Meeting documents

To confirm the minutes of the meeting held on 6 February 2018.

The minutes of the meeting held on 6 February 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.

Councillor R Nowak declared a non-pecuniary interest in respect of item 11 as a Trustee of Portland Museum Trust.

Councillor J Cant and Councillor G Taylor declared a non-pecuniary interest in respect of item 12 as private landlords.

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 G Perry addressed the committee regarding a number of issues, including the South Harbour, Brewery Quay and the on-going construction of the car park in the area. He also asked when would the North Quay car park be open for public use as he understood that it was only awaiting signage and a ticket machine. He challenged when the town would have proper signage as this was essential for visitors. Finally, he looked forward to seeing, and the town being consulted upon, the future plans for the North Quay site.

In response the Strategic Director confirmed that the North Quay car park would be open for public use shortly. Work was being carried out in respect of the town signage and representatives of the council would soon be meeting with partners regarding the design specification for the North Quay site.

The Chair welcomed Mrs P Boyce from Portland Museum Trust.  Mrs Boyce advised the committee that the visitor numbers for the museum continued to increase year on year. But finding the finance to maintain and improve the building was becoming increasingly difficult.  A lot of maintenance work had been carried out on the lighting, electrics, upgrading security and the thatched roof. But the trustees were keen to develop its future potential. She hoped that the committee would support the funding request.

Mr Farn addressed the committee regarding maintenance issues, litter bins on Greenhill and the Swannery, and CCTV issues.  Mr Farn also asked about what would happen to the Council’s reserves as part of the Local Government Reorganisation.

In response the Community Protection Manager confirmed that he had approached the Dorset Waste Partnership regarding the litter bin issue. In respect of CCTV, this related to the Marsh Masterplan and he indicated that the more the Marsh was utilised by the general public, the less likely CCTV would be required.  Responding to questions about the Council’s reserves, the Chair advised that the Council was working on a number of significant community projects for the benefit of Weymouth and Portland’s community.

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

Councillor J Orrell addressed the committee regarding public sector finance and expenditure and how the council were addressing issues across the town. He hoped that the Council would be applying for the coastal community funding, and that members continued to work hard to ensure that public finance stayed in the area for the benefit of the local community’s environment and economy.                 

The Strategic Director confirmed that the coastal community fund was a good opportunity and officers were currently working on an appropriate proposal.

To consider a report of the Licensing and Community Safety Manager.

Councillor F Drake presented a report setting out Policy and Development Committee’s recommendations in respect of introducing a Public Space Protection Order (PSPO) to assist the Council in tackling anti-social behaviour (ASB) within the areas of Weymouth and Portland.

The Community Protection Manager set out the detail of the proposed PSPO which suggested controls on four areas; Alcohol related ASB, Begging related ASB, Intentional feeding of gulls and Cycling on the Esplanade.

In respect of the cycling provision, members were advised that the provision would restrict time associated with cycling on the promenade.  If introduced the provision would prohibit cycling on the promenade between the times of 10am to 5.30pm, during the relevant period, (as amended by Policy Development Committee).

In response to questions, it was confirmed that this provision would supersede the existing Bylaw which banned cycling altogether. Members welcomed this proposal as long as there was clear and concise signage set out on the Esplanade and that appropriate shelters be made available for use by cyclists.

Concerns were expressed regarding the anti-social behaviour provision and some members challenged that the proposed controls were limited, in the light of recent events in the town centre.  In response, the Licensing and Community Safety Manager advised that his team were working closely with the Police and other agencies to tackle the recent increase in anti-social behaviour in the town centre. The Council was also operating the "Do you Know Where Your Children Are?" campaign and multi-agency case conferences were being held to address underlying causes of poor behaviour.  All enforcement options were being used including community protection notices, criminal behaviour orders and dispersal orders.

It was also important to recognise that some of the individuals involved were vulnerable themselves and these issues needed to be dealt with appropriately.

In light of the current situation, the Chair asked that the Strategic Director bring an update on anti-social behaviour, the night time economy and the actions being taken to tackle disorder to each meeting of Management Committee for the foreseeable future.

Members welcomed the provision in respect of begging, which was having a detrimental impact on members of the community. This provision would assist the Council to deal with persistent and problematic begging.  Services were in place to support vulnerable members of the community, to signpost them to agencies which could offer support and guidance.

It was proposed by Councillor DF Drake seconded  by Councillor R Kosior

Recommendation to Full Council

That the Anti-Social Behaviour provisions contained within the draft Public Space Protection Order be agreed and the Order be recommended for adoption.

To consider a report of the Licensing and Community Safety Manager.

That the Modern Slavery Protocol and Guidance be adopted.

The Committee considered a report seeking adoption of the Modern Slavery Protocol and Guidance.  Members noted that this was a Pan-Dorset Protocol to be adopted by all the authorities in the Dorset County area.

It was proposed by Councillor F Drake seconded Councillor R Kosior

Decision

That the Modern Slavery Protocol and Guidance be adopted.

To consider a request for funds to support a programme of works to enhance Weymouth Town Centre.

(a)       That £50,000 from budget reserves be allocated to the Town Centre Management Budget to support works to improve the "look and feel" of Weymouth Town Centre;

(b)       That £40,000 be allocated from budget reserves to fund the salary of the new Conservation Enforcement Officer.

The Brief holder for Tourism, Culture and Harbour presented a report seeking consideration of a request for funds to support a programme of works to enhance Weymouth Town Centre. Members were updated on the work of the Town Centre Manager and current town centre projects.  Further proposals were presented to members to fund physical improvements to Weymouth town centre for the benefit of residents, visitors and businesses alike.  The proposal would also provide dedicated conservation enforcement in the town centre to improve the condition of buildings and shopfronts in the conservation area.

The majority of the committee supported the proposal, but there was some concern expressed about timeframe for improvement and what could be reasonably achieved in the life time of this Council.  However other members felt that if businesses could see real improvement, they may feel encouraged to act and make further improvements of their own.

The Strategic Director, J Vaughan suggested that "one-off" should be removed from the proposed recommendation.  This was agreed and the recommendation as amended was proposed by Councillor J Farquharson seconded by Councillor K Wheller

Decision

(a)       That £50,000 from budget reserves be allocated to the Town Centre Management Budget to support works to improve the "look and feel" of Weymouth Town Centre;

(b)       That £40,000 be allocated from budget reserves to fund the salary of the new Conservation Enforcement Officer.

To consider adopting the Events and Festivals Policy 2018 – 2013.

(a)       That the changes made to the Policy following the consultation programme with event organisers, Dorset Councils Partnership Services, Dorset County Council and the Weymouth and Portland Safety Advisory group as out in the appendix A of the report, be endorsed.

(b)       That the Events and Festivals Policy as set out in appendix B, be adopted as policy for 5 years from 1^st April 2018.

(c)        That in line with the WPBC parking policy, agreed in March 2017, charges for use of the car parks to be negotiated by the DCP Parking Services Manager, in consultation with the appropriate Briefholder.

(NB. Events and festivals that were already booked with the Events Services prior to 1 April 2018 and take place prior to 31 December 2018 would not be subject to this)

The Brief holder for Tourism, Culture and Harbour presented a report recommending the adoption of an Events and Festivals Policy 2018/2023.

Members were advised that the document had been reviewed by Policy Development Committee prior to consultation in April 2017 and again following the consultation process in February 2018.

Councillor R Kosior proposed that recommendation (c) be amended so that car park charges be negotiated in "consultation with the appropriate Brief holder"  This was seconded by Councillor J Cant and upon being put to the vote the motion was CARRIED.

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

Decision

(a)       That the changes made to the Policy following the consultation programme with event organisers, Dorset Councils Partnership Services, Dorset County Council and the Weymouth and Portland Safety Advisory group as out in the appendix A of the report, be endorsed.

(b)       That the Events and Festivals Policy as set out in appendix B, be adopted as policy for 5 years from 1^st April 2018.

(c)        That in line with the WPBC parking policy, agreed in March 2017, charges for use of the car parks to be negotiated by the DCP Parking Services Manager, in consultation with the appropriate Briefholder.

(NB. Events and festivals that were already booked with the Events Services prior to 1 April 2018 and take place prior to 31 December 2018 would not be subject to this)

To consider a report of the Leisure Commissioning Manager.

(a)       That a one-off grant of £4,000 be awarded to Active Performing Arts Ltd  (registered charity no. 1069622) as a contribution towards the cost of staging the Furious Folly centenary commemoration event in September 2018;

(b)       That authority be delegated to the Head of Economy, Leisure & Tourism, in consultation with the relevant briefholder, to agree the terms of the grant agreement with Active Performing Arts Ltd.

In presenting the report the Brief holder for Tourism, Culture and Harbour spoke in support of the request for grant funding from Activate Performing Arts as a contribution to its event to commemorate the centenary of the ending of First World War.

Councillor K Wheller recognised that this was an important event for the borough, but on a personal level expressed concerns regarding the proposed location and its impact on the natural environment and local residents. Councillor G Taylor expressed similar concerns and asked what plans the Borough Council had to commemorate the centenary and what future funding would be available. However the recommendation was proposed by Councillor R Kosior seconded by Councillor J Cant and upon being put to the vote the motion was CARRIED.

Decision

(a)       That a one-off grant of £4,000 be awarded to Active Performing Arts Ltd  (registered charity no. 1069622) as a contribution towards the cost of staging the Furious Folly centenary commemoration event in September 2018;

(b)       That authority be delegated to the Head of Economy, Leisure & Tourism, in consultation with the relevant briefholder, to agree the terms of the grant agreement with Active Performing Arts Ltd.

To consider a report of the Leisure Commissioning Manager.

(a)       That a grant of £4,125 per annum be awarded to Portland Museum Trust in order to help the Trust meet cost of the rent charged by the council for the Portland Museum premises in Wakeham, Portland, for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(b)       That a grant of £5,000 per annum be awarded to Weymouth Angling Society in order to help the Society meet the cost of the rent charged by the council for The Angling Centre, Commercial Road, Weymouth for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(c)       That a grant be awarded to the Islanders Club for Young People in order to help the Club meet the cost of the rent to be charged by the council for the Club’s premises at East Weare Road, Portland, for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(d)       That authority be delegated to the Strategic Director, in consultation with the relevant briefholder, to agree the terms of the grant agreements with any of the above organisations to which the committee agrees to award a grant.

The Tourism, Culture and Harbour Brief holder reported on the proposals for awarding of grants to voluntary sector organisations.

The Chair spoke in support of the proposals, but suggested that the committee could not tie the new council to any arrangement for funding beyond  March 2019.  As such he proposed that the recommendation (e) be removed.  This was seconded by Councillor K Wheller.

In response to questions, Councillor K Wheller spoke in support of the proposal for the Weymouth Angling Society.

It was proposed by Councillor R Kosior seconded by Councillor C James

Decision

(a)       That a grant of £4,125 per annum be awarded to Portland Museum Trust in order to help the Trust meet cost of the rent charged by the council for the Portland Museum premises in Wakeham, Portland, for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(b)       That a grant of £5,000 per annum be awarded to Weymouth Angling Society in order to help the Society meet the cost of the rent charged by the council for The Angling Centre, Commercial Road, Weymouth for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(c)       That a grant be awarded to the Islanders Club for Young People in order to help the Club meet the cost of the rent to be charged by the council for the Club’s premises at East Weare Road, Portland, for up to a 4-year period from 1 April 2018 and that any such grant be the subject of a grant agreement;

(d)       That authority be delegated to the Strategic Director, in consultation with the relevant briefholder, to agree the terms of the grant agreements with any of the above organisations to which the committee agrees to award a grant.

To consider to a report of the Housing Improvement Manager.

(a)       That the proposed fee structure for the mandatory licensing of HMOs contained within paragraph 11 to 13 of the report be adopted.

(b)       That the committee resolve to continue the existing fees policy for the licensing of Mobile Home parks for 2018-19 and to be engaged in a county wide review as part of any Local Government review process.

The Housing Brief holder presented a report setting out the recommendation from Policy Development Committee  to adopt revised fees for the Mandatory licensing of Houses in Multiple Occupation (HMO’s) and to retain the existing fees for the licensing of Mobile Home Parks for 2018/19.

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

Decision

 (a)      That the proposed fee structure for the mandatory licensing of HMOs contained within paragraph 11 to 13 of the report be adopted.

(b)       That the committee resolve to continue the existing fees policy for the licensing of Mobile Home parks for 2018-19 and to be engaged in a county wide review as part of any Local Government review process.

To consider a report of the Estates Manager.

(a)       That the progress of the work plan scheduled in the Higher Level Stewardship Scheme be noted.

(b)       That the Council continue to manage the Reserve under the auspices of the HLS Agreement beyond 2019 break opportunity and if the rotational grazing plan is successful then contract with Dorset Wildlife Trust to extend their Management Agreement until the end of 2020.

(c)       That the concept of a management partnering agreement with the National Trust, Dorset Wildlife Trust and other local landowners be approved and officers be authorised to progress negotiations relating to possible future land transfers and/or management arrangements potentially as part of a wider land management proposal for Portland working in partnership with other landowners and the Portland Town Council. 

The Strategic Director, M Hamilton set out a report on the progress of the work plan scheduled in the Higher Level Stewardship scheme for this land and related budgetary expenditures and requirements.

The committee considered it inappropriate to make a decision on future funding beyond 2019 and therefore Councillor G Taylor proposed that recommendation 2.3 in the report be deleted.  This was seconded by Councillor J Cant and upon being put to the vote the motion was CARRIED

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

Decision

(a)       That the progress of the work plan scheduled in the Higher Level Stewardship Scheme be noted.

(b)       That the Council continue to manage the Reserve under the auspices of the HLS Agreement beyond 2019 break opportunity and if the rotational grazing plan is successful then contract with Dorset Wildlife Trust to extend their Management Agreement until the end of 2020.

(c)       That the concept of a management partnering agreement with the National Trust, Dorset Wildlife Trust and other local landowners be approved and officers be authorised to progress negotiations relating to possible future land transfers and/or management arrangements potentially as part of a wider land management proposal for Portland working in partnership with other landowners and the Portland Town Council. 

To consider a report of the Head of Revenues  and Benefits

(a)       That the Business rates revaluation Support Scheme as set out at appendix 1, be approved.

(b)       That any under spend in 2018/19 be used to provide additional support for other cases as agreed by  the Head of Revenue & Benefits  in consultation with Finance & Assets briefholder.

The committee considered a report on the discretionary rate relief scheme for 2018/19.  Councillor J Cant proposed that "struggling businesses" be amended to read other cases in recommendation 2.  This was seconded by Councillor R Kosior  upon being put to the vote the motion was CARRIED.

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

Decision

(a)       That the Business rates revaluation Support Scheme as set out at appendix 1, be approved.

(b)       That any under spend in 2018/19 be used to provide additional support for other cases as agreed by  the Head of Revenue & Benefits  in consultation with Finance & Assets brief holder.

(c)        That a further report be presented to committee later in the year recommending a scheme for 2019/20.

To consider a report of the Head of Revenues and Benefits.

(a)       That a fundamental review of the Local Council Tax Support scheme be agreed and that a report be brought back later in the year n respect of a proposed scheme for 2019/20.

(b)       That the scheme for 2018/19 remain unchanged and continues to reflect the characteristics as set out in paragraph 8 of the report.

The Head of Revenues and Benefits presented a report to obtain committee approval of the review of Local Council Tax Support scheme being undertaken. If agreed the fundamental review would be rural county wide and a further report would be brought back to members for consideration later in the year in respect of a proposed scheme for 2019/20.

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

Decision

(a)       That a fundamental review of the Local Council Tax Support scheme be agreed and that a report be brought back later in the year in respect of a proposed scheme for 2019/20.

(b)       That the scheme for 2018/19 remain unchanged and continues to reflect the characteristics as set out in paragraph 8 of the report.

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

(a)       That Councillor K Baker be appointed to serve on Portland Harbour Consultative Committee.

(b)       That Cllr M Leicester be appointed as the Vice-Chairman of the Portland Quarries Liaison Group.

It was proposed by Councillor A Reed  seconded by Councillor J Farquharson that Councillor K Baker be appointed to serve on Portland Harbour Consultative Committee.

It was proposed by Councillor G Taylor seconded by Councillor C James that Councillor O Kanji be appointed to serve on Portland Harbour Consultative Committee.

It was proposed by Councillor R Nowak seconded by Councillor K Wheller that Councillor P Kimber be appointed to serve on Portland Harbour Consultative Committee.  Upon being put to the vote K Baker was appointed to serve on Portland Harbour Consultative Committee.

It was proposed by Councillor A Reed seconded by Councillor R Nowak that Councillor M Leicester be appointed as the Vice-Chairman of the Portland Quarries Liaison Group. Upon being put to the vote the motion was CARRIED.

Decision

(a)       That Councillor K Baker be appointed to serve on Portland Harbour Consultative Committee.

(b)       That Cllr M Leicester be appointed as the Vice-Chairman of the Portland Quarries Liaison Group.

To consider the Management Committee Action Plan

The committee received and noted the Management Committee Action Plan. The following points were raised:-

·         Following the LGR decision, the committee to receive regular performance updates on divisions.

·         A briefing note on the Melcombe Regis Board was tabled at the meeting.

·         The brief holder for Community Facilities expressed concern regarding capacity to complete the lease transfer of the Greenhill Chalets

·         The committee to receive regular feedback regarding Anti-social behaviour and measures.

·         Item 40 to be removed from the plan.

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 4 monthly 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.