Agenda and draft minutes

Place and Resources Overview Committee
Tuesday, 1st June, 2021 10.00 am

Venue: In accordance with the decision taken by Full Council on 4 May 2021, this informal meeting will take place virtually.

Contact: Lindsey Watson  01305 252209 / Email: lindsey.watson@dorsetcouncil.gov.uk

Media

Items
No. Item

1.

Declarations of interest

To disclose any pecuniary, other registerable or personal interest 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.

Minutes:

There were no declarations of interest.

2.

Chairman's Update

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

Minutes:

The Chairman made the following statement:

 

At the Annual Meeting of Council on 4 May 2021 it was agreed that all council meetings that are not executive in nature, will continue to be held virtually from 7 May 2021 until such time as social distancing requirements are removed (currently scheduled to be lifted on 21 June 2021).  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.  Recommendations to Cabinet will also be confirmed under the relevant officer delegated authority.

3.

Public Participation

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 councillor 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 Tuesday 25 May 2021.

Minutes:

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

4.

Questions from Members

To receive questions submitted by councillors. The deadline for receipt of questions is 8.30am on Tuesday 25 May 2021.

Minutes:

There were no questions from councillors.

5.

Immobilisation and Removal of Vehicles Parked in Contravention of On-Street and Off-Street Parking Places pdf icon PDF 69 KB

To consider a report of the Head of Highways.

Additional documents:

Minutes:

The committee considered a report of the Head of Highways which sought support for the approach for the removal of vehicles parked in contravention of on-street and off-street parking regulations.  The approach would be formally agreed by the Portfolio Holder for Highways, Travel and Environment and the policy added to the council’s Policy Library.

 

The committee discussed the issues arising from the report and points were noted in the following areas:

 

·            Contracts were in place with a third party for the removal of vehicles

·            Associated costs in this area.  The council was lobbying the Department for Transport over the level of fees

·            The timescales for removing vehicles

·            Detail of the operation plan for summer 2021 and work being undertaken across council services and with external agencies

·            Suggestion that associated costs could be included as an appendix to the policy to allow flexibility

·            The need to widely publicise the provisions

·            Minor amendments to the policy could be made by the portfolio holder

·            It was not expected to use the provisions frequently but recognised that it should act as a deterrent

·            Other systems were in place for inappropriate parking.

 

It was proposed by L Fry seconded by A Starr

 

‘Minded to’ Decision

 

That the Place and Resources Overview Committee support the approach outlined to remove vehicles parked in contravention of on-street and off-street parking regulations.

 

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.

6.

Asset Transfer Policy pdf icon PDF 83 KB

To consider a report of the Corporate Director for Property and Assets.

 

The report included on the agenda is the report to be presented to Cabinet on 22 June 2021.  The committee are invited to review the report and provide comments to Cabinet.

Additional documents:

Minutes:

The committee considered the report to be presented to Cabinet in respect of the ‘Asset Transfer Policy’.  The committee were invited to raise any comments for consideration by Cabinet.

 

Councillors discussed the contents of the report and points were raised in the following areas:

 

·            Recognition of the key role of ward councillors and town and parish councillors who should be notified and be part of the process

·            Ward councillors should be notified at the start of all policy processes as a default position

·            The policies should clearly refer to ward councillors as well as town and parish councillors

·            Local communities should be automatically given first refusal to bid on an asset

·            Discussion on the out of scope transfer process

·            Need to make it clear that there was no obligation for an organisation to take on an asset

·            Dorset Association of Parish and Town Councils would be consulted before the report was discussed by Cabinet

·            Work currently underway to create an asset list

·            Highlighting of issues around listed buildings and surveys required.

 

‘Minded to’ Recommendation to Cabinet

 

That Cabinet: -

 

1.         Agree the Asset Transfer Policy relating to the transfer of Council owned property assets of both Low and High Value to Town & Parish Councils together with Voluntary and Community based (third sector) organisations as attached to the report at Appendices 1 & 2.

2.         Delegate to the Portfolio Holder for Economic Growth, Assets and Property and the Portfolio Holder for Customer Services & Communities when acting in agreement with each other the authority for determining and approving all such transfers

 

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.  He also noted the comments that had been raised by the committee for forwarding to Cabinet.

 

7.

Street Naming and Numbering Policy pdf icon PDF 54 KB

To consider a report of the Business Solutions Analyst.

Additional documents:

Minutes:

The committee received and considered a report of the Business Solutions Analyst which asked the committee to recommend the Street Naming and Numbering Policy to Cabinet for adoption.

 

The committee considered the proposed policy and made comments in the following areas:

 

·            The use of street numbers was welcomed for use by the emergency services for locating properties

·            Discussion around the correct use of the suffix ‘Way’.  This would be clarified following the meeting

·            Recognition that in exceptional circumstances it would be appropriate to use a less formal suffix.  It was agreed that paragraph 5.6 of the report could be amended to include, ‘where a street name ends with a suffix’.

 

‘Minded to’ Recommendation to Cabinet

 

That Cabinet adopt the proposed Street Naming and Numbering Policy.

 

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.

8.

Weymouth Harbour and Esplanade Flood and Coastal Risk Management Strategic Outline Case pdf icon PDF 114 KB

To consider a report of the Service Manager – Major Projects.

Additional documents:

Minutes:

The committee received a report of the Service Manager – Major Projects, with regard to the Weymouth Harbour and Esplanade Flood and Coastal Risk Management Strategic Outline Case, which would be considered by Cabinet on 22 June 2021.

 

The Chairman referred to the documents that had been included with the report and noted that initial costs had been set out, a risk register included and that the report highlighted the next steps and associated funding issues.

 

The committee had no further comments to add.

 

‘Minded to’ decision

 

The Place and Resources Overview Committee have reviewed the paper due to be considered by Cabinet on 22 June 2021 and have no further comments to add.

 

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

9.

Management of Council Owned Trees pdf icon PDF 59 KB

To consider a report of the Service Manager for Coast and Greenspace.

Additional documents:

Minutes:

Councillors considered a report of the Coast and Greenspace Manager with regard to the council’s proposed approach for the management of council owned trees.

 

The committee considered the issues arising from the report and points were raised in the following areas:

 

·            Permanent funding for an additional tree inspector would be considered as part of the 2022/23 budget setting process

·            Links to climate change work being undertaken by the council

·            Responsibility for pruning or cutting down trees where they were making contact with electricity power lines would be the responsibility of the utility company – need to be clear where people go to get information as to who is responsible for trees in different circumstances

·            The policy was in relation to council owned trees on council owned land.

 

It was proposed by S Jespersen seconded by A Starr

 

‘Minded to Recommendation to Cabinet

 

That Cabinet consider and approve the contents of the Draft Management of Council Owned Trees Policy.

 

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.

10.

Place and Resources Overview Committee Forward Plan pdf icon PDF 98 KB

To review the Place and Resources Overview Committee Forward Plan.

 

To review the Cabinet Forward Plan.

Additional documents:

Minutes:

Councillors reviewed the committee’s forward plan and noted items for the next meeting on 31 August 2021.  In addition for the next meeting, the Chairman noted that he would like the committee to review the council’s procurement policy, particularly in light of the council’s climate change work.  He also reported that he had asked the Highways Team to bring forward further policies for review.

 

A discussion was held in respect of issues around charging of electric vehicles and the Portfolio Holder for Highways, Travel and Environment agreed to take the point away for further consideration and report back.

11.

Urgent items

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.

Minutes:

There were no urgent items.

12.

Exempt Business

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.

Minutes:

There was no exempt business.