Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies were received from Councillors H Allen, S Bull, M Cox, B Dion, L-J Evans, M Greene, N Greene, M Le Poidevin, C Matthews, M Robson and T Trent.

Note: Councillor Evans requested that it be reported that she was not attending in person due to current Covid legislation.

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.

The following declarations were made:

• Councillor John Beesley made a declaration of interest concerning item 6 on the agenda in respect of a question from a Councillor relating to the Haven Hotel, Sandbanks, Poole. He stated that although he had no direct interest in the planning application for this site, the owners of the Haven Hotel were listed in the Council’s Register of Councillor Interests as clients of his consultancy business and as such he believed that he had a pecuniary interest and would leave the meeting at the point that this matter was discussed.

• Councillor Sean Gabriel declared a disclosable pecuniary interest in respect of Item 7a Cabinet 14 April 2021 - Minute No 325 - Management & development of Leisure Centres by virtue of his employment at Leisure Centres in the BCP Council area including Rossmore Leisure Centre.  He did not speak or vote and left the room for consideration of this item.
• Councillor May Haines declared an interest in respect of item 7a Cabinet 14 April 2021 - Minute No 325 - Management & development of Leisure Centres as a member of Everyone Active Leisure Centres 

To confirm and sign as a correct record the minutes of the Ordinary Council Meeting held on 23 March 2021 and the Annual meeting held on 11 May 2021.

The minutes of the Ordinary Council meeting on 23 March 2021 and the Annual Council meeting on 11 May 2021 were confirmed.

To receive any introductions from the Chairman.

The Chairman made the following announcement:

Death of Former Borough of Poole Councillor Don Collier

The Chairman reported with sadness, the death of Don Collier former Borough of Poole Councillor. He called on Councillor Stribley to say a few words.  She paid tribute to Mr Collier for his service to the Borough Council as a Parkstone Ward Councillor since 1999. 

The Council paid tribute to Don Collier with a minute silence.

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.

A – Public Questions

The Chairman reported that in accordance with the Constitution a public question had been received from Bob Hutchings. Councillors were advised that he was unable to attend the meeting and had asked if the question could be read out on his behalf.  The Deputy Head of Democratic Services read out the question as follows and Councillor Mellor, Leader of the Council, was asked to respond.

Public Question from Bob Hutchings

In appropriate circumstances officers’ reports to Council/Committees require a ward notification. Can you please agree to amend this practice so that the notification requirement includes parish councils as well as wards? 

Reply from Councillor Drew Mellor, Leader of the Council

I would like to thank Mr Hutchings for his question and will ask the Chairman of the Audit and Governance Committee if this matter can be referred to the Constitution Review Working Group for initial consideration.

B – Statements

There were no statements submitted for this Council meeting.

C – Petitions

There were no petitions submitted for this Council meeting.

The deadline for questions to be submitted to the Monitoring Officer is 14 June 2021.

Question from Councillor Mark Howell

The Haven Hotel is located on a key strategic site serving as a gateway to Poole.  The hotel may be “end of life” but the site should remain an attractive focal point with public access, with a high-quality landmark building or as a public park. The administration has advertised widely its intention to use Council borrowing powers for regeneration and to promote tourism. Will it be seriously considering purchasing this site to ensure its use remains emblematic of the ambitions and heritage of Poole, the wider conurbation and the Council?

Reply from Councillor Philip Broadhead, Deputy Leader and Cabinet Member for Regeneration, Economy and Strategic Planning

The Haven Hotel is indeed located on a strategic site serving as a gateway to Poole, however it is not for sale and is currently the subject of a live planning application for its future redevelopment.  Through our Asset Investment Panel, we consider opportunities to purchase strategic assets where there is a viable business case made to do so, in line with the relevant rules and regulations surrounding Council investments and financing.

Councillor Howell raised a supplementary question asking if the current planning application or series of applications that have been proposed deliver what was a substandard building in terms of the ambitions and quality that one would expect for such a landmark site and therefore that might give reason for the Council to reconsider.  Councillor Broadhead in response explained that it was subject to a live planning application at the moment so it would probably be inappropriate for him to comment any further on such an application and that it would likely preclude any ability to try and purchase a site because that would set a dangerous precedent for applications that we do not consider that we would personally like.

Note: In accordance with the declaration of interest made by Councillor Beesley he left the meeting in respect of the above question.

Question from Councillor Marcus Andrews

We are now getting unauthorised encampments in the BCP Council area: Wallisdown Recreation Ground for example 10 days ago. Without a Travellers Transit Camp this Council’s & Dorset Police’s ability to deal with these incursions is restricted.

Can the Portfolio Holder, therefore, update Councillors on this Councils progress in identifying a suitable site to secure the opening of a Travellers Transit Camp?

In replying, would the Portfolio Holder agree that to leave the solution of opening & running a Site to private enterprise would be totally the wrong step, being fraught with problems of not only identifying a site, but also its operation, and that a Travellers Transit Camp needs to be owned & run by this Council?

Reply from Councillor Philip Broadhead, Deputy Leader and Cabinet Member for Regeneration, Economy and Strategic Planning

I am aware that there have been recent unauthorised encampments in the BCP Council area and that the formal identification of an alternative stopping place will assist the Council and Police in use of appropriate legislative powers.

In terms of  ...  view the full minutes text for item 99.

Please see recommendations detailed below:

7a - Cabinet 14 April 2021 - Minute No 325 - Management & development of Leisure Centres

Councillor Iyengar, Cabinet Member for Tourism, Leisure and Culture, presented the report on the Management & development of Leisure Centres as set out on the agenda and outlined the detail and implications of the recommendations. 

The Cabinet Member explained that the recommendations related to two specific projects of different sizes one which was at the heavily used Rossmore Leisure Centre namely the resurfacing of the synthetic turf pitch which was intensely used.  The smaller investment was at the Two Riversmeet Leisure Centre with the replacement of the existing pitch carpet which would hopefully be undertaken in December 2021. He explained that the funding would be through prudential borrowing and grant funding.  The Cabinet Member also added that there were a number of other projects being planned across the conurbation and he looked forward to bringing them forward ensuring that the Council has a vision of sport for local people.  Councillor Mark Anderson seconded the report and welcomed the projects being brought forward.

Councillor Butler explained that she was concerned about recommendation (B) and highlighted that having read the Playing Pitch Strategy 2020-33 – it stated that artificial turf was a higher cost in terms of maintenance and funds required for replacement.  She reported that grass pitches were more sustainable environmentally and would require staff to maintain the pitch. Councillor Butler also referred to the life span of a synthetic pitch which she indicated was approximately 10 years and requested that consideration was give to grass pitches as well as artificial turf in the case of the Rossmore Leisure Centre.  The Cabinet Member reported on the consultation that was undertaken on both of the projects and that there was support for the project at Rossmore Leisure Centre.  He explained that the option of replacement of the grass pitch with the synthetic turf was discussed. He indicated that he was a fan of grass pitches and confirmed that as many grass pitches as possible would be retained.  The Cabinet Member explained that there was intense use of the pitch at the Rossmore Leisure Centre and therefore following discussions the artificial pitch was considered the best way forward in terms of durability, number of hours and days that it can be used.

Councillor Howell expressed his concern relating to Covid and the impact that this has had as there had been substantial changes in the way that people exercise and the amount of exercise that they were undertaking.  He asked how the Council was going to address such issues as those changes would clearly inform the strategy that would be developed at the next stage of the process.  The Cabinet Member in summing up responded to the issues raised by Councillor Howell, he acknowledged that Covid was not going to disappear quickly and highlighted that there would be support for team and contact sports but that there were caveats that the Council would need to factor in due  ...  view the full minutes text for item 100.

This report invites the Council to approve the structure for Tier 2 posts for BCP Council, and to approve new appointments to Chief Officer posts in accordance with the Council’s Constitution and statutory requirements.

The Leader of the Council presented a report, which invited the Council to approve the structure for Tier 2 posts and to approve new appointments to Chief Officers posts in accordance with the Council’s Constitution and statutory requirements, a copy of which had been circulated to each Member and a copy of which appears a Appendix ‘A’ to these Minutes in the Minute Book.

The Leader of the Council moved the recommendations set out in the report and in doing so outlined the proposed changes in the management structure following two Corporate Directors Bill Cotton and Jan Thurgood leaving the authority.  He reported on the recruitment process and successful appointments to the new roles.  Members were informed that the recruitment process included panel interviews with cross-party membership and each panel was unanimous in support for the candidates appointed.  

The Leader of the Council took the opportunity to thank Jan Thurgood, Corporate Director Adult Social Care who was due to retire from the Council at the end of June 2021 for her service to the Council.  He reported that she was a wonderful servant to Local Government through a very distinguished career very much focussed on the most vulnerable people children and adults in our society.  The Leader of the Council explained that she delivered a safe landing as the legacy Councils transitioned into BCP Council and was committed to spending those extra years of her career to make sure that she left that safe landing for the service. She provided impeccable service to BCP Council and the Borough of Poole and provided wise counsel and calm leadership and would be missed.  The Leader of the Council placed on record his personal thanks to Jan and on behalf of  the Council thanked her for her service and commitment.

Councillor Broadhead seconded the recommendations and in doing so highlighted other appointments as detailed in the report which compliments a different management team leading the Council going forward.

Councillor Dedman, echoed the words of the Leader in his praise for the service provided by Jan Thurgood.  She referred to paragraph 5 of the report which indicated that we must reduce costs where we can.  Councillor Dedman highlighted that reducing costs must not mean any reduction in services to vulnerable residents.  She supported the centre of excellence that the Council had been working towards since the start of BCP and to continue to expand work with all the Council’s partners. She emphasised that any cost reduction or staff reorganisation must not reduce any services to vulnerable residents.

Councillor Mellor in summing up explained that the proposal was about efficiency of cost which has to be the Council’s aspiration but the ambition for outcomes can supersede that.  He also commented on the level of investment in adult social care by the administration which had included an extra £13.5m in the last budget together with other service investments.

The following motion submitted in accordance with Procedure Rule 12 of the Meeting Procedure Rules has been proposed by Councillor Richard Burton and seconded by Councillor David Brown:-

In August 2020 the Government proposed reforms to the current ‘Standard Method’ formula used to determine housing demand in each local authority. This formula seemingly dictates a house building target on BCP, which many people feel is unrealistic and puts undue pressure on our infrastructure, open spaces, Green Belt, and town centres. This figure uses out of date,2014, population growth data and takes no account of the unique circumstances that BCP has.

Even if our planners achieve these government targets there is a growing risk that, once gained, developers fail to progress their applications to achieve completed homes and there are no incentives to help with this problem in the planning White Paper.

While there is an obvious need for more housing within BCP, and we would acknowledge the hard work that Officers and the Working Group are doing in this area, we would like the assurance that the correct number and type of homes are being planned for and actually built.

This Council therefore resolves to:

·       Call on the Portfolio Holder to make the case to Government to use more recent data in their calculations, rather than the outdated 2014 numbers.

·       Call on the Portfolio Holder to write to our MPs and to the Secretary of State, to propose an amendment to the Planning Paper, to call on sites to be completed not just commenced, adding incentives and sanctions to developers to encourage them to complete homes on sites with planning permissions.

·       Ask the Planning Officers to proceed with haste with the Strategic Housing Market Needs Assessment, to enable us to work with our neighbouring authorities in a timely manner to fulfil any unmet needs.

Notification has been received that the motion is also supported by Councillors Vikki Slade, Sandra Moore, Tony Trent, George Farquhar, Mike Brooke, Marion Le Poidevin, Marcus Andrews and Lisa Lewis.

The following motion submitted in accordance with Procedure Rule 12 of the Meeting Procedure Rules was moved by Councillor Richard Burton and seconded by Councillor David Brown who reserved his right to speak later in the debate:-

“In August 2020 the Government proposed reforms to the current ‘Standard Method’ formula used to determine housing demand in each local authority. This formula seemingly dictates a house building target on BCP, which many people feel is unrealistic and puts undue pressure on our infrastructure, open spaces, Green Belt, and town centres. This figure uses out of date, 2014, population growth data and takes no account of the unique circumstances that BCP has.

Even if our planners achieve these government targets there is a growing risk that, once gained, developers fail to progress their applications to achieve completed homes and there are no incentives to help with this problem in the planning White Paper.

While there is an obvious need for more housing within BCP, and we would acknowledge the hard work that Officers and the Working Group are doing in this area, we would like the assurance that the correct number and type of homes are being planned for and actually built.

This Council therefore resolves to:

• Call on the Portfolio Holder to make the case to Government to use more recent data in their calculations, rather than the outdated 2014 numbers.
• Call on the Portfolio Holder to write to our MPs and to the Secretary of State, to propose an amendment to the Planning Paper, to call on sites to be completed not just commenced, adding incentives and sanctions to developers to encourage them to complete homes on sites with planning permissions.
• Ask the Planning Officers to proceed with haste with the Strategic Housing Market Needs Assessment, to enable us to work with our neighbouring authorities in a timely manner to fulfil any unmet needs.”

Notification has been received that the motion is also supported by Councillors Vikki Slade, Sandra Moore, Tony Trent, George Farquhar, Mike Brooke, Marion Le Poidevin, Marcus Andrews and Lisa Lewis.

Councillor Burton in presenting the motion reported that the aim was to provide the correct number and type of houses for residents. He explained that currently the number of houses was imposed on the Council and it was necessary to ensure that the number being built was correct.  He explained that at present it was based on a standard method using 2014 numbers of population growth with an addition of an arbitrary uplift to make up for the historic shortfall in numbers. He highlighted that there had been changes since 2014 and that there was little consideration for the special nature of the BCP Council area.  Councillor Burton explained that the imposed number put extreme pressure on the green belt, other open spaces and the character of towns in the area but did not ensure that the correct number of houses would be built.  He explained that the ONS had questioned the use of the 2014  ...  view the full minutes text for item 102.

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

The Chairman reported that there had been no urgent decisions taken by the Chief Executive in accordance with the Constitution.

The Chairman reported on the date of the next meeting of the Council.  He explained that there was a proposal which had been raised with Group Leaders and unaligned members to defer the next Council meeting which was scheduled for 13 July 2021 to 14 September 2021.

The above proposal was agreed by a majority of the Councillors present.

Councillor Rocca arrived at 19.17

Councillors D Butt, J Butt and Bagwell left at 20:31