Agenda and minutes

L Fry (Vice-chairman) in the Chair.

The Chairman noted changes that had been made to the membership of the committee.  The former Chairman, D Turner, was no longer a member of the committee and T Coombs had now joined the membership of the committee.

The Chairman provided the following statement:

‘In the light of the situation with Covid-19 case rates, Dorset Council's Chief Executive - Matt Prosser has exercised his delegated powers to continue to hold virtual informal committee meetings.

Where a decision is required, committee members will express a ‘minded to’ decision in respect of recommendations set out in officer reports, with decisions being taken under officer delegated authority in the light of ‘minded to’ decisions expressed by members in the virtual meetings.  Any decisions or recommendations required will be confirmed by the appropriate officer at the conclusion of the committee’s debate on an agenda item.’

The Chairman noted that the committee needed to appoint a Vice-chairman for the meeting.  It was proposed by T Coombs seconded by S Jespersen that C Jones be elected Vice-chairman for the meeting.  This was supported by the committee.

To disclose any pecuniary, other registrable or non-registrable interests as set out in the adopted Code of Conduct. In making their declaration 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 receive any updates from the Chairman of the Place and Resources Overview Committee.

L Fry expressed his thanks to D Turner for his former work as Chairman of the committee.

In addition, he noted that an item on guidance associated with 20mph speed limit approach, would be brought to the committee in the New Year.  He noted that the officer involved in this work, Michael Potter, had now left the council, and wished him well for the future.

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

Public speaking has been suspended for virtual committee meetings during the Covid-19 crisis and public participation will be dealt with through written submissions only.

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to two questions or a statement of up to a maximum of 450 words.  All submissions must be sent electronically to lindsey.watson@dorsetcouncil.gov.uk by the deadline set out below.  When submitting a question please indicate who the question is for and include your name, address and contact details.  Questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda.

Questions will be read out by an officer of the council and a response given by the appropriate Portfolio Holder or officer at the meeting.  All questions, statements and responses will be published in full within the minutes of the meeting.  The deadline for submission of the full text of a question or statement is 8.30am on Wednesday 13 October 2021.

A question had been submitted from a member of the public.  A copy of the question read out at the meeting and the response provided, is set out at Appendix 1.

In addition, a statement had been received from a member of the public and this had been published as a supplement to the agenda for the meeting.  This is also included in Appendix 1 for information.

To receive questions submitted by councillors. The deadline for receipt of questions is 8.30am on Wednesday 13 October 2021

There were no questions submitted by councillors.

To consider a report of the Service Manager for Licensing and Community Safety Operations and to provide comments to the Licensing Committee.

The committee received and considered a report of the Service Manager for Licensing and Community Safety Operations which set out the draft Taxi Licensing Policy for Dorset Council.  The draft policy had been considered by the Licensing Committee and published in draft format for a period of public consultation.  The Place and Resources Overview Committee was invited to consider the draft policy and provide any comments to the Licensing Committee to be held on 17 November 2021.

Councillors considered the draft policy and comments were made in the following areas:

·            Welcoming of zoning measures in place in Weymouth

·            Issues around advertising – there was support for further work to be undertaken in respect of advertising on taxis

·            Clarification of DBS requirements

·            It was noted that when fees and charges were set, there would be a concession for fully electric vehicles

·            There was a request for further work to be undertaken in respect of the requirement for and use of dash cameras on taxis – this could be considered by the Licensing Committee

·            Options for the provision of and content of receipts was to be reviewed

·            A link to an online facility for recording lost property could be included on the relevant Dorset Council web page.

Having reviewed the draft Taxi Licensing Policy, the Place and Resources Overview Committee provided the comments as set out above to the Licensing Committee.

The Executive Director of Place confirmed that the points raised would be taken forward to the Licensing Committee.

To consider a report of the Contracts Team Leader.

The committee received a report of the Contracts Team Leader which provided an update of the Dorset Council policy to manage the types of vehicles which could access household recycling centres to deposit household waste.  The proposals had been subject to a period of public consultation and the proposed amendments were presented for consideration.

Councillors considered the issues arising from the report and during discussion, the following points were raised:

·            Clarification on what was meant by a ‘sole vehicle’

·            Further consideration as to whether a charge could be made for more than 12 visits a year

·            A further conversation could be held following the meeting as to how the council could support town and parish councils and other community groups with waste issues.  However, it was noted that the current position was that this waste was commercial in nature and Dorset Council could not subsidise the service.  A request was made for this position to be examined

·            A request made for guidance to be included in the policy for waste in connection with second homes used as holiday lets

·            A discussion around fly tipping would be welcomed

·            Links could be included on the Dorset Council website to provide useful information available in this area.

It was proposed by C Jones seconded by A Starr

‘Minded to’ Recommendation

That the Place and Resources Overview Committee have reviewed and acknowledged the results from the public consultation and support the following amendments to the permit scheme and recommend these to Cabinet:

1.    That sole vehicle visits are limited to 12 visits per year, this is currently unlimited. Sole vehicles are defined by the policy as vehicles which are the only vehicle belonging to a household, that is not sign written, not commercially registered and requires a permit. – see Infographic 1 in report.

2.    That weekend access for limited entry permits is allowed and increase visits to six per year. Limited entry permits are defined by the policy for where there is more than one vehicle belonging to a household or the vehicle is commercially registered, or sign written. Currently only three visits are permitted. - see infographic 1 in report

3.    That dual crew cab, ‘pick up’ type vehicles are added to in the ‘needs a permit’ list

4.    That an annual declaration for permit renewal is required rather than automatic renewal of all permits.

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ Recommendation to Cabinet, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

To consider a report of the Service Development Manager and to provide comments to the Portfolio Holder for Customer and Community Services.

The committee received a report of the Service Development Manager which set out a revised version of the Recycle for Dorset policy.  The committee was invited to make any comments on the revised policy to the Portfolio Holder for Customer and Community Services who would be taking a decision in respect of the revised policy.

Councillors considered the revised policy and points were raised in the following areas:

·            The position for a number of properties in the St Leonards and St Ives Ward was noted.  These issues were recognised and liaison would be undertaken with residents affected and reasonable adjustments made on a case by case basis

·            Provision for recycling and refuse facilities should be part of the planning process and taken into consideration by developers

·            Provision for the recycling of batteries was considered

·            Information on how items not collected by kerbside recycling could be dealt with, should be provided by the council.

It was proposed by S Jespersen seconded by C Jones

‘Minded to’ Decision

That the Place and Resources Overview Committee support the changes made to the revised version of the Recycle for Dorset policy (appendix 2 of the report);

That the Place and Resources Overview Committee support and provide comments as set out above, to be taken into consideration by the portfolio holder in their decision to approve the revised version of the policy.

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ decision, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

The Chairman announced that there would be a five minute adjournment at this point in the meeting.

To consider a report of the Infrastructure and Delivery Planning Manager.

The committee considered a report of the Infrastructure and Delivery Planning Manager which reviewed the implementation of the Community Infrastructure Levy (CIL) governance arrangements and set out proposed changes to the governance arrangements.  The arrangements had been considered at a meeting of the Place and Resources Scrutiny Committee on 13 July 2021 and the recommendations from the committee were included in the report.

Consideration was given to the proposed governance changes and discussion was held in the following areas:

·            The role of s106 legal agreements in North Dorset when a replacement charging schedule was implemented as scheduled to do so across Dorset Council in 2023

·            Recognition of the importance of delivering education infrastructure in Dorset and concern that no proposals had been forthcoming in round 1.  Discussions had been held with representatives of Children’s Services and proposals were expected to be received within round 2 of funding

·            A question was raised as to whether direct contact should be made with schools in respect of this.  The Children’s Services team would be able to manage the delivery of strategic improvements coordinating which schools as necessary

·            Further engagement would be held with the emergency services as part of round 2 spend

·            Recognition of the role that councillors could play at an earlier stage of discussions on CIL spend

·            How best to involve communities including working with town and parish councils and other local partners where appropriate.

It was proposed by C Jones seconded by A Starr

‘Minded to’ Recommendation

That the proposed changes to the governance arrangements as set out in the report, including the ‘minded to’ recommendations from Place & Resources Scrutiny Committee 13^th July 2021, be approved.

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ Recommendation to Cabinet, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

To consider a report of the Strategic Parking Project Manager.

The committee received and considered a report of the Strategic Parking Project Manager which set out the details and recommendations of the phase 2 parking charges transformation project.

The Portfolio Holder for Highways, Travel and Environment introduced the report and thanked Councillor Cherry Brooks, former Lead Member for Highways, for her work in this area and also the Strategic Parking Project Manager for her work on the review.

The Strategic Parking Project Manager provided a presentation to the committee, which provided an overview of the report and recommendations.

Councillors considered the issues arising from the report and during discussion the following areas were covered:

·            In response to comments raised with regard to the ‘Pop and Shop’ and ‘Live, Work and Play’ permits, the Portfolio Holder indicated he was happy to talk to councillors about issues in their areas and to discuss further, points raised and make adjustments where appropriate

·            Further work was to be undertaken as part of phase 3 of the transformation project

·            The purpose of phase 2 was to harmonise arrangements across the Dorset Council area

·            The scale of charges was discussed and examples noted of arrangements for parking in other council areas

·            The situation with parking in Wimborne and Verwood were highlighted and further discussion could be held with ward councillors

·            The implementation date for the changes was yet to be confirmed

·            Payment arrangements and opportunities to move to a digital platform to allow for ease of payment were noted

·            Car parks had been included in the council’s asset management plan and areas such as improvement of standards and commercial opportunities would be considered as part of future phases

·            A review of arrangements for car parking in other areas had been undertaken and learning would continue to be taken from other councils

·            Links to the Local Transport Plan and Local Plan were noted

·            This was a living plan over a 5-year period

·            The Portfolio Holder indicated that the banding for Shaftesbury could be discussed with local councillors.

It was proposed by C Jones seconded by A Starr

‘Minded to’ Recommendation

That the following recommendations are supported:

1.         Align the day rate in the main tourist locations car parks during peak and low season

2.         Align charges in all other car parks (rural and town locations)

3.         Align on-street parking charges in areas that already have on-street pay & display

4.         Withdraw all current car park permits and introduce a long stay and short stay car park permit for residents and workers in the Dorset Council area.

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ Recommendation to Cabinet, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

To consider the following policies and provide comments to the Portfolio Holder for Highways, Travel and Environment:

·            Code of Practice for the classification of highway safety hazards and defects (Link to appendix 1 included in cover report)

·            Highways Inspectors’ Guidance Manual (appendix 2 appended to report)

The committee received a report of the Community Highway Manager which set out two highways policies which had been amended in line with the decision of the Highways and Transport Task and Finish Group.  The committee was invited to make any comments to the Portfolio Holder for Highways, Travel and Environment.

Councillors considered the issues arising from the report and comments were made in the following areas:

·            Issues around the maintenance of car parks was to be considered and a further report provided to councillors

·            A comment was made that Place Directorate budgets, including highways, should not be disproportionally cut as part of the forthcoming budget considerations

In accordance with the Constitution, at this point in the meeting it was proposed by C Jones seconded by S Jespersen that the meeting continue beyond 3 hours.  This was supported by the committee.

·            Discussions were ongoing in respect of a project to join up cycleways and bridleways

·            The processes for how the council responded to pot holes were discussed.  Information provided by the council in this area was being reviewed and discussion would be held with the Communications Team

·            Regular webinars on highways issues were held for councillors.

It was proposed by C Jones seconded by M Barron

‘Minded to’ Decision

That the Place and Resources Overview Committee support the following action, in line with the decision of the highways & transport task and finish group:

Adoption of the following revised and amended policies:

Code of Practice for the classification of highway safety hazards and defects

Highway inspectors’ guidance manual

The Executive Director of Place, having heard the debate, confirmed the ‘minded to’ decision, under delegated powers on behalf of the informal meeting of the Place and Resources Overview Committee.

To review the Place and Resources Overview Committee Forward Plan.

To review the Cabinet Forward Plan.

Councillors noted the committee’s forward plan and it was noted that an additional meeting of the committee had been scheduled for 10 November 2021, to consider reports on ‘Future Revenues and Benefits Service for Dorset Council’ and ‘Anti-social Behaviour Public Spaces Protection Orders’.

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 x of schedule 12 A to the Local Government Act 1972 (as amended).

The public and the press will be asked to leave the meeting whilst the item of business is considered.

There is no exempt business.

There was no exempt business.

Agenda item 4 - Public Participation

Question from Robert Rodway

Re. Agenda item 10. Phase 2 Parking Charges Transformation Project.

“The existing residents parking permit for Wimborne Town Centre will increase from £80 to £260 under this proposal (report item 9.1(c)ii).  As only 17% of respondents support this increase and the two most repeated comments were that parking charges were too high and permits should be kept affordable, may I ask the report authors to please provide the evidence to support their claim that this is what residents have asked for?”

Response from Portfolio Holder for Highways, Travel and Environment

The comments referred to in the question relate to the charging strategy which spans the entire Dorset Council area, so cannot be used to refer to Wimborne only. 

At the moment, our residents car park permits across the county range in price from £95 to £430, and the terms and conditions vary greatly. This is inconsistent, unfair for residents and needed addressing.

A number of options were discussed during the decision-making period, but it was decided that the fairest option was to give all residents the same long stay permit that enables them to use Dorset Council car parks for work, medical appointments, shopping and other activities. In the long run this would be cheaper than paying on an hourly rate.

We appreciate that some people will see an increase in their permit price, conversely others will see a decrease in their permit price. The alternative was to keep everything as it is, with some people paying over four times more than others depending on where they live in Dorset. This option did not fulfil our pledge to have a fair and equitable scheme across our car parks.

It should also be noted that Dorset Council has no legal responsibility for providing parking for residents who do not have parking at their property, however as Dorset residents we also understand the difficulties the lack of parking can cause and so have tried to find a solution that works for everyone.

Statement from John Gatrell (Wimborne Residents Action Group)

I am writing on behalf of Wimborne town-centre residents. The recent review of parking fees across the County has led to a more than threefold increase in the fee for Wimborne residents who have an unavoidable need to use town-centre car parks – from £80.00 to £260.00.

I understand that papers supplied by Dorset Council to Wimborne Minster Town Council during the consultation process failed to indicate the likely impact of the changes on residents. Wimborne Minster Town Council discussed the changes during the consultation period and concluded that the charges would not adversely affect Wimborne residents.  At that time, this was a reasonable interpretation as the proposed increases were not included in that consultation. Indeed, they only became known once the opportunity to comment had ended. Lumping residents together with people who work in the town and who can either claim expenses from their employer or choose an alternative means of transport is blatantly unfair on those who live in the town, who pay council tax to Dorset Council and have a reasonable expectation of fairer treatment.

The proposal to increase the Residents Parking Permit from £80 to £260 cannot be described as fair to residents, as has been claimed by Councillor Bryan:

“We asked Dorset residents what they wanted from a new permit scheme, and we are proposing exactly what they have asked for...”. 

As the survey did not include even a hint of a proposed increase of 325%, his statement would appear overly optimistic at least.

For this reason, we believe that, to defend transparent governance, further consultation is sought on these specific changes or, alternatively, that the existing Residents Parking permit is retained, as a third option alongside the two new permits. We are therefore asking the Council to separate town-centre residents from the proposed “Live, work, play” permits, thus providing them with continued use of local car parks at a fee level which doesn’t penalise them for living in the centre of a town.