Agenda and minutes

To elect a Chairman for the remainder of the municipal year 2023/24.

Proposed by Cllr Hosford, seconded by Cllr Beddow.

Decision

That Cllr Rennie be appointed as Chairman for the remainder of the Year 2023/24.

To elect a Vice-Chairman for the remainder of the municipal year 2023/24.

Proposed by Cllr Ireland, seconded by Cllr Gibson.

Decision

That Cllr Beddow be appointed as Vice-Chairman for the remainder of the Year 2023/24.

To receive any apologies for absence.

Apologies for absence were received from Cllr Bolwell and Cllr Christopher.

To confirm the minutes of the meeting held on 25 January 2023.

Members considered the minutes of the previous meeting.

Decision

That the minutes of the meeting held on 25 January 2023 be confirmed and signed.

To disclose any pecuniary, other registrable or personal interest as set out in the adopted Code of Conduct.  In making their decision councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

Cllr Penfold declared that her son occasionally had a stall at South Street and Dorchester Market. She did not take part in any decisions relating to the markets where her son had a stall.

Representatives of town or parish councils and members of the public who live, work, or represent an organisation within the Dorset Council area are welcome to submit either 1 question or 1 statement for each meeting.  You are welcome to attend the meeting in person or via MS Teams to read out your question and to receive the response.   If you submit a statement for the committee this will be circulated to all members of the committee in advance of the meeting as a supplement to the agenda and appended to the minutes for the formal record but will not be read out at the meeting. The first 8 questions and the first 8 statements received from members of the public or organisations for each meeting will be accepted on a first come first served basis in accordance with the deadline set out below.  Further information read Public Participation - Dorset Council

All submissions must be emailed in full to Joshua.kennedy@dorsetcouncil.gov.uk by 08:00am on Friday 22 September 2023.

When submitting your question(s) and/or statement(s) please note that:

·       You can submit 1 question or 1 statement.

·       A question may include a short pre-amble to set the context.

·       It must be a single question and any sub-divided questions will not be permitted.

·       Each question will consist of no more than 450 words, and you will be given up to 3 minutes to present your question.

·       When submitting a question please indicate who the question is for (e.g., the name of the committee or Portfolio Holder). 

·       Include your name, address, and contact details.  Only your name will be published but we may need your other details to contact you about your question or statement in advance of the meeting.

·       Questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda. 

·       All questions, statements and responses will be published in full within the minutes of the meeting.   

There was no public participation.

To consider the financial outturn figures for 2022/23.

The Senior Accountant introduced the Financial Outturn report. He outlined the budget that was set and the actual outturn. There was a minor overspend £781.

A member asked a question around dereliction and graffiti on the Fairfield market site. He was assured that there was a budget for repairs and maintenance.

Proposed by Cllr Beddow, seconded by Cllr Hewitt.

Decision

That the income and expenditure statement for 2022/23 be approved.

To receive a verbal update from the Market Operator.

Panel members received a verbal report from Grant Jones of Cornhill Market. The report included creating a website for the Cornhill market.

In response to questions from members, Mr Jones confirmed that the cost for charity stalls would be free and that up to 17 stalls could be located at the Cornhill market.

Members discussed the use of the area outside Barclays Bank on South Street for charities and collections.

The Head of Community and Public Protection gave a verbal report on Fairfield Market on behalf of Ensors Ltd. The report included financial details, the cost of market stalls for traders, trading numbers, and footfall.

The Panel discussed the report; the following areas were discussed:

·       The fees for market pitches in covered and outdoor areas.

·       A need to be aware of a decrease in people visiting the market.

·       Health and safety issues at the indoor market area.

·       Repairs needed to the indoor market building.

·       Insurance at the Fairfield market site and the lease to Ensors Ltd.

·       People visiting by coach were not walking through town if they were dropped off at the market.

To receive a presentation from Jules Bradburn, The Sherborne Market Ltd, on a proposal for a new monthly Sunday Market. Background information enclosed.

The Panel received information from Jules Bradburn of The Sherborne Market Ltd about proposals for a market in Dorchester. The proposed market would take place on a Sunday, and it would consist of local traders who stell unique or handmade items, as well as ‘suitcase stalls.’ Similar markets in Sherborne and Shaftesbury have grown to have 200 traders and has created increased footfall in the towns.

Members asked questions and discussed the proposals. The following points were raised:

·       The area the market would cover would move people through different areas of the town.

·       The market could be placed on land managed by Dorchester Town Council.

·       Sherborne Market Ltd would provide pitches, marketing, social media, and security.

·       There would be a strict policy on traders leaving litter.

·       Local charities would be present at the market.

·       Possibilities for opening the County Hall car park at weekends.

·       Each town council gets a set number of days per year for free parking.

Proposed by Cllr Jones, seconded by Cllr Beddow

Decision:

1.     That the proposal for a Sunday market be recommended to the Dorchester Town Council Management Committee

2.     That the charitable element of funding be allocated to the Car Boot Fund.

To provide a verbal update on the works on Fairfield Road.

The Principal Transport Planner gave a presentation on works at Fairfield Road. The presentation, which is attached to these minutes, included responses from a recent public consultation and proposed timescales for the works at Fairfield Road.

Cllr Jones and Cllr Penfold did not take part in this item because they were members of the Northern Area Planning Committee.

In response to a question about archaeological work around Fairfield Road, officers confirmed that this was in connection with a lighting scheme.

Decision:

That authority be delegated to the Town Clerk and the Head of Community and Public Protection, in consultation with the Chair of the Panel, to make amendments to the lease in connection with this work.

To provide a verbal update on the Linneys development proposal.

The Panel received an update from Toby Frere on a development proposal for the Linneys. A report was written by Southampton University which concluded that the Linneys would be able to provide areas that could be used as a start-up space. The ideas for development of the Linneys were outlined, including changing the internal size of the Linneys, creating a vibrant space, and ensuring that local residents would not be affected.

Members commented on the proposal. Comments included suggestions for types of businesses that could use the Linneys and that the proposal would be good for regeneration.

Members supported the principle of the proposal.

At this point in the meeting members agreed to extend the meeting beyond 2 hours.

To update on the fund and to agree the appointments to the Panel responsible for allocating funds in 2023/24.

The Panel considered appointments to the Car Boot Grants Panel.

Proposed by Cllr Ireland, seconded by Cllr Kent-Ledger.

Decision

That Cllrs Rennie, Beddow, Hosford, and Worth be appointed to the Car Boot Grants Panel for the Year 2023/24.

To consider any items of business which the Chairman has had prior notification and considers to be urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The reason for the urgency shall be recorded in the minutes.

There were no urgent items.

To consider passing the following recommendation:   

Recommendation   

That in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in item No 15 because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.   

The public and the press will be asked to leave the meeting whilst the item of business is considered. (Any live streaming will end at this juncture).   

Reason for taking the item in private:

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).   

Decision

That in accordance with Section 100A (4) of the Local Government Act 1972, the press and the public be excluded for the following item(s) in view of the likely disclosure of exempt information within the meaning of paragraph 3 of schedule 12 A to the Local Government Act 1972 (as amended).

Reason for taking the item in private:

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

To consider a report from the Dorchester Town Council Clerk

The Town Clerk introduced the report on the future operation of the market.

Members asked questions on the contents of the report.

Proposed by Cllr Ireland, seconded by Cllr Jones.

Decision

That further work be undertaken in regard to the issues set out in the report.