Venue: Dorchester Town Council Chamber, Corn Exchange, Dorchester
Contact: Josh Kennedy Email: firstname.lastname@example.org
receive any apologies for absence.
Apologies of absence were received from Cllrs Bolwell, Gibson, Hosford, Lyall, Penfold, Somper and Worth.
confirm the minutes of the meeting held on 3 August 2022.
The Head of Community and Public Protection assured the Panel that the Daryl Chambers report would be circulated to members after the meeting.
The minutes of the last meeting held on 3 August 2022 were confirmed as a correct record and signed by the Chairman.
Declarations of Interest
To disclose any pecuniary,
other registrable or personal interest as set out in the adopted Code of
Conduct. In making their decision
councillors are asked to state the agenda item, the nature of the interest and
any action they propose to take as part of their declaration.
If required, further advice
should be sought from the Monitoring Officer in advance of the meeting.
There were no declarations of interest to report.
of town or parish councils and members of the public who live, work, or
represent an organisation within the Dorset Council area are welcome to submit up
to two questions or two statements for each meeting. Alternatively, you
could submit one question and one statement for each meeting.
submissions must be emailed in full to email@example.com by
8.30am on Friday, 20 January 2023.
submitting your question(s) and/or statement(s) please note that:
more than three minutes will be allowed for any one question or statement to be
question may include a short pre-amble to set the context and this will be
included within the three-minute period.
note that sub divided questions count towards your total of two.
submitting a question please indicate who the question is for (e.g. the name of
the committee or Portfolio Holder).
your name, address and contact details. Only your name will be published
but we may need your other details to contact you about your question or
statement in advance of the meeting.
and statements received in line with the council’s rules for public
participation will be published as a supplement to the agenda.
questions, statements and responses will be published in full within the
minutes of the meeting.
Council Constitution Procedure Rule 9
There was no public participation.
Improving Fairfield Road Travel Safety
The Principle Transport Planner to report.
Transport Planner delivered a report on the proposed works for improving the
road safety of Fairfield Road.
Members were informed
that Fairfield Road formed the signed pedestrian route between the railway
stations, and was an important pedestrian link in the town, but no footways
exist. This made it unfit for current use. The need for a safer road had arisen
after a series of incidents along the road, including three pedestrian
injuries, - two of them serious - in the last 5 years. This was due to the poor
layout of the road and junction, with all three injuries a result of vehicles
turning out of Fairfield Road. As a result, Dorset Council’s Highways had
recently received funding from central Government’s Active Travel Fund to help
improve conditions for road and travel safety.
Transport Planner informed the committee of several possible options that were
being considered to improve the safety of the road.
creation of a footpath next to the road.
potential addition of ‘Keep Clear’ markings at the Maumbury
Road/Fairfield Road junction, to make it easier to turn at busy times.
pedestrianisation of the area, through the use of park benches, planters and
installation of removable bollards to control access to the road.
It was hoped that
the timescale for completion of the intended works would be before the school
summer holidays, however if this was not possible then works would be delayed
until later in the year, to minimise disruption to the area.
In response to a
question regarding the new route that drivers would have to take, the Principal
Transport Planner explained that initially there would likely be some confusion
for drivers, who were used to using Fairfield Road, however there was
significant public interest in the scheme as it would benefit pedestrians and
the additional traffic diverted onto Upper Fairfield Road would be negligible.
supportive of the scheme and recognised the need for an improvement in the
safety of the area, in particular they supported the additional amenities of
benches and planters, as this would make the area more attractive for pedestrians
and improve the shopper experience for market users.
unanimously supported the proposal of this work as a benefit to public safety
and for the purpose of the improvement of the market. Members looked forward to
the launching of the public consultation process.
Market Activities and Progress
To receive an update on Dorchester Market activities and any progress being made.
The Head of
Community and Public Protection delivered a report, providing an update on the
market activities and progress to date.
Following a site
visit on 23 November 2022, issues with infrastructure on the site had been
noted and the market operator had been made aware of the unauthorised storage
acknowledged that the current market lease would end in 2026 and progress now
needed to be made in respect of the procurement process and tender for the next
The Head of
Community and Public Protection also informed the Panel of research being
undertaken to look into other companies, who ran markets nationally, and
offered members the possibility of presentations on how they operated markets.
It was agreed that a task & finish group would be established, proportional
to the Panel’s membership, to start procurement preparations. The Town Clerk
and the Head of Community and Public Protection would prepare a set of terms of
reference for the group.
Officer and Area Planning Lead Officer had recently been contacted by the
Panel’s Lawyer and they had both expressed an interest in working on restoring
the Linney’s and improving the market site in
received an update on the Cornhill market site, noting that a meeting had been
arranged with the market co-ordinator to discuss the recent fall in business
levels and how the councils could support the co-ordinator going forward.
Proposed by Cllr
Kent-Ledger and seconded by Cllr Jones.
Decision: That a
task & finish group be established to progress the procurement of a new
market operator, with the membership of the group to be determined by the
Chairman and Vice-Chairman of the Panel.
To consider a report from the Senior Account for Place.
Accountant for Place delivered a report on the financial out-turn projection for
2022/23. He noted that in regard to expenditure, there was only a slight
overspend compared to the expected figures, this was largely due to an increase
in general utility costs.
In terms of income,
the forecasted projections were lower than anticipated, however only the
accounts for the first quarter had been received to date, so the rest of the
year’s accounts had been extrapolated from the data available. While the
Cornhill accounts were showing a forecasted deficit of approximately £13,000,
this was largely due to an agreed rental reduction with the operator. Other
income sources, including from the café and car parking, were set to be as
Accountant for Place also delivered a report on the proposed budget for
2023/24, noting a slight increase in the budget’s expenditures compared to
2022/23, due to following Dorset Council’s recommended action to freeze all
budget lines other than utilities. In terms of income, there was also a slight
increase, due to following Dorset Council’s recommended 5% uplift on fees and
charges. While there was a healthy repairs and maintenance reserve available.
Proposed by Cllr
Kent-Ledger and seconded by Cllr Ireland.
Decision: That the
current projected outturn position for 2022/23 be noted and the 2023/24 budget
proposal be approved.
Post meeting note:
The 2023/24 income budget in relation to the Cornhill Market was amended (The
Head of Community and Public Protection confirmed that the reduced rent had
been agreed and covered a period of 2 financial years). The amended budget
setting document was attached as an appendix to these minutes.
Car Boot Sale Fund
The Dorchester Town Council Clerk to report.
The Dorchester Town
Clerk delivered an update on the car boot sale fund, noting that there were 21
successful applicants to the fund and a total of £23,250 had been awarded in
grants. Members were also informed that there was an 83% success rate out of
the organisations, who applied for a grant.
In response to a concern raised by a member, the Dorchester Town Clerk assured the Panel that the reason for the rejected applications was largely due to those organisations being located outside of the funding area or not being an eligible charity, rather than for failing to complete the paperwork correctly.
To consider any items of
business which the Chairman 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 recorded in the minutes.
There were no urgent items.
To move the exclusion of the press and the public
for the following item in view of the likely disclosure of exempt information within
the meaning of paragraph 3 of schedule 12 A to the Local Government Act 1972
There are no scheduled exempt items to report.
There was no exempt business.