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.

Councillors Mike Greene and Nicola Greene declared disclosable pecuniary interests in relation to Minute No. 321 (The Future of Planning in Bournemouth, Christchurch and Poole) and Minute No. 322 (Poole Business Improvement District BID) and refrained from participating in the discussion and voting thereon.

Councillors May Haines and Karen Rampton declared non-pecuniary interests in Minute No.325 (Management & development of leisure centres) and remained present for the discussion and voting thereon.

Councillor Hazel Allen declared a non-pecuniary interest in Minute No.327 (BCP Homelessness Strategy) and remained present for the discussion and voting thereon.

Councillor Jane Kelly declared a non-pecuniary interest in Minute No. 334 (Special Educational Needs and Disability Capital Investment) and remained present for the discussion and voting thereon.

To confirm and sign as a correct record the minutes of the Meeting held on 10 March 2021.

The Minutes of the Cabinet meeting held on 10 March 2021 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 two questions had been received from members of the public in relation to Agenda Item 15 (Stour Valley Park Partnership and Strategy);

-       Sarah Fisher

-       Nick Dobbs

The Leader advised that in addition one statement had also been received in respect of Agenda Item 15 from Lesley Byers.

In relation to this the Leader informed that copies of the public questions and responses had been circulated to the Cabinet and had been published on the Council’s website.

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

The Chairman of the Overview and Scrutiny Board addressed Cabinet advising of discussions at the recent meeting of the Board in relation to the delegated decision of the purchase of electric BBQs for the beach. In relation to this the Chairman of the Board advised that the following recommendation be passed to officers and the relevant Portfolio Holders, that:

‘This Committee recommends the purchase of six double barbeques at three locations for summer 2021 to evaluate risks identified. This will then be reviewed in October 2021 in terms of expansion to Phase 2 in 2022’

In addition, the Chairman of the Board advised that they had also recommended that the Audit and Governance Committee undertake a review of urgent decision-making powers.

The Leader thanked the Board for their discussions and further to this advised that the installation of the barbeques had been dealt with under special circumstances due to the Covid related matters, and that Cabinet welcomed any discussions surrounding the urgent decision-making powers.

This report provides an update on current planning application performance and ongoing initiatives underway to re-shape the BCP planning service in order to support delivery of the Big Plan and other corporate priorities.

RESOLVED that Cabinet: -

(a)          noted and endorsed the measures underway to improve and transform the planning service as part of a programme approach governed by the Planning Improvement Board; and

(b)         agreed the spend profile for the £250,000 2021/21 budget allocation to provide interim support to deal with current demand in the system.

Voting: Nem. Con (2 abstentions)

Portfolio Holder: Regeneration, Economy and Strategic Planning

Reason

To support the ongoing demands on the BCP Planning service.

The Portfolio Holder for Regeneration, Economy and Strategic Planning 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.

The report provided an update on current planning application performance and ongoing initiatives underway to re-shape the BCP planning service in order to support delivery of the Big Plan and other corporate priorities.

In presenting the report the Portfolio Holder advised that at present the service remains in transition post-local government reorganisation and still operates as three legacy departments, and that it was anticipated that by summertime there would be one planning service in place.

Further to this the Portfolio Holder highlighted the areas which were being worked on to make improvements, including the formation of the Planning Improvement Board chaired by the Chief Executive with the intention that this would assist with addressing the barriers to optimum performance within the service and to continue to drive innovation and enhancement.

The Chairman of the Overview and Scrutiny Board addressed the Committee highlighting the robust discussions which had taken place regarding this item at the recent meeting of the Board. In relation to this the Chairman of Board advised that the Board were appreciative of the improvements which had already been made, and that further to this the Board have requested to review the progress in six months’ time.

RESOLVED that Cabinet: -

(a)          noted and endorsed the measures underway to improve and transform the planning service as part of a programme approach governed by the Planning Improvement Board; and

(b)         agreed the spend profile for the £250,000 2021/21 budget allocation to provide interim support to deal with current demand in the system.

Voting: Nem. Con (2 abstentions)

Portfolio Holder: Regeneration, Economy and Strategic Planning

Councillors Mike Greene Nicola Greene declared disclosable pecuniary interests in this item and refrained from participating in the discussion and voting thereon.

Poole Business Improvement District’s (BID) initial 5-year term will finish in June 2021. The BID is currently preparing for re-ballot on 20 May 2021 for a second 5-year term. This report seeks Cabinet approval to continue the Council’s support for Poole BID for the second term.   

RESOLVED that Cabinet agree to continue BCP Council’s support of the Poole Business Improvement District (BID); and agree: -

i)              To endorse the BID proposal submitted by the Poole Business Improvement District;

ii)             To note that the re-ballot will be run by CIVICA at a cost of £3,000. It was agreed with the BID that this one-off cost would be paid for by the BCP Council Economic Development team through existing budgets;

iii)           To note that if the re-ballot is successful, the Council will pay any BID levy due in relation to the Council’s properties within the BID area (currently totalling £18,887 per annum) for 5 years. The service units that own the liable premises will pay the levy for their site(s);

iv)           To authorise the Director - Development to complete the ballot papers on behalf of the Council in favour of the BID proposal; and

v)              To authorise the Head of Legal Services to complete any necessary legal agreements required for the operation of the BID Levy, Ballot and service arrangements and any other necessary matters for the proposed BID in consultation with the appropriate officers.

Voting: Nem.Con

Portfolio Holder: Regeneration, Economy and Strategic Planning

Reason

BCP Council is fully supportive of BIDs and the significant benefits and investment that they bring. The Poole BID helps deliver the Council’s strategic aims and objectives including the ‘Rejuvenating Poole’ project in the Council’s ‘Big Plan’. It is therefore recommended that BCP Council supports the Poole BID re-ballot for a further 5-year term.

The Portfolio Holder for Regeneration, Economy and Strategic Planning 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 informed that the Poole Business Improvement District’s (BID) initial 5-year term will finish in June 2021. Further to this Cabinet was advised that the BID is currently preparing for re-ballot on 20 May 2021 for a second 5-year term, and that this report sought Cabinet approval to continue the Council’s support for Poole BID for the second term.   

RESOLVED that Cabinet agree to continue BCP Council’s support of the Poole Business Improvement District (BID); and agree: -

i)              To endorse the BID proposal submitted by the Poole Business Improvement District;

ii)             To note that the re-ballot will be run by CIVICA at a cost of £3,000. It was agreed with the BID that this one-off cost would be paid for by the BCP Council Economic Development team through existing budgets;

iii)           To note that if the re-ballot is successful, the Council will pay any BID levy due in relation to the Council’s properties within the BID area (currently totalling £18,887 per annum) for 5 years. The service units that own the liable premises will pay the levy for their site(s);

iv)           To authorise the Director - Development to complete the ballot papers on behalf of the Council in favour of the BID proposal; and

v)              To authorise the Head of Legal Services to complete any necessary legal agreements required for the operation of the BID Levy, Ballot and service arrangements and any other necessary matters for the proposed BID in consultation with the appropriate officers.

Voting: Nem.Con (2 abstentions)

Portfolio Holder: Regeneration, Economy and Strategic Planning

Councillors Mike Greene Nicola Greene declared disclosable pecuniary interests in this item and refrained from participating in the discussion and voting thereon

The MHCLG Towns Investment Fund has provided an opportunity for the Council to acquire the leasehold interest in the Bournemouth Indoor Bowls Centre, so as to better manage the site for the provision of indoor bowls and for wider community benefit, along with securing the tenancy of Skills and Learning for the long-term. 

Cabinet on 16^th December 2020 approved the principle of acquiring the leasehold interest. This report details the Business Case including the financial implications and risks and concludes that the overall proposal is viable, should the lease be purchased with Towns Investment Fund or Prudential Borrowing pending the outcome of the Council’s funding application to MHCLG.

RESOLVED that Cabinet: -

(a)           subject to satisfactory completion of due diligence agrees to the Council exchange contracts on the purchase of the Bournemouth Indoor Bowls Centre (Kings Park) lease, funded by Towns Investment Fund Accelerator Funding; and

(b)           agrees to complete the purchase of the lease for the Bournemouth Indoor Bowls Centre (Kings Parks) either:

                    (i)           utilising Towns Investment Funds grant (subject to approval of the Full Business Case by MHCLG funded or;

                   (ii)           utilising Prudential Borrowing; and

                 (iii)           delegates authority to the Corporate Property Officer in consultation with the Portfolio Holder, Monitoring Officer and S151 Officer to finalise the detailed terms of the acquisition and funding model.

Voting: Unanimous

Portfolio Holder: Regeneration, Economy and Strategic Planning

The Portfolio Holder for Regeneration, Economy and Strategic Planning 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 MHCLG Towns Investment Fund has provided an opportunity for the Council to acquire the leasehold interest in the Bournemouth Indoor Bowls Centre, so as to better manage the site for the provision of indoor bowls and for wider community benefit, along with securing the tenancy of Skills and Learning for the long-term.  And further to this Cabinet was reminded that Cabinet on 16^th December 2020 approved the principle of acquiring the leasehold interest and that this report details the Business Case including the financial implications and risks and concludes that the overall proposal is viable, should the lease be purchased with Towns Investment Fund or Prudential Borrowing pending the outcome of the Council’s funding application to MHCLG.

Councillor Farquhar addressed Cabinet raising questions on the following areas on behalf of a resident and member of the bowls club;

·                Costs relating to the purchase back of the lease

·                How many existing staff anticipated will be TUPE’d

·                The ownership, licensing and management of the existing bar and café

·                Anticipated numbers of staff to be hired and their employer and rights

·                Dilapidation costs

·                Due diligence in inspection and surveys prior to acquisition

·                The date by which the exempt information would become a matter of public record

·                Rights of existing members

·                Anticipated Skills & Learning offering in line with Planning

The Portfolio Holder advised that an email had been sent to Councillor Farquhar responding to the areas raised and that the report presented a commitment to bowls in the future.

RESOLVED that Cabinet: -

(a)           subject to satisfactory completion of due diligence agrees to the Council exchange contracts on the purchase of the Bournemouth Indoor Bowls Centre (Kings Park) lease, funded by Towns Investment Fund Accelerator Funding; and

(b)           agrees to complete the purchase of the lease for the Bournemouth Indoor Bowls Centre (Kings Parks) either:

                    (i)           utilising Towns Investment Funds grant (subject to approval of the Full Business Case by MHCLG funded or;

                   (ii)           utilising Prudential Borrowing; and

                 (iii)           delegates authority to the Corporate Property Officer in consultation with the Portfolio Holder, Monitoring Officer and S151 Officer to finalise the detailed terms of the acquisition and funding model.

Voting: Unanimous

Portfolio Holder: Regeneration, Economy and Strategic Planning

Highway Asset Management principles enable informed decisions to be made about investment and maintenance funding; assist in the targeting of resources to where they can be most effective and enables the identification and management of the risks associated with our statutory duties to manage and maintain public infrastructure. It is a requirement of the Highway Infrastructure Asset Management Guidance and Well-Managed Highway Infrastructure produced by the Department for Transport (DfT), that highway authorities have an Asset Management Policy and Strategy. Each legacy authority had its own policy and strategy. In producing a new BCP Policy and Strategy for Highway Asset Management, we have reviewed these legacy documents against current best practice and produced a set of documents that can be adopted and will shape the way we deliver our highway maintenance programmes for the next 5 years in line with DfT requirements. 

RESOLVED that Cabinet: -

(a)           approves adoption of the draft Highway Asset Management Policy and Strategy; and

(b)           delegates authority to the Director for Growth and Infrastructure, in consultation with the Cabinet Member for Transport and Sustainability, to approve the subsequent Asset Management Plan and other associated operational documents that will be produced following the adoption of the Policy and Strategy. 

Voting: Unanimous

Portfolio Holder: Transport and Sustainability

Reason

By adopting the principles set out in the Highway Asset Management Policy and Strategy, this would enable informed decisions to be made about investment and maintenance funding; assist in the targeting of resources to where they can be most effective and enable the identification and management of the risks associated with the Council’s statutory duties to manage and maintain public infrastructure. This will be used to inform the proposed highway maintenance programme and ensure that BCP Council are able to fully utilise funding awarded.

The Portfolio Holder for Transport and Sustainability 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 informed that highway asset management principles enable informed decisions to be made about investment and maintenance funding; assist in the targeting of resources to where they can be most effective and enables the identification and management of the risks associated with our statutory duties to manage and maintain public infrastructure, and that further to this that it is a requirement of the Highway Infrastructure Asset Management Guidance and Well-Managed Highway Infrastructure produced by the Department for Transport (DfT), that highway authorities have an Asset Management Policy and Strategy.

Cabinet was advised that each legacy authority had its own policy and strategy, and that in producing a new BCP Policy and Strategy for Highway Asset Management, we have reviewed these legacy documents against current best practice and produced a set of documents that can be adopted and will shape the way we deliver our highway maintenance programmes for the next 5 years in line with DfT requirements.

In presenting the report the Portfolio Holder advised of the following amendment to Appendix 2 (page 14 of the appendix) page 68 of the PDF whereby the last line should be amended to read;

‘Applying principles of sustainability within highway maintenance may have an impact on investment priorities and lifecycle costs of the highway assets’

And the following additional paragraph being inserted after the above:

‘Our approach to Highways Maintenance considers the service’s direct andindirect impact on our communities and on the environment. Within the funding and resources available, we will explore innovative materials, treatments and techniques that will maximise our use of environmentally friendly and recycled materials and minimise waste and carbon use.

We will appraise the benefits of materials and treatments for maintenance and environmental impact, nature conservation and biodiversity in line with the Council’s wider environment and sustainability priorities.’

The Chairman of the Overview and Scrutiny Board addressed the Cabinet thanking the Portfolio Holder for the amendments to Appendix 2 which reflected the discussion at the recent Board meeting.

RESOLVED that Cabinet: -

(a)           approves adoption of the draft Highway Asset Management Policy and Strategy; and

(b)           delegates authority to the Director for Growth and Infrastructure, in consultation with the Cabinet Member for Transport and Sustainability, to approve the subsequent Asset Management Plan and other associated operational documents that will be produced following the adoption of the Policy and Strategy. 

Voting: Unanimous

Portfolio Holder: Transport and Sustainability

The Council has made a corporate commitment to increase leisure provision and help people participate and lead more active and healthy lives. 

To support this commitment, the report makes recommendations regarding the management & development of leisure centre facilities including: the provision of a short-term management contract with Everyone Active in Poole; the development of a new £1m synthetic turf pitch at Rossmore Leisure Centre; and BH Live’s Business Plan. 

RECOMMENDED that Council: -

(a)           Approve the new short-term management contract for leisure centres in Poole with current operator Everyone Active in accordance with confidential Appendix 1;

(b)           Approves £0.7m prudential borrowing to support the total £1.2m cost of developing a new Synthetic Turf Pitch (STP) at Rossmore Leisure Centre (subject to planning approval & grant funding) and the replacement of the existing pitch carpet at Two Riversmeet Leisure Centre, in accordance with the finance plan in Appendix 3;

RESOLVED that Cabinet: -

(c)           Notes that the Rossmore STP scheme is expected to be supported by up to £0.5m grant funding form the Football Foundation and other third parties;

(d)           Delegates the Service Director for Destination & Culture and the Director of Finance (S151 Officer), in consultation with the Portfolio Holder for Tourism, Leisure & Culture, to finalise the details and related funding arrangements for (1) and (2); and

(e)           Note BH Live’s Business Plan for 2021/22.

Voting: Unanimous

Portfolio Holder: Tourism, Leisure and Culture

Reasons

1.             Delivery of the Council’s corporate commitment to increase leisure provision and help people participate and lead more active and healthy lives.

2.             The unprecedented impact of COVID-19 on the Council and its leisure partners.

3.             To address a strategic need for Synthetic Turf Pitch provision, meet customer demand, enhance service provision at Rossmore LC and resolve a maintenance issue at Two Riversmeet LC.

4.             Delivery of the Council’s Built Sports Facilities and Playing Pitch Strategies with significant financial support from sports charity, the Football Foundation.

The Portfolio Holder for Tourism, Leisure and Culture 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 informed that the Council has made a corporate commitment to increase leisure provision and help people participate and lead more active and healthy live, and that to support this commitment, the report makes recommendations regarding the management & development of leisure centre facilities including: the provision of a short-term management contract with Everyone Active in Poole; the development of a new £1m synthetic turf pitch at Rossmore Leisure Centre; and BH Live’s Business Plan.

The Portfolio Holder praised the work of the officers and in particular congratulated Two Riversmeet for being named South West Leisure Centre of the Year in the Corporate Livewire South West England Prestige Awards 2020/21.

Members of the Cabinet spoke in support of the report.

RECOMMENDED that Council: -

(a)           Approve the new short-term management contract for leisure centres in Poole with current operator Everyone Active in accordance with confidential Appendix 1;

(b)           Approves £0.7m prudential borrowing to support the total £1.2m cost of developing a new Synthetic Turf Pitch (STP) at Rossmore Leisure Centre (subject to planning approval & grant funding) and the replacement of the existing pitch carpet at Two Riversmeet Leisure Centre, in accordance with the finance plan in Appendix 3;

RESOLVED that Cabinet: -

(c)           Notes that the Rossmore STP scheme is expected to be supported by up to £0.5m grant funding form the Football Foundation and other third parties;

(d)           Delegates the Service Director for Destination & Culture and the Director of Finance (S151 Officer), in consultation with the Portfolio Holder for Tourism, Leisure & Culture, to finalise the details and related funding arrangements for (1) and (2); and

(e)           Note BH Live’s Business Plan for 2021/22.

Voting: Unanimous

Portfolio Holder: Tourism, Leisure and Culture

Councillors May Haines and Karen Rampton declared non-pecuniary interests in this item and remained present for the discussion and voting thereon.

The Poole Museum Redevelopment Project delivers against Big Plan and other strategic Council priorities as well as national and regional priorities and policies. The Project will conserve and open up nationally and internationally significant heritage assets and transform the visitor and community experience of the Poole Museum Estate.

In the wider context of Culture and the Cultural Compact, the Project will deliver on the Cultural Enquiry recommendations for talent, infrastructure, and quality of place and will provide new opportunities for under-represented and under-served communities and groups to participate in and co-curate their culture and heritage.

The project has strong support from NLHF as a priority project, third party match funding has been secured and there is a strong pipeline from trusts and foundations, with invited applications for additional grants totalling £250-450k. Council agreement to submit the NLHF round 2 application for the Poole Museum element of the project (deadline August 2021) is requested.

Project development work demonstrates an opportunity to extend the scope of the capital works to increase the transformative impact of the project for Poole rejuvenation, outcomes for people, built heritage and museum collections, and the financial sustainability of the service. Council agreement is requested for prudential borrowing to support these extended works.

There are two scenarios for prudential borrowing, dependent on whether a round 2 NLHF application for the Poole Museum project is successful. Scenario 1, should the grant bid be successful, requires the utilisation of £1,029k prudential borrowing, as well as £200k CIL (agreed by Cabinet in 2018) as match funding. Scenario 2, if the NLHF application is unsuccessful, requires the use of £278k prudential borrowing for Scaplen’s Court as well as the repurposing of £200k CIL allocated within the Scenario 1 model.

RECOMMENDED that Council: -

(a)           approves the submission of a Round 2 funding application to NLHF for £2,240k for the Our Museum: Poole Museum Redevelopment Project (total project value £4,242k);

(b)           approves the use of up to £1,023k new prudential borrowing in support of the Round 2 funding application. This will reduce to £278k new prudential borrowing should the Round 2 funding application be unsuccessful;

RESOLVED that Cabinet: -

(c)           approves the repurposing of £200k CIL allocated to Our Poole Museum Redevelopment Project to Scaplen’s Court development, in the event of an unsuccessful Round 2 funding application; and

(d)           notes the resulting unfunded revenue pressure of up to £17k in 2022/23 and £70k in 2023/24 from income forgone during construction phase.

Voting: Unanimous

Portfolio Holder: Tourism, Leisure and Culture

Reason

To facilitate funding of the Our Museum: Poole Museum Redevelopment Project and enable it to deliver on the Council’s Big Plan aim to rejuvenate Poole and strategic aims for Culture.

The Portfolio Holder for Tourism, Leisure and Culture 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 the Poole Museum Redevelopment Project delivers against Big Plan and other strategic Council priorities as well as national and regional priorities and policies, and that the Project will conserve and open up nationally and internationally significant heritage assets and transform the visitor and community experience of the Poole Museum Estate.

In addition Cabinet was informed that in the wider context of Culture and the Cultural Compact, the Project will deliver on the Cultural Enquiry recommendations for talent, infrastructure, and quality of place and will provide new opportunities for under-represented and under-served communities and groups to participate in and co-curate their culture and heritage and that the project has strong support from NLHF as a priority project, third party match funding has been secured and there is a strong pipeline from trusts and foundations, with invited applications for additional grants totalling £250-450k. Council agreement to submit the NLHF round 2 application for the Poole Museum element of the project (deadline August 2021) is requested.

Further to this Cabinet was advised that project development work demonstrates an opportunity to extend the scope of the capital works to increase the transformative impact of the project for Poole rejuvenation, outcomes for people, built heritage and museum collections, and the financial sustainability of the service, and that Council agreement is requested for prudential borrowing to support these extended works.

In addition, Cabinet was informed that there are two scenarios for prudential borrowing, dependent on whether a round 2 NLHF application for the Poole Museum project is successful. Scenario 1, should the grant bid be successful, requires the utilisation of £1,029k prudential borrowing, as well as £200k CIL (agreed by Cabinet in 2018) as match funding. Scenario 2, if the NLHF application is unsuccessful, requires the use of £278k prudential borrowing for Scaplen’s Court as well as the repurposing of £200k CIL allocated within the Scenario 1 model.

Members of the Cabinet spoke in support of the report stressing the importance of this fantastic asset.

RECOMMENDED that Council: -

(a)           approves the submission of a Round 2 funding application to NLHF for £2,240k for the Our Museum: Poole Museum Redevelopment Project (total project value £4,242k);

(b)           approves the use of up to £1,023k new prudential borrowing in support of the Round 2 funding application. This will reduce to £278k new prudential borrowing should the Round 2 funding application be unsuccessful;

RESOLVED that Cabinet: -

(c)           approves the repurposing of £200k CIL allocated to Our Poole Museum Redevelopment Project to Scaplen’s Court development, in the event of an unsuccessful Round 2 funding application; and

(d)           notes the resulting unfunded revenue pressure of up to £17k in 2022/23 and £70k in 2023/24 from income forgone during construction phase.

Voting: Unanimous

Portfolio Holder: Tourism, Leisure and Culture

Everybody deserves a stable, safe and secure home, however, many households in Bournemouth, Christchurch and Poole still face the harmful consequences of becoming homeless or being at risk of this.  Homelessness, including rough sleeping, is extremely complex. Addressing the challenges can only develop effectively through collaboration of Council services with local communities, businesses, charities and other statutory and non-statutory partners.

Bournemouth, Christchurch and Poole legacy homelessness & rough sleeping strategies require alignment. An aligned interim Action Plan was agreed by Council in November 2019.

The Homelessness Reduction Board and Homelessness Partnership have been in place for 2 years now and oversee provide the governance for the preceding action plan and has led to the co-production of a new strategy.  The partnership’s multi-agency action groups will help to deliver the action plan and this approach continues to strengthen and develop.

The Homelessness & Rough Sleeping Strategy and Action Plan provides an ambitious, innovative and ground breaking strategic approach to tackling homelessness in all its forms, with a shared vision of “Ending homelessness in Bournemouth, Christchurch and Poole by ensuring everyone has a safe place to live that they can call home.” 

The strategy has 3 clear core aims, each of which have a number of ambitious commitments to deliver. 

Ø  Early & Effective Upstream Prevention

Ø  Reducing and stopping the cycle of homelessness

Ø  Ongoing Improvement, development and sustainability

RESOLVED that the Homelessness and Rough Sleeping Strategy and related Action Plan be approved following the full review and consultation period that has been undertaken.

Voting: Unanimous

Portfolio Holder: Homes

Reason

All Councils are required to publish a Homelessness and Rough Sleeping Strategy and related Action Plan following the full review and consultation period that has been undertaken.

The Portfolio Folder for Homes 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.

Cabinet was informed that everybody deserves a stable, safe and secure home, however, many households in Bournemouth, Christchurch and Poole still face the harmful consequences of becoming homeless or being at risk of this.  Cabinet were further informed that homelessness, including rough sleeping, is extremely complex, and that addressing the challenges can only develop effectively through collaboration of Council services with local communities, businesses, charities and other statutory and non-statutory partners.

Cabinet was advised that Bournemouth, Christchurch and Poole legacy homelessness & rough sleeping strategies require alignment, and that an aligned interim Action Plan was agreed by Council in November 2019.

Further to this Cabinet was informed that the Homelessness Reduction Board and Homelessness Partnership have been in place for 2 years now and oversee and provide the governance for the preceding action plan and has led to the co-production of a new strategy, and that the partnership’s multi-agency action groups will help to deliver the action plan and this approach continues to strengthen and develop.

In relation to this Cabinet was advised that the Homelessness & Rough Sleeping Strategy and Action Plan provides an ambitious, innovative and ground breaking strategic approach to tackling homelessness in all its forms, with a shared vision of “Ending homelessness in Bournemouth, Christchurch and Poole by ensuring everyone has a safe place to live that they can call home.”  And that the strategy has 3 clear core aims, each of which have a number of ambitious commitments to deliver. 

Ø  Early & Effective Upstream Prevention

Ø  Reducing and stopping the cycle of homelessness

Ø  Ongoing Improvement, development and sustainability

RESOLVED that the Homelessness and Rough Sleeping Strategy and related Action Plan be approved following the full review and consultation period that has been undertaken.

Voting: Unanimous

Portfolio Holder: Homes

Councillor Hazel Allen declared a non-pecuniary interest in this item and remained present for the discussion and voting thereon.

The BCP owned site is currently a 2-3 storey residential building with 18 flats.

The current proposal presents a new build scheme of 24 apartments and associated parking to be provided on the site. 

These homes will help towards imminent new Local Plan housing targets and will also contribute significantly to unmet housing need.

All of the homes are to be for Affordable Rent and will be designed to high energy standards meeting Passivhaus standards.

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

Cabinet was informed that the BCP owned site is currently a 2-3 storey residential building with 18 flats, and that further to this the current proposal presented a new build scheme of 24 apartments and associated parking to be provided on the site.

In relation to this Cabinet was advised that these homes will help towards imminent new Local Plan housing targets and will also contribute significantly to unmet housing need.

In addition, Cabinet was informed that all of the homes are to be for Affordable Rent and will be designed to high energy standards meeting Passivhaus standards.

RECOMMENDED that Council: -

(a)           approve the proposed £5.3m housing scheme for progression to Council for subsequent approval request:

a.      Approval to tender, commencement 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 financial strategy for the scheme as set out in paragraphs 24 to 56 with specific approval for:

i)            £3.67m of prudential borrowing to be repaid over 50 years used to finance the Housing Revenue Account (HRA).

ii)         The capping of rental income to Affordable Rent levels and Local Housing Allowance.

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

Voting: Unanimous

Portfolio Holder: Homes

The harmonisation of BCP Council Pest Control services requires a policy decision on the provision of 100% fee subsidies that, under legacy arrangements, are offered only to Poole residents in receipt of qualifying benefits.

The net additional cost of extending fee subsidies to all BCP Council residents in receipt of qualifying benefits is £23,500 per annum at 100% fee subsidy and £4,200 at 50% subsidy. The recommendation therefore is to offer 50% subsidies to all residents in receipt of qualifying benefits. This would have less financial impact that could therefore be funded from within the service but would maintain subsidised pest control treatments for low income households.

Whilst removing the automatic right to 100% fee subsidy in Poole, this recommended policy would benefit low income households in Bournemouth and Christchurch where, under legacy policies, no subsidies are offered at all. Current practice allows for pest treatments to be carried out at nil fee where no responsible person can be identified or where a householder is unable to fund a treatment.

RESOLVED that: -

(a)         Pest Control services across Bournemouth, Christchurch and Poole be harmonised; and

(b)        A fee subsidy of 50% for pest control treatments relating to rodents, fleas and bedbugs be offered to residents in receipt of qualifying benefits.

Voting: Unanimous

Portfolio Holder: Community Safety

Reason

The removal of subsidies in Poole could result in a reduction in uptake of pest control treatments and hence might leave some residents suffering the consequences of continued infestations. A 50% fee subsidy is predicted to result in a small budget impact of £4,200 which could be funded from within the service and would enable all BCP Council residents in receipt of qualifying benefits to access significantly subsidised pest control services. A 100% subsidy would result in a budget impact of circa £23,500, which could not be funded from within the service.

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

Cabinet was advised that the harmonisation of BCP Council Pest Control services required a policy decision on the provision of 100% fee subsidies that, under legacy arrangements, are offered only to Poole residents in receipt of qualifying benefits.

In relation to this Cabinet was informed that the net additional cost of extending fee subsidies to all BCP Council residents in receipt of qualifying benefits is £23,500 per annum at 100% fee subsidy and £4,200 at 50% subsidy, and that the recommendation therefore is to offer 50% subsidies to all residents in receipt of qualifying benefits. Cabinet was informed that this would have less financial impact which could therefore be funded from within the service but would maintain subsidised pest control treatments for low income households.

Further to this Cabinet was advised that whilst removing the automatic right to 100% fee subsidy in Poole, this recommended policy would benefit low income households in Bournemouth and Christchurch where, under legacy policies, no subsidies are offered at all, Cabinet was informed that current practice allows for pest treatments to be carried out at nil fee where no responsible person can be identified or where a householder is unable to fund a treatment.

RESOLVED that: -

(a)         Pest Control services across Bournemouth, Christchurch and Poole be harmonised; and

(b)        A fee subsidy of 50% for pest control treatments relating to rodents, fleas and bedbugs be offered to residents in receipt of qualifying benefits.

Voting: Unanimous

Portfolio Holder: Community Safety

This report highlights work undertaken to date by an extensive partnership in developing the concept of a ‘Stour Valley Park’ landscape between Christchurch Harbour and Kingston Lacy Estate.  It recommends that BCP Council sign up to the partnership. 

The Stour Valley Park proposals are identified in the Bournemouth and Poole Local Plans and aim to bring partners together in a way that brings the biggest benefits for people and wildlife. Importantly it offers significant opportunities to contribute to multiple strands of the BCP Corporate Strategy including Sustainable Environment, Dynamic Places, Fulfilled Lives, Brighter Futures and Connected Communities.

A consultant has been funded through one strand of the Future Parks Accelerator (FPA) key project with an aim to develop partnership proposals into a Stour Valley Park Strategy and Masterplan, to inform both a new Green Infrastructure Strategy and Local Plan.  The Stour Valley Park Strategy is currently at the public engagement and development phase.  The strategy will be presented to Cabinet for adoption in Autumn 2021.

RESOLVED that: -

(a)           Cabinet agrees to BCP Council becoming a partner within the Stour Valley Park Partnership; and

(b)           Cabinet note that a Stour Valley Park Landscape Strategy will be developed for Autumn 2021 and recommended to Cabinet for adoption. A more detailed landscape masterplan will be developed by Spring 2022.

Voting: Unanimous

Portfolio Holder: Environment, Cleansing and Waste

Reason

BCP Council is one of the leading organisations contributing towards the Stour Valley Park Partnership and a significant landowner within the landscape. To fully contribute towards the development of the strategy it is important that the council is a member of the partnership.

Other partners include Dorset Council, Natural England, Bournemouth University, Environment Agency, National Trust, Dorset Wildlife Trust, Wessex Water, Bournemouth Water, Stour Catchment Initiative, Public Health Dorset, RSPB, Dorset Local Nature Partnership, Wessex Water and The Parks Foundation.

The Stour Valley Park Partnership is a partnership of organisations with an interest in the natural environment and should not be confused with the Stour Valley and Poole Partnership, which provides revenue and benefits services to local government in the area.

The Future Parks Accelerator Project was adopted by BCP as a key project following LGR. BCP is one of eight city regions to be nationally funded through the FPA for its proposals to develop sustainable parks for the 21st century. One key output will be a new Stour Valley Park Strategy 2021.

The Stour Valley Park Partnership and Strategy will create landscape scale management opportunities to: enhance access to green space, mitigate climate change, increase biodiversity, improve water quality, develop active travel networks, benefit health and wellbeing and enhance our tourism offer.

The Stour Valley Park Strategy will inform the emerging BCP Council Green Infrastructure Strategy and Local Plan.

Covid19 has highlighted the public need for greater access to green spaces, it is therefore an opportune moment to embrace this ‘at scale’ opportunity to boost recovery.

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

The report highlighted work undertaken to date by an extensive partnership in developing the concept of a ‘Stour Valley Park’ landscape between Christchurch Harbour and Kingston Lacy Estate and sought agreement for BCP Council to sign up to the partnership. 

Cabinet was advised that the Stour Valley Park proposals were identified in the Bournemouth and Poole Local Plans and that these aim to bring partners together in a way that brings the biggest benefits for people and wildlife. Further to this Cabinet was informed that importantly it offers significant opportunities to contribute to multiple strands of the BCP Corporate Strategy including Sustainable Environment, Dynamic Places, Fulfilled Lives, Brighter Futures and Connected Communities.

Cabinet was informed that a consultant has been funded through one strand of the Future Parks Accelerator (FPA) key project with an aim to develop partnership proposals into a Stour Valley Park Strategy and Masterplan, to inform both a new Green Infrastructure Strategy and Local Plan, and that the Stour Valley Park Strategy is currently at the public engagement and development phase, and that the strategy will be presented to Cabinet for adoption in Autumn 2021.

RESOLVED that: -

(a)           Cabinet agrees to BCP Council becoming a partner within the Stour Valley Park Partnership; and

(b)           Cabinet note that a Stour Valley Park Landscape Strategy will be developed for Autumn 2021 and recommended to Cabinet for adoption. A more detailed landscape masterplan will be developed by Spring 2022.

Voting: Unanimous

Portfolio Holder: Environment, Cleansing and Waste

Regulatory Services and the Licensing Team are responsible for undertaking enforcement activity across a wide range of public services.

The aim of these enforcement activities is to protect the safety, wellbeing, and the environment of all those who live, work and visit the area by ensuring the actions of businesses and individuals comply with the relevant legislation and Codes of Practice.

The Council is currently working to three legacy enforcement policies for Regulatory Services and Licensing. This new policy seeks to provide one policy for BCP Council.

The Enforcement Policy is recognised as an important document for regulators in meeting responsibilities under both statutory principles and guidance. The Enforcement Policy enables the authority to set out transparency in its activities and to ensure that enforcement activities are targeted only at cases where action is needed.

The Policy also helps both businesses and individuals to understand our objectives and methods for achieving compliance and the criteria we consider when deciding the most appropriate response to a breach of legislation.

Cabinet is asked to consider and approves the Regulatory Services and Licensing Enforcement Policy

RESOLVED that the Regulatory Services and Licensing Enforcement Policy as set out in Appendix 1 be approved.

Voting: Unanimous

Portfolio Holders: Community Safety

                               Environment, Cleansing and Waste

Reason

The new Enforcement policy seeks to provide one policy for BCP Council.

The new Enforcement policy seeks to comply with the Legislation set out in Section 21 of The Legislative and Regulatory Reform Act 2006 which requires that the Council in its activity for exercising a regulatory function has regard to the principles that regulatory activities should be carried out in a way which is transparent, accountable, proportionate and consistent and that regulatory activities should be targeted only at cases in which action is needed.

The Enforcement Policy also provides guidance to officers, businesses, and the public, on the range of options that are available to achieve compliance. It also explains the details about the methods used for achieving compliance and the criteria considered when deciding the most appropriate response to a breach of legislation.

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

Cabinet was advised that Regulatory Services and the Licensing Team are responsible for undertaking enforcement activity across a wide range of public services, and that the aim of these enforcement activities is to protect the safety, wellbeing, and the environment of all those who live, work and visit the area by ensuring the actions of businesses and individuals comply with the relevant legislation and Codes of Practice.

In relation to this Cabinet was informed that the Council is currently working to three legacy enforcement policies for Regulatory Services and Licensing, and that this new policy sought to provide one policy for BCP Council.

Cabinet was advised that the Enforcement Policy is recognised as an important document for regulators in meeting responsibilities under both statutory principles and guidance, and that the Enforcement Policy enables the authority to set out transparency in its activities and to ensure that enforcement activities are targeted only at cases where action is needed, and that further to this the Policy also helps both businesses and individuals to understand our objectives and methods for achieving compliance and the criteria we consider when deciding the most appropriate response to a breach of legislation.

Cabinet was asked to consider and approve the Regulatory Services and Licensing Enforcement Policy.

In presenting the report the Portfolio Holder advised that Overview and Scrutiny had considered this paper at their recent Board meeting but hadn’t made any recommendations.

In relation to this the Chairman of the Overview and Scrutiny Board addressed the Cabinet advising that the Board had requested for a paper to be brought to Overview and Scrutiny on enforcement generally.

RESOLVED that the Regulatory Services and Licensing Enforcement Policy as set out in Appendix 1 be approved.

Voting: Unanimous

Portfolio Holder(s): Community Safety

                               Environment, Cleansing and Waste

The medium-term financial plan (MTFP) includes a £50 million futures fund to be illustratively drawn down in tranches of £10 million per annum over five years in support of key infrastructure developments.

As the MTFP is an iterative process the intention would be to update the annual base budget to reflect the flexible nature of the fund if the spending profile adopts a different profile to that originally assumed.

This report sets out the proposed governance arrangements for the fund. 

RESOLVED that the governance arrangements for the futures fund as set out in the report be approved.

Voting: Unanimous

Portfolio Holder: Leader

Reason

Governance arrangements are required to ensure decisions are made transparently and in accordance with the council’s priorities.

ea

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 'L' to these Minutes in the Minute Book.

Cabinet was informed that the medium-term financial plan (MTFP) included a £50 million futures fund to be illustratively drawn down in tranches of £10 million per annum over five years in support of key infrastructure developments.

Further to this Cabinet was advised that as the MTFP is an iterative process the intention would be to update the annual base budget to reflect the flexible nature of the fund if the spending profile adopts a different profile to that originally assumed.

Cabinet was informed that this report set out the proposed governance arrangements for the fund. 

The Chairman of the Overview and Scrutiny Board questioned whether there would be any change to the governance board following discussions at the recent Overview and Scrutiny Board, in relation to this the Leader advised that there haven’t been any changes made as there wasn’t a clear decision at the recent Overview and Scrutiny Board meeting but that he would take this matter up for discussion with the Chairman of the Overview and Scrutiny Board outside of the Cabinet meeting.

RESOLVED that the governance arrangements for the futures fund as set out in the report be approved.

Voting: Unanimous

Portfolio Holder: Leader of the Council

To consider the latest version of the Cabinet Forward Plan.

The Leader advised that the latest Cabinet Forward Plan had been published on the Council’s website and a copy of which had been circulated to each Member as part of the agenda and appears as Appendix ‘M’ to these Minutes in the Minute Book.

As part of the Council’s commitment to pupils with special educational needs and disabilities (SEND), Cabinet in June 2020 approved £500,000 to re-purpose the former Bournemouth Learning Centre (BLC) building as a satellite site for Longspee Special School.   The Council has a duty to ensure a sufficiency of school places in its area under s14 of the Education Act 1996.

After that original cost estimate, and as a result of the procurement process carried out by the Council’s partner, the Ambitions Academies Trust, the total cost of the capital works amounts to £1,250,000, leaving a shortfall of £750,000 which the Council intends to meet in order to ensure the extra places are available for September 2021. Funding is available to meet the shortfall.

The reasons for the shortfall, set out in the report, include unforeseen works due to the poor condition of the building and the need to increase the specification in order to be able to take on roll children and young people with the broadest range of needs.

The project still represents exceptional value for money as the cost of each place will be more than 40% below the national average and as a result of not needing so many independent placements, the council will make a revenue saving in the region of £1.2 million annually.

RESOLVED that Cabinet: -

(a)           approves the further allocation of £750,000 to complete the conversion of the Bournemouth Learning Centre; and

(b)           requests the Chief Executive to use the urgency powers delegated to him under Part 3.15 of the BCP Council Constitution to approve the combined spend on this project of £1,250,000 in advance of the next available Council meeting, scheduled for 2 June 2021 and that he report this decision to Council at that meeting, in order for the additional school places to be available for eligible children by September 2021.

Voting: Unanimous

Portfolio Holder: Covid Resilience, Public Health and Education

Reason

To enable the completion of the project at the BLC site to create a high quality special school satellite provision for Longspee Special School, meeting local need and reducing pressure on the high needs budget.

The Portfolio Holder for Covid Resilience, Public Health and Education presented an urgent report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'M' to these Minutes in the Minute Book.

Cabinet was informed that pursuant to regulation 10 of the Local Authorities (Executive Arrangements)(Meetings and Access to Information)(England) Regulations 2012 (‘the Regulations’) and in accordance with the constitutional requirements and following publication of the required notice, that this item was being submitted to Council as a matter of urgency.

Cabinet was reminded that as part of the Council’s commitment to pupils with special educational needs and disabilities (SEND), Cabinet in June 2020 approved £500,000 to re-purpose the former Bournemouth Learning Centre (BLC) building as a satellite site for Longspee Special School, and that the Council has a duty to ensure a sufficiency of school places in its area under s14 of the Education Act 1996.

In relation to this Cabinet was advised that after that original cost estimate, and as a result of the procurement process carried out by the Council’s partner, the Ambitions Academies Trust, the total cost of the capital works amounts to £1,250,000, leaving a shortfall of £750,000 which the Council intends to meet in order to ensure the extra places are available for September 2021, and that funding is available to meet the shortfall.

Cabinet was informed that the reasons for the shortfall, set out in the report, include unforeseen works due to the poor condition of the building and the need to increase the specification in order to be able to take on roll children and young people with the broadest range of needs.

Further to this the Cabinet was advised that the project still represents exceptional value for money as the cost of each place will be more than 40% below the national average and as a result of not needing so many independent placements, the council will make a revenue saving in the region of £1.2 million annually.

The Chairman of the Overview and Scrutiny Board addressed Cabinet and advised that this item was being brough to the May Overview and Scrutiny Board despite the fact that the decision will have been made but to allow members to discuss the item properly.

The Chairman of the Childrens Services Overview and Scrutiny Committee addressed the Cabinet expressing frustration that this report hadn’t been received earlier and that the Committee had not had the opportunity to discuss this item. Further to this the Chairman advised that he would like to see some further scrutiny as the project develops and would also like to review why the overspend has happened.

Cabinet Members spoke in support of the incredible provision this will provide for children and families.

In closing the Portfolio Holder advised that she would be responding to the queries made from the Childrens Services Overview and Scrutiny members which had been received by email.

RESOLVED that Cabinet: -

(a)           approves the further allocation of £750,000  ...  view the full minutes text for item 334.