Agenda and draft minutes

Shadow Weymouth Town Council
Thursday, 10th January, 2019 7.00 pm

Venue: Council Chamber - Weymouth & Portland Borough Council. View directions

No. Item


Code of Conduct

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 which the member or other relevant person has a disclosable pecuniary or disclosable interest.


Check that the interest has been notified to the Monitoring Officer (in writing) and entered 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 a dispensation to speak and/or vote, withdraw from any consideration of the item where appropriate.  If the interest in non-pecuniary you may be able to stay in the room, take part and vote.


For further advice please contact the Monitoring Officer in advance of the meeting.   


There were no declarations of interest.


Public Participation


The Chairman announced that although there was not an agenda item for public participation, he wanted to allow any members of the public who wanted to speak to be allowed to do so.


Mr Whatley felt that Weymouth had been let down by the Unitary and that there needed to be more pride and more income for Weymouth.  He asked if the resident parking permit scheme could be looked at with the possibility of season tickets for the Swannery car park in order to reduce the number of cars on the streets.


The Committee Chairman who was Brief holder for Transport and Infrastructure was aware of the comments and had a meeting with representatives from DCC the following week, he would pass the comments on.


Mr Barrow addressed the matter of the Southill play park and the Wellbeing Centre.  Why was the play area being transferred leasehold and why had the centre not been mentioned at all.   Could the 125 year lease be confirmed.


The Head of Assets and Infrastructure did  not see any reason why a 125 year lease could not be granted, but this would be subject to final agreement by both the new Weymouth Town Council and Dorset Council members.  The site was being transferred leasehold to protect the area for future development.


Mr Farn felt that the councils needed to be transparent and that Weymouth had been disadvantaged by getting the costs, while the Unitary received all the money making assets.



To approve the minutes of the previous meeting (previously circulated)


The minutes of the meeting held on 18 October 2018 were agreed and signed as a correct record.


Standing Orders and Financial Regulations pdf icon PDF 54 KB

To consider a report of the Town Clerk

Additional documents:


The Town Clerk presented the report detailing the proposed Standing Orders and Financial Regulations that the Town Council were required to adopt in order to ensure good governance and legal operation.  Both of the key policies were based on the National Association of Local Council’s (NALC) model Standing Orders and model Financial Regulations.  The documents reflected best practice and legal compliance.  The members were able to amend or change if they wished.


In response to the following queries;-

Item 1.13        Currently the Mayor or Chair of the meeting have the power to decide if the mover of the amendment has the right to reply.

Item 3.7          In the past the time limit for public speaking had always been 3 minutes.

Item 3.19        Was just one person required to ask for a recorded vote.


And would there be a maximum number of years that a chairman could chair   a committee without having to stand down.


The Town Clerk responded that there were no legal requirements and the standing orders would be within the gift of the Town Council to amend should they wish to.

Members were pleased to see in 12.1 that the minutes of previous meetings would be presented with the next agenda papers.


In relation to rules within the Borough Council whereby there were restrictions on what committee combinations councillors could sit on the Town Clerk was asked to look into this.


It was re-iterated amongst members that it would be up to the new Town Council to decide it’s own constitution and look at timings of meetings, rules around public questions and other procedural rules.


In response to a concern from the Chair of Planning Committee regarding 6.1.1.and the frequency of Planning meetings, the Town Clerk advised that it would be for members to take a view once they start sitting as to how often they felt meetings were needed.  The Chair of Planning Committee felt that this needed to be more robust.


Proposed by Cllr Reed, seconded by Cllr Brookes.




a.    That the Shadow Town Council recommends the draft Standing Orders for Weymouth Town Council to WPBC Full Council to approve.


b.    That the Shadow Town Council recommends the draft Financial Regulations for Weymouth Town Council to WPBC Full Council to approve.





Functions and Assets pdf icon PDF 39 KB

To set out the final proposals concerning the setting up of the Town Council. The reports details the main functions and associated assets that it is proposed to be transferred to the Town Council from 1 April 2019 as well as the 2019/20 proposed budget, incorporating additional services that Members have indicated would like to be provided.



Additional documents:


The Assistant Chief Executive presented the report which contained the proposals relating to the necessary operational assets that needed to be transferred to the Town Council in order to ensure it’s sustainability.  These proposals had been shared with all members through a number of briefings.  He explained that by law the successor to WPBC was the unitary and all assets would be passed to the new Dorset Council on 1st April 2019.  The assets listed in the report would be passed to the new Town Council to enable it to be a fully functioning organisation from day 1.


The members had many concerns regarding the crematorium and it’s operations team being split into two, with one team looking after the crematorium and the other looking after cemeteries. 


The Head of Financial Services explained that income relating to the crematorium had VAT implications and there were rules relating to the amount that could be re-claimed.  The Town Council could incur additional costs due to this and therefore it was financially beneficial for the Unitary Dorset Council to run the crematorium.  It was therefore proposed that the crematorium transfer to the new Dorset Council and the cemeteries transfer to the Town Council.


The members felt that the service was very efficiently run at the moment and splitting the operations team could make the service less efficient. 


The Head of Assets and Infrastructure suggested that the Head of Community Protection and the Head of Financial Services would be best placed to consider this and  members asked for some more detailed information to be circulated before Full Council meeting next week, including detailed figures of what the VAT amounts were and all associated costs.


In response to a request for a definitive answer on a 125 lease for Southill play area and the Wellbeing Centre, the Head of Assets and Infrastructure advised that the list before council members was indicative at this stage and was still work in progress. The Estates Surveyor advised that the proposed lease was for the play area only as the adjoining buildings, including the Wellbeing Centre, were proposed to be retained by the Unitary Authority.  He felt the area could be improved in the future and this was more likely to happen if it was all under the same ownership.  The Head of Assets and Infrastructure was asked to find out who owned the access road to the car park and back of shops.


It was noted that development in the area was likely in the future and it was essential to retain this play area and secure a 125 year lease.  The Head of Assets and Infrastructure advised that at this stage assets that were transferred to the Town Council had either been accounted for in it’s budget for or would be on a peppercorn rent.  Leases signed by both the new organisations would decide the finer details but at this stage the report was just for advice and guidance.



Members queried whether the asset list created  ...  view the full minutes text for item 12.


Urgent Business

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 business.


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


There is no exempt business


There was no exempt business.