Meeting documents

To confirm the minutes of the meeting held on 12 December 2017 and 15 January 2018.

The minutes of the meetings held on 12 December 2017 and 15 January 2018 were confirmed 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.

Mr Whatley addressed the committee regarding the surface of the Esplanade and expressed concerns that the road signs in the area still needed to be updated. The Strategic Director confirmed that the signs that were the responsibility of the Borough Council had been moved or changed accordingly, however the changes to the road signs would take longer as they needed to be factored in as part of other Dorset County Council works.

Mr Farn addressed members regarding the council’s finances and any future finances of new town council.   He thanked officers for the works carried out at the Bowling Green.  Mr Farn also expressed concerns regarding the protection of the large trees on the Marsh, CCTV at the Marsh and public waste bins. The Community Protection Manager confirmed that he would discuss the issue of the waste bins with Dorset Waste Partnership.

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

In addressing the committee, Cllr I Bruce took the opportunity to remember and celebrate women who fought to get the right to vote over 100 years ago.

He expressed concern that recent 111 events that he had attended, had in his view, been poorly attended by other councillors. This was disappointing and going forward he felt that it was important for Weymouth & Portland Borough Council be fully represented at such events.

Cllr Bruce also asked questions regarding the progress of the development of public toilets in the town. In response the Brief holder for Community Facilities confirmed that funds had been allocated and a project officer had been appointed to focus solely on this area of work.   Progress was also being made in regard of the town’s toilet scheme, details of which would be reported to a future meeting of the committee.

To consider a report of the Strategic Director.

The Finance and Assets Brief holder set out the revenue and capital budget proposals for the 2018/19 financial year including the level of council tax and reserves. The Chair also referred to a minute extract from Scrutiny & Performance Committee of 1 February 2018 (tabled at the meeting). 

The committee noted Scrutiny & Performance Committee’s comments regarding the proposed borough council tax increase of 2.02% and the impact on Band B and D properties.   The Chair advised members that if the Council set a zero increase to the council tax, it would not be able to invest in any future community projects.

The majority of the committee acknowledged the comments and concerns raised  by the members of Scrutiny & Performance Committee, but on balance were content with the proposed Council Tax increase as set out within the Budget Report.

In response to questions the Strategic Director confirmed that the Council would not be able to use the financial reserves in the manner proposed by Scrutiny members as this was against the controls of the council’s financial management process.   He further advised that based on the provisional finance settlement, the proposed budget would continue to allow the Council to continue to deliver the same level of services to the community.

Recommendation to Full Council

(i)        That the proposals for balancing the 2018/19 revenue budget set out in Appendix 1 be approved;

(ii)       That the 2018/19 Capital Programme in Appendix 2 be approved;

(iii)      That the formal resolutions in respect of the 2018/19 Budget and Council Tax including details of the council tax levels for Dorset County Council, Dorset Police & Crime Commissioner and Fire & Rescue Authority and Portland Town Council be included in the Budget Report to the 22 February Council meeting.

To consider a report of the Financial Performance Manager.

(i)        That  £100,000 to be transferred to the ‘once off projects’ reserve. (This will be funded from a Car Parking business rates refund, as detailed in paragraph 5.3 of the report);

(ii)       That the revenue carry forwards as detailed in appendix 3 of the report be approved;

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

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

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

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

The committee considered a report setting out the Council’s performance across all services for the period up to 31 December 2018. Members were advised that car parking had received a significant refund after a recent successful business rate revaluation.  This refund would be transferred to the "once off projects" reserve with a view to being made available for conservation enforcement and town centre improvements.   Reports on these proposed projects would be presented to the committee in March.

It was proposed by Cllr J Cant seconded by Cllr J Farquharson

Decision

(i)        That  £100,000 to be transferred to the ‘once off projects’ reserve. (This will be funded from a Car Parking business rates refund, as detailed in paragraph 5.3 of the report);

(ii)       That the revenue carry forwards as detailed in appendix 3 of the report be approved;

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

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

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

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

To consider a report of the Financial Resources Manager.

In presenting the report the Strategic Director advised the committee that the authorised borrowing limit had been increased to reflect possible future borrowing need. Members noted that the authority was in a good financial position compared to previous years and were content to recommend the Treasury Management Strategy Statement and Investment Strategy 2018/2019 to Full Council for approval.

Recommendation to Full Council

 (i)     That the Treasury Management Strategy Statement and Investment Strategy 2018/2019 be approved;

(ii)     That the Minimum Revenue Provision Policy set out in Appendix C of the Treasury Management Strategy Statement be approved;

(iii)    That the Prudential Indicators set out in Appendix C of the Treasury Management Strategy Statement be approved;

(iv)    That the 2018/2019 Authorised borrowing limit be approved.

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

The committee noted that the Steering Group for Democratic Improvement had carefully considered the consultation report and their final recommendations.  There had been a number of concerns expressed by respondents to the consultation regarding the proposed total number of parish councillors.  Although 29 councillors was not considered a disproportionate council size, it was clear, that reducing the number of councillors would require a full boundary review to ensure electoral equality. 

This process would delay the creation of the Parish Council and on balance it was the view of the Steering Group that it was more beneficial to establish the Parish Council at the same time as the abolition of the Borough Council and strongly encourage the new parish council to carry out a boundary review at a later date.    

In response to questions regarding the Dorset Area Joint Committee’s decision around the future proposed election cycle, it was agreed to slightly amend the recommendation to  Full Council to reflect this comment.

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

Recommendation to Full Council

(i)        That the final recommendations for a new Parish Council for Weymouth summarised below, and set out in detail in the proposals document with supporting information at Appendix 2, are agreed with a view to establishing a new Parish Council at the same time as any new Unitary Council for Dorset, but the matter is not progressed further unless the Secretary of State for Housing, Communities and Local Government announces a decision regarding local government reorganisation that would result in the Borough Council being abolished:

·           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, or at such other time specified in any Structural Change Order made by the Minister for Housing; Communities and Local Government;

·           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 be as indicated at Appendix B to

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

(ii)        Should Members agree recommendation (i), and the Secretary of

            State make a decision as detailed in (i) above, that the Group Leaders

(or a substitute) be tasked with producing proposals, including a draft

Reorganisation Order, for consideration by the Steering Group prior to

Management Committee, then Full Council.

To consider a report of the Head of Assets and Infrastructure.

The Chair of the Harbour Management Board and the Strategic Director presented a report that sought authority to prepare and submit a Harbour Revision Order in order to modernise and consolidate the current dated legislation relating to Harbour operations.

Members were advised that the key drivers to developing a Harbour Revision Order were to facilitate improvement harbour management and control.  This would also facilitate the Peninsula redevelopment scheme by giving the power to be able to dispose of harbour land where this was no longer required for harbour purpose.

A special meeting of the Harbour Management Board had been held on 2 February 2018 and the Board had supported the recommendation.   In response a questions, members were advised that the Order would take approximately 6 months to complete and would consolidate the current raft of local legislation that dated back to 1820’s.  This would make the management and governance of the harbour less complex.

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

Recommendation to Council

That in so far as they have power so to do, the Council agree and otherwise support:

i)             An application being made to the Marine Management Organisation (MMO) for a Harbour Revision Order (HRO) to consolidate and modernise the applicable statutory harbour legislation.

ii)            That delegated authority be given to the Strategic Director with responsibility for the Harbour in consultation with the Brief holder for Finance and Assets, the Brief holder for Leisure, Tourism and Harbour, and the Harbour Management Board, to determine the wording of the Harbour Revision Order for submission to the MMO.

To consider a report of the Implementation Team Leader.

(a)       That the further revised Regulation 123 List and accompanying explanatory note, as set out in Appendix B, for consultation be approved.

(b)       That authority be delegated to the Implementation Team Leader to undertake all action in relation to the carrying out of the consultation exercise as detailed in the report.

The Brief holder for Environment and Sustainability set out a report seeking approval of the further revised CIL Regulation 123 List and authorisation for carrying out a consultation exercise on the proposed changes.

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

Decision

(i)        That the further revised Regulation 123 List and accompanying explanatory note, as set out in Appendix B, for consultation be approved.

(ii)       That authority be delegated to the Implementation Team Leader to undertake all action in relation to the carrying out of the consultation exercise as detailed in the report.

To consider a report of the Programme Manager – Business Transformation.

That the committee approve the adoption of the joint Corporate Sponsorship Policy to maximise the financial return from activities carried out by the Authority’s services and functions.

Members considered a report seeking committee  approval for the adoption of the joint Corporate Sponsorship Policy.  The current policy was due for review and it was proposed that it remained generally unchanged with the exception of updates to the financial regulations and that it was aligned across the Dorset Council Partnership.

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

Decision

That the committee approve the adoption of the joint Corporate Sponsorship Policy to maximise the financial return from activities carried out by the Authority’s services and functions.

To consider a report of the Head of Community Protection.

(i)        That the Head of Community Protection be authorised to procure a contracted environmental enforcement service for the provisions as detailed within the report.

(ii)       That the Briefholder for Environment & Sustainability be appointed to work with officers and develop a customer charter to help govern how the service will operate.

(iii)       That due consideration be given to the recommendations of Scrutiny and Performance Committee, as set out in paragraph 6 of the report, as part of any future tender process

The committee considered a report on the findings of a review undertaken by Scrutiny & Performance committee about the contracted environmental enforcement service.  Cllr R Nowak and Cllr F Drake Brief holders supported the proposal to continue with the service, which was established for a 12 month period, to allow councillors and officers the opportunity to see how it contributed to keeping streets cleaner and reduce some types of anti-social behaviour.

Members were advised that if they decided to continue with the service a procurement process would need to be undertaken.  In discussing the merits of the scheme, the committee agreed that the recommendation from Scrutiny & Performance, set out a paragraph 6 of the report, was sensible and should be welcomed.  It was also considered that educational activities and information about the scheme was an important element of ensuring the projects success.

It was proposed by Cllr R Nowak seconded by Cllr F Drake

Decision

(i)        That the Head of Community Protection be authorised to procure a contracted environmental enforcement service for the provisions as detailed within the report;

(ii)       That the Briefholder for Environment & Sustainability be appointed to work with officers and develop a customer charter to help govern how the service will operate;

(iii)       That due consideration be given to the recommendations of Scrutiny and Performance Committee, as set out in paragraph 6 of the report, as part of any future tender process.

To consider a report of the Senior Economic Regeneration Officer.

(i)          That confirmation for any BID Proposition received by the Council in 2018  is compliant with the Business Improvement  District (England) Regulations 2004 with regards council plans and strategies, be delegated to the Strategic Director in consultation with the Economy Brief Holder.

(ii)        That any vote cast by the Borough Council in a BID ballot be delegated to the Strategic Director in consultation with the Economy Brief Holder.

The committee considered a report on how the Council would deliver its duties under the Business Improvement District (England) Regulations 2004 for any BID proposition it may receive in 2018. 

In order to minimise any delay in the process, members were asked to support that any vote cast by the council be delegated to the Strategic Director in consultation with the Economic Development Brief holder.

It was proposed by Cllr J Farquharson seconded by Cllr R Kosior that

Decision

(i)          That confirmation for any BID Proposition received by the Council in 2018  is compliant with the Business Improvement  District (England) Regulations 2004 with regards council plans and strategies, be delegated to the Strategic Director in consultation with the Economy Brief Holder.

(ii)        That any vote cast by the Borough Council in a BID ballot be delegated to the Strategic Director in consultation with the Economic Development Brief Holder.

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

That Cllr C Page-Nash be appointed to serve on the Good Citizens’ Awards Panel.

The committee were advised that a vacancy on the Good Citizen’s Award Panel had occurred due to the recent resignation of Cllr C Moore.  Cllr C James and Cllr C Page-Nash had both indicated a wish to serve on the Panel.

It was proposed by Cllr G Taylor seconded by Cllr F Drake that Cllr C James be appointed to the Good Citizen’s Award Panel.

It was proposed by Cllr C Huckle  seconded by Cllr K Wheller that Cllr C Page-Nash be appointed to the Good Citizen’s Award Panel.

Decision

That Cllr C Page-Nash be appointed to serve on the Good Citizens’ Awards Panel.

To receive the Management Committee Action Plan

The committee received and noted the most up to date version of the Management Committee Action Plan and Brief holders updated the committee on any areas of concern.

Item 1. Concern regarding the delay of the lease transfer of the Greenhill Chalets to the Greenhill Management Association.  

Item 5. Dorset Police were negotiating with licensees regarding late night Levey’s and limiting opening times.

Item 9.  The work of the Melcombe Regis Board was in its infancy, but the Shelter Bus had taken in its first residents and Cllr Taylor reported on the referral process.  Members also discussed the national increase in rough sleepers and local concerns arising from drug related issues.  It was agreed that an update be presented to the committee at its next meeting.

There was also discussion around resources for the Armed Forces Covenant project and item 33. "make WPBC Dementia Friendly. This matter would be discussed by Group Leaders.

To note the draft 4 monthly Forward Plan.

The Forward Plan was received and noted.

Members noted the last minutes of the Dorset Waste Partnership.

To consider any items of business which the Chair has had prior notification and considers to be urgent pursuant to section 100B (4) )b) of the Local Government Act 1972. The reason for the urgency shall be specified in the minutes.

There was no urgent business to report.

There are no exempt items to report.

There was no exempt business.