Agenda item

Please see recommendations detailed below.

8a - Cabinet 23 June 2021 - Minute No 16 - Financial Outturn Report 2020/21

Councillor Mellor, Leader of the Council and Cabinet Member for Finance and Transformation presented the report on the Financial Outturn Report 2020/21 as set out on the agenda and outlined the detail of the recommendations.  The Cabinet Member reported that the report had been considered by the Overview and Scrutiny Board and highlighted the £5.1m surplus. He thanked the finance team led by Adam Richens but also the full officer cohort who have delivered the outturn.  He referred to the financial position when the Conservatives became the administration on 1 October 2020 when the MTFP had a £50m gap and emphasised the £5m surplus which was hugely positive. Councillor Mellor having thanked the team and Members put on record his thanks to the Government for their unprecedented financial support to local authorities which they pledged and delivered on.  The proposal was seconded by Councillor Broadhead who reminded Members that recommendation (B) provides funding in reserve for a contingency should there be any further outbreaks of the pandemic.  He hoped that it would not be necessary to use but it was prudent to make the provision.

Councillor Mark Howell referred to Councillor Mike Greene’s previous reference to being deprived of resources and staff in his portfolio in relation to dealing with climate change and the biodiversity crisis.  He explained that there were good reasons why the funding scheduled by the previous administration for the climate change agenda was temporarily withdrawn namely the Covid crisis, and that the previous administration had a responsibility to put the Council’s finances in order.  Councillor Howell reported that he would like the £5.1m surplus which was proposed for the mitigation reserve to be allocated to a new climate change and biodiversity reserve which could then be used by Councillor Greene and hopefully with the involvement of Councillors across the chamber to really push forward measures within the BCP area for change.  Councillor Howell proposed the following amendment which was seconded by Councillor Bull:

Given the imperative of acting quickly and at scale to address the Climate and Biodiversity Crisis, which the Portfolio Holder has confirmed his acceptance of tonight, Council supports the transfer of the £5.1 million surplus referred to in paragraph (a) of the resolution to a climate and biodiversity reserve for spending on projects to address the crisis within the current financial year instead of to the MTFP mitigation reserve.

In seconding the above amendment Councillor Bull indicated that he was sure that Members would agree that everything that can be done to tackle the climate and ecological emergency should be done and that it was a great opportunity to increase the portfolio holder’s budget in order for him to take action.

The Chief Financial Officer was asked to comment on the amendment. He reported that he had not previously been informed of the proposed amendment and explained that the transfer of £5.1m in the manner outlined would have significant implications on the Council’s finances.  The S151 Officer reported that he would have real reservations about members agreeing to the above amendment.

The Chief Executive advised Members that the scale of the amendment as a decision was difficult for the Council to take without obtaining proper advice in terms of the financial implications.  He suggested it could be referred to the next Cabinet meeting as part of the MTFP. 

Councillors commented on the proposed amendment including the impact of taking such a decision without due consideration.  Councillor Mike Greene reported that yes, he would like to see additional funding this year but highlighted that consideration should be given to the sensible way of spending money.  He expressed his surprise that there was misunderstanding about what was part of the base budget and what was one-off funding.  Councillor Greene clarified the position on funding provided by the previous administration compared to the funding provided by the current administration and the continual commitment of funding for climate change as part of the base budget.  This provided a firm foundation and an officer structure that would be able to command respect and provide resources internally or externally to fully commit to the fight against climate change. 

Councillors commented on the ongoing commitment and indicated that bringing forward a team was welcome and there was an opportunity to work cross party on prioritising the climate and ecological emergency whilst progressing with as much urgency as possible and acknowledging that the potential for further funding coming forward was welcome. Councillor Brown referred to the action and funding provided by the previous administration as referenced in the budget in February 2020 and the commitment in the MTFP.  The S151 Officer was asked to confirm the long-term funding provided by the previous administration.

Councillor Howell in summing up on the amendment clarified that the funding would be included in a climate change reserve which would be available for the portfolio holder to work with other Councillors hopefully cross party to determine how that could be spent.  He explained that creating the reserve did not commit the Council in any way at this point. He highlighted the opportunity to really move the climate agenda forward.

Councillor Mellor referred to the action taken by the previous administration in dealing with climate change and the associated budget provision.  He referred to the Conservative budget reset paper and the rejection of the £2m community municipal bond that would have been spent on the climate.  Councillor Mellor also referred to the rejection of £1m to go into a covid catch up fund.  He reported that the administration was delivering on the climate and ecological emergency and had delivered £240,000 in the budget paper and identified a £50m futures fund which would allow for investment.   He also indicated that if funds were being put into a reserve and then the Portfolio Holder was being asked to spend it then it was not a reserve.

The Council then took a vote on the amendment which was lost by a majority.

The Council then took a vote on the recommendations arising from the Cabinet meeting held on 23 June 2021 as set out on the agenda which were carried by a majority.

8b - Cabinet 23 June 2021 - Minute No 21 - Youth Justice Service Youth Justice Plan 2021/22

Councillor Mike White, Cabinet Member for Children and Young People presented the report on the Youth Justice Service Youth Justice Plan 2021/22 as set out on the agenda and outlined the detail of the recommendation. Councillor White reported that the Plan was an annual report to Council which was a statutory requirement.  He explained that the youth justice service had been a pan Dorset service since 2015 so Dorset Council and BCP Council were asked to agree the report.  He referred to the three key indicators and reported that there was a continuing reduction in first-time entrants to youth justice, relatively low rates to reoffending and custodial sentences so all three indicators were positive. Councillor White reported that the report had been considered by the relevant O&S Committee and Cabinet who were both supportive and asked Council to endorse the report. The recommendations were seconded by Councillor Nicola Greene. Councillor Burton, Chairman of the Children’s Services O&S Committee reported that the report had been considered by that Committee in June but as some of the data was out of date a further report would come back to the Committee in six months. 

The Council then took a vote on the recommendation arising from the Cabinet meeting held on 23 June 2021 as set out on the agenda which was carried by a majority.

8c - Cabinet 23 June 2021 - Minute No 24 – Council’s Sustainable Fleet Management Strategy and Fleet Replacement Programme

Councillor Mike Greene, Cabinet Member for Transport and Sustainability presented the report on the Council’s Sustainable Fleet Management Strategy and Fleet Replacement Programme as set out on the agenda and outlined the recommendation.  He explained that this item related to the funding for the Council’s Sustainable Fleet Management Strategy seeking Council approval for the required prudential borrowing to implement the capital expenditure within it.  He reported that the strategy itself was approved at Cabinet on 23 June 2021 having been scrutinised at the O&S Board on 14 June 2021.  Councillor Greene as a reminder reported that the paper approved in June concentrated on the 611 diesel vehicles in the fleet that were annually producing 3400 tonnes equivalent of carbon emissions. The paper covered the first three years of the strategy from 2021 to 2024 during which the supply at the Hatchpond Road depot would be improved to allow 480 - to 500 kilowatts of charging facilities for electric vehicles.  Councillor Greene explained that 104 of the vehicles which would be coming to the end of their life during the three years would be replaced by fully electric alternatives and the remaining diesel fleet would be run instead on sustainably sourced hydro-treated vegetable oil.  The Council was advised that the net effect of these changes would reduce those emissions by over 90% which would make a contribution towards the Council’s commitment to reduce and eliminate its own emissions by 2030 at the latest.  Councillor Greene reported that the strategy included a pilot scheme to enable overnight charging for those fleet vehicles usually taken home by their drivers. He explained that all of this has already been approved along with the implications for the revenue budget and had been included in the MTFP.  The Council was asked to approve authority to enter into the £31.1m of prudential borrowing required to fund the replacements over the next three years.  Councillor Mark Anderson seconded the proposal.

Councillors commented on the recommendations including welcoming the investment in the fleet and mitigating climate change, expressing concern about the continuing use of new diesel vehicles which would be in the fleet for some considerable time and expressing concern about home charging which was for members of staff who had off-road parking only.  A Councillor highlighted a wider issue about how the Council serves the community and introduced car charging points for people without off-road parking. He explained that if there were members of staff who were on call or using the Council’s vehicles then effectively, they could not be part of the Council’s pilot.  It was suggested that the use of co wheels the Council’s own car share scheme or indeed bike share should be encouraged as part of the plan whilst appreciating that the recommendations was about the spend. A Councillor referred to the funding for five diesel refuse vehicles and the funding for upgrading the electric infrastructure at Hatchpond Road, the charging points at Hatchpond and Southcote Road depot whilst undertaking an accommodation review. Councillor Butler asked for clarification on the number of breaks downs and how many vehicles it involved. Councillor Rigby expressed his concern about the use of hydrogenated vegetable oils which used animal fats and products in the production of the oil.  Councillor Slade referred to the £90k in the 2022/23 budget for 2 new mayoral cars she asked for assurance that they would be electric cars and reported that she was still waiting for clarification about the arrangements between the Council and the Charter Trustees on how these would operate and be funded.  She highlighted that the current provision in the Charter Trustees budget did not reflect the charges if vehicles were hired from a third party.

Councillor Mark Anderson having reserved his right to speak explained that the 2 new mayoral cars would be reviewed prior to reaching the end of use and deemed to be commercially no longer viable.  A review would be undertaken to determine if they were needed and the type of cars. He referred to questions raised on the HVO and the guarantees from the suppliers that it would be from sustainable sources.  Councillor Anderson referred to the approach by the Department of Transport and reported that the Council were saving 198 tonnes of carbon by replacing vehicles and to do that it was necessary to recharge batteries and increase the charging capacity. A Councillor suggested that the budget for replacement mayoral vehicles was halved.

Councillor Greene responded to the issues raised during debate including emphasising that the strategy and the revenue budget had already been decided.

The Council then took a vote on the recommendation arising from the Cabinet meeting held on 23 June 2021 as set out on the agenda which was carried by a majority.

8d - Audit and Governance Committee 29 July 2021 - Minute No 15 - Treasury Management Monitoring Outturn 2020/21 and update for Quarter 1 2021/22

Councillor Beesley, Chairman of the Audit and Governance Committee presented the report on the Treasury Management Monitoring Outturn 2020/21 and update for Quarter 1 2021/22 as set out on the agenda and outlined the recommendation relating to the prudential indicators and the adjustment for the Council’s Minimum Revenue Provision Policy. Councillor Williams seconded the proposal.

Councillor Phipps referred to the additional borrowing and asked that a brief explanation be provided to the Council including the term of repayment.

Councillor Beesley reported that proposal was accepted by the Audit and Governance Committee and looked to the S151 Officer for a technical explanation.  The S151 officer reported that as part its financial management regime the Council consistently benchmarked its position against other local authorities.  This work highlighted that compared to other local authorities of similar size the Council was under borrowed and previously had not utilised borrowing capacity available to the Council and was to the lower end of the spectrum.  So, through discussions with the Leader of the Council and via the Cabinet report considered on 23 June 2021 on the MTFP and the financial strategy it was proposed to move the Council to the midpoint of a comparison with all other unity authorities.  The S151 Officer reported that in moving to that point the Council was able to exploit £212m worth of additional borrowing which would only be undertaken based on business cases that were presented to the Council for approval which indicated the length of borrowing and the justification.

The Council then took a vote on the recommendation arising from the Audit and Governance Committee meeting held on 29 July 2021 as set out on the agenda which was carried by a majority.

8e - Cabinet 1 September 2021 - Minute No 47 - Carters Quay Housing and Regeneration Scheme Poole

Councillor Broadhead, Deputy Leader of the Council and Cabinet Member for Regeneration, Economy and Strategic Planning presented the report on the Carters Quay Housing Regeneration Scheme Poole as set out on the agenda and outlined the recommendations. He reported that the administration had highlighted the rejuvenation of Poole as one of the main elements of the Big Plan referring to the increase in the Regeneration budget and the creation of the trend-setting urban regeneration company. Councillor Broadhead reported that this project was phase one of action and deliverability on the regeneration of Poole.  He outlined the detail of the scheme which was on a key site and explained that the plan was in place with a developer contactor that would start next year. The scheme would provide 161 local homes for local people with financial returns projected over the course of the borrowing of around £40m.  Councillors were advised of the implications if the scheme was not undertaken.  Councillor Mellor seconded the proposal.

Councillors in considering the proposal commented which includied the sustainability standards of the new homes, the marketing of the site, the site valuation and the implications of a variance in the build costs for the scheme, the advice to use a project management surveyor which was not taken up and a suggestion that it was not essential to progress the scheme now.  Councillor Brown commented on the suggestion that there had been no regeneration in Poole whilst highlighting it was a long-term project which had been ongoing for a number of years. Councillor Slade asked about the public realm and if the podium and the waterfront area were just for residents only – it was confirmed that this was not the case.  A Councillor highlighted whether the makeup and mix of the buildings was suitable, commented on the proposed heating system when there was a move away from gas on all new builds, the methods of affordable housing, social rent and residents being able to access the property ladder.  He referred to recommendation (E) and asked what get out clause the Council had if the 50-year lease was not actually accepted or legally possible and what pressure would be on the Council to amend the term of the lease.

Councillor Mellor in seconding the recommendation confirmed that there was no risk at it was a build contract, the Council was building and buying the homes because Poole needed them, and this was action to provide local homes for local people.  He explained that the Council was utilising low rates of borrowing, the scheme would break even in four years and make over £40m in the lifetime of the debt which could then fund services or be invested in affordable housing. 

Councillor Broadhead in summing up explained that this was a local authority using its powers and building local homes for local people.  He responded to the issues raised during the debate including to a previous comment concerning the heating system and the work underway with the design team to future proof the properties.

The Council then took a vote on the recommendations arising from the Cabinet meeting held on 1 September 2021 as set out on the agenda which was carried by a majority.

8f - Cabinet 1 September 2021 - Minute No 50 - SEND Improvement Funding

Councillor Dove for transparency purposes disclosed that she had a family member who received SEND support.

Councillor Nicola Greene, Cabinet Member for Covid Resilience, Public Health and Education presented the report on SEND Improvement Funding as set out on the agenda and outlined the detail of the recommendations.  She referred to the recently published report by Ofsted into the joint arrangements of the Council and Dorset NHS via the CCG for children and young people with special educational needs and disabilities.  She explained that it recognised some strengths within the area, but the overall picture was one of a system which needed improvements at pace and at scale.  Councillors were advised the Council was required to produce a written statement of action which was the document that Ofsted would use to evaluate the plan and capacity to make the required improvements.  She explained that the report would be scrutinised by Children’s Services O&S Committee and reported on the detail of the recommendations.  She explained that with 60% of local areas producing a statement of action there was a wide body of knowledge and expertise to drawn on.  Councillor Greene reported that it was about the outcome for our families, children and young adults to ensure that they reach their absolute potential. The Cabinet Member reported that she was grateful to Councillors across the Council for their cross-party support for the improvement journey of Children’s Services that in no way prejudices the requirements for effective scrutiny.  Finally, she thanked the Leader for making an in-year allocation for this vital area.

Councillor Mellor in seconding the proposal reiterated the appreciation for the cross-party nature and to move forward with the improvements at pace with a commitment to delivery.

Councillor Moore added her support to the much-needed funding and highlighted the support children, young people and families need and deserve.  She referred to her commitment for children’s services not to be a political issue.  Councillor Moore reported that she was a Member of the SEND Improvement Board which was already focussed on driving improvements. She highlighted that the Council would rise to the challenge and work with partners in education, health and children’s social care and make the much needed and rapid improvements. The Chairman of Children’s Services O&S Committee echoed some of the comments made and provided reassurance that the Committee would be debating at length at next weeks meeting and in the future to make the improvements.

The Council then took a vote on the recommendations arising from the Cabinet meeting held on 1 September 2021 as set out on the agenda which was carried unanimously.

Councillor Peter Miles left at 9.50 pm