Meeting documents

To confirm the minutes of the meeting held on 18 April and 18 May 2017.

The minutes of the meetings held on 18 April and 18 May 2017 were agreed 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.

Cllr A Reed declared a non-pecuniary interest in respect of item 9 "Weymouth Town Centre Masterplan Update" as the manager for Weymouth Bid. 

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 Farn addressed the committee regarding item 13 on the agenda "re-location and upgrade of the Borough CCTV Service". He expressed concern that a number of CCTV cameras had been turned off due to costs and questioned the proposal to relocate the operation to Dorchester.  Mr Farn also expressed concerns about Highway issues and traffic congestion around the clock on the Esplanade.

In response the Chair advised that the CCTV report would be discussed in detail at item 13.  In respect of the traffic issues, he advised that the Briefholder and himself were working with Dorset County Council (DCC) to achieve traffic improvements, but acknowledged that DCC faced serious financial pressures. 

Mr Perry spoke to the committee regarding the Town Centre Masterplan.  He welcomed the decision at Full Council on 1 June 2017, to in the future follow due process with regard to disposal of assets.  He expressed concerns about the sale of other important assets within the town. Mr Perry also asked questions regarding the disposal of North Quay.  Why had  the financial amount reduced and what will the developer do with the land?

The Chair confirmed  that the financial receipt was not reduced as the deposit had already been banked. The sale of North Quay was unconditional and therefore it was up to the developer what they did with the site, subject to planning permission and conditions.

Mr Burt addressed the committee regarding a number of items on the agenda.  In respect of item 3 "Code of Conduct" he reminded the committee that all councillors should declare an interest if they were a director of a firm/company.

The Chairman advised that councillors made declarations at committee when an item was directly connected to an interest.  He further advised that councillors listed all declarations on a register of interest book and this was available for public inspection.

Mr Burt made similar enquires to Mr Perry with regards to North Quay and its capital receipt.   In respect of Item 9 – "Town Centre Masterplan" he sought clarification with respect of what type of planning application that would be requested for the peninsula development land.

In response, the Strategic Director (Martin Hamilton) confirmed that the peninsula site was likely to be in the form of a redevelopment planning application, but this would be subject to advice from the councils consultants.

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

There were no questions from Councillors.

To appoint Brief holders and responsibilities for 2017/18.

(a)       That the Briefholder responsibilities be confirmed as set out in the appendix to the minutes

(b)       That the following Briefholder appointments be made:-

Community Facilities – Kate Wheller

Community Safety – Francis Drake

Corporate Affairs and Continuous Improvement – Alison Reed

Economic Development – James Farquharson

Environment and Sustainability – Ray Nowak

Finance and Assets – Jeff Cant

Housing – Gil Taylor

Social Inclusion – Christine James

Tourism Culture and Harbour – Richard Kosior

Transport and Infrastructure – Colin Huckle

The committee considered a report on the allocation of briefs to members for the 2017-18 municipal year.

Decision

(a)       That the Briefholder responsibilities be confirmed as set out in the appendix to the minutes

(b)       That the following Briefholder appointments be made:-

Community Facilities – Kate Wheller

Community Safety – Francis Drake

Corporate Affairs and Continuous Improvement – Alison Reed

Economic Development – James Farquharson

Environment and Sustainability – Ray Nowak

Finance and Assets – Jeff Cant

Housing – Gil Taylor

Social Inclusion – Christine James

Tourism Culture and Harbour – Richard Kosior

Transport and Infrastructure – Colin Huckle

To consider the Management Committee Action Plan

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

·         New Brief holders indicated that they had held initial meetings with officers and would report more details at the next meeting.

·         Report on "Review of WC’s" was to be presented to the next meeting

·         The Museum relocation was ongoing but would not be reopened until the autumn

·         A report on Conservation Scrutiny Review would be brought to a future meeting of the committee.

·         Move the  "review of car park and loss making sites" report  to an earlier meeting, if possible

·         Need to urgently address litter on council sites

·         Under community safety actions 5 and 6 to be highlighted as red

To consider a report of the Financial Performance Manager.

(a)       That the revenue carry forward requests as set out in appendix 3 to the report  be approved

(b)       That the capital carry forward requests set out in appendix 4 to the report be approved

(c)       That the transfers to Earmarked Reserves as set out in paragraph 5.6 of the report be approved.

The committee considered a report on the Council’s performance, revenue and capital spend for the year ending March 2017. 

In response to a question, the Strategic Director (Jason Vaughan) updated the committee regarding the outcome of the scrutiny review of the performance management reporting.  He advised that the joint scrutiny committee was generally happy with the report format. There were a few minor tweaks to be made to this key  document as the financial reporting to the DCP continued to evolve.

When the Council set its budget for 2016/17 the total expenditure for the year was estimated to be £51,156,555. The Council has been working on a medium term approach of reducing costs and increasing income. This approach has resulted in savings being achieved ahead of time during the financial year and resulting in an under spend of £1,013,185 for the year. There were however a number of areas where projects have been delayed for various reasons and after taking these into consideration the  actual net spend for the year resulted in an under spend of £788,413.

This balance would be added to the General Reserve and was available to support once off expenditure.

It was noted that after allowing for a carry forward requests the uncommitted balance on the general reserve would be £860,678 compared to the minimum risk based assessment of reserves of £1,205,700 and the maximum level of £2,411.400.

Members also noted the non-financial improvements in performance within Revenue & Benefits and the Dorset Waste Partnership.

Responding to concerns about Treasury Management appendix and the council’s current portfolio. The Strategic Director confirmed that officers would be meeting with the councils financial consultants in the near future to discuss the Council’s long and medium term investments.  The Chief Executive reminded the committee that the report set out some good working performances across a number of services against other councils within the partnership. Officers were commended for their work and it was proposed by Cllr J Cant seconded by Cllr R Kosior

Decision

 (a)      That the revenue carry forward requests as set out in appendix 3 to the report  be approved

(b)       That the capital carry forward requests set out in appendix 4 to the report be approved

(c)       That the transfers to Earmarked Reserves as set out in paragraph 5.6 of the report be approved.

To consider a report of the Strategic Director (Martin Hamilton).

(a)       That the progress with the redevelopment of the peninsula and associated timeline be noted

(b)       That the allocation of up to £53,000 from the project budget for an evaluation of opportunities to be derived from integration of the harbour into the overall scheme, be approved

(c)        That the allocation of up to £100,000 from general reserves to fund a two year contact for a Town Centre Manager for Weymouth and associated project costs be approved and to be augmented by £20,000 from the Weymouth BID for the year 2017/18.

The Strategic Director (Martin Hamilton) updated members on progress with the redevelopment of Weymouth Peninsula site and sought agreement to use some of the allocated budget to facilitate  an evaluation of how best to maximise for the town’s benefit the integration of the harbour within the overall scheme. The report also sought to address the development of a new town centre management arrangement to assist in improving the overall town centre offer in parallel with the redevelopment of the peninsula.

The Strategic Director advised that the redevelopment of the Harbour and improvements to its financial viability  would enable the council to progress the development of the harbour alongside the redevelopment of the peninsula.  These developments would significantly improve the local economy and should attract additional visitors to the town.

The committee had discussed the importance of ensuring that the existing town centre was strengthened as part of this development. Members were now asked to consider the proposal to appoint a Town Centre Manager to take overall "ownership" of the town centre , identify problems and liaise with various agencies to secure an early remedy to issues.  This post holder would be appointed by the Economic Development Team.

There was overall supportive for the report, but some members expressed concerns that this matter was not following due process.  Cllr G Taylor highlighted that at its last meeting the committee agreed to hold an informal session to discuss its priorities and a further report would be presented to Management Committee.  The informal session had met, but the list of priorities was yet to be considered by the Budget Working Group and then a report was due to be presented to Committee members.  She and others felt that a decision on the Town Centre Manager should be delayed and considered with all the other projects as was initially agreed. There was concern that expenditure decisions where being made in a piece-mill fashion and this could effect other projects at a later date.

However other members were keen to get on with making this appointment as further delay would cause more issues. It was proposed that the amount from the general reserve for Town Centre Management be reduced to £100,000 as the Weymouth Bid had committed £20,000 for the year 2017/18. The amended recommendation was proposed by Cllr J Cant and seconded by Cllr R Kosior

Decision

(a)       That the progress with the redevelopment of the peninsula and associated timeline be noted

(b)       That the allocation of up to £53,000 from the project budget for an evaluation of opportunities to be derived from integration of the harbour into the overall scheme, be approved

(c)        That the allocation of up to £100,000 from general reserves to fund a two year contact for a Town Centre Manager for Weymouth and associated project costs be approved and to be augmented by £20,000 from the Weymouth BID for the year 2017/18.

Cllr G Taylor and Cllr C James asked that it be recorded that they voted against decision  ...  view the full minutes text for item 10.

To consider a report of the Head of Economy, Leisure and Tourism.

(a)       That Dorset County Council be asked to implement a close monitoring system to assess the detail of any breaches to the existing Traffic Regulation Order in St Thomas and St Mary Streets

(b)       That local businesses, with support from the Weymouth BID and Weymouth Chamber of Commerce, be reminded of the current Traffic Regulation Order and that policing be improved by the Borough and County Councils.

(c)        That £15,000 once off and up to £5,000 of annual revenue funding be set aside to implement a new post/barrier scheme if required, detail to be agreed by the Strategic Director in liaison with the Lead of the Council and the Briefholder. That a contribution of £5,000 from the reserve for Melcombe Regis Board be used to support this.

(d)       That the traffic management plans agreed by the County Council as the Highways authority, and implemented by event organisers working with the Safety Advisory group and the Borough Council in relation to major events during 2017, be used to test new traffic arrangements in the town centre including the seafront and harbour areas.

(e)       That officers ensure that the Traffic Management Plans for 2017 events are discussed with the Brief holder and referred to the Scrutiny and Performance Committee for consideration.

Cllr J Farquharson left the meeting at 11.50am

Prior to discussing the item Cllr J Cant declared a personal interest as he lived within the Town Centre.

The Brief holder for Transport and Infrastructure presented a report seeking support to implement improved pedestrianisation measures for St Thomas and St Mary Streets as the first stage to improving traffic management in Weymouth town centre.

Although most members supported the recommendations, they considered that the County Council should be doing more to monitor traffic in the area and enforcement should be tightened if the scheme was to work successfully.   The Chairman confirmed that this was just a first step and further improvements would follow in due course.

Continuation of Meeting

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

In proposing the recommendation Cllr G Taylor suggested that  funding for the barriers also be sought from the Melcombe Regis project

Decision

(a)       That Dorset County Council be asked to implement a close monitoring system to assess the detail of any breaches to the existing Traffic Regulation Order in St Thomas and St Mary Streets

(b)       That local businesses, with support from the Weymouth BID and Weymouth Chamber of Commerce, be reminded of the current Traffic Regulation Order and that policing be improved by the Borough and County Councils.

(c)        That £15,000 once off and up to £5,000 of annual revenue funding be set aside to implement a new post/barrier scheme if required, detail to be agreed by the Strategic Director in liaison with the Lead of the Council and the Briefholder. That a contribution of £5,000 from the reserve for Melcombe Regis Board be used to support this

(d)       That the traffic management plans agreed by the County Council as the Highways authority, and implemented by event organisers working with the Safety Advisory group and the Borough Council in relation to major events during 2017, be used to test new traffic arrangements in the town centre including the seafront and harbour areas.

(e)       That officers ensure that the Traffic Management Plans for 2017 events are discussed with the Brief holder and referred to the Scrutiny and Performance Committee for consideration.

To consider a report of the Housing Improvement Manager.

The committee considered a report on the provisions within the Housing and Planning Act 2016 to extend the council’s powers and duties to regulate the Private Rented Housing Sector, to provide relevant powers to deal with such matters together with associated legal proceedings and sought  to secure a consistent approach across the DCP area.

It was proposed by Cllr G Taylor seconded by Cllr K Wheller

Recommendation to Full Council

(a)       That the Officer Scheme of Delegations as set out in  Constitution be amended in relation to the powers of the Head of Housing and the Corporate Manager – Legal as set out in Appendix 1 to this report, with power delegated to the Monitoring Officer to make such changes and any consequential changes to the Constitution he considers appropriate to facilitate the incorporation of these provisions; and

(b)       That authority be delegated to  the Head of Housing in consultation with the Corporate Manager – Legal to develop, and publish, any relevant procedures for the purposes of implementing the delegations above, including if considered appropriate, revising the Enforcement Policy and its  ‘Statement of Principles’ incorporating civil penalties, applications for Rent Repayment Orders and banning orders for prescribed offences.

To consider a report of the Community Protection Manager.

(a)       That the progress of the Melcombe Regis Board be noted and the Strategic Plan be endorsed.

(b)       That authority be delegated to the Chief Executive to approve funding allocations from the Melcombe Regis reserve in consultation with the Briefholders for Housing and Finance and Assets.

The Briefholder of Housing reported on the work of the Melcombe Regis Board and asked the committee to endorse the strategic plan.

Members were advised that the Board had produced its strategic plan which set out its long term goals and actions which would be reviewed and refreshed annually.  The main purpose of the Board was to facilitate change and to achieve that it needed to work in partnership with a number of different agencies in delivering services and supporting people in the local area.

Members welcomed and endorsed the strategic plan.

Decision

(a)       That the progress of the Melcombe Regis Board be noted and the Strategic Plan be endorsed.

(b)       That authority be delegated to the Chief Executive to approve funding allocations from the Melcombe Regis reserve in consultation with the Briefholders for Housing and Finance and Assets.

To consider a report of the Community Protection Manager.

That the re-location and upgrade of the Borough’s CCTV control centre and operation subject to approval of a robust business case and suitable response, be agreed.

The Briefholder for Community Safety set out the proposals to re-locate the CCTV monitoring service and sought approval for officers to commence the procurement process.

In response to questions, members were advised that the Dorset Police & Crime Commissioner recognised the value of CCTV to the Police and had offered to financially contribute to making the service more resilient and co-ordinated across Dorset.

Decision

That the re-location and upgrade of the Borough’s CCTV control centre and operation subject to approval of a robust business case and suitable response, be agreed.

To consider a report of the Revenues and Benefits Manager.

(a)       That where, in future government has confirmed that it will fully fund (via section 31 grant) rate relief awarded under Section 47 of the Local Government Finance Act 1988, the Council will automatically award relief based upon the criteria of that scheme.

(b)       That officers look to develop a county-wide scheme and that this be reported back to committee for approval.

The Strategic Director (Jason Vaughan) presented a report seeking agreement to the awarding of rate relief where government has confirmed that it will fully meet all costs.

It was proposed by Cllr J Cant and seconded by Cllr R Kosior

Decision

(a)       That where, in future government has confirmed that it will fully fund (via section 31 grant) rate relief awarded under Section 47 of the Local Government Finance Act 1988, the Council will automatically award relief based upon the criteria of that scheme.

(b)       That officers look to develop a county-wide scheme and that this be reported back to committee for approval.

To consider a report of the Democratic Services Officer.

(a)       That the appointments to the internal working groups, be confirmed, in accordance with the terms of reference of those groups set out in the appendix 1 to the report.

(b)       That the list of Outside Bodies be reviewed by the Steering Group for Democratic Improvement at its next meeting.

(c)        That the appointment of Cllr G Rockingham to the Westham Benevolent Fund as the Westham East Member be approved

(d)       That the Briefholder and chair appointments as set out in appendix 3 to the report be received and noted.

The committee considered a report on the membership of internal working groups, any changes to outside bodies; and to make appointments as necessary for the new municipal year.

In considering the appointments to Outside Bodies there was some concern and confusion around the allocation of individuals to these bodies.  As there not been a review of the outside bodies for some time, members agreed that the matter should be put to the next meeting of the Steering Group for Democratic Improvement for review.

Decision

(a)       That the appointments to the internal working groups, be confirmed, in accordance with the terms of reference of those groups set out in appendix 1 to these minutes

(b)       That the list of Outside Bodies be reviewed by the Steering Group for Democratic Improvement at its next meeting.

(c)        That the appointment of Cllr G Rockingham to the Westham Benevolent Fund as the Westham East Member be approved

(d)       That the Briefholder and chair appointments as set out in appendix 3 to the report be 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 report.

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 to report.