Meeting documents

To confirm the minutes of the meeting held on

The minutes of the meeting held on 19 September 2017 were received 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.

There were no declarations of interest to report.

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.

Richard Burgess addressed the committee regarding the urgent item to vary the grant awarded for improvements to the Osprey Leisure Centre on Portland.  He hoped members would feel able to support the urgent request for financial assistance following a leak being found in the swimming pool water filter during routine maintenance.

Honorary Alderman Hutchings expressed concerns regarding the South Western Railway consultation, which proposed a reduction in services and timetable, in particular impacting Upwey Station. He sought council support to object to the proposals.

David Johnson also addressed members regarding the South Western Railway consultation and the new proposed timetable.

The Leader of the Council and the Brief holder of Transport and Infrastructure advised that members that there would a corporate response to the consultation and councillors shared the public concerns.

Linda Stevenson requested that future meetings of the Management Committee be held in the evening where more members of the public could be engaged in local democracy.  The Leader of the Council advised that a resolution had already been passed by Full Council in June to this effect and this would be implemented in the new municipal year.

Linda Stevenson also asked that the special meeting of Full Council due to be held on 9 November 2017, to discuss the Town Council consultation, be well advertised to the general public in advance of the meeting.

Tom Lane of Steps Clubs for Young People advised that the club had been in existence. He highlighted to members that there had been a reduction in youth provision across Weymouth.  The club offered critical support to local young people and the Discretionary Rate Relief would be a valuable resource.

Mr Whatley addressed the committee regarding the consultation process on the new lighting system for the Esplanade. He asked the committee to take on board the public’s wishes and bring back the fairy lights. He also expressed his frustration that there was still signage around the town directing the public to the ferry terminal. He requested a written response from the Council regarding the signage issue.

The Chair confirmed that the Council were in discussions with the Weymouth Bid to resolve some of the signage issues around the Town Centre.

Mr Farn spoke about the structure of the roads around the town centre, concerns regarding fly tipping and general maintenance issues.

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

There were no questions.

To consider the Management Committee Action Plan (to follow).

The committee considered the Action Plan and received updates from the

relevant brief holders including:-

·                     Item 4 of the plan, Preventing drinking fuelled disorder was with Scrutiny and Performance Committee.

·                     Member received feedback on the Melcombe Regis Board from the Assistant Chief Executive, this included a update on the multi-agency approach to finding a appropriate site for the shelter Bus.  Officers would be providing direct support.

·                     Received an update on the Western Growth Plan

·                     Discussed the recent report in Dorset Echo regarding impact of low wages within the Borough and the effect on the economy.

·                     In respect of the Armed Forces Covenant, a project was being developed with the Lantern Centre.

·                     The new Community Groups  was to be revisited and re-advertised.

·                     Grants were to be sought in respect of the proposal for sculpture trail

·                     An action to be added under "Transport and Infrastructure" in respect of South Western Trains Railway consultation.

To receive an update on the latest budget forecast and to outline the process for setting the budget.

(a)       That the report be received and noted

(b)       That a further report be considered at the February Management Committee in respect of the final budget proposals.

The Strategic Director set out the latest budget forecast and summarised that the current years budget was fully balanced and the latest Business Review reports showed a predicted underspend for the year due to savings being achieved ahead of schedule.

Members were further advised that work that had already been done on the  2018/19 budget meant that despite it being just under £90,000, officers were confident that there would be balanced budget for 2018/19.

The committee also noted that the Budget Working Group was actively reviewing reserves and a list of proposed projects was set out at paragraph 27 of the report.

It was proposed by Councillor J Cant seconded by Councillor A Reed

Decision

(a)       That the report be received and noted

(b)       That a further report be considered at the February Management Committee in respect of the final budget proposals.

To consider a report of the Financial Performance Manager.

(a)       That  the predicted outturn for the 2017/18 revenue and capital budgets be noted;

(b)       That the KPI’s for each service for the period and any actions being taken be received and noted;

(c)       That the Service Plan updates provided by Heads of Service / and Corporate Managers be received and noted;

(d)       That the high risks for each service area and any actions being taken be noted.

The Strategic Director presented the Business Review report for the period ending 30 September 2017.  Members were advised that the predicted year end outturn position on the revenue budget monitoring report was estimated to show a £217,971 favourable variance.  This was a total variance of 2.7% against the 2017/18 budget requirement of £8,079,852.

The committee discussed the following:-

·                     Noted the key revenue and performance issues to date.

·                     Noted that the Revenue & Benefits team were working hard with landlords and the CAB to be prepared for the introduction of the Universal Credit. 

·                     Individual case officers would be put into place to support people making claims.

·                     The committee was advised that of the current position regarding the  DWP and missed bin collections; the introduction of smart technology would help to drive the number of missed bin collection down. 

·                     It was also agreed that the public needed to be aware that inappropriate and poor parking behaviour impacted on the DWP’s ability to provide a quality collections service.

·                     The Environment and Sustainably Brief holder highlighted concerns regarding the recycling rate , which was currently slightly lower than past figures.  There was a public misconception as to what could be taken to the Council Recycling Centre and as a consequence unnecessary fly tipping was taking place across the Borough.

·                     Requested an information report on the current situation regarding Tumbledown Farm. 

·                     Expressed concerns about the Customer Services targets.  It was understood that there had been continued issues with staffing levels and concern was expressed regarding staffing welfare. An appropriate action plan should be put into place to address these problems.

·                     Members received an update on the land charge backlog, which had now been resolved and was back on track.

Decision

(a)       That  the predicted outturn for the 2017/18 revenue and capital budgets be noted;

(b)       That the KPI’s for each service for the period and any actions being taken be received and noted;

(c)       That the Service Plan updates provided by Heads of Service / and Corporate Managers be received and noted;

(d)       That the high risks for each service area and any actions being taken be noted.

To consider a report of the Financial Resources Manager.

Decision

That the Procurement Strategy and Social Value Statement be approved.

Recommendation to Full Council

That the Financial Regulations be approved

The committee considered a report on the proposed adoption and implementation of the Dorset Councils Financial Regulations including the revised Procurement Strategy and Social Value Policy Statement.

The Financial Services Manager advise members that each authority’s regulations had been reviewed to align any differences to ensure that it met the targets set out by Central Government.

The committee unanimously agreed that the regulations be recommended to Full Council and that the strategy be approved.

Decision

That the Procurement Strategy and Social Value Statement be approved.

Recommendation to Full Council

That the Financial Regulations be approved

To consider a report of the Spatial policy and Implementation Manager.

That the proposed response to the Government’s consultation, as set out in Appendix 1 of the Management Committee report of 31 October 2017 be agreed.

The Brief holder for Housing presented a report on the consideration of the Government’s consultation proposals on Planning for the Right Homes in the Right Places and to agree a response as set out at appendix 1 of the report.

Decision

That the proposed response to the Government’s consultation, as set out in Appendix 1 of the Management Committee report of 31 October 2017 be agreed.

To receive the report of the Scrutiny and Performance Committee.

That the report be referred to the next meeting of the Budget Working Group with a recommendation being presented to a future meeting of the Management Committee.

Councillor C Moore presented the findings and recommendations of the Scrutiny and Performance Committee following a scrutiny review of the Weymouth Town Centre Conservation Area.

Members were advised that a consultation carried out with local business and organisations did not bring up tangible examples of the Conservation department restricting economic development in the town centre. There were 6 responses received and no one took up the offer to have a face to face discussion.

Members noted that the Planning department ran a bi-annual Customer Forum where anyone who had worked with the Planning team would be invited to come and share their feedback to help improve services in the future.

The committee welcomed the report, which was considered to be detailed and robust and supported the principles of the recommendations .  Members agreed that it was essential that appropriate enforcement and resources was in place.  

However, the committee acknowledged that there was a list of financial priorities and it was unable to allocate the appropriate level of funding without careful consultation with the Budget Working Group.

It was proposed by Councillor J Cant that the report and its recommendations be considered by the next meeting of the Budget Working Group and a further report should be brought back to Management Committee at a future date.

Decision

That the report be referred to the next meeting of the Budget Working Group with a recommendation being presented to a future meeting of the Management Committee.

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

The Brief holder for Corporate Affairs and Continuous Improvement presented a report which set out draft recommendations for public consultation for the creation of a Parish Council in Weymouth.

The committee noted that the recommendations would be subject to a special meeting of Full Council on 9 November 2017.

It was proposed by Councillor A Reed seconded by Councillor J Cant.

Recommendation to Full Council

(a)       That the draft recommendations for a new Parish Council for Weymouth summarised below, and set out in detail with supporting information at Appendix 2 to the report, be agreed for public consultation with a view to establishing a new Parish Council at the same time as any new Unitary Council for Dorset:

·           The creation of a single Parish Council covering the Weymouth                       area

·           The name of the proposed new Parish Council will be Weymouth

       Town Council

·           The first election to the proposed new Parish Council to be in 2019      and then every fourth year thereafter;

·           The number of councillors to be elected to the proposed new Parish Council (Council size) will be 29;

·           The proposed new parish will be divided into 12 wards for the

       purposes of electing councillors;

·           The boundaries of the wards of the proposed new Council will be        as indicated on the maps attached at Appendix A to the proposed

recommendation document, and follow the boundaries of the Borough Council Wards;

·           The name of the proposed Wards and the number of Councillors to

       be elected to the proposed wards is as indicated at Appendix B to

the proposed recommendation document and replicate the names of the existing Borough Wards; and

(b)       That authority be delegate to the Corporate Manager, Democratic    & Electoral Services, power to undertake all action including any determinations in order to progress the consultation referred to in the Terms of Reference agreed by Full Council in June.

To consider a report of the Parking and Transport Manager.

To repeat the 2016 Christmas parking concessions offered for Weymouth Town Centre in 2017:

(a)          To offer free parking from 3pm daily from Friday 1^st December until Sunday 31^st December in the following car parks:- Harbourside, Swannery, Melcombe Regis, Cosens Quay, Royal Yard, Governors Lane, Park Street, Pavillion and Council Offices.

(b)          To  offer a combined promotional Ice Rink / Santa Grotto / parking ticket for the Swannery car park only giving a 50% discount of the daily charge for parking- BID will sell the package and reimburse the council for the parking element.

(c)          To allow Weymouth to use one of their five parking days to support Small Business Saturday by giving free parking all day on Saturday 2^nd December 2017

(d)          That authority be delegated to the appropriate Strategic Director, in consultation with the Transport and Infrastructure Brief Holder to decide  future years Christmas parking concession arrangements.

The Transport and Infrastructure Brief holder presented a report seeking to repeat the 2016 Christmas parking concessions offered for Weymouth Town Council in 2017. 

He further suggested that authority be delegated to the appropriate Strategic Director, in consultation with the Transport and Infrastructure Brief Holder to decide future years Christmas parking concession arrangements.

Members supported this suggestion and it was proposed by Councillor C Huckle seconded by Councillor K Wheller

Decision

To repeat the 2016 Christmas parking concessions offered for Weymouth Town Centre in 2017:

(a)          To offer free parking from 3pm daily from Friday 1^st December until Sunday 31^st December in the following car parks:- Harbourside, Swannery, Melcombe Regis, Cosens Quay, Royal Yard, Governors Lane, Park Street, Pavillion and Council Offices.

(b)          To  offer a combined promotional Ice Rink / Santa Grotto / parking ticket for the Swannery car park only giving a 50% discount of the daily charge for parking- BID will sell the package and reimburse the council for the parking element.

(c)          To allow Weymouth to use one of their five parking days to support Small Business Saturday by giving free parking all day on Saturday 2^nd December 2017

(d)          That authority be delegated to the appropriate Strategic Director, in consultation with the Transport and Infrastructure Brief Holder to decide  future years Christmas parking concession arrangements.

To consider an application for Discretionary Rate Relief.

(a)       That the application for discretionary rate relief by the British Red Cross be refused.

(b)       That the application for discretionary rate relief by Step Club for Young People be approved and

(c)        As the committee considered the case set out in (b) above to be exceptional, the Council does not pursue the outstanding charge for 2016/17.

The committee considered two applications for discretionary rate relief.  In respect of the application received from the British Red Cross shop, it was noted that the applicant already received 80% Mandatory Rate Relief. The Council’s guidelines stated that no top-up of discretionary rate relief should be awarded in these circumstances unless they were exceptional.

It was proposed by Councillor J Cant seconded by Councillor A Reed that the application be refused.

In respect of the application from Steps Club for Young People, the committee acknowledged that the club did offer a unique service to young people in the area and since the loss of funding from Dorset County Council many of theses services in the locality had closed.

It was noted that some of the information submitted in support of the application had been delayed and legislation did not permit councils to backdate the award for the pervious year.  The Head of Revenues and Benefits advised that the committee could, however, decide not to pursue any outstanding charge for 2016/17, if they so wished. 

It was proposed by Councillor J cant seconded by Councillor K Wheller that the application be approved and the outstanding charge not to be pursued.

Decision

(a)       That the application for discretionary rate relief by the British Red Cross be refused.

(b)       That the application for discretionary rate relief by Step Club for Young People be approved and

(c)        As the committee considered the case set out in (b) above to be exceptional, the Council does not pursue the outstanding charge for 2016/17.

To consider the 4 monthly Forward Plan.

The 4 month Forward Plan was 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 one item of urgent business to report. 

VARIATION OF GRANT AWARED FOR IMPROVMENTS TO THE OSPREY CENTRE ON PORTLAND

The Chairman agreed to the urgent report following a request for help with the cost of urgent repairs and improvements to the leisure centre.

That Management Committee:

(a)       That the committee agrees to vary the purpose of the one-off grant of £65,000 awarded to South Dorset Community Sports Trust Ltd (charity no. 1101711) by Management Committee on 15^th August 2017 to enable the Trust to fund urgent repairs at the Osprey Leisure Centre in Castletown, Portland;

(b)       That authority be delegated to the Strategic Director to agree, in consultation with the Brief holder, the terms of a grant agreement with the South Dorset Community Sports Trust Ltd.

The Chair reported that there was one item of Urgent Business to report.

Variation of Grant Awarded for Improvements to the Osprey Centre on Portland

Members considered a report setting out an urgent request from South Dorset Community Sports Trust for the variation to the purpose of the grant awarded by the council for improvements to the Osprey Leisure Centre.

The committee unanimously supported the request to help with the cost of urgent repairs and improvement to the leisure centre and noted that the grant would be subject to an appropriate legal agreement.

That Management Committee:

(a)       That the committee agrees to vary the purpose of the one-off grant of £65,000 awarded to South Dorset Community Sports Trust Ltd (charity no. 1101711) by Management Committee on 15^th August 2017 to enable the Trust to fund urgent repairs at the Osprey Leisure Centre in Castletown, Portland;

(b)       That authority be delegated to the Strategic Director to agree, in consultation with the Brief holder, the terms of a grant agreement with the South Dorset Community Sports Trust Ltd.

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  3 & 5  of schedule 12A to the Local Government Act 1972 (as amended)

That under Section 100 (A) (4) of the Local Government Act 1972 the press and public be excluded from the meeting for the business specified in the decision below, because it is likely that there would be a disclosure  of exempt information as defined in paragraph 3 and 5 of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing that information.

That under Section 100 (A) (4) of the Local Government Act 1972 the press and public be excluded from the meeting for the business specified in the decision below, because it is likely that there would be a disclosure  of exempt information as defined in paragraph 3 and 5 of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing that information.

To consider a report by the Strategic Director.

Management Committee passed a resolution on the Council’s approach to the future of the North Quay site.

The committee considered a report setting out the options for the disposal of the North Quay site.

Decision

Management Committee passed a resolution on the Council’s approach to the future of the North Quay site.