Meeting documents

To confirm the minutes of the meeting held on

The minutes of the last meeting held on 11 December 2018 were confirmed as a correct record and signed by the Chair.

Members are required to comply with the requirements of the Localism Act 2011 and the Council’s Code of Conduct regarding disclosable pecuniary and other interests.

·         Check if there is an item of business on this agenda in which the member or other relevant person has a disclosable pecuniary or the disclosable interest.

·         Check that the interest has been notified to the Monitoring Officer (in writing) and entred in the Register (if not this must be done within 28 days).

·         Disclose the interest at the meeting (in accordance with the Council’s Code of Conduct) and in the absence of dispensation to speck and/or vote, withdraw from any consideration of the item where appropriate.  If the interest is non-pecuniary you may be able to stay in the room, take part and vote.

Councillor J Orrell declared an interest as a former Trustee of the Weymouth Area Development Trust.

30 minutes will be set aside to allow members of the public to ask questions relating to the work of the Council.  3 minutes will be allowed per speaker. The order of speakers is at the discretion of the Chair and is normally taken in the order of agenda items, questions must relate to a report which is on the agenda for consideration.  Notice is not required if you wish to speak at the meeting but if you require an answer to a question it is asdvisable to submit this in advance by contacting a member of the Democratic Services team or alternatively, by emailing kcritchel@dorset.gov.uk.

J Pullen addressed the committee with regard to the agenda item 7 and indicated that they fully supported the proposal to extend the Weymouth and Portland dog related Public Space Protection Order (PSPO) for 12 months.  In addition he made reference to the Good Friday commencement of the order and also relevant byelaws. 

In response, the Chair noted that the PSPO would be reviewed by the new Dorset Council and all views would be taken into consideration.

Elizabeth Hardy addressed the committee on behalf of the trustees of the Portland Museum and expressed concern with regard to the transfer of assets to the new Unitary council.  She referred to previous successful working with the borough council and noted that the best option moving forward was for the museum to be transferred to Portland Town Council.  She indicated that the trust needed the certainty of a long lease which would provide confidence when submitting bids for funding.

Mayor of Portland, Charlie Flack addressed the committee with regard to the transfer of functions and assets to Portland Town Council and provided detail of the background to discussions that had taken place with the borough council.  The town council had produced a budget based on the discussions that had taken place and now faced uncertainty as assets were now to be transferred to the unitary council.  He asked what assurances there were that the assets would be transferred to Portland Town Council after one year?

Councillor G Taylor read out a statement on behalf of Graham Parry with regard to North Quay.  Mr Parry had no objection in principle with regard to development but had concerns over the parking needs for the area and made reference to the development of Brewers Quay.

Ken Whatley addressed the committee with regard to people camping out in the shelters along the Esplanade and asked what was being done to engage with these people about the facilities that were available?  He referred to facilities that were available, that he said were not being used, and asked about the role of the council’s enforcement officers.

In response, Councillor G Taylor provided an overview of the work that was undertaken by the borough council and other agencies in the borough with regard to homelessness issues including the outreach service provided by Julian House, support provided through the Lantern, the shelter bus and the night shelter.  There was a lot of support available but the council could not force people to use these services.

Councillor M Byatt reinforced the point that a lot of work was undertaken in this area by the council working with other agencies.  Enforcement officers were on the street getting to know and working with people.

Councillor K Wheller noted that 12 people had been using the facility at St Marys Hall on Friday night with a further 2 remaining on the street by choice.  She reiterated the point that people could not be forced to use available facilities.

Mr Farn addressed the committee with regard  ...  view the full minutes text for item 86.

To receive questions from Councillors in accordance with procedure rule 12.

Councillor P Kimber provided a note to officers with regard to Victoria and Easton Gardens.  He addressed the committee with regard to the transfer of assets and functions to Portland Town Council.  He noted that a lot of work had been put in to prepare for this and that there was a need to work cross party in order to get a resolution to the issues.  He referred to an amendment to be put forward by Councillor R Nowak and urged the committee to give it their support.

Councillor S West spoke in support of the amendment to be made by Councillor Nowak.  She noted that it made no sense to delay the transfer of services and assets to Portland Town Council and asked that the council did what it had promised.

Councillor I Bruce requested to speak but this was disallowed at the discretion of the Chair.

To receive a report of the Financial Performance Manager.

That members:-

a)      Note the predicted outturn for the 2018/19 revenue and capital budgets

b)      Note the KPI’s for each service for the period and any actions being

taken

c)      Note the Service Plan updates provided by Heads of Service / Corporate

Managers

d)      Note the high risks for each service area and any actions being taken.

The committee received a report which set out the Council’s performance across all services and was broken down into financial performance, key performance indicators, risks and service plan updates on a service by service basis.

Members considered the issues arising from the report and during discussion the following points were raised:

·                A point was noted that there was a need to ensure that facilities such as rent in advance and rent bonds continued

·                A point was noted with regard to the recorded message that customers would hear when they telephoned the council and the need to ensure that this was succinct.  K Wheller would take this up with the relevant strategic director

·                There was a need to ensure support to the homeless was maintained.  A point was raised with regard to the funding for homelessness work and it was hoped that the issues would be understood by the new Dorset Council.  J Cant noted that there was no mention of any budget reduction in respect of this area

·                A question was raised as to why the council was providing funding for sand model repairs?

·                It was noted that light bulbs had not been replaced in some shelters along the Esplanade.

It was proposed by J Cant seconded by M Byatt

Decision

That members:-

a)      Note the predicted outturn for the 2018/19 revenue and capital budgets

b)      Note the KPI’s for each service for the period and any actions being

taken

c)      Note the Service Plan updates provided by Heads of Service / Corporate

Managers

d)      Note the high risks for each service area and any actions being taken.

To consider a report of the Team Leader - Environmental Protection.

.

That the committee agree to a 12 month time extension to the current Weymouth and Portland Dog-related Public Spaces Protection Order 2016.

Members received and considered a report which proposed a time extension of the existing Weymouth and Portland Dog-related Public Spaces Protection Order (PSPO) for a period of up to 12 months.

It was noted that the proposal had received support from the Policy Development Committee.

Further discussions would be required when the PSPO was reviewed in future by the Dorset Council and all views could be taken into account at this stage.

It was proposed by M Byatt seconded by J Cant

Decision

That the committee agree to a 12 month time extension to the current Weymouth and Portland Dog-related Public Spaces Protection Order 2016.

To consider a report of the Corporate Manager, Planning (Community & Policy Development)

The committee considered a report in order to enable the statutory review of the Area of Outstanding Natural Beauty Management Plan to be completed.

It was proposed by R Nowak seconded by K Wheller

Recommendation to Council

That the Dorset Area of Outstanding Natural Beauty Management Plan 2019-2024, included as Appendix 1 of the report, be adopted.

To consider a report of the Head of Revenues and Benefits.

That Committee rejects the application for Discretionary Rate Relief listed at Appendix 2 of the report.

The committee considered an application for Discretionary Rate Relief from the Weymouth Area Development Trust CIC.  The application was set out at appendix 2 and the Guidelines for determining applications for Discretionary Rate Relief were set out at appendix 1.

Members considered the information contained within the request and the Chair suggested that the organisation should be contacted with the suggestion that they applied for a voluntary grant award.

Given the above, it was considered that the application for Discretionary Rate Relief should be rejected.  It was noted that consideration with regard to this would be held at the Budget Working Group.

Decision

That Committee rejects the application for Discretionary Rate Relief listed at Appendix 2 of report.

To appoint a member to serve on Weymouth Pavilion Community

Interest Company (CIC).

That Councillor C Page-Nash be appointed to serve on Weymouth Pavilion Community Interest Company (CIC) as the representative of Weymouth and Portland Borough Council.

The committee considered the appointment of a member to represent the Council on the Weymouth Pavilion Community Interest Company (CIC).  An application had been received from Councillor C Page-Nash.

It was noted that the member appointed would only be able to represent the Council for a limited time until the end of the borough council.  However it was felt that it would be useful to have a representative who could gain an understanding of the issues and be able to pass this information on as appropriate.

Decision

That Councillor C Page-Nash be appointed to serve on Weymouth Pavilion Community Interest Company (CIC) as the representative of Weymouth and Portland Borough Council.

To consider a report by the Head of Assets and Infrastructure.

The committee considered a report which provided an update on the requests from Portland Town Council for the transfer of functions and assets to that council.  The report also considered interim arrangements for the utilisation by Portland Town Council of some of those assets with effect from 1 April 2019.

In response to points raised on these issues during Public Participation, the Chair provided background to the work that had been undertaken by the council in respect of looking at the transfer of services and functions to Portland Town Council, including reports that had been considered by the borough council’s Full Council and the Shadow Executive Committee.  During this process, support had been expressed to the proposal from Portland Town Council.  Unlike the process for the transfer of assets to Weymouth Town Council, which was set out in legislative framework, the process that had to be followed for the disposal of assets by the borough council to a third party was a more protracted process and therefore it was not possible for the work to be completed by 31 March 2019.  For this reason it was proposed to give Portland Town Council a one year license to take on responsibility for specific assets and services while the schedule of transfer was formally agreed.  There was no intention that the decision made would be overturned and that the assets and services would not be transferred over a period of time.

The Head of Assets and Infrastructure noted that work was being undertaken to find a solution to the delay in the transfer of assets.  He provided detail of staffing that had been assigned for this work, who would be starting work soon.  He acknowledged that the process was not straightforward but that there was no intent that the transfers would not happen.  Work required would ensure that the services could be legally covered by Portland Town Council.  In response to a question, it was envisaged that this work could be completed in under 6 months, however a longer period had been allowed in order to complete the work legally.

R Nowak began to address the meeting and at this point, the Chair was taken unwell and the meeting had to be adjourned.

To consider a report of the Head of Assets and Infrastructure.

Item deferred.

To receive a verbal update on the Management Committee Action Plan.

Item deferred.

To consider any items of business which the Chair 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 specified in the minutes.

Item deferred.

To move the exclusion of the press and the public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph     of schedule 12A to the Local Government Act 1972 (as amended)

There are no exempt items

Item deferred.

To consider a report of the Project Engineer.

Item deferred.