Meeting documents

To receive apologies for absence.

An apology was received from Cllr G Taylor, who was unable to attend the meeting due to Mayoral duties.

To confirm the minutes of the meeting held on 17 April and 17 May 2018.

The minutes of the meetings held on 17 April and 17 May 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 Farn addressed the committee and raised concern regarding accessing Dorset County Council services via the telephone. He stated that there was too much officer control and questioned what would happen to services following the establishment of a unitary council.

Mr K Whatley expressed concern regarding the size of committee reports and other council papers. They were too large and he was sure that either councillors or the public read them in detail. He also hoped that in the future more meetings were held in the evening.  Child care issues should not be a reason not to do this as members received an allowance that supported payments for care.

In response to a question regarding the esplanade laser lights, the Chief Executive confirmed that there would be some work in future weeks.  The Chair also advised that a report on the future lighting proposals would be presented to members in July.

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

Cllr C Huckle expressed concern regarding recent cancellations and non attendance at group leader meetings.  It was agreed that this needed to be discussed by group leaders at a future meeting.

Cllr Huckle also asked when the committee was likely to receive the Business Plan for the Peninsula and what was the current position with North Quay and Western Bridge?

The Chair advised that the Minister’s visit had been arranged for 17 July.  The planning application for North Quay had been submitted and it was hoped that the works would be removed from Western Bridge by the time of core summer season.

Cllr Nowak and Cllr Wheller raised the issue of no longer having matters arising or minute updates on committee agendas. Decisions were made by the Management Committee but it was difficult to know the outcome or receive an update on key issues if members had to wait for a leaders meeting.

However the Brief holder for Corporate Affairs and Continuous Improvement reminded the committee that Brief Holders were best placed and had a responsibility to up date other councillors on current issues and that as individual brief holders the committee should ensure that this was carried out .

To confirm the times that the meeting will take place during the 2018/19 municipal year.

That for the municipal year 2018/19 the Management Committee continue to meet at 9.30am.

Decision

That for the municipal year 2018/19 the Management Committee continue to meet at 9.30am.

To appoint Brief holders and Responsibilities for 2018 – 2019.

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

(b)       That the following Brief holder appointments be made:-

Community Facilities – Kate Wheller

Community Safety – Mike Byatt

Corporate Affairs and Continuous Improvement – Alison Reed

Economic Development – Richard Nickinson

Environment and Sustainability – Ray Nowak

Finance and Assets – Jeff Cant

Housing – Gil Taylor

Social Inclusion – Jon Orrell

Tourism Culture and Harbour – Richard Kosior

Transport and Infrastructure – Colin Huckle

The committee considered  the list of brief holder responsibilities and noted that Local Plan and Infrastructure should be moved from Community Facilities to Environment and Sustainability.  Cllr Byatt suggested that the membership of the Melcombe Regis Board should be amended to include the Community Safety Brief.  In response the Chief Executive confirmed  that a further report regarding the Board membership would be brought to the next meeting of the Management Committee.

Decision

(a)       That the Brief holder responsibilities be confirmed as set out in  appendix 1 to the minutes

(b)       That the following Brief holder appointments be made:-

Community Facilities – Kate Wheller

Community Safety – Mike Byatt

Corporate Affairs and Continuous Improvement – Alison Reed

Economic Development – Richard Nickinson

Environment and Sustainability – Ray Nowak

Finance and Assets – Jeff Cant

Housing – Gil Taylor

Social Inclusion – Jon Orrell

Tourism Culture and Harbour – Richard Kosior

Transport and Infrastructure – Colin Huckle

To consider a report of the Financial Performance Manager.

(a)       That the outturn, which will be incorporated into the accounts in 2017/18, be noted.

(b)       That the capital carry forward requests as set out in appendix 3 to the report be approved.

The committee considered the Business Review Outturn report and noted the savings achieved during the year had resulted in an under spend of £941.971.  There were a number of areas where projects had been delayed and after taking that into consideration the actual net spend  for the year resulted in an under spend of £712,022.

Although this was good news, members were keen to ensure that any finance available was unitised to support community projects for the remaining life of the council. There also needed to be regular feedback to members on the underspend.

It was suggested that, if there was funding available, some of the poorer conditioned waste bins in the town could be replaced and additions added.  This would be discussed at the group leaders meeting.

In response to a question regarding Affordable Housing Targets and Community Land Trusts, the Strategic Director advised that the Joint Overview & Scrutiny Committee would be considering a report on this matter at its next meeting. Responding to further questions, the Community Protection Manager reported that work on Tumble Down farm had been delayed due to urgent work being required to sell off land stock.  However it was hoped that work would start in the next few weeks.

Cllr K Wheller suggested that the council could consider retaining North Quay, for future unitary staffing as a satellite office, bringing workforce back to the town.  The Chief Executive reminded the committee that it had made its decision in respect of the future of North Quay some months ago and members needed to be mindful that any change to that decision would divert resources away from other projects.

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

Decision

(a)       That the outturn, which will be incorporated into the accounts in 2017/18, be noted.

(b)       That the capital carry forward requests as set out in appendix 3 to the report be approved.

To consider a report of the Project Officer.

That the Digital Strategy and accompanying Equalities Impact Assessment be adopted.

The Brief holder for Corporate Affairs and Continuous Improvement presented the Dorset Councils Partnership Digital Strategy and accompanying Equalities Impact Assessment for adoption.

Members noted that the strategy set out and defined the current position and direction of travel for the next 12 – 18 months, whilst the new unitary council was being established.  In response to questions, members were also advised that Dorset County Council was working on a similar strategy and had been in close discussions with the partnership in establishing a strategy which would be complimentary to both organisations.

Members acknowledged that by meeting customer expectations and providing more services online, allowed for more officer time to ensure that the appropriate provisions of service were in place to support the partnerships most vulnerable groups.

It was proposed by Cllr A Reed seconded by Cllr R Kosior

Decision

That the Digital Strategy and accompanying Equalities Impact Assessment be adopted.

To consider a report of the Information Services Team Leader.

(a)       That authority be delegated to the Strategic Director to commit WPBC to the Dorset Information Sharing Charter ("the DISC") and execute all documents on behalf of the Council necessary to achieve this;

Recommendation to Full Council

(b)       That power be delegated to the Head of Business Improvement to undertake all action in relation to securing arrangements, developing internal protocols and generally ensuring appropriate governance for the sharing of data with other organisations including for the avoidance of doubt:

            (i)         to determine the terms of any arrangements and/or protocols;

            (ii)        to secure appropriate training.

The Corporate Affairs and Continuous Improvement Brief holder presented a report to enable the committee to decide whether the Council should become a signatory to the Dorset Information Sharing Charter (DISC).

The Information Services Team Leader advised the committee that by adopting the DISC, service areas would be provided with a robust framework that facilitated the safe, fair and legal sharing of information with partners organisations. Members were further advised that DISC was initially set up for sharing information between care services, but today a number of other organisations were also signed up to it including other councils and the blue light services. 

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

Decision

(a)       That authority be delegated to the Strategic Director to commit WPBC to the Dorset Information Sharing Charter ("the DISC") and execute all documents on behalf of the Council necessary to achieve this;

Recommendation to Full Council

(b)       That power be delegated to the Head of Business Improvement to undertake all action in relation to securing arrangements, developing internal protocols and generally ensuring appropriate governance for the sharing of data with other organisations including for the avoidance of doubt:

            (i)         to determine the terms of any arrangements and/or protocols;

            (ii)        to secure appropriate training.

To consider a report of the Senior Democratic Services Officer.

That the appointments to the internal working groups, as set out appendix 2 of the minutes be confirmed.

The committee considered the internal group appointments for the year 2018/19 and set out in the appendix.

The Senior Democratic Services Officer reported the changes to the internal working groups and that there was a substitute vacancy on the Weymouth and Portland Partnership.

Cllr K Wheller offered to be the substitute member and this was supported by the committee.

Members were further advised that in respect of the Arts Panel, the membership was set out as follows:

7 members, to be  politically proportional and contain the following Brief holders:- 3 Conservative, 2 Labour, 2 Lib Dems ,Tourism, Culture and Harbour, Economic Development, Social Inclusion.

However due to the changes in the make up of the Management Committee this format no longer worked and the committee was asked to consider the following options:-

(i)   To appoint on political proportionality and exclude the Social Inclusion brief

(ii)  To reduce the Lib Dem membership to 1 and include Social Inclusion brief

(iii)Or increase the size of the Panel to 8.

It was proposed by the Chair that the Member Arts Panel membership be increased to 8 members and upon being put to the vote this was CARRIED.

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

Decision

(a)        That the appointments to the internal working groups, as set out appendix 2 of the minutes be confirmed.

(b)        That Cllr K Wheller be appointed as the substitute member to the Weymouth and Portland Partnership

(c)        That the Brief holder and Chair appointments as set out in appendix 2 be noted.

To consider the Management Committee Action Plan and received an update on Community Safety in Melcombe Regis

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.

·         Progress was being made on the Greenhill Chalets future management

·         There were issues with the Boxing Club.  The Council continued to support the project and was in discussions to support the management of the club going forward.

·         A Member Briefing from the Police on County Lines was being held on 13 June 2018.

·         The 3GS contract had been extended for 2 years.

·         Work on setting up a Town Council was continuing.

·         The First Shadow Dorset Council meeting would take place on Thursday 7 June to appoint the Interim Chief Executive, Section 151 Officer and Monitoring Officer.  The Council would also consider and adopt its constitution.

·         An all member briefing would be held on 21 June 2018 regarding the design for the Esplanade Lighting.

·         A project manager had been appointed for the sculpture trail project.

·         Concern was expressed that there was little discussion regarding the review of car park sites.  The brief holder would investigate and report back to members.

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 consider the 4 monthly Forward Plan.

Decision

That the Forward Plan be received and noted.