Agenda

To receive any apologies for absence from Councillors.

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.

To confirm and sign as a correct record the minutes of the meeting held on 24 November 2020 and the adjourned meeting held on 8 December 2020.

To receive any announcements from the Chairman.

To receive any public questions, statements or petitions submitted in accordance with the Constitution, which 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 a public question is 4 clear working days before the meeting.

The deadline for the submission of a public statement is midday the working day before the meeting.

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

The deadline for questions to be submitted to the Monitoring Officer is 23 December 2020.

Please refer to the recommendations detailed below.

RECOMMENDED to Council:

Procedure Rule 36

(a)  That Procedure Rule 36 be amended to read “Any motion under Procedure Rule 12 (Motions on Notice), to vary or revoke these Rules shall, when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council”;

(b)  That Procedure Rule 36 (as amended) be moved from Sub Part C (General Provisions) to Sub Part A (Council Meetings);

Member Call-in of Planning Applications

(c)  That the Constitution be amended in Part 3, Section 2, Paragraph 2.2 to remove the 30-day time limit for member call-in of planning applications although the requirement for there to be dialogue between the Councillor calling-in an application and the applicable Planning Officer be retained;

(d)  That the Member Call-in protocol set out at Appendix 1 to the report of the Audit and Governance Committee report be adopted;

Neighbourhood Forum Call-in of Planning applications

(e) That the call-in of planning applications upon receipt of a petition from local residents should not be added to the current process for call-in;

Petition call-in of planning applications

(f)  That the call-in of planning applications upon receipt of a petition from local residents should not be added to the current process for call-in;

Role of Parish Councils in relation to amended plans

(g)  That the current arrangements for consultation with Parish and Town Councils after a subsequent amendment be retained;

 (h)  That the protocol set out at Appendix 2to the report of the Audit and Governance Committee report be adopted;

Process for considering Tree Preservation Orders

(i)  That Tree Preservation Orders continue to be processed and determined at Officer level and not be referred to the Planning Committee for determination;

Planning Committee Structure

(j)   That the current structure of the BCP Council Planning Committee system remain unchanged;

Procedural – Form of address for person presiding at meetings

(k)  That no change be made to current practice relating to the form of address for the person presiding at meetings and that this be left as a matter of choice for each individual person presiding;

(l)   That Democratic Services should ascertain, in each case, the preference of individual Councillors as they are appointed;

Appointment of substitutes for one agenda item only

(m) That no change be made to current practice of substitution.

RECOMMENDED that the Council approves the adoption of the legislation, that is, Schedule 3 of the Local Government (Miscellaneous Provisions) Act 1982 (as amended by Section 27 of the Policing and Crime Act 2009)

RECOMMENDED that the Council approves the final version of the new BCP Council Scrap Metal Dealer Policy, as agreed, without amendment by the Committee.

RECOMMENDED that Council:-

(a)     Approve a £4.543 million scheme to redevelop Cynthia house to provide 22 new homes;

(b)     Approve the financing of the scheme including £3.019 million of prudential borrowing, £1.096 million of Right to Buy Receipts and £428k of capital receipts from the shared ownership element of the scheme; and 

(c)      Approve the award of the construction contract to the preferred bidder.

RECOMMENDED that Council:-

(a)          Approve the capital virement as set out in paragraph 108;

(b)          Approve the refinancing of £4.8 million historic infrastructure spending via CIL and S106 funds to support the 2021/22 budget position as referenced in paragraphs 140 to 142 and Appendix D1; and

(c)          Approve the Discretionary Business Rates Relief policy of BCP Council as set out in paragraphs 151 to 155 and appendix E.

RECOMMENDED that:-

(a)           Council adopt the Bournemouth Christchurch and Poole Parking Standards Supplementary Planning Document (SPD); and

(b)           The making of any minor changes to the SPD and publication arrangements are delegated to the Director of Growth and Infrastructure in consultation with the Portfolio Holder for Regeneration, Economy and Strategic Planning.

RECOMMENDED that:-

(a)           In principle agreement to award grant of £2,047,500 to Dorset Wildlife Trust to offset the nitrate impact upon Poole Harbour Special Protection Area from planned housing and tourism accommodation during 2020/21;

(b)           In principle agreement to award Dorset Wildlife Trust an additional £741,000 to mitigate planned development during 2021/22; and

(c)           The Council finance this proposal from community infrastructure levy and planning obligations, as a grant with conditions attached, naming Dorset Wildlife Trust as beneficiary.

RECOMMENDED that Council approves the proposed £2.771m housing development, including specifically:

(a)      Approval to commence and completion of build subject to the conditions set out in the Financial Strategy and authorises the Corporate Director for Environment and Community to approve necessary contractual and legal agreements in consultation with the Monitoring Officer and Chief Finance Officer;

(b)      Approve the proposed funding model for the scheme, with specific approval for the use of £1.2m new prudential borrowing to be repaid from the Housing Revenue Account (HRA) over 50 years;

(c)      Approves the designation of the development as ‘social rented’ housing and acknowledges the financial impact of this decision as summarised in paragraphs 24, 25 & 48; and

(d)      Authorise the Section 151 Officer in consultation with the Portfolio Holder for Finance to determine the detailed funding arrangements.

RECOMMENDED that Council approves the proposed £2.405m housing development, including specifically:

(a)           Approval to commence and completion of build subject to the conditions set out in the Financial Strategy and authorises the Corporate Director for Environment and Community to approve necessary appropriations and contractual and legal agreements in consultation with the Monitoring Officer and Chief Finance Officer.

(b)           Approve the proposed funding model for the scheme, with specific approval for the use of £1.684m of prudential borrowing to be repaid from the Housing Revenue Account (HRA) over 50 years.

(c)           Authorise the Section 151 Officer in consultation with the Portfolio Holder for Finance to determine the detailed funding arrangements.

The Council is advised of the decisions taken by the Chief Executive in accordance with the relevant urgency powers on the Financial support for BH Live which the Council is asked to note.

The link to the above decision records has previously been circulated to all Councillors and published on the website.

The following motion submitted in accordance with Procedure Rule 12 of the Meeting Procedure Rules has been proposed by Councillor L-J Evans and seconded by Councillor Lisa Lewis:-

“That Council resolves to use gender-neutral language in all reports and formal communications, both verbal and written, in accordance with its commitment to uphold the 9 protected characteristics of the Equality Act 2010 and in combating prejudice and discrimination.”