Meeting documents

To receive apologies for absence.

There were no apologies to report.

To confirm the minutes of the meeting held on 7 March 2017

That the minutes of the meeting held on 7 March 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 R Nowak declared a non-pecuniary interest in respect of the "proposals for a programme of arts activities in Weymouth and Portland" as a Trustee of the Portland Sculpture & Quarry 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.

Mr Underwood addressed the committee and expressed concerns regarding Councillor Cant and, in his view, the lack of his a declaration of interest in relation to the recent sale of the Bond Street toilets. He questioned why this transaction had gone ahead prior to the council commissioning the British Toilet Association to carry out an audit of all the public toilets within the Borough. He asked who had purchased the site and at what price. He also suggested that Scrutiny Committee carry out an audit and formal investigation.

Responding to Mr Underwood, Councillor J Cant informed those present that he had listed all of his personal and business interests on the Council’s register of interest and the sale of the site in question had been subject to a report and decision of the whole of the Management Committee.

Mr Perry asked the committee about the current position and the future of Weymouth Bid. He advised members that, to date, all forum meetings for this year had been cancelled and that the group’s accounts were not available at the AGM meeting for inspection. He expressed concerns regarding the governance and accountability of the Bid group. 

The Chairman advised that although he had some sympathy with Mr Perry, the council had no direct involvement with Weymouth Bid, who were a separate body with their own constitution and governance arrangements.  Nevertheless, he accepted that there were issues of concern, but these were not within the control of the council. 

Mrs Frazer spoke on item 13 regarding the disposal of Roman Road/ Spa Road. She indicated that this land was valuable to the  local community and that the council had a duty to act in local interest as caretakers for Weymouth;  she stated that other areas were more suitable for development .

The Chairman advised that officers had worked hard over a 12 month period to build a comprehensive list of assets and some of those were more suitable for disposal than others.  This would not necessarily mean that all the land would be appropriate for development and any future proposals for the land would be subject to planning law.

Mr Snow spoke on item 13, in reference to the 7 plots in Portland.  He suggested that the council had a moral responsibility to return the land back to the people of Portland via the Town Council.

Councillor J Farquharson arrived at 10.00am.

Mr Farn addressed the committee regarding the proposal to spend £50,000 on new fairy lights for the Esplanade. He also addressed the committee regarding the poor condition of the Marsh running track.

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

Councillor C James addressed members regarding correspondence she had received from the Access Group relating to the relocated temporary toilets.  She advised that there were issues with tidiness and cleanliness of the facilities and that the disability ramp was located in the wrong place, making access impossible.  The Head of Assets and Infrastructure  advised that he had not been aware of any issues, but would investigate to ensure that that the facilities met the appropriate standards.

Councillor S West and Councillor P Kimber indicated that they wished to speak and address the committee under item 13 on the agenda "Asset Management Plan".

To consider the Management Committee Action Plan

The committee received and noted the Management Committee action plan and the following points were noted:-

·         The Greenhill  Chalets lease had been agreed

·         A report on the Marsh Masterplan would be considered by Policy Development Committee in June.

·         The Community Safety brief holder advised that he received weekly updates regarding the enforcement programme and a report would be presented to Scrutiny and Performance Committee in June.

·         Members continued to lobby for funding for the First Phase Flood Defences

·         It was proposed and agreed that the Gypsy and Traveller DPD be removed from the Action Plan for the foreseeable future.

·         A paper had been electronically circulated to members on the Melcombe Regis Board action plan.

The Steering Group for Democratic Improvement invite the Management Committee to consider whether to move to evening meetings to enable greater inclusivity.

The Brief holder for Corporate Affairs and Continuous Improvement advised that at the request of Full Council in February, the Steering Group for Democratic  Improvement had discussed the current start time of the Management Committee. Unfortunately no consensus was reached and the group agreed to refer the matter to Management Committee.

It was highlighted that some members found it difficult to attend daytime meetings, and that this precluded them from sitting on Management Committee as the timing of meetings was always agreed at the first meeting of the committee immediately after the first meeting of Council in the new municipal year and the appointments to the new committee have then already been made. 

Councillor Taylor advised that this meant that she was frequently unable to nominate members to meetings they would like to sit on due of their daytime work commitments.  She proposed that future meetings of the Management Committee should be held at 6.00pm. The motion was seconded by Councillor Drake.  Upon being put to the vote the motion was LOST.  Councillor Nowak abstained from voting.

In response, the Chairman proposed that the matter required a wider discussion with all councillors and suggested that it be considered by Full Council at its next meeting. The motion was seconded by Councillor Brookes.

Recommendation                                                                                                                                                                                                                                                                              

That a the decision on the start time of the Management Committee meeting be considered by Full Council.

To consider a report of the Strategic Director (Finance)

(a)       That there be an informal workshop of the Management Committee in May to discuss the various projects and potential uses of the once-off funding.

(b)       That the committee agrees to release £1,380,000 from general reserves, the  £512,000 Treasury Management Reserve and the £708,000 Borough Development to support key corporate priorities.

(c)        That for the allocation of funding, authority be delegated to the Strategic Director (Jason Vaughan) & Section 151 Officer in consultation with the Budget Working Group and be reported back to a future meeting of the Management Committee.

The Brief holder for Finance & Assets presented a report setting out the process for allocating once off funding to support the delivery of key corporate priorities.  Members were reminded that within the Budget report of February 2017, a number of bids for once off funding had been identified. The committee noted that a "minded to" decision was still anticipated from central government regarding the Dorset Councils Unitary Council proposal, however it was the appropriate time to discuss the funding available and the various bids for resources.  The proposal for an informal workshop of the Management Committee to be held in May was supported.

It was proposed by Councillor J Cant and seconded by Councillor G Taylor.

Decision

(a)       That there be an informal workshop of the Management Committee in May to discuss the various projects and potential uses of the once-off funding.

(b)       That the committee agrees to release £1,380,000 from general reserves, the  £512,000 Treasury Management Reserve and the £708,000 Borough Development to support key corporate priorities.

(c)        That for the allocation of funding, authority be delegated to the Strategic Director (Jason Vaughan) & Section 151 Officer in consultation with the Budget Working Group and be reported back to a future meeting of the Management Committee.

To consider a report of the Leisure Commissioning Manager.

(a)       That a decision on the proposals for the Esplanade lighting scheme be     deferred.

(b)       That discussion on the proposals be part of the informal workshop session in May 2017 looking at projects and potential uses of once-off funding.

The Leisure Commissioning Manager and the Brief holder for Tourism, Culture & Harbour presented options for the review of the lighting scheme on Weymouth Esplanade and to take forward a process for developing a new scheme with funding from the Dorset Coastal Connections project.

The current lighting scheme on the Esplanade was the product of a programme of environmental enhancements in 2011 as part of the seafront regeneration; however there was still considerable public interest in the reinstatement of catenary or "fairy" lights.

Members were advised that the existing laser lights had a limited life-span and their operating life would end approximately within the next 5 years. With this in mind, there was now a opportunity to develop new lighting as a result of funding secured by the Dorset Coast Forum with a grant of £200,000 if the council can provide of match funding of £50,000.

The committee discussed the report and although most members, in principal, supported the proposals it was agreed that the matter should be considered carefully against broader projects and the once-off funding programmes that would be discussed at the committee’s informal workshop in May. Any decision should reflect the communities view, be cost effective and be considered as part of the councils wider arts programme. It was proposed by Councillor J Cant and seconded by Councillor K Brookes

Decision

(a)       That a decision on the proposals for the Esplanade lighting scheme be     deferred.

(b)       That discussion on the proposals be part of the informal workshop session in May 2017 looking at projects and potential uses of once-off funding.

To consider a  report of the Leisure Commissioning Manager.

(a)       That the progress being made towards the establishment of a                       permanent museum for Weymouth be noted.

(b)       That the Weymouth Museum Trust’s Collections Development                     (Acquisition & Disposal) Policy as set out at appendix A be endorsed

(c)        That authority be delegated to the Strategic Director (Martin Hamilton), in consultation with the Tourism, Culture & Harbour Brief holder, to determine requests made by Weymouth Museum Trust for the disposal of any          aspects of the borough collection as defined by the schedule attached to the Museum Development Agreement (dated 11 November 2016).

The committee considered a report setting out an update on progress with the establishment of permanent museum for Weymouth and sought the endorsement of Weymouth Museum Trust’s Collections Development Policy.

The committee agreed to the recommendations within the report subject to (c) being amended to include "in consultation with the Tourism, Culture & Harbour Brief holder."

Decision

(a)       That the progress being made towards the establishment of a                       permanent museum for Weymouth be noted.

(b)       That the Weymouth Museum Trust’s Collections Development                     (Acquisition & Disposal) Policy as set out at appendix A be endorsed

(c)        That authority be delegated to the Strategic Director (Martin Hamilton), in consultation with the Tourism, Culture & Harbour Brief holder, to determine requests made by Weymouth Museum Trust for the disposal of any          aspects of the borough collection as defined by the schedule attached to the Museum Development Agreement (dated 11 November 2016).

To consider a report of the Leisure Commissioning Manager

(a)       That a members Arts Advisory Panel be established, in accordance with the terms of reference set out in Appendix A

(b)       That for proportionality, the Arts Advisory Panel consist of 7 members and that membership is to include the brief holders for Tourism, Culture and Harbour, Economic Development and Social Inclusion.

(c)        That a once-off grant of £20,000 be awarded to the Portland Sculpture & Quarry Trust (register charity no.1086659) for phase 2 of its Memory Stones project on condition that all match funding is secured from other sources including the Arts Council.

(d)       That authority be delegated to the Strategic Director (Martin Hamilton), in consultation with the Brief holder for Tourism, Culture and Harbour, to agree the terms of the grant agreement with the Portland Stone & Quarry Trust with regard to the grant proposed in (c) above.

(e)       That recommendations (b), (c) and (d) of the report be deferred and considered by the informal workshop of the Management Committee due to be held in May 2017.

The committee considered a report on proposals for both the commissioning of public art and the funding of community-based arts initiatives, to enable members to allocate appropriate resources.

Councillor C James expressed concern that the report referred to and cross-referenced supporting local community projects; as this was part of the social inclusion brief she was disappointed that she had not been consulted. In response the brief holder for Tourism, Culture and harbour advised that he wanted to ensure that the whole of the borough’s community were reflected within the arts report and unfortunately there was an overlap in briefs.

Members agreed to the setting up of a political proportional Arts Panel, awarding the one-off grant of £20,000 to the Portland Sculpture & Quarry Trust, and the delegation to the Strategic Director to agree the terms of that grant.   However, it was agreed that the proposals regarding commissioning public art in Weymouth and the awarding of individual grants for community projects should be deferred for further consideration by the informal workshop in May along with other once off funding projects.

It was proposed by Councillor J cant and seconded by Councillor G Taylor

(a)       That a members Arts Advisory Panel be established, in accordance with the terms of reference set out in Appendix A

(b)       That for proportionality, the Arts Advisory Panel consist of 7 members and that membership is to include the brief holders for Tourism, Culture and Harbour, Economic Development and Social Inclusion.

(c)        That a once-off grant of £20,000 be awarded to the Portland Sculpture & Quarry Trust (register charity no.1086659) for phase 2 of its Memory Stones project on condition that all match funding is secured from other sources including the Arts Council.

(d)       That authority be delegated to the Strategic Director (Martin Hamilton), in consultation with the Brief holder for Tourism, Culture and Harbour, to agree the terms of the grant agreement with the Portland Stone & Quarry Trust with regard to the grant proposed in (c) above.

(e)       That recommendations (b), (c) and (d) of the report be deferred and considered by the informal workshop of the Management Committee due to be held in May 2017.

To consider the action plan.

(a)       That the Western Dorset Economic Growth Strategy Action Plan be                        adopted as the first five year whole council dynamic action plan for                delivery of the recently agreed strategy.

(b)       That progress on the action plan be reported to the Western Dorset             Growth Strategy Member Board

(c)        That an update on the Action Plan be reported to a future meeting of the Management Committee

The committee considered a report seeking agreement for a dynamic action plan that would guide the work for the four councils, including Dorset County Council, and others engaged in Economic Regeneration in Western Dorset in order to deliver the recently adopted economic growth strategy. 

Members were advised that it was anticipated that the strategy and action plan together would both influence others in their decision making and underpin applications for funds whether made by the Councils or other delivery partners such as the coastal community teams.

The committee agreed that it was important for the Board to continue to try to influence the LEP (Local Economic Partnership) and the Chairman reminded members that council would lobby the LEP and the Department of Communities and Local Government for a fairer proportion of financial grants from the LEP to Weymouth and Portland. The Brief holder of Economic Development also advised that if the proposed tourism projects in the Portland area came to fruition, he would continue to lobby for a Western Relief Road.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                

It was proposed by Councillor J Farquharson seconded by Councillor K Brookes

Decision

(a)       That the Western Dorset Economic Growth Strategy Action Plan be                        adopted as the first five year whole council dynamic action plan for                delivery of the recently agreed strategy.

(b)       That progress on the action plan be reported to the Western Dorset             Growth Strategy Member Board

(c)        That an update on the Action Plan be reported to a future meeting of the Management Committee

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 Interim Senior Estates Surveyor

(a)       That the tranche of sites, listed below for disposal,  following an Asset        Management Plan asset review be agreed;

Land at Park Road, Portland

Land at Reap Lane, Portland

Land at Croft Road, Portland

Land at 29 Artists Row, Portland

Former public conveniences, Lord Clyde car Park, Portland

Land at New Street, Portland

Land at Brandy Row, Portland

Land at Roman Road/Spa Road, Weymouth

Land at 52, 68, 70, & 74 old Castle Road, Weymouth

Land at 1A Chaffey’s Avenue, Weymouth

Land at Knighsdale Road, Weymouth

Hetherley Road, Weymouth

Land at Radipole land, Weymouth

(b)       That the sites for disposal be considered in the first instance for the                        Accelerating Home Building programme where this is possible and                        relevant;

(c)        That the final agreement for the disposal of the sites be delegated to the Strategic Director (Martin Hamilton), in consultation with the Finance and Asset Brief holder.

The committee considered a report seeking support for the disposal of various sites that were surplus to requirements or with development potential. It was noted that those sites with development potential should be considered in the first instance for the Accelerating Home Building Programme.

Councillor S West addressed that committee and expressed her surprise and concern regarding the proposed sale of land in Portland as some sites were relatively small.  She asked the committee the following questions: - When did the borough council acquire the sites?, why had there been no communication or consultation with community groups and Portland Town Council?  How did the sale of the land fit with the agreed Neighbourhood Plan? She felt that the proposal was stripping assets from Portland that could be better used than for development.

In response the Chairman advised that the land was probably passed to the council as part local government reorganisation of 1974 and the proceeds would be part of the council’s capital receipt and allow for a reduction in current maintenance. The Strategic Director advised that the land was small and outside of the Local Plan Policy.

Councillor P Kimber advised that the proposal to sale land in Portland, in particular, the land at Artist Row would be detrimental to the local street scene and this needed to remain an open space.  Before making a decision, he asked members to consult with Portland Town Council due to the sensitivity of some of these sites.

Councillor Nowak asked the committee to think carefully about stripping assets from Portland when some of this land could be leased or transferred to Portland Town Council.  He advised members that much of the land was not suitable for housing and sought a deferment, so that the land appropriate for the Accelerating Home Building Programme could be identified prior to a decision being made by the committee.

In response the Chairman reminded members that there was a short timetable prior to reorganisation for this council to make an impact.  He further advised that the land sale was part of the asset management programme and ensured the best use of the councils assets.

As part of the discussion Councillor Farquharson read out a letter from residents on behalf of Councillor Nixon. It was proposed by Councillor J cant seconded by Councillor K Brookes

Decision

(a)       That the tranche of sites, listed below for disposal,  following an Asset        Management Plan asset review be agreed;

Land at Park Road, Portland

Land at Reap Lane, Portland

Land at Croft Road, Portland

Land at 29 Artists Row, Portland

Former public conveniences, Lord Clyde car Park, Portland

Land at New Street, Portland

Land at Brandy Row, Portland

Land at Roman Road/Spa Road, Weymouth

Land at 52, 68, 70, & 74 old Castle Road, Weymouth

Land at 1A Chaffey’s Avenue, Weymouth

Land at Knighsdale Road, Weymouth

Hetherley Road, Weymouth

Land at Radipole land, Weymouth

(b)       That the sites for disposal be considered in the first instance for the                        Accelerating Home Building programme where  ...  view the full minutes text for item 150.

To consider a report of the Interim Senior Estates Surveyor

(a)       That the grant of a new 50 year lease for the site currently leased and licenced to the scouts, as shown of the plan attached to the report, be agreed;

(b)       That the final terms of the lease be delegated to the Strategic Director (Martin Hamilton) to agree in conjunction with the Brief holders for Community Facilities and Finance and Assets.

Members were asked to consider the granting of a new lease for 50 years to the Scout Association Trust on behalf of the Weymouth West Scout Group. The committee agreed to support the proposal to ensure the current beneficial community use and protection.

It was proposed by Councillor A Blackwood seconded by G Taylor

Decision

(a)       That the grant of a new 50 year lease for the site currently leased and licenced to the scouts, as shown of the plan attached to the report, be agreed;

(b)       That the final terms of the lease be delegated to the Strategic Director (Martin Hamilton) to agree in conjunction with the Brief holders for Community Facilities and Finance and Assets.

To consider a report of the Community Planning & Development Manager.

(a)       That the review of the council’s Grants, Loans and Subsidies Policy by the Policy Development Committee be agreed

(b)       That the appropriate level of member and officer support for local partnerships as listed in the report be agreed

(c)        That the grant process proposed in the report and the prioritisation of          areas of funding as listed in paragraph 7 of the report be agreed

(d)       That a decision on the creation of a community and voluntary organisation grant fund for 2017-18 from Council reserves be   deferred and considered as part of the informal Management                      Committee workshop in May 2017.

(e)       To note that a launch event for the community and voluntary sector                        grant fund would be held on 14 June 2017.

The Brief holder for Social Inclusion set out a report seeking to agree the level of member and officer support to local partnerships and a process for awarding small grants to support volunteering in the Borough for the financial year 2017-18.

In presenting the report, Councillor C James strongly felt that the council’s Grant, Loans and Subsidies Policy needed to be reviewed as there was much confusion around the responsibilities under the current policy; she therefore proposed that this review be referred to Policy Development Committee for further consideration.           

The Brief holder further advised that initially the concept behind the proposals was to try to re-engage small community groups and to this end an Event for the Community and Voluntary Sector Grant Fund was due to take place on 14 June 2017.

However as the report had developed, the programme for support had grown and in hindsight, Councillor James suggested that parts of the recommendation should be now be deferred and considered alongside other funding proposals at the member workshop meeting in May.

Members agreed with this proposal and noted that evidence from sources set out within the report indicated issues that were core to the local area and its communities, which could be further discussed at the workshop meeting.  Members were also keen the youth groups be well represented and supported.

It was proposed by Councillor C James and seconded by Councillor G Taylor

                                                                                                                                                                                                                    Decision

(a)       That the review of the council’s Grants, Loans and Subsidies Policy by the Policy Development Committee be agreed

(b)       That the appropriate level of member and officer support for local partnerships as listed in the report be agreed

(c)        That the grant process proposed in the report and the prioritisation of          areas of funding as listed in paragraph 7 of the report be agreed

(d)       That a decision on the creation of a community and voluntary organisation grant fund for 2017-18 from Council reserves be   deferred and considered as part of the informal Management                      Committee workshop in May 2017.

(e)       To note that a launch event for the community and voluntary sector                        grant fund would be held on 14 June 2017.

To receive the report of the Joint Independent Remuneration Panel (appendix to follow).

Members of the committee considered a report of the Joint Independent Remuneration Panel on the scheme of allowances following a fundamental review. The committee agreed that the report and its recommendations should be referred to Full Council for consideration.

Recommendation to Full Council

That the report and recommendations of the Joint Independent remuneration Panel in respect of the Council’s Scheme of Members’ Allowances be presented to Full Council for formal consideration

Councillor C James left the meeting at this juncture.

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

The Brief holder for Corporate Affairs and Continuous Improvement reported on the initial proposals for public consultation for the creation of a Parish Council for Weymouth. Members were advised that the Steering Group for Democratic Improvement had carefully considered the proposals for new governance arrangements for the Weymouth area and concluded that residents would be best served by a single parish for the whole of the area.  The group had also considered options for the name, council size and warding arrangements.  

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

Recommendation to Full Council

That the initial proposals for a new Parish Council for Weymouth are agreed for public consultation with a view to establishing a new Parish Council at the same time as any new Unitary Council for Dorset.

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

That the proposed response set out in Appendix 2 of the report be agreed as this council’s response to the consultation on the Housing White paper.

The brief holders for Environment & Sustainability and Housing set out a report on the response to consultation on the Housing White paper.  Members were advised that the paper was divide into four chapters covering the areas of Planning for the right homes in the right places, Building homes faster, Diversifying the market, and Helping people now. Both brief holders supported the proposed response set out in the appendix and sought members agreement.

It was proposed by Councillor R Nowak seconded by Councillor G Taylor

Decision

That the proposed response set out in Appendix 2 of the report be agreed as this council’s response to the consultation on the Housing White paper.

To receive the minutes of 16 January 2017.

The minutes of the meeting held on 16 January 2017 were received and noted.

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 consider the 4 monthly Forward Plan.

The Forward Plan was 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.