of the KPIs set out in the Community Safety Strategy. These figures to be available via a dashboard and shared with councillors and the relevant stakeholders.

Voting: Unanimous

It is RECOMMENDED that Council schedule an additional ordinary meeting of Council on Thursday 5 October 2023 at 7.00pm.

RESOLVED that Council schedule an additional ordinary meeting of Council on Thursday 5 October 2023 at 7.00pm.

Voting: Nem.Con

The deadline for questions to be submitted to the Monitoring Officer is 4 September 2023.

Question from Councillor T Trent

There seems to be a lot of figures being bandied around social media. What is the actual cost to BCP Council of the Bournemouth Air Festival, net of any additional income from the four-day event. Can this be clarified for us and the wider public.

Response by Councillor Millie Earl, Deputy Leader of the Council and Portfolio Holder for Connected Communities

Thank you, Cllr Trent. I'm aware that there has been a considerable amount of misinformation across social media and in the press peddled by our current and former Conservative colleagues, so I would like to take the opportunity to clarify the financial position relating to the Bournemouth Air Festival. 

The events team have worked closely with the Council finance team to start to calculate the cost of the 2023 Bournemouth Air Festival to the Council.  The estimated cost currently calculated incudes the direct expenditure and income related to the delivery of the Air Festival, as well as Council staff time to support the festival and the net position of income from wider services during the festival such as from across our seafront and car parking services.  It must be emphasised that after an event on the scale of the Air Festival, it takes time to receive final invoices and income from all the activities delivered, therefore the current figure is estimated.  Currently the cost to the Council of the 2023 Bournemouth Air Festival is estimated to be £480,000, as mentioned this is a current draft position of the cost, the final position will alter. 

Over the coming weeks all costs and income linked to the delivery of the 2023 Air Festival will be finalised.  

The task and finish group are reviewing the options for the future of Bournemouth Air Festival, a paper will be brought to Cabinet later this year, at this point we will also be able to provide the final cost of the 2023 Bournemouth Air Festival to the Council.’  

Supplementary question from Councillor T Trent

For clarification does the estimated figure include the ultimate cost of the staff that have been transferred from other duties, and who will be having overtime/ time off in lieu and things like that. Is that actually part of the figures because I wasn’t quite clear on that part of the answer.

Response by Councillor Millie Earl, Deputy Leader of the Council and Portfolio Holder for Connected Communities

I'm happy to provide the information but want to be clear that this is an estimation. 

As a council, our expenditure specifically on the air festival is approximately £900k. Our income specifically from the air festival is approximately £500k.  

We have estimated around £190k of staff time is used for the air festival – including those in seafront, events, comms and other teams across the council.   

We have estimated we bring in £110k from car parking and seafront services that we may not bring into this level if it wasn't for the event. 

This means  ...  view the full minutes text for item 34.

To consider any urgent decisions taken by the Chief Executive in accordance with the Constitution.

The Chief Executive advised that there were no urgent decisions to be reported on this occasion.