Meeting documents

To confirm the minutes of the last meeting of the committee.

The minutes of the meeting held on  31 October 2017 were confirmed 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 F Drake declared a non-pecuniary interest in item 5 as a Trustee of the Citizens Advice Bureau and did not vote on the item.

Cllr J Farquharson and Cllr R Kosior declared an interest as members of the Weymouth BID Board.  Following discussion at item 7, neither Cllr Farquharson or Cllr Kosior and did not on the vote of the item.

Cllr Reed declared a non-pecuniary interest in respect of item 7, as her ex-husband was the Manager for Weymouth BID Ltd.

Cllr F Drake and Cllr J Cant declared non-pecuniary interests in item 7 as owners of local businesses.

Cllr J Farquharson declared a non-pecuniary interest in respect of item 9.  Following discussion at item 9, Cllr Farquharson did not vote on the item.

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.

The Chairman welcomed Honorary Alderman A Hutchings, who addressed the committee regarding his concerns about South Western Railways consultation and proposed changes to the service.

As a founder member of Friends of Upwey Station, he expressed concern about the downgrading of services and loss of direct routes to London.  A faster train to London was welcomed, but at what cost to other services? He asked the committee to support the proposed response as set out in the report.

In reply, the Chairman confirmed that the committee was also concerned about the proposal and as the Leader of the Council he would continue to raise his concerns with the Local MP.

Mr Whatley addressed the committee regarding the Town Council consultation process.  In response, the Briefholder for Corporate Affairs and Continuous Improvement confirmed that many of the questions were similar to the previous consultation, but this was a legal requirement and part of the statutory process. He also spoke to the committee regarding the Esplanade Lighting proposals and asked the council to speed up the process.

Mr Farn addressed the committee regarding his concerns about waste and maintenance issues. He was also concerned about petty crime on The Marsh and asked when the CCTV cameras would be back in operation.

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

Councillor K Wheller advised the committee that Penzance had become the first community in the UK to be awarded "plastic-free" status after residents and business people backed a grassroots scheme aimed at helping clean up oceans and beaches. She hoped that Weymouth could learn lessons from Penzance and consider a similar initiative as plastics in the ocean was of local and national concern.

Councillor R Hope asked the committee, if the Democratic Improvement Steering Group was reconsidering the start time of the Management Committee meetings.  He hoped not, as the decision to hold these meetings in the evening had only recently been made by Full Council.

In response, Cllr A Reed advised that the issue was complex and there was no resolution to the timing of the meeting at this stage.

Councillor Huckle expressed concern regarding the recent increase of anti-social behaviour in Weymouth and in particular at The Marsh.  He suggested that the Dorset Police and Crime Commissioner be invited back to meet with councillors and discuss current concerns.

To consider a report of the Scrutiny Working Group of the Scrutiny & Performance Committee.

(a)       That regular updates on the work of the Weymouth BID be provided for all councillors by the Economic Development and Tourism & Culture Briefholders as the council representatives on the BID Board.  This could be in the form of bi-annual presentations/written updates to the appropriate body (Scrutiny and Performance Committee or Full Council); Members also requested an initial feedback early in the Spring 2018 (April).

(b)       That the Weymouth BID be invited to provide an all member briefing on the work of the Weymouth BID on an annual basis;

(c)       That the borough councillor representatives attend the majority of BID Board meetings.

Cllr J Farquharson introduced the report which set out the findings and recommendations of the scrutiny review of the Weymouth Business Improvement District (BID).  The Chairman welcomed Cllr R Hope, the Scrutiny Group Lead Member, who advised that the scrutiny review had been submitted by Cllr K Wheller in October 2016 following concerns that the BID, in some cases, was not delivering what contributors wanted.  It was noted that there was a general level of support for the principle of having a BID for Weymouth.  However the review did highlight some areas for consideration by the borough council by the BID and by those paying a levy to the BID.  The key findings were set out in detail within the report and Cllr Hope asked the committee to support the recommendations.

Cllr Wheller welcomed the report and hoped the recommendations and actions improved the situation.  It was also agreed that the council representatives on the Board must be robust in their challenge and attend the majority of BID Board meetings. In view of uncertainty around local government reorganisation, Members also requested an initial feedback early in the Spring 2018 (April).

The Chair took the opportunity to advise the committee that Claudia Moore has recently been appointed as the new Manager, for the BID and would be taking up her appointment in the New year.

It was proposed by Cllr J Farquharson seconded by Cllr K Wheller

Decision

(a)       That regular updates on the work of the Weymouth BID be provided for all councillors by the Economic Development and Tourism & Culture Briefholders as the council representatives on the BID Board.  This could be in the form of bi-annual presentations/written updates to the appropriate body (Scrutiny and Performance Committee or Full Council); Members also requested an initial feedback early in the Spring 2018 (April).

(b)       That the Weymouth BID be invited to provide an all member briefing on the work of the Weymouth BID on an annual basis;

(c)       That the borough councillor representatives attend the majority of BID Board meetings.

To consider a report of the Senior Economic Regeneration Officer.

That a loan of £10,000 to Weymouth BID Ltd be refused.

Cllr J Farquharson presented a request from Weymouth BID Ltd for an interest free loan of £10,000 to fund the development of a BID proposal intended to be put to ballot in mid 2018, in order to deliver a new 5 year BID term from September 2018.

Members were advised that the BID must repeat the ballot process after 5 years in order to develop a new set of proposals.  The BID can only continue if the ballot result is positive and meets the dual majority criteria for votes cast and rateable values.   Some members expressed concern that in the event that the vote received a negative result, the loan would not be repaid and this  was considered poor planning on the part of the BID Board and potentially setting a precedent.  

In response Cllr Farquharson suggested that should the ballot be successful, the Weymouth BID should be able to build on its work and continue to run events and projects in the town. He continued that there was a risk that the loan would not be repaid, but this was small, and worth risking.  Cllr J Cant proposed the report recommendation and this was seconded Cllr A Reed who also spoken in support of the recommendation. 

However upon being put to the vote the motion was LOST

Decision

That a loan of £10,000 to Weymouth BID Ltd be refused.

Cllr J Farquharson and Cllr R Kosior took not part in the vote on this item.

The Chairman agreed to move the next item (item16) to be considered after item 7 on the agenda.

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

That the terms of the grant be agreed for an interim period of one year with automatic extension for 12 months thereafter up to a 4 year term subject to satisfactory performance in line with the agreement and funding being available.

The Brief holder for Social Inclusion presented a report seeking approval for renewal of the grant to Weymouth and Portland Citizens Advice Bureau for a one year term with review thereafter subject to the potential formation of a Weymouth Town Council and devolution of finances as part of local government re-organisation.

The Chairman welcomed Mr Daniel Cadisch from Weymouth and Portland Citizens Advice Bureau, who hoped members felt able to continue to support the organisation.  He also set out some of the work carried out by the organisation in support the local community and vulnerable people.

The committee strongly supported the proposal and acknowledged the valuable contribution the charity offered.

It was proposed by Cllr C James and seconded by Cllr J Cant

Decision

That the terms of the grant be agreed for an interim period of one year with automatic extension for 12 months thereafter up to a 4 year term subject to satisfactory performance in line with the agreement and funding being available.

Cllr F Drake took no part in the vote.

To consider a report of the Leisure Commissioning Manager.

(a)     That the report on community consultation, set out at Appendix A of the report , as undertaken by the Dorset Coast Forum be noted;

(b)     That the draft brief, as set out at Appendix B of the report, for the design of a new lighting scheme on Weymouth Esplanade be approved;

(c)     That the submission of a further report, be requested, in 2018 setting out the design options for the scheme for approval.

The committee considered the draft brief for the design of a new lighting scheme on Weymouth Esplanade which was to be implemented in partnership with the Dorset Coast Forum.

Members supported the recommendations and made the following points:-

·         Disability and sensory lighting needed to be considered.

·         An Equality impact assessment needed to be carried out

·         Flooding issues to be taken into account

·         Although the lighting was be an artist-design, members sought assurance that the project was engineer led.

·         The council needed to learn lessons from the previous lighting project

It was proposed by Cllr R Kosior seconded by Cllr C Huckle

Decision

(a)     That the report on community consultation, set out at Appendix A of the report, as undertaken by the Dorset Coast Forum be noted;

(b)     That the draft brief, as set out at Appendix B of the report, for the design of a new lighting scheme on Weymouth Esplanade be approved;

(c)     That the submission of a further report, be requested, in 2018 setting out the design options for the scheme for approval.

To consider a report of the Leisure Commissioning Manager.

(a)       That the commissioning of public art be pursued in Weymouth and Portland for installation before March 2019 by allocating £123,000 from the reserves already set aside for one-off projects;

(b)       That the detailed designs and costings for any public art to be commissioned in accordance with recommendation (a) and be reverted back to Management Committee for approval, in consultation with the Member Arts Advisory Panel.

(c)       That a one-off grant of £17,000 be awarded to Weymouth Museum Trust Ltd (charity no.1143692)  to assist with the development of a Stage One bid to the Heritage Lottery Fund for the creation of a new museum at Brewers Quay and that this grant is funded from the reserves already set aside for one-off projects;

(d)       That authority be delegated to the Head of Economy Leisure & Tourism to agree, in consultation with the relevant Briefholder, the terms of a grant agreement with the Weymouth Museum Trust Ltd if the grant requested in recommendation (b) be agreed.

(e)       That, if the grant recommended in (c) above is agreed then it must be claimed by Weymouth Museum Trust Ltd by 31 March 2019 at the latest subject to the Trust meeting the conditions of the grant agreement.

(f)        That in the event that funding becomes available at year end, further consideration be given to increase funding for public arts at that time.

Members considered proposals for both the commissioning of public art and the provision of a grant to Weymouth Museum Trust.

Members were reminded that the objectives set out within the Action Plan of creating a sculpture trail in the borough and also to enable the committee to assist with the creation of a new museum for Weymouth.

The Head of Financial Services updated the committee on the latest position on the reserves set aside for once off projects.  This showed that over £2million had been allocated and that there was still £140,623 available to fund new schemes. Whilst the Budget Working Group was supportive of these projects there was not enough funding to support both with the full amount requested. It was suggested that if the committee was minded to support both the public arts project and the Museum Trust, the public arts project could be allocated £123,000 and the Weymouth Museum Trust be granted £17,000.

Overall most members supported the amended proposals and were keen to see the Museum progress with the application for Heritage Lottery Funding.  There was some concern that this funding could be put to alternative projects, for example street cleansing and maintenance.  However, other members felt that Weymouth needed creative spaces and artistic  installations for business growth, tourism, community well-being and a sense of space and community ownership.

It was proposed by Cllr R Kosior seconded by Cllr G Taylor.

Decision

That the Management Committee

(a)       That the commissioning of public art be pursued in Weymouth and Portland for installation before March 2019 by allocating £123,000 from the reserves already set aside for one-off projects;

(b)       That the detailed designs and costings for any public art to be commissioned in accordance with recommendation (a) and be reverted back to Management Committee for approval, in consultation with the Member Arts Advisory Panel.

(c)       That a one-off grant of £17,000 be awarded to Weymouth Museum Trust Ltd (charity no.1143692)  to assist with the development of a Stage One bid to the Heritage Lottery Fund for the creation of a new museum at Brewers Quay and that this grant is funded from the reserves already set aside for one-off projects;

(d)       That authority be delegated to the Head of Economy Leisure & Tourism to agree, in consultation with the relevant Briefholder, the terms of a grant agreement with the Weymouth Museum Trust Ltd if the grant requested in recommendation (b) be agreed.

(e)       That, if the grant recommended in (c) above is agreed then it must be claimed by Weymouth Museum Trust Ltd by 31 March 2019 at the latest subject to the Trust meeting the conditions of the grant agreement.

(f)        That in the event that funding becomes available at year end, further consideration be given to increase funding for public arts at that time.

Cllr K Wheller abstention from the vote of (a) to (f) was recorded. Cllr J Farquharson abstention from voting on (c) was recorded.

To consider a report of the Leisure Commissioning Manager.

(a)       That the outcomes of residents and stakeholder consultation sessions on the draft masterplan be noted;

(b)       That the draft masterplan for The Marsh be approved, as set out at appendix Appendix A of the report, for implementation;

(c)       That the recommendations of the Policy Development Committee be noted and the committee instruct officers to both present an implementation programme for the masterplan to the Policy Development Committee early in 2018 and seek additional sources of funding for any improvements to The Marsh.

(d)       That officers be instructed to include in the implementation programme, requested in recommendation 2 (c), engagement with Community Safety teams, the Police and any otherappropriate agencies to assist in the reduction of anti-social behaviour and inappropriate use of the car parks on The Marsh.

The committee considered a report on recent stakeholder consultation on draft masterplan for The Marsh and sought approval of the Masterplan.

The draft Masterplan for The Marsh was the result of work by officers and the Policy Development Committee over the last three years and had taken into account the service reviews of both the Parks & Open Spaces service and Weymouth Swimming Pool.

Members also noted that the consultation had been reported to and supported by the Policy Development Committee.  The Community Facilities Briefholder supported the proposed Masterplan and asked the committee to support the development of the Children’s playground alongside development of facilities for older children, such as a skate park. Any development of the site must be carefully considered and areas for dog walking needed to be clearly signposted.

A number of members expressed concern regarding anti-social behaviour, and although not directly linked to this report, this matter needed to be tackled. 

It was proposed by Cllr G Taylor seconded by Cllr K Wheller that an additional recommendation be added as (d) "that officers be instructed to include in the implementation programme, requested in recommendation 2 (c), engagement with Community Safety Teams, the Police and any other appropriate agencies to assist in the reduction of anti-social behaviour and inappropriate use of the car parks on The Marsh."  Upon being put to the vote the motion was carried.

It was proposed by Cllr K Wheller seconded by Cllr R Kosior

Decision

(a)       That the outcomes of residents and stakeholder consultation sessions on the draft masterplan be noted;

(b)       That the draft masterplan for The Marsh be approved, as set out at appendix Appendix A of the report, for implementation;

(c)       That the recommendations of the Policy Development Committee be noted and the committee instruct officers to both present an implementation programme for the masterplan to the Policy Development Committee early in 2018 and seek additional sources of funding for any improvements to The Marsh.

(d)       That officers be instructed to include in the implementation programme, requested in recommendation 2 (c), engagement with Community Safety Teams, the Police and any otherappropriate agencies to assist in the reduction of anti-social behaviour and inappropriate use of the car parks on The Marsh.

To consider a report of the Harbour Master.

(a)       That the proposed Harbour Budget for 2018/19, as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

(b)       That the 5 Year Medium Term Financial Plan as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

(c)        That the Harbour Reserve be used as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

The Brief holder for Tourism, Culture and Harbour along with the Harbour Master set out the Harbour Revenue Budget for 2018/19 for consideration by the committee. The Chair of the Harbour Management Board addressed the meeting and advised the committee that over the next 5 years a dredging exercise would be need to take place in the Harbour.  There were already a number of areas of the harbour impacting on the movement of boats and the estimated cost of the project would be up to £2 million.  It was noted that this funding had yet to be identified.   

It was proposed by Cllr R Kosior seconded by Cllr G Taylor

(a)       That the proposed Harbour Budget for 2018/19, as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

(b)       That the 5 Year Medium Term Financial Plan as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

(c)        That the Harbour Reserve be used as detailed in appendix 1 of the Harbour Management Board report of 6 December 2017 be approved.

To consider a report of the Head of Community Protection.

That the Dorset Waste Partnership draft revenue estimates for 2018-19 including the council’s contribution be, in principle, approved.

The Brief holder for Environment & Sustainability set out the report in response to the Dorset Waste Partnership (DWP) draft revenue estimates for 2018 – 19.  He advised the committee that the proposed revenue budget for 2018-19 was a stand still budget and the same amount as 2017-18.  However he insisted that this must not be at the cost of quality of service.  He acknowledged that there was still some concern about litter collection and missed bins and recognised that the council must continue to challenge the DWP to maintain standards.

There was some concern expressed regarding the recycling contract and the DWP plastic being sent to China for disposal.  Members were advised that the DWP was currently satisfied with the current contract, but this was continuously monitored.

In response to questions regarding the education around issues of plastic waste recycling.  It was noted that worked continued to educate the local community on recycling issues and that there were a number of plastic free zone initiatives being launched across the country, which would be followed with interest.

It was proposed by Cllr R Nowak seconded by Cllr J Cant.

Decision

That the Dorset Waste Partnership draft revenue estimates for 2018-19 including the council’s contribution be, in principle, approved.

To consider a report of the Senior Corporate & Regulatory Lawyer.

The Brief holder for Environment and Sustainability presented a report proposing the introduction of a new policy following the approval of a Notice of Motion regarding balloon and sky lantern releases.

He advised members that the adoption of the policy, although difficult to enforce would be an opportunity to highlight and educate the local community of the detrimental impact to wildlife, farm animals and the damage caused by releasing helium balloons or sky lanterns into the environment.

The committee welcomed the policy and it was proposed by Cllr R Nowak seconded by Cllr K Wheller

Recommendation to Full Council

That the new policy, as set out in the report, be recommended to Full Council for approval.

Cllr R Kosior left the meeting at this juncture.

To consider a report of the Local Plans Team Leader.

(a)       That members agree the response to the consultation in Appendix 1, subject to officers, in consultation with the Briefholder Holders, add additional wording to the response as set out in the minute above.

(b)       That the Local Plans Team Leader, in consultation with the relevant Briefholders, consider the response made by Dorset County Council and subject to its contents, endorse the response on behalf of the council.     

The Briefholder for Transport and Infrastructure updated members on South Western Railways proposed timetable changes and sought agreement to a response to the consultation on those proposed changes.

Members expressed concern and disappointment at the proposed loss of trains and quality of service.  It was considered that the proposed 12 minute reduction in journey time did not compensate for the reduction in frequency of direct service to London.  Although members welcomed the service connecting Weymouth to Portsmouth there was concern that you would no longer to able to take a direct service to Portsmouth harbour.

There was already significant overcrowding on the trains from London and any loss of service would only exacerbate the situation. In addition there was concern regarding connectivity to Heathrow and Clapham Junction. However the committee did support the proposed earlier London train which would be welcomed by the business community.

The committee also expressed concern regarding access and disability issues, however in response to those concerns and questions, members were advised that it was for the Local Access Group to make their own response direct to South Western Railway.

It proposing the recommendation and the response to South Western Railways, the Briefholder suggested that the response indicate that the council strongly objected to the reduction in direct services, plus included reference to the concerns set out in the above minute.

It was proposed by Cllr C Huckle seconded by Cllr R Nowak

Decision

(a)       That members agree the response to the consultation in Appendix 1, subject to officers, in consultation with the Briefholder Holders, add additional wording to the response as set out in the minute above.

(b)       That the Local Plans Team Leader, in consultation with the relevant Briefholders, consider the response made by Dorset County Council and subject to its contents, endorse the response on behalf of the council.     

To consider the report of the Community Development Team Leader.

That a grant of £2,000 for one year (2018-19) be agreed, then be subject to a further review.

The Briefholder for Social Inclusion presented a report which sought approval for the renewal of the grant to Dorset Race Equality Council for one year with review thereafter subject to the potential formation of a Weymouth Town Council and devolution of finances as part of  local government re-organisation.

The Briefholder highlighted the number and variety of initiatives and projects carried out by the Dorset Race Equality Council and members agreed that the service should continue to be supported.

It was proposed by Cllr J Cant seconded by Cllr C James

Decision

That a grant of £2,000 for one year (2018-19) be agreed, then be subject to a further review.

To consider a report of Democratic Services.

The Corporate Affairs and Continuous Improvement Briefholder set out the calendar of meetings for 2018-19 municipal year.  In response to questions regarding the timing of Management Committee meetings, Cllr Reed advised that this was a complex matter that required further careful consideration.

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

Recommendation to Full Council

That the Calendar of Meetings for the 2018-19 municipal year as set out in appendix 1 of the report be approved.

To consider a report of the Councillor Development and Support Officer.

(a)       That Safewise be included within the council’s list of outside bodies;

(b)       That Cllr G Taylor be appointed to serve on this organisation.

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

Decision

(a)       That Safewise be included within the council’s list of outside bodies;

(b)       That Cllr G Taylor be appointed to serve on this organisation.

The agenda and reports for recent meetings of the Dorset Waste Partnership are available on Dorsetforyou.com at the Council’s website at http://dorset.moderngov.co.uk/ieListMeetings.aspx?CommitteeId=260

The committee noted that the minutes of the Dorset Waste Partnership could be accessed via www.Dorsetforyou.com

Continuation of Meeting

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 note the Management Committee Action Plan

Briefholders updated the committee on the current position of projects and actions set out within the Action Plan.

Responding to concerns that had been expressed during the meeting regarding anti-social behaviour in the town.  The Chief Executive advised the there had been an increase in anti-social behaviour across Dorset not just Weymouth.

The work of the Melcombe Regis Board was making progress addressing a number of issues and initiatives.  However these projects take time to have an impact for improvement on the ground. The Community Protection Manager reported that the Community Safety Partnership would be meeting at the end of the week and would be discussing many of the issues raised by members. In respect of The Marsh, discussions had taken place with Parks and Open Spaces to clear some of the vegetation around the area.

It was also agreed that the briefholder for Community Safety should arrange a suitable time for a member briefing from the local police and crime commissioner.

The Strategic Director took the opportunity to update members regarding Emergency Planning arrangements, in the light of concerns raised following the Grenfell Towers incident. There were officers on duty 24/7 who worked with other agencies to respond to issues ensuring that our local policy and plans were in place. 

In response to a question regarding pedestrianised streets in the town centre, an extension of town centre pedestrianised area was being discussed with Dorset County Council. 

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 no urgent items to report.

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

It was proposed By Cllr J Cant and seconded by Cllr A Reed that

Decision

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 minute 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 receive an verbal update from the Strategic Director.

The committee received and noted verbal update on North Quay development.

The committee received and noted a verbal update on North Quay development.