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 1 October 2025.

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 on Thursday 22 October 2025 [mid-day 3 clear working days before the meeting].

The deadline for the submission of a statement is mid-day on Tuesday 28 October 2025 [mid-day the working day before the meeting].

The deadline for the submission of a petition is Wednesday 15 October 2025 [10 working days before the meeting].

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

This report:

·       Aims to ensure the council presents a legally balanced 2026/27 budget. 

·       Presents an update on the MTFP position of the council.

·       Presents an update on the letters of the Leader of the Council and Director of Finance in writing to Government to seek assurance around the council’s ability to continue to cashflow the significant and growing Dedicated Schools Grants deficit within the statutory framework.

Provides details of the council’s responses to two government consultation documents namely the Local Government Fair Funding Review and Modernising and Improving the administration of council tax.

This report presents a proposal to agree to the surrender the whole of the lease of Upton Park Farm, Poole Road, Poole BH16 5LW dated 5 June 2014 and made between (1) The Council of the Borough & County of the Town of Poole and (2) William Robert Pennington and Others (“Lease”) and simultaneous payment of compensation or premium to the tenant of the Lease (subject to specialist agricultural legal advice).

[PLEASE NOTE: Should the Cabinet wish to discuss the detail of the exempt Appendices at Appendix A it will be necessary to exclude the press and public and move into Confidential (Exempt) session].

This report updates Cabinet on the progress which has been made with the future library strategy following two previous reports in February and December 2024. 

The report sets out the key drivers for the library strategy, detailing the suggested future focus of the library service, the priorities for investment, and the action plan required to ensure we can continue to deliver an efficient and comprehensive service for the future.

The work to underpin the strategy has given us a clearer understanding of where to target investment to bring improvements for our communities, increasing access, and modelling provision within clusters.

The vision is an ambitious one, focussed on delivering improvements and cementing the value of libraries within our communities.

Whilst there is undoubtedly a resource challenge, as there is in delivering all council services, the strategy remains an ambitious statement of intent. Working with partners, the community, and internal teams, we will develop our preparedness for funding opportunities and focus on greater collaboration to ensure libraries deliver in a time of financial stress and even greater societal challenge.

It is anticipated that following endorsement of the draft Library Strategy, any changes of provision to be proposed within the life of the strategy will undergo a second stage consultation process, as appropriate.

Government set out its expectation that Local Enterprise Partnerships (LEPs) will receive no further funding and provided guidance as to how their remaining functions should be integrated into Local Authorities. Council officers from BCP Council and Dorset Council (the accountable body for Dorset LEP) have worked through the detail, implications and necessary actions to support integration of functions where possible from Dorset LEP (DLEP) and the closure of the LEP.

This Cabinet report seeks approval for the acceptance of the £4,640,160.06 of funds from the Dorset Local Enterprise Partnership for the purpose of achieving a benefit to the community in the BCP region, in line with the aims and objectives of the Dorset Local Enterprise Partnership.

The newly formed BCP Growth Board will play an advisory role in how funding is allocated and a further Cabinet report will be brought for consideration of its recommendations as part of the BCP Growth Plan required for delivery in March 2026.

[PLEASE NOTE: Should the Cabinet wish to discuss the detail of the exempt Appendices at Appendix A it will be necessary to exclude the press and public and move into Confidential (Exempt) session]. 

The existing Poole Bay, Poole Harbour and Wareham Flood and Coastal Erosion Risk Management (FCERM) Strategy was completed in 2014 and set out a sustainable approach to managing the risk of coastal flooding and erosion to over 10,000 properties up to 2115. Since then, the programme of projects it identified for the next 15-20 years has been progressed, with many either delivered or in the process of being delivered.

There have also been many changes in climate change, environmental guidance, and funding rules, as well as new risk mapping and more monitoring data, so it is timely to review and update the FCERM Strategy to account for these factors and look further into the future to assess if the envisioned 2115 coast suggested in the 2014 Strategy is still correct, or if adjustments are needed on the pathway to long term sustainable coastal flooding and erosion risk management. 

This Cabinet report is seeking approval to progress procurement of specialist consultancy services to develop the strategy using FCERM Grant in Aid (GiA) funding which has been secured from the Environment Agency.  This work will ultimately lead to an updated FCERM Strategy approved by the Environment Agency against which subsequent studies, schemes and beach management plans can be developed, without the need to assess the strategic options on a site-by-site basis for each scheme. This will provide the basis for future FCERM-GiA bids for schemes to mitigate the risk of flooding or erosion to the residents and businesses in the Poole Bay and harbour area. There will be zero net cost to BCP council in producing the Strategy.

This report provides information on the council’s handling of complaints related to the provision of landlord services to council tenants and leaseholders.

The report complies with the requirements within the Housing Ombudsman’s Complaint Handling Code that landlords must produce an Annual Complaints Performance and Service Improvement report for scrutiny and challenge.

It must be published on the section of the council’s webpages relating to complaints. Cabinets response to the report must be published alongside this.

In line with the Complaint Handling Code, this report sets out:

·       The annual self-assessment against the code

·       A qualitive and quantitative analysis of complaint handling performance

·       Any findings of non-compliance with the code by the Housing Ombudsman

·       Service improvements made as a result of the learning from complaints

·       Any annual report about performance from the Housing Ombudsman

·       Any other relevant publications or reports produced by the Housing Ombudsman in relation to the work of the council in dealing with complaints.

This report provides performance information on how services are delivered to council tenants and to support councillors oversight in ensuring that the council:

·       Provides good quality homes and services to all tenants

·       Makes best use of its resources to deliver what it is required to do as a landlord

·       Resolve issues promptly and effectively when things go wrong. 

It provides an update against key performance indicators and performance against the Tenant Satisfaction Measures for quarter 1, 2025-26. 

This report presents the findings from the BCP Homes Governance Review and outlines an action plan aimed at enhancing the assurance, transparency, and accountability in the delivery of the council’s housing management services, collectively as BCP Homes.  

The review highlights the importance of strong governance and resident engagement in social housing management. Key recommendations include strengthening the integration and oversight of the Advisory Board, developing a comprehensive resident engagement strategy, and establishing a formalised assurance framework. 

The Resident Engagement and Communication Strategy, along with the Resident Engagement for High-Rise Buildings Strategy, are central to this plan. These strategies aim to empower residents, improve communication, and ensure that residents' voices are heard and valued. The successful implementation of these strategies will be instrumental in achieving high standards of service and engagement, marking a significant milestone in BCP Homes' journey towards excellence. 

The report also includes a detailed delivery plan for the implementation of these strategies, ensuring that the council meets regulatory requirements and addresses residents' needs effectively. The strategies are designed to foster a culture of transparency, accountability, and active resident participation, ultimately enhancing the overall governance framework of BCP Homes. 

This report relates to the purchase of vehicles and plant to fulfil service delivery requirements.  Vehicle purchase as opposed to lease or rental will ensure best value for money, and also allows for vehicles to be fitted out to meet essential health and safety, and operational requirements.

The building maintenance service currently has fifteen vehicles on long term hire in order to meet the longer term demand resulting from the insourcing of services for;

·       Damp and Mould investigation and treatment

·       Water quality testing

·       Repairs and maintenance for the Poole area (previously Poole Housing Partnership)

·       Increased budget for kitchen and bathroom refurbishments

·       Requirement to meet EPC to C standard

The service has also expanded it’s disabled adaptations fitters in order to meet demand and delivery targets within Grant funded disabled adaptations work.

Additionally, the Construction Works Team currently have one hire vehicle for a bricklaying post that has now been filled.

The need for vans is based on the longer-term needs of BCP Homes, which are supported by budget provision within the HRA (20 vehicles) and the requirement for an extra vehicle for the Construction Works Team (CWT).

These purchased vans will replace the currently rented vehicles and also provide for additional posts necessary to fulfil service requirements. Each operative typically requires a van to satisfy the requirements of their role, including safe tool and materials transportation and storage, and out of hours response.

The Construction Works Team plant replacement strategy recommends the purchasing of a JCB 535/125 or equivalent Telehandler and 9 Tonne Excavator, partly funded by the sale of three existing, older items of plant that are nearing the end of their usable life.  There is a requirement to prudentially up to £46,000 to meet the funding shortfall.  This will be repaid over the next three years from income generated by the team through the work it delivers. This will ensure that the service avoids high rental costs, have the right specification plant for the works undertaken, can partly fund the new vehicles through resale of old plant and have reliable safe plant for future development.

The repayment of the prudential borrowing required for both areas will be fully funded by the service and included within its recharging rates to services and customers. Both the Building Maintenance and Construction Works Team operate on a full cost recovery basis.

The Adult Social Care Prevention Strategy (2025-2030) sets out 5 key strategic priorities to reduce, delay or prevent the need for long term care and support for people living in Bournemouth, Christchurch and Poole.

The strategy has been shaped by the views and experiences of local people, carers, the voluntary and community sector and partners. It aims to develop a sustainable approach to prevention in adult social care. The strategy emphasises early intervention, the promotion of wellbeing, and collaboration with key partners, to not only prevent the development of long-term needs, but also to enhance the overall quality of life for people living in the BCP Council area.

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

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