Meeting documents

To receive apologies for absence.

An apology was received from Councillor J Osborne.

To confirm the minutes of the meetings held on 13 December 2016 and 17 January 2017. (Previously circulated)

The minutes of the meetings held on 13 December 2016 and 17 January 2017 were received as a correct record and signed by the Chairman.

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 Cant declared an interest in respect of item 6 Management Committee Action Plan as a resident of the Melcombe Regis area.

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 advisable to submit this in advance by contacting a member of the Democratic Services team or alternatively, by emailing kcritchel@dorset.gov.uk.

Mrs Underwood addressed the committee regarding her concerns about the homeless in Weymouth town centre and asked what action was the council taking in respect of this problem.

As the Brief holder for Housing, Councillor Taylor advised that a lot of work was taking place within the town and a number of agencies were co-ordinating on various projects. Multi-agency meetings take place on a regular basis, with Dorset Police, the NHS and the EDP to address these complex issues or mental health, drunken behaviour, drug addiction and housing issues. The councils role is to try to house individuals and encourage them to engage with services to gain employment/benefits, houses and other support.

She continued that unfortunately not all people want to engage with agencies. The Melcombe Regis Board had recently been established to address issues in this area and a strategic plan would be brought forward shortly. 

Mr Underwood spoke to about what he considered to be the decay of the esplanade area, poor signs and boarded up properties, building in poor condition was a cause for concern. What action was taking place to address this situation? There was still problems with sand on the esplanade.

In response, the Leader of the Council advised that living in the Melcombe Regis area he shared Mr underwood’s frustration. As the council did not own all the properties in the area, it was difficult to achieve improvements. 

Strategic Director, M Hamilton confirmed that with the new appointment of a Town Centre Manager, identification and addressed issues would be carried out quickly and issues dealt with promptly to create change and improvement.

In respect of the sand on the esplanade, the Brief holder for Environment and Sustainability confirmed that he would take up this matter with Dorset Waste Partnership as it was causing a number of issues for local businesses.  Members also asked that the damaged flower beds be repaired prior to the Easter season.

Mr Farn referred to the fragmentation of services across the borough and county.  He also expressed concern regarding bins not being emptied on the Rodwell trail and advised that the bins had recently been changed to a less efficient model, resulting in more rubbish escaping the litterbins.

The Leader of the Council advised the enforcement officers were about to be appointed to address issues. Members also asked if the frequency of the litterbins being emptied could be reviewed.

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

There were no questions from Councillors.

To consider the Management Committee Action Plan.

The Leader of the Council introduced the item and advised that the Management Action Plan continued to evolve.  The committee received the Management Committee Action Plan and the Briefholders provided the following updates:

Community Facilities

A report on Greenhill Chalets and future management would be presented to the next meeting of the committee.

Community Safety

A report on the Pan-Dorset CCTV proposals would be brought to committee in March. In respect of environmental enforcement, the contactors planned start was next week.  He also advised that following a recent conversation with the Dorset Police and Crime Commissioner, he asked the committee to note that the way burglary’s were recorded would change. This was likely to impact on the borough crime statistics

Corporate Affairs and Continuous Improvement

The alignment of constitutions across the Dorset Councils Partnership was now complete.  The Protocol for members to communicate with the press would be referred to the Joint Scrutiny Committee.

Economic Development

In response to questions, Strategic Director, S Hill confirmed that the development of the car park was linked with the main building.  A section 106 agreement was in place that required the development of the whole site.

Members were advised that in respect of the Weymouth Football Club relocation, officers were waiting for the football club to arrange a meeting as there were a number of options to be considered, including land in the ownership of the Council.

The Brief holder also advised of regular meeting with Weymouth Bid.  

Environment and Sustainability

The consultation process for the Local Plan was now live. In respect of the Dorset waste Partnership, matter relating to the financial concerns were now under control.  However pressure needed to be put onto the partnership to ensure quality of service provision, including address the issue of the sand on the esplanade which was damaging to local business, and gum removal within the town centre. The photographs from the public speaker, Mr Underwood would be passed onto the conservation officer.

Finance and Assets

The Brief holder undated members on the sale of North Quay and indicated that a report would be presented to the committee on the town centre regeneration in March 2017. A further report would be presented to members at a future meeting on the temporary toilets for the esplanade.

Housing

In respect of the Melcombe Regis Board, an action plan was being developed and this plan would be shared with the committee in April. The Dorset Homelessness Strategy would be presented to committee in June.

Social Inclusion

In respect of the Making the Council dementia friendly a briefing for all members would arranged. The Brief holder also advised that she had attended a number of community lunches, which brought together various groups for networking purposes. She also updated members of the Armed Forces Covenant.

Tourism and Culture

In the absence of the Brief holder, the Leader of the Council advised that the action for ‘Reviewing signage within the Borough’ should be merged with the signage action relating to car  ...  view the full minutes text for item 107.

To consider a report by the Strategic Director.

The committee considered a report that set out the revenue and capital budget proposals for the 2017/18 financial year including the level of council tax and reserves.

Decision

That the committee receive a report on the level of once-off funding available and potential bids at its meeting in April.

Recommendation to Full Council

(a)  That the funding for community-led housing developments is put into an earmarked reserve and that an action plan on its use is produced.

(b)  That the proposals for balancing the 2017/18 revenue budget set out in Appendix 3 be approved

(c)  That the 2017/18 Capital programme in Appendix 4 be approved

(d)  That the formal resolutions in respect of the 2017/18 Budget and Council tax including details of the council tax levels for Dorset County Council, Dorset Police & Crime Commissioner and Fire & Rescue Authority and Town Council be included in the Budget report to the 23 February Council meeting.

The committee considered a report that set out the revenue and capital budget proposals for the 2017/18 financial year including the level of council tax and reserves. 

Members were advised that in respect of community-led housing developments funding had been allocated as £430,315 and the council had received 50% of the allocation. The council was required to produce an action plan in order to receive the final 50%.  Therefore it was proposed to ring-fence this funding by putting it into an earmarked reserve and an action plan for its use should would be produced.

The Strategic Director (Finance) also set out the impact of the change to the New Homes Bonus scheme upon the funding that the council received from central government.

Members were advised that a further report would be presented to the committee in April on the level of once-off funding available and potential bid proposals should be co-ordinated through Group Leaders. In response to comments, the Leader of the Council confirmed that it was important the members looked beyond the town centre when considering potential funding bids and projects.

It was proposed by Councillor J Cant and seconded by K Brookes

Decision

That the committee receive a report on the level of once-off funding available and potential bids at its meeting in April.

Recommendation to Full Council

(a)  That the funding for community-led housing developments is put into an earmarked reserve and that an action plan on its use is produced.

(b)  That the proposals for balancing the 2017/18 revenue budget set out in Appendix 3 be approved

(c)  That the 2017/18 Capital programme in Appendix 4 be approved

(d)  That the formal resolutions in respect of the 2017/18 Budget and Council tax including details of the council tax levels for Dorset County Council, Dorset Police & Crime Commissioner and Fire & Rescue Authority and Town Council be included in the Budget report to the 23 February Council meeting.

To consider a report by the Head of Community Protection.

Decision

That the Briefholder for Social Inclusion takes into account the comments made by the committee and submits a response on behalf of the Council to the CCG Clinical Services review consultation.

The committee considered a report on the Clinical Services Review (CSR) which was being led by the NHS Dorset Clinical Commissioning Group (CCG) which was responsible for planning and securing healthcare in Dorset.  A public consultation on the review proposals was opened for a 12 week period up to 28 February 2017.  Mr A Betts from the CCG attended the meeting to respond to members questions. He advised that the CCG state that the review was being undertaken because:-

·                       There were unacceptable variations in the quality of care across Dorset

·                       Staff with the right skills were not always where patients most need them

·                       The cost of providing healthcare in Dorset was more than the funding available.

Members considered the implications for the residents of Weymouth and Portland and made the following comments:-

·                     What would be impact to Portland residents if Westhaven was not used as a community hospital;

·                     Concern about older residents being able to access services

·                     Transportation issues

·                     Concern that the issues around the Special Baby Care Unit, Maternity and children services had yet to be resolved;

·                     Unease that the major emergency hospital being located in the east of the County;

·                     There was an understanding that a review of services was overdue and required, but some members questioned if it was far reaching enough as the plan was only for 5 year period.

·                     Concern about centralising of services which was not always the most efficient way to operate.

·                     Concern for the future on GP Practices.

·                     Minors unit on Portland was needed

It was agreed that the comments made would be collated and a detailed response be submitted to the CCG on behalf of the Council.

Decision

That the Briefholder for Social Inclusion takes into account the comments made by the committee and submits a response on behalf of the Council to the CCG Clinical Services review consultation.

To consider a report by the Strategic Director.

Decision

(a)          That the latest position and the projected outturn for the year in respect of the 2016/17 revenue and capital budgets be noted;

(b)          That the use of £20,000 from the projected Democratic Services underspend to provide legal requests as detailed in paragraph 5.3 of the report be approved;

(c)          That the carry forward requests as detailed in appendix 3 of the report be approved.

The committee considered a report providing the strategic overview of the Council’s performance, risk, revenue and capital expenditure and income as at the end of December 2016, and the projected outturn for the 2016/17 financial year.

It was proposed by Councillor J Cant and seconded by Councillor K Brookes

Decision

(a)          That the latest position and the projected outturn for the year in respect of the 2016/17 revenue and capital budgets be noted;

(b)          That the use of £20,000 from the projected Democratic Services underspend to provide legal requests as detailed in paragraph 5.3 of the report be approved;

(c)          That the carry forward requests as detailed in appendix 3 of the report be approved.

In accordance with Rule 1, paragraph 16 of the council’s procedure rules a vote was taken to continue the meeting beyond 2.5 hours, which was approved.

To consider a report of the Corporate Manager, Democratic and Electoral Services.

The committee considered a report setting of the process required to create a Town Council for Weymouth.  Following the decision of six councils of 9 to support the proposal to create two new unitary councils.  A submission would now be sent to the Department of Communities and Local Government (DCLG) to make an order to create 2 Unitary Councils in Dorset; this would result in the abolition of the Weymouth & Portland Borough Council.

The committee were asked to recommend to Full Council that a Community Governance Review (CGR) be undertaken to consider the creation of a Parish Council covering the whole or part of the borough of Weymouth & Portland.

Members noted that the publication of the terms of reference would formally begin the Review and the indicative timetable was set out in the appendix of the report. The terms of reference would be considered by Full Council at a special meeting at the end of March.

It was proposed by Councillor J Cant and seconded by Councillor K Brookes

Recommendation to Full Council

(a)          That a Community Governance review (CGR) be undertaken to consider the creation of a new Parish Council(s) covering the Weymouth & Portland Borough Council area with a view to a new Parish Council(s) being established at the same time as any new Unitary Council for Dorset.

(b)          That the Steering Group for Democratic Improvement oversees the CRG process, and reports to Management Committee with regard to proposals for terms of reference for the review, consultation and the implementation of the final review recommendations.

To consider a report of the Strategic Director.

Decision

(a)          That an Accelerating Home Buildings programme in Weymouth and Portland be established.

(b)          That the committee support the programme through to 31 March 2019 and considers the draft and finalises the Action Plan, with or without additional financial resources available to the programme.

(c)          That a member Working Group be established to lead on the Accelerating Home Building programme, and in turn for the working group to report progress to the Western Dorset Growth Strategy Member Board.

(d)          The working Group to consist of the following members:- Brief holders for Finance and Assets, Housing and Environment and Sustainability.

(e)          That the Accelerating Home Building programme be referred to Scrutiny & Performance Committee including scrutinising the proposed Council actions arising from the Housing Finance Institute Business Ready Review.

The Housing Brief holder set a report on the proposed Accelerating Home Building programme for Weymouth and Portland Borough Council and asked the committee to consider establishing the programme.

The Brief holder advised that Housing supply was seen as a national priority and the Housing White paper was planned to be published in February 2017. The aim of the programme would be to facilitate and influence on strategic matters that require multi-agency input and promote a range of housing development options.

In response to questions, the Brief holder confirmed that regular meetings were held with local housing associations and a meeting had also been planned with local developers.

Members supported the report recommendations and welcomed the establishment of a working group.  It was agreed that the group should consist of the following Brief holders:- Finance and Assets, Housing and Environment and Sustainability.

It was proposed by Councillor Taylor and seconded by Councillor Cant

Decision

(a)          That an Accelerating Home Buildings programme in Weymouth and Portland be established.

(b)          That the committee support the programme through to 31 March 2019 and considers the draft and finalises the Action Plan, with or without additional financial resources available to the programme.

(c)          That a member Working Group be established to lead on the Accelerating Home Building programme, and in turn for the working group to report progress to the Western Dorset Growth Strategy Member Board.

(d)          That the Working Group consist of:- Brief holders for Finance and Assets, Housing and Environment and Sustainability

(e)          That the Accelerating Home Building programme be referred to Scrutiny & Performance Committee including scrutinising the proposed Council actions arising from the Housing Finance Institute Business Ready Review.

To consider a report by the Financial Resources Manager.

The Brief holder the Finance and Assets asked the committee to consider the Treasury Management Strategy Statement (TMSS) and Annual Investment Statement for the coming year.

Recommendation to Full Council

That the Management Committee recommend to Council

(a)       That the Treasury Management Strategy Statement and Investment Strategy 2017/18 be approved;

(b)       The Minimum revenue Provision Policy as set out in appendix C of the Treasury Management Strategy Statement.

(c)       The Prudential Indicators as set out in Appendix C of the Treasury Management Strategy Statement

(d)       The 2017/18 Authorised borrowing limit.

To consider a report of the Strategic Director.

The committee considered a report on the process for the appointment of external auditors following the closure of the Audit commission and the end of the transitional arrangements at the conclusion of the 2017/18 audits.

It was proposed by Councillor Cant and seconded by Councillor Taylor

Recommendation to Full  Council

(a)       That Weymouth and Portland Council opts into the appointing person arrangements made by Public Sector Appointments (PSAA) for the appointment of external auditors

(b)       That authority be delegated to the Strategic Director for Finance, responsibility to ensure that the Borough Council is active in supporting delivery of best value for money arrangements in light of LGR arrangements yet to be confirmed.

To consider a report by the Democratic Services Officer.

The committee considered the 2017/18 Calendar of Meetings for recommendation to Full Council for adoption.

It was proposed by Councillor K Brookes and seconded by Councillor Cant

Recommendation to Full Council

(a)       That the calendar of meetings for the period May 2017 to May 2018 as set out at appendix 1 to be report be approved;

(b)       That authority be delegated to the Corporate Services Manager – Democratic and Electoral Services to make any necessary changes, in consultation with the relevant chairmen and vice-chairman, to ensure effective political management across the Dorset Councils Partnership

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.

There was no urgent business to report.

To consider the 4 monthly Forward Plan.

Decision

That the 4 monthly Forward Plan be received and noted.

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.

There was no exempt business to report.