Agenda, decisions and minutes

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.

Apologies – Cllr Mellor, Cllr Greene, Cllr Greene – Covid

Cllr Baron – fire authority meeting

There were no declarations of interest made on this occasion.

To confirm and sign as a correct record the minutes of the Meeting held on 12 January 2022.

The Minutes of the Cabinet meeting held on 12 January 2022 were confirmed and signed as a correct record.

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 4 clear working days before the meeting.

The deadline for the submission of a 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 Leader advised that there had been no statements or petitions received on this occasion but that one question had been received from a member of the public.

Question from Soo Chapman (Agenda Item 6 – Corporate Strategy and Agenda Item 7 – Budget and Medium Term Financial Plan)

Councillors rightly praise young Issey for her tree-planting Jubilee campaign. Unfortunately as the gas-chambering of our atmosphere mounts to a terrifying 420 ppm CO2 Issey's generation are not being advised on how they salvage and survive the frightening impacts predicted.  

Repair Cafes, a zero-carbon, zero-waste programme and respect for the living world should be prioritised and advertised in libraries and leaflets. 

Please could BCP's funding focus incentivise our natural assets, turn from deadly fossil fuels and concreting over vanishing wildlife, while investing in renewables, backing community growing schemes, regenerative agriculture and a circular economy? 

Response by the Portfolio Holder for Sustainability and Transport

I would like to thank Mrs Chapman for her suggestions, which will, I am sure be considered alongside others as we progress towards our twin aims of the Council’s own operations becoming Carbon neutral by 2030, and the whole BCP area becoming Carbon neutral by 2030 at latest. 

With the doubling of the money available to spend on Climate Action contained within the Council budget being proposed today, and the game-changing announcement of up to £20 million capital for a Green Futures Fund, there can be no doubt that the Council is far better prepared and better placed to achieve our aims than could possibly have been imagined before the Conservatives took responsibility in late 2020. 

To consider recommendations from the Overview and Scrutiny Board on items not otherwise included on the Cabinet Agenda.

Cabinet was advised that recommendations had been received from the Overview and Scrutiny Board on two items from their meeting held on 31 January 2022 not otherwise included on the Cabinet agenda for today’s meeting, the details for which are set out below.

The first recommendation was in relation to Agenda item 7 of the recent Overview and Scrutiny Board meeting – Climate Change Enquiry Round Up.

The Chairman of the Overview and Scrutiny Board addressed the Cabinet setting out the recommendation as follows:

The Overview and Scrutiny Board resolved that Cabinet be recommended to note the Overview and Scrutiny Board’s:

1. appreciation and acknowledgement of the work carried out by officers for the period of the Annual Report particularly with regard to the reduction in Co2.
2. recognition that the Climate Team is not yet fully staffed, and that the resources available to date have limited the development of some aspects of the Climate Emergency Strategy, Plans and tasks.
3. welcome of the additional investment to expand the Climate Emergency Team, and in particular, the appointment of a Head of Climate.
4. recognition and understanding that it will take some time for the new Climate Team to be recruited and for it to become fully effective.
5. expectation that a BCP Climate Emergency Strategic Policy and Risk Assessment will be developed, from which an Implementation Plan is produced, that clearly details how the strategic policy is to be achieved. The plan should provide SMART objectives and describe the organisation and organisational responsibilities for achieving these. The Strategy, Risk Assessment and the Implementation Plan should cover both the 2030 Council Targets and the 2050 National Targets and should apply to aspects that are directly under the Control of the Council, and those within the greater BCP area where the Council can lead, facilitate, and promote the Climate Emergency, through its relationships with organisations, businesses, industry, other partnerships and local residents. It is also requested that the Head of Climate start a programme of member seminars and climate literacy training for all staff.
6. expectation that Climate actions are supported with local data where possible to ensure actions are not skewed by the use of misleading national data. Data should include an assessment of emissions of Council employees working from home and this should be included within the Council’s emissions footprint.
7. expectation that the existing Climate Action Plan i.e. the task list is further developed to include all requirements of the Implementation Plan.
8. intention to further consider the Council’s progress towards meeting its Climate Emergency aims at a meeting in September 2022

The Portfolio Holder for Sustainability and Transport thanked the Chairman of the Overview and Scrutiny Board and thanked the Board for the work they had done and the recommendations.

In relation to this the Portfolio Holder advised that the notes and recommendations had been useful and that they would be noted, with the exception of recommendation (f).

With regards to recommendation (f) the Portfolio Holder advised that the industry standards do not currently include the  ...  view the full minutes text for item 126.

BCP Council’s Corporate Strategy was adopted by Council in November 2019. It sets out the Council’s priorities and the values which underpin the way the council will work as it develops and delivers services.

The council priorities set out in the Corporate Strategy have not changed.

The introduction to the strategy has been refreshed to reflect the change in administration, the vision and the five big projects of the Big Plan.

The journey so far has been updated to reflect the impact and ongoing response to Covid 19. 

The Council’s corporate priorities continue to be supported by delivery plans. These set out the high-level actions which will help the council achieve its priorities.  

Delivery plans are reviewed annually. 

RESOLVED that Cabinet approve the updated Corporate Strategy

Voting: Unanimous

Portfolio Holder: Leader of the Council

Reason

The strategy is part of a golden thread that links personal, team and service performance to the things that matter most to the organisation. It represents the objectives and outcomes that the Council’s performance will be judged against and as such is a vital component of the Council’s performance management framework.

A good corporate strategy is driven by a strong vision and ambitious goals. which are vital for promoting the opportunities an organisation presents for investment and engagement.

It will influence the allocation and distribution of resources ensuring that the organisation commits its limited resources in accordance with its stated priorities.

The Leader of the Council 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.

Cabinet was informed that BCP Council’s Corporate Strategy was adopted by Council in November 2019, and that it set out the Council’s priorities and the values which underpin the way the council will work as it develops and delivers services.

In relation to this Cabinet was advised that the council priorities set out in the Corporate Strategy have not changed, and that the introduction to the strategy has been refreshed to reflect the change in administration, the vision and the five big projects of the Big Plan.

In addition, Cabinet was informed that the journey so far has been updated to reflect the impact and ongoing response to Covid 19, and that the Council’s corporate priorities continue to be supported by delivery plans which set out the high-level actions which will help the council achieve its priorities.  

Cabinet was advised that the delivery plans are reviewed annually.

The Chairman of the Overview and Scrutiny Board addressed the Cabinet advising that whilst there were no formal recommendation from the recent meeting of the Board in respect of this item that the Board had highlighted the importance of face to face customer contact and that the report had been generally well received.

RESOLVED that Cabinet approve the updated Corporate Strategy

Voting: Unanimous

Portfolio Holder: Leader of the Council

To set out for Cabinet consideration and recommendation to Council the proposed 2022/23 budget and council tax.

The budget as presented has been drafted based on;

·     Delivering a Council Tax freeze via a 0% council tax increase in 2022/23 for the basic annual threshold.

·     Collecting the full 4% Adult Social Care (ASC) precept in 2022/23.

There are several key assumptions underpinning this budget report.

·     Government will extend, as they have previously indicated, the flexible use of capital receipts regulations to 31 March 2025.

·     These regulations, when issued, will remain broadly unchanged in allowing the councils transformation expenditure to be legitimately financed from capital receipts.

Cabinet and Council will, sometime after this meeting, approve a proposal to generate a £54m capital receipt from a bold non-traditional approach. If Council do not agree the proposal, then the budget will need to be amended as necessary.

The Leader of the Council presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

Cabinet was advised that the report set out for Cabinet consideration and recommendation to Council the proposed 2022/23 budget and council tax, and that the budget as presented has been drafted based on;

·     Delivering a Council Tax freeze via a 0% council tax increase in 2022/23 for the basic annual threshold.

·     Collecting the full 4% Adult Social Care (ASC) precept in 2022/23.

In relation to this Cabinet was informed that there are several key assumptions underpinning this budget report.

·     Government will extend, as they have previously indicated, the flexible use of capital receipts regulations to 31 March 2025.

·     These regulations, when issued, will remain broadly unchanged in allowing the councils transformation expenditure to be legitimately financed from capital receipts.

·     Cabinet and Council will, sometime after this meeting, approve a proposal to generate a £54m capital receipt from a bold non-traditional approach. If Council do not agree the proposal, then the budget will need to be amended as necessary.

The Chairman of the Overview and Scrutiny Board addressed the Cabinet advising that at their recent meeting the Board had vigorously debated the report and that the Board had proposed the following recommendation in respect of this item:

The Overview and Scrutiny Board recommended to Cabinet that the administration develops a Plan B in the event the government cancels or amends the Flexible Use of Capital Receipts regulations leaving a hole up to £54 million in the 2022/23 budget.

The Leader addressed the Cabinet in relation to the recommendation advising that the report sets out that if there were to be an issue in terms of the flexible use of capital receipts that other options would need to be considered, and that significant work had gone into this.

Councillor Cox addressed the Cabinet stressing that the budget appeared to be high on risk, high on debt and high on overspending.

Councillor Dedman addressed the Cabinet in relation to beach huts, highlighting the lack of consultation with the beach hut associations and questioning why they had not been informed or consulted in relation to references within the report to beach huts.

The Deputy Leader advised that the beach hut associations would be consulted.

Councillor Howell addressed the Cabinet with regards to the KPMG report, requesting that Councillors have sight of the report and questioning whether the council should be launching on proposals on the basis of a draft report.

Cabinet members spoke in support of the report.

In summing up the Leader of the Council addressed the points made by councillors not on the Cabinet who had raised questions in relation to the report.

RECOMMENDED that Council: -

1)            undertake a recorded vote in relation to the following items as required by the Local Authorities (Standing Orders) (England) (Amendments) Regulations 2014 which came into force on the 25 February  ...  view the full minutes text for item 128.

This report includes 2021/22 budget monitoring information as at the end of December 2021. The projected outturn for the revenue account is a balanced position.  

The projection includes an overspend of £9.1 million within services and the transformation programme. The application of largely one-off central resources can balance this position, including the release into the revenue account of the Covid pressures grant tranche 5 with the balance of £3.3 million carried forward in reserves.    

The updated 2021/22 projections for reserve movements, the capital programme and housing revenue account (HRA) are also included.

RESOLVED that Cabinet approves the capital virements as set out in paragraph 78; and

RECOMMENDED that Cabinet request Council approve the capital virements as set out in paragraph 79.

Voting: Unanimous

Portfolio Holder: Leader of the Council

Reason

To comply with accounting codes of practice and best practice which requires councils to regularly monitor the annual budget position. To comply with the council’s financial regulations regarding budget virements.

The Leader of the Council presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

Cabinet was advised that the report includes 2021/22 budget monitoring information as at the end of December 2021, and that the projected outturn for the revenue account is a balanced position.

Cabinet was informed that the projection includes an overspend of £9.1 million within services and the transformation programme, and that the application of largely one-off central resources can balance this position, including the release into the revenue account of the Covid pressures grant tranche 5 with the balance of £3.3 million carried forward in reserves.    

In addition Cabinet was advised that the updated 2021/22 projections for reserve movements, the capital programme and housing revenue account (HRA) are also included.

RESOLVED that Cabinet approves the capital virements as set out in paragraph 78; and

RECOMMENDED that Cabinet request Council approve the capital virements as set out in paragraph 79.

Voting: Unanimous

Portfolio Holder: Leader of the Council

The Housing Revenue Account (HRA) is a separate account within Bournemouth, Christchurch and Poole (BCP) Council’s budgets that ring-fences the income and expenditure associated with the council’s homes in the Bournemouth and Poole neighbourhoods. 

Housing management services are currently provided by an in-house service in Bournemouth and by Poole Housing Partnership in Poole.

A review of how we manage council homes within the BCP Council area is underway through the Housing Management Model review. Consultation with residents on the preferred option to create a new service combining the best of services from both neighbourhoods has concluded. The information that has been gathered will be used to help design the potential new single service within the council which could be in place later this year.

This report seeks approval for the proposed budget for the HRA for 2022/23 and the key principles on which it is based.

It sets out the proposals regarding the rents, service charges and other charges to tenants as well as the expenditure plans for the 2022/23 rent year.

These proposals and the actions within the attached delivery plans support the priorities set out in the Council’s Corporate Strategy.

Emphasis will be placed on building safety and achieving carbon reduction targets through improvements to homes. Funding of £1 million will be made available through the capital programme to support carbon reduction. There is a significant development programme to provide homes for rent through the HRA which will be approved through the Council’s New Build Housing and Acquisition Strategy (CNHAS).

The Portfolio Holder for People and Homes presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

Cabinet was advised that the Housing Revenue Account (HRA) is a separate account within Bournemouth, Christchurch and Poole (BCP) Council’s budgets that ring-fences the income and expenditure associated with the council’s homes in the Bournemouth and Poole neighbourhoods. 

In relation to this Cabinet was informed that housing management services are currently provided by an in-house service in Bournemouth and by Poole Housing Partnership in Poole, and that a review of how we manage council homes within the BCP Council area is underway through the Housing Management Model review.

Further to this Cabinet was advised that consultation with residents on the preferred option to create a new service combining the best of services from both neighbourhoods has concluded, and that the information that has been gathered will be used to help design the potential new single service within the council which could be in place later this year.

Cabinet was informed that the report sought approval for the proposed budget for the HRA for 2022/23 and the key principles on which it is based, and that it sets out the proposals regarding the rents, service charges and other charges to tenants as well as the expenditure plans for the 2022/23 rent year.

Cabinet was advised that these proposals and the actions within the attached delivery plans support the priorities set out in the Council’s Corporate Strategy, and that emphasis will be placed on building safety and achieving carbon reduction targets through improvements to homes.

Further to this Cabinet was advised that funding of £1 million will be made available through the capital programme to support carbon reduction, and that there is a significant development programme to provide homes for rent through the HRA which will be approved through the Council’s New Build Housing and Acquisition Strategy (CNHAS).

Councillor Rice addressed the Cabinet with regards to the use of the £1 million towards making social housing more carbon neutral, and in relation to this questioned how easy it would be to apply this to houses already built.

In relation to this the Portfolio Holder for Sustainability and Transport advised that there was now an energy expert within the climate action team who would be able to assist with looking at ways in which work can be carried out to existing properties and retro fit work which can be done.

RECOMMENDED that: -

(a)           Revenue budgets for 2022/23 and provisionally for 2023/24 to 2026/27 are set using the following principles:

                    (i)    That dwelling rents are increased by 4.1 per cent (CPI for September 2021 + 1 per cent) from 4 April 2022 in line with the Department of Levelling Up, Housing and Communities Policy statement on rents for social housing published in February 2019 (Rent Policy Statement).

                   (ii)    That garage rental charges are increased by 4.1 per  ...  view the full minutes text for item 130.

The Council and the bus operators have agreed to enter into an Enhanced Partnership (EP), and this is required by end of April 2022.

Failure to form an EP would result in no new sources of bus funding from the government’s £3bn budget and cessation of other government support for bus services. 

The establishment of an EP requires several stages including the development of draft documentation; public engagement; negotiation between partners; and statutory consultation of key stakeholders before the EP can be formed.

Due to the timescales set by government, it is not possible for Cabinet to consider the EP Plan (including EP Scheme) before the end of April 2022. The purpose of this report is to seek delegated authority in regard to decision making for the formation of an Enhanced Partnership Plan and Enhanced Partnership Scheme.

RESOLVED that Cabinet delegates authority to the Director of Transport and Engineering in consultation with the Portfolio Holder for Sustainability and Transport to form an Enhanced Partnership Plan and Enhanced Partnership Scheme by the end of April 2022, to meet the challenging timescale required by the Department for Transport within the National Bus Strategy for England.

Voting: Unanimous

Portfolio Holder: Sustainability and Transport

Reason

The National Bus Strategy for England sets out an ambition for every local transport authority and bus operator in England to be in a statutory Enhanced Partnership or a franchising arrangement (entering an EP does not preclude franchising in the future, however, achieving franchising is lengthy and complex with significant financial risk).

Improving bus services to attract more passengers is a joint aim of the bus operators and the Local Transport Authority. A Bus Service Improvement Plan has been jointly agreed with the bus operators, which subject to government funding, will result in more people travelling by bus. The next stage is an Enhanced Partnership Plan and Enhanced Partnership Scheme which need to be in place by the end of April 2022.

The Portfolio Holder for Sustainability and Transport presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'E' to these Minutes in the Minute Book.

Cabinet was advised that the National Bus Strategy for England sets out an ambition for every local transport authority and bus operator in England to be in a statutory Enhanced Partnership or a franchising arrangement (entering an EP does not preclude franchising in the future, however, achieving franchising is lengthy and complex with significant financial risk).

In relation to this Cabinet was informed that improving bus services to attract more passengers is a joint aim of the bus operators and the Local Transport Authority, and that a Bus Service Improvement Plan has been jointly agreed with the bus operators, which subject to government funding, will result in more people travelling by bus.

Cabinet was advised that the next stage is an Enhanced Partnership Plan and Enhanced Partnership Scheme which need to be in place by the end of April 2022, and that the Council and the bus operators have agreed to enter into an Enhanced Partnership (EP), and this is required by end of April 2022.

Cabinet was informed that failure to form an EP would result in no new sources of bus funding from the government’s £3bn budget and cessation of other government support for bus services. 

Cabinet was advised that the establishment of an EP requires several stages including the development of draft documentation; public engagement; negotiation between partners; and statutory consultation of key stakeholders before the EP can be formed, and that due to the timescales set by government, it is not possible for Cabinet to consider the EP Plan (including EP Scheme) before the end of April 2022.

Further to this Cabinet was informed that the purpose of the report was to seek delegated authority in regard to decision making for the formation of an Enhanced Partnership Plan and Enhanced Partnership Scheme.

Councillor Rice addressed the Cabinet expressing support for anything which would encourage bus travel.

RESOLVED that Cabinet delegates authority to the Director of Transport and Engineering in consultation with the Portfolio Holder for Sustainability and Transport to form an Enhanced Partnership Plan and Enhanced Partnership Scheme by the end of April 2022, to meet the challenging timescale required by the Department for Transport within the National Bus Strategy for England.

Voting: Unanimous

Portfolio Holder: Sustainability and Transport

BCP Council is legally required to determine its admissions arrangements for the school year 2023/24. Permission to publicly consult to change the arrangements was agreed by council members.

The change that required consultation was the reduction of the published admission number at Burton Primary School from 60 to 45 to enable the school to organise classes efficiently.

It is recommended that following the conclusion of the public consultation, the arrangements are determined by council members.

RESOLVED that: -

(a)          Cabinet considered any comments from Children’s Services Overview and Scrutiny Committee, concerning Schools Admissions Arrangements 2023/2024 for community and maintained schools; and

(b)          Cabinet support the determination of the arrangements as set out in Appendix 1 and 2 of the report.

Voting: Unanimous

Portfolio Holder: Council Priorities and Delivery

Reason

The Council is legally required to have admission arrangements for its community and voluntary controlled schools. The governing body of Burton Primary School has asked that its published admission number be reduced to enable the school to organise classes efficiently.

The Portfolio Holder for Council Priorities and Delivery presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'F' to these Minutes in the Minute Book.

Cabinet was advised that BCP Council is legally required to determine its admissions arrangements for the school year 2023/24, and that permission to publicly consult to change the arrangements was agreed by council members.

In relation to this Cabinet was informed that the change that required consultation was the reduction of the published admission number at Burton Primary School from 60 to 45 to enable the school to organise classes efficiently, and that it is recommended that following the conclusion of the public consultation, the arrangements are determined by council members.

RESOLVED that: -

(a)          Cabinet considered any comments from Children’s Services Overview and Scrutiny Committee, concerning Schools Admissions Arrangements 2023/2024 for community and maintained schools; and

(b)          Cabinet support the determination of the arrangements as set out in Appendix 1 and 2 of the report.

Voting: Unanimous

Portfolio Holder: Council Priorities and Delivery

The council receives the ring-fenced dedicated schools grant (DSG) to fund the separate early years and mainstream schools funding formulae. The content of each formula is highly regulated by the Department for Education (DfE) and stakeholders must be consulted. Consultations have been undertaken with each sector, with the School’s Forum considering the outcomes on 13 January 2022 and making recommendations to the council.

The early years formula (for ages 2, 3 and 4) in BCP is for a sector comprised largely of private, voluntary, and independent settings with a small number of nursery classes in mainstream schools and academies. The DSG funding rates have increased by 4% overall for 2022/23.

The mainstream schools formula (for reception to year 11) is applicable equally for maintained schools and academies. Funding for the for 2022/23 formula has increased by 3.9% from a combination of higher funding values, data changes and rising pupil numbers. 

There is surplus funding, estimated at £0.751 million, in the schools block available to transfer to high needs. 

The Portfolio Holder for Council Priorities and Delivery presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'G' to these Minutes in the Minute Book.

In presenting the report the Portfolio Holder advised of an amendment to paragraph 18 of the report whereby the third sentence should read “This is additional to the accumulated deficit brought forward of £7.8 million at April 2021.”

Further to this the Portfolio Holder expressed thanks to the finance team for their hard work.

Cabinet was advised that the council receives the ring-fenced dedicated schools grant (DSG) to fund the separate early years and mainstream schools funding formulae, and that the content of each formula is highly regulated by the Department for Education (DfE) and stakeholders must be consulted. In relation to this Cabinet was informed that consultations have been undertaken with each sector, with the School’s Forum considering the outcomes on 13 January 2022 and making recommendations to the council.

Cabinet was informed that the early years formula (for ages 2, 3 and 4) in BCP is for a sector comprised largely of private, voluntary, and independent settings with a small number of nursery classes in mainstream schools and academies, and that the DSG funding rates have increased by 4% overall for 2022/23.

Cabinet was further informed that the mainstream schools formula (for reception to year 11) is applicable equally for maintained schools and academies, and that funding for the for 2022/23 formula has increased by 3.9% from a combination of higher funding values, data changes and rising pupil numbers. 

In relation to this Cabinet was advised that there is surplus funding, estimated at £0.751 million, in the schools block available to transfer to high needs. 

RECOMMENDED that Council approve: -

(a)           the early years funding formula as set out in table 2 of paragraph 44 to increase the budget for the SEND inclusion fund paid to providers with the balance of additional funding allocated to the formula base rates;

(b)           that the local mainstream formula is to continue to adopt the national funding formula (NFF) as set out in the appendix;  

(c)           that the surplus school block funding estimated at £0.751 million is transferred to support pupils with high needs; and 

(d)           that the minimum funding guarantee for specialist providers is set at 0% to allow maximum budget flexibility.

Voting: Unanimous

Portfolio Holder: Council Priorities and Delivery

The Chief Executive to report on any decisions taken under urgency provisions in accordance with the Constitution.

Cabinet was advised that there were no urgent decisions taken by the Chief Executive in accordance with the Constitution to report in this occasion.

To consider the latest version of the Cabinet Forward Plan for approval.

The Deputy Leader advised that the latest Cabinet Forward Plan had been published on the Council’s website.