Agenda and minutes

To confirm the minutes of the meeting held on 7 June 2022.

The minutes of the meeting held on 7 June 2022 were confirmed as a correct record and signed by the Chairman.

To disclose any pecuniary, other registrable or non-registrable interests as set out in the adopted Code of Conduct. In making their disclosure 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.

A Alford declared an interest in respect of agenda item 8 (Redlands Community Sports Hub – Lease and Management Arrangements) as he had been a governor of Weymouth College and director of the Redlands Operating Company 10 years previously.  As such he would not take part in the debate or voting on the item.

To receive any updates from the Chairman of the Place and Resources Overview Committee.

There were no updates from the Chairman for the meeting.

Representatives 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.  

All submissions must be emailed in full to lindsey.watson@dorsetcouncil.gov.uk by 8.30am on 25 July 2022.   

When submitting your question(s) and/or statement(s) please note that: 

·         no more than three minutes will be allowed for any one question or statement to be asked/read  

·         a question may include a short pre-amble to set the context and this will be included within the three minute period 

·         please note that sub divided questions count towards your total of two 

·         when submitting a question please indicate who the question is for (e.g. the name of the committee or Portfolio Holder) 

·         Include 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. 

·         questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda 

·         all questions, statements and responses will be published in full within the minutes of the meeting.

Dorset Council Constitution Procedure Rule 9 

There were no questions or statements from members of the public or local organisations.

To receive questions submitted by councillors.  

Councillors can submit up to two valid questions at each meeting and sub divided questions count towards this total.   Questions and statements received will be published as a supplement to the agenda and all questions, statements and responses will be published in full within the minutes of the meeting. 

The submissions must be emailed in full to lindsey.watson@dorsetcouncil.gov.uk by 8.30am on 25 July 2022.

Dorset Council Constitution – Procedure Rule 13

There were no questions from councillors.

To consider a report of the Senior Archaeologist (Promotion and Liaison).

The committee received and considered a report of the Senior Archaeologist (Promotion and Liaison) regarding the adoption of a new policy related to permissions required for amateur archaeological work and metal detecting on Dorset Council land.

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

·            Use of the word ‘amateur’ in the policy as the view was expressed that this could be ambiguous as the policy applied to people with a wide range of archaeological experience.  Officers agreed to consider this following the meeting

·            It was suggested that some information around safeguarding should be included in the policy, due to the possible involvement of younger persons in these activities.  This would be considered by officers following the meeting

·            The arrangements for how found items were dealt with was discussed and comparisons made with the approach taken in the private sector and other organised archaeological activities

·            It was noted that the proposed policy did not cover work commissioned by Dorset Council as landowner for planning or land management purposes

·            The inclusion of highways verges as council owned land would be clarified within the policy and guidance to be produced

·            Following discussion with the council’s S151 officer, it had been agreed that charges would not be made for drawing up agreements in this area as the administrative burden would outweigh the benefits of providing access and guidance for all.  This would be kept under review.

Recommendation to Cabinet

That the Archaeological Fieldwork and Metal Detecting on Dorset Council Land Policy be adopted subject to Cabinet taking into consideration the suggestions made by the Place and Resources Overview Committee as follows:

·       Removal of the word ‘amateur’ from the policy

·       Including information around safeguarding issues

·       Clarification within the policy that highways verges are included as council owned land.

To consider a report of the Service Manager for Leisure Services and Corporate Director for Assets and Property.

Please note this report has 3 exempt appendices.

The committee considered a report of the Service Manager for Leisure Services and Corporate Director for Assets and Property, which set out the ongoing operational arrangements at the Redlands Community Sports Hub.

The Chairman noted that there were three exempt appendices associated with the report and that the committee would need to move into exempt business if councillors wished to discuss the contents of these.

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

·       Discussion held and support expressed for the proposed key holder model, where community users and volunteers took on more responsibility for the site operations.  It was noted that Active Dorset would provide support to local clubs and working with the national sport governing bodies, ensuring that issues such as health and safety, risk assessments and site security were covered

·       The importance of leisure provision from a health and wellbeing perspective was highlighted

·       It was important that the community sports hub facilities were well patronised in order to balance the financial income and outgoings in line with the Active Dorset business plan

·       It was suggested that the Place and Resources Scrutiny Committee review the arrangements at an appropriate time following the Cabinet decision, to see how the arrangement was working

·       The Executive Director of Place referred to the links with health and wellbeing and a suggestion from the Portfolio Holder for Culture, Customer and Community Services that a councillor webinar be held in this area, to include involvement from the Public Health Team.

Recommendation to Cabinet

1.          That the Corporate Director for Assets & Property be authorised to agree the terms of the schedule of surrender payments and timeline for Weymouth College to surrender the lease at Redlands Community Sports Hub.

2.          That the Corporate Director for Assets & Property be authorised to agree the terms to complete the early lease surrender with Weymouth College, agreeing the level of surrender payment and the grant of a new 30-year lease to Active Dorset for Redlands Community Sports Hub, with a break clause for either party at 5 years.

3.          That the Council agrees to insure and maintain the fabric of the buildings, boundary fencing, car parks, access roads and any other built infrastructure at Redlands Community Sports Hub for the period of the lease to the extent of maintaining a wind, watertight and accessible site.

4.          That The Council acknowledges the 8-year revenue forecast set out at Appendix 3 and agrees to provide cash flow support (if required) for the period of the initial business case and the 8-year revenue projections forecast to be built into the Dorset Council Medium Term Financial Plan.

5.          That the Place and Resources Scrutiny Committee be asked to undertake a review of the arrangements at an appropriate time.

To review the Place and Resources Overview Committee Forward Plan.

To review the Cabinet Forward Plan.

Councillors noted the committee’s forward plan.

A request was made for a briefing for local members ahead of the committee’s consideration of the item ‘New Household Recycling Centre for the eastern area of Dorset’, on 6 October 2022.

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 (as amended).

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

The committee did not go into exempt business at this meeting.

Exempt appendices associated with the report on ‘Redlands Community Sports Hub – Lease and Management Arrangements’.

The exempt appendices associated with the report ‘Redlands Community Sports Hub – Lease and Management Arrangements’ had been made available to members of the committee, however, the committee did not move into exempt business in order to discuss the information at the meeting.