Agenda, decisions and draft minutes

West Dorset District Council Strategy Committee
Thursday, 7th February, 2019 2.15 pm

Venue: Committee Room A & B - SWH. View directions

Contact: Susan Dallison 01305 252216  Email: sdallison@dorset.gov.uk

Items
No. Item

61.

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 in which the member or other relevant person has a disclosable pecuniary or other 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 dispensation to speak and/or vote, withdraw from any consideration of the item where appropriate.  If the interest is non-pecuniary you may be able to stay in the room, take part and vote.

 

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

Minutes:

There were no declarations of interest.

62.

Minutes

To confirm the minutes of last meeting. (previously circulated)

 

Minutes:

The minutes of the meeting held on 13 December 2018 were confirmed and signed as a correct record.

63.

Forward Plan pdf icon PDF 105 KB

To receive the Forward Plan.

Minutes:

It was noted that there were currently no items on the Forward Plan for the Strategy Committee in March.  

64.

Forward Plan Shadow Executive Committee pdf icon PDF 111 KB

To receive the Shadow Executive Committee Forward Plan.

Minutes:

The Shadow Executive Committee Forward Plan was noted.

65.

Quarter 3 Business Review Report pdf icon PDF 72 KB

To consider a report by the Financial Performance Manager.

Additional documents:

Decision:

            Decision

 

            a) That the predicted outturn for the 2018/19 revenue and capital budgets be noted;

            b) That the KPI’s for each service for the period and any actions being taken be noted;

            c) That the Service Plan updates provided by Heads of Service / Corporate Managers be noted;

            d) That the high risks for each service area and any actions being taken be noted.

 

Minutes:

The committee received the quarter 3 business report that set out the council’s performance in respect of financial performance, key performance indicators, service plans and risks on a service by service basis. The Portfolio Holder, Cllr P Barrowcliff highlighted how well the departments had performed overall and that officers had been able to focus on service performance despite the disruption of preparations for Dorset Council.  The Chairman also welcomed the positive news that the costs of the council had been kept under control, that new homes were to be delivered and that there would be a master plan for Dorchester Town Centre development.   The Chairman also reported that the Dorset Waste Partnership had achieved an excellent figure of 71% for West Dorset as the percentage of household waste sent to re-use, recycling and composting.   

 

In response to a question from Cllr Hall regarding the number of working days to inform housing applicants of what supporting proofs were required, officers reported that the target of 9 days had not been met due to staff shortages but the situation was improving.  

 

Decision

 

a) That the predicted outturn for the 2018/19 revenue and capital budgets be noted;

b) That the KPI’s for each service for the period and any actions being taken be noted;

c) That the Service Plan updates provided by Heads of Service / Corporate Managers

     be noted;

d) That the high risks for each service area and any actions being taken be noted.

 

66.

Grant request from St Osmunds Middle School pdf icon PDF 74 KB

To consider a report by the Leisure Commissioning Manager.

Decision:

Decision

 

(a)       That the Committee approves a one-off grant of £15,000 to St Osmund’s Middle School to support the retention of community access to sports facilities;

 

(b)       That the Head of Economy Leisure & Tourism is given delegated authority to agree the terms of a grant agreement, to include details of community access arrangements, with St Osmund’s Middle School.

 

Minutes:

The Portfolio Holder, Cllr M Penfold introduced a report that sought approval of a one-off grant to support community access to its sports facilities.

 

Cllr M Rennie, speaking in her capacity as Chair of the 1610 Sports Centre Group explained that it would not be possible for 1610 to accommodate all of the community groups current using the St Osmund’s sports facilities, especially the tennis and badminton groups.  It was important to encourage residents to participate in sport and therefore she welcomed the use of the sports facilities at the St Osmund’s Middle School.  Cllr R Potter also recommended that the grant be approved as the badminton and tennis clubs were keen to continue to use the facilities at St Osmund’s and in the long term he hoped that the dance studio and netball court would become available. 

 

Decision (unanimous)

 

(a)       That the committee approves a one-off grant of £15,000 to St Osmund’s Middle School to support the retention of community access to sports facilities;

 

(b)       That the Head of Economy Leisure & Tourism is given delegated authority to agree the terms of a grant agreement, to include details of community access arrangements, with St Osmund’s Middle School.

 

67.

Request for grant and loan from Cam Vale Parish Council pdf icon PDF 73 KB

To consider a report by the Leisure Commissioning Manager.

Additional documents:

Decision:

Decision

 

(a)       That the Committee approves a one-off grant of £78,800 to Cam Vale Parish Council for the project to build a new community hall in Longburton subject to the project securing planning consent;

  

(b)       That the Committee approves a loan of £20,000 to Cam Vale Parish Council at Base Rate plus 1% to be repaid over a 10-year period, to assist with the project to build a new community hall in Longburton;

 

(c)       That the Head of Economy Leisure & Tourism be given delegated authority to agree the terms of a grant and loan agreement with the Cam Vale Parish Council as set out above.

 

 

Minutes:

The committee considered a request for funding from Cam Vale Parish Council for a one-off grant and a loan to support a project to build a new community hall in Longburton.  It was noted that village halls were an essential element of any community and were a greatly valued facility. 

 

Decision

 

(a)       That the committee approves a one-off grant of £78,800 to Cam Vale Parish Council for the project to build a new community hall in Longburton subject to the project securing planning consent;

 

(b)       That the committee approves a loan of £20,000 to Cam Vale Parish Council at Base Rate plus 1% to be repaid over a 10-year period, to assist with the project to build a new community hall in Longburton;

 

(c)       That the Head of Economy Leisure & Tourism be given delegated authority to agree the terms of a grant and loan agreement with the Cam Vale Parish Council as set out above.

 

 

68.

Allocation of grant to the Bridport Museums Trust pdf icon PDF 75 KB

To consider a report by the Leisure Commissioning Manager.

Decision:

Decision

 

(a)       That the Committee approves a grant of £25,000 to the Bridport Museum Trust (charity no. 1090327) to assist with the cost of specialist conservation works;

 

(b)       That a budget of £10,000 be allocated to enable the commissioning of a specialist building survey of the Coach House, Gundry Lane, Bridport.

 

Minutes:

The committee considered a report that put forward a request for funding from the Bridport Museum Trust for a one-off grant to assist with the specialist conservation work and also an allocation of a budget for a building survey.

 

Cllr Rickard explained that there was a significant issue with damp in the Coach House Stores and it had become apparent that the artefacts in long term storage had deteriorated and required specialist conservation in order to prevent further damage.  In the long term the Coach House Store was not a suitable building and Bridport Town Council was looking at other suitable venues for storage.  

 

The Chairman supported the recommendation in the report that a survey of the condition of the building be undertaken in order to gain an understanding of the situation; it was vital that the museum collection was well cared for in the future.

 

Decision

 

(a)       That the committee approves a grant of £25,000 to the Bridport Museum Trust (charity no. 1090327) to assist with the cost of specialist conservation works;

 

(b)       That a budget of £10,000 be allocated to enable the commissioning of a specialist building survey of the Coach House, Gundry Lane, Bridport.

 

69.

Allocation of grant to the Beaminster Town Council pdf icon PDF 72 KB

To consider a report by the Leisure Commissioning Manager.

Decision:

Decision

 

(a)       That the Committee approves a one-off grant of £60,000 to Beaminster Town Council for its project to build a skate park in Beaminster (planning reference WD/D/18/000282);

 

(b)       That the loan to Beaminster Town Council of £97,078 shall be repayable on 30th June 2019.

  

 

Minutes:

A request had been received for funding from Beaminster Town Council for a one-off grant to support a skate park project.

 

Cllr Barrowcliff reported that the town council had requested a 2-3 month extension to the repayment period for a loan of £97,078 from the district council. The loan had been given for the first phase of the project, a new play park at the Memorial Playing Field and the loan was due to be repaid by 31st March 2019.

 

Decision

 

(a)       That the committee approves a one-off grant of £60,000 to Beaminster Town Council for its project to build a skate park in Beaminster (planning reference WD/D/18/000282);

 

(b)       That the loan to Beaminster Town Council of £97,078 shall be repayable on 30th June 2019.

 

 

70.

Support for town centre improvements in Dorchester pdf icon PDF 73 KB

To consider a report by the Leisure Commissioning Manager.  

Additional documents:

Decision:

Decision

 

(a)       That the Committee approves a one-off grant of £90,000 to Dorchester Town Council to support the project to enhance the environment in the vicinity of the Town Pump, South Street, Dorchester;

 

(b)       That the Strategic Director be given delegated authority to agree the terms of a grant agreement with Dorchester Town Council as set out above.

 

 

(c)       That the one-off grant to Dorchester Town Council be approved subject to the commitment of £100,000 to the project by the town council.

 

Minutes:

Members considered a request from Dorchester Town Council for a one-off grant to

support environmental improvements in Dorchester town centre.    

 

Cllr D Taylor addressed the committee and expressed his support for the scheme, he asked the committee to approve the recommendations in order to enable environmental improvements to be made to the town centre.  Cllr R Potter reported that the town council had earmarked £100,000 in the budget, conditional upon the district council committing funding for the project. 

 

Decision

 

(a)       That the committee approves a one-off grant of £90,000 to Dorchester Town Council to support the project to enhance the environment in the vicinity of the Town Pump, South Street, Dorchester;

 

(b)       That the Strategic Director be given delegated authority to agree the terms of a grant agreement with Dorchester Town Council as set out above.

 

(c)       That the one-off grant to Dorchester Town Council be approved subject to the commitment of £100,000 to the project by the town council.

 

71.

Support for the development of a heritage tourism strategy for Dorchester pdf icon PDF 70 KB

To consider a report by the Leisure Commissioning Manager.

Additional documents:

Decision:

Decision

 

(a)       That the Committee approves a one-off grant of £50,000 to Dorchester Heritage Joint Committee to support the project to develop a heritage-based tourism strategy for Dorchester;

 

(b)       That the Strategic Director be given delegated authority to agree the terms of a grant agreement with Dorchester Heritage Joint Committee as set out above.

 

 

Minutes:

A request had been received from the Dorchester Heritage Joint Committee for a one-off grant to support the development of a heritage tourism strategy for Dorchester.

  

Cllr D Taylor  welcomed  the report and expressed his support for the project that would enhance both Dorchester and the wider area.  Cllr M Rennie also supported the request for funding, the approval of the one-off grant to the Heritage Joint Committee would be part of the district council ‘finishing well’ and leaving a legacy for the town.

 

Members of the committee discussed the report and agreed that Dorchester needed a strategy and that it was important to have a joined up approach to tourism; the work of the heritage committee was important.

   

The Leisure Commissioning Manager reported that the town council would be the accountable body for the funding and would be responsible for the recruitment of a consultant.  The Chairman asked that progress on this project be made as quickly as possible and asked for an update on the project to be provided by the town council.    

 

Decision

 

(a)       That the committee approves a one-off grant of £50,000 to Dorchester Heritage Joint Committee to support the project to develop a heritage-based tourism strategy for Dorchester;

 

(b)       That the Strategic Director be given delegated authority to agree the terms of a grant agreement with Dorchester Heritage Joint Committee as set out above.

 

 

72.

Annual report for Dorchester Sports Centre pdf icon PDF 86 KB

To consider a report by the Leisure Commissioning Manager.

Additional documents:

Decision:

Decision

 

(a)       That the committee notes the performance of the Dorchester Sports Centre and its operator, 1610 Ltd, in providing a service to the local community;

 

(b)       That the committee notes the resolution of building defects outstanding from the construction contract;

 

(c)       That the proposals by 1610 Ltd for changes to the fees and charges at the centre be approved.

 

Minutes:

The committee received and noted the annual report on the performance of the Dorchester Sports Centre and its operator 1610 Ltd.  

 

Decision

 

(a)       That the committee notes the performance of the Dorchester Sports Centre and its operator, 1610 Ltd, in providing a service to the local community;

 

(b)       That the committee notes the resolution of building defects outstanding from the construction contract;

 

(c)       That the proposals by 1610 Ltd for changes to the fees and charges at the centre be approved.

 

73.

Grant funding of Beaminster Public Convenience Project pdf icon PDF 75 KB

To consider a report by the Strategic Director.

Decision:

Decision

 

(a)       That the Committee approves the award of a grant of £70,000 to support the provision of a new public convenience at Beaminster;

 

(b)       That the Head of Assets and Infrastructure be given delegated authority to agree the terms of grant agreement with Beaminster Town Council as set out above.

 

Minutes:

Cllr M Penfold introduced a report on proposals for the allocation of funding to Beaminster Town Council, as part of a programme investing in a range of economic and community projects in market towns in West Dorset.

 

The Chairman reported that this was an opportunity to provide more up to date public convenience facilities in Beaminster and the opportunity to provide facilities closer to the main car park in the town.

 

Decision

 

(a)       That the committee approves the award of a grant of £70,000 to support the provision of a new public convenience at Beaminster;

 

(b)       That the Head of Assets and Infrastructure be given delegated authority to agree the terms of grant agreement with Beaminster Town Council as set out above.

 

74.

New Visual Arts Venue in Sherborne - Request for rights of access and a lease of parking spaces in Old Market Car Park pdf icon PDF 73 KB

To consider a report by the Estates Manager.

Additional documents:

Decision:

Decision

 

Deferred, awaiting further information.

Minutes:

The committee received a report that sought instructions to conclude negotiations to grant a licence for investigations and works, a lease of access rights and  lease of parking spaces in Old Market Car Park to the Sherborne Arts Trust.

 

Cllr P Shorland made representations to the committee, highlighting the loss of 16 car parking spaces with a net loss of revenue to the council of £10-11,000. Cllr Shorland felt that the Arts Trust should use the plot itself as a turning space and suggested that the committee should not support the proposal outlined in the report.      

   

Cllr M Hall felt that there was not enough detail within the report for the committee to make an informed decision.  Specifically the report did not provide any data or analysis on parking need and the effect of removing 16 spaces for deliveries in a car park where cars often queued for spaces. 

 

Members agreed that due to lack of information the report should be deferred.

 

Decision

 

Deferred, awaiting further information.

75.

Leasing of The Grove in Bridport pdf icon PDF 58 KB

To consider a report by the Estates Manager.

Decision:

Decision

 

That authority be delegated to the Head of Paid Service and the Strategic Director for Finance to grant a lease of The Grove in Bridport to Bridport Town Council on commercial terms with a provisio that the rent could be reduced by £5,000 per annum if the town council secure a subletting of a third of the floor area to a community user for the duration of their occupancy.

Minutes:

The committee considered a report seeking approval of a 30 year lease of The Grove in Bridport to Bridport Town Council.  A letter from Bridport Town Council had been received and was circulated to the committee for information, in response to the town council letter the recommendation contained within the report had been amended to reflect the options available to the committee on the preferred way forward.

 

Cllr D Rickard advised the committee that one of the options for the town council would be to use the space as a temporary home for the museum collection until a permanent solution could be found and the rest of space could be used for commercial uses.   

 

Cllr D Bussell expressed his support for the lease of The Grove  to the town council, if approved one third of the space would be allocated for community uses. In response to a question regarding negotiations on terms and conditions officers reported that discussions were initially based on full commercial terms  but there were no reasons why members could not consider the revised proposal put forward by the town council.  Cllr Bussell believed that the proposal offered an opportunity to transfer some services provided by the Coach House into The Grove building almost immediately, removing a potential problem from the new council  and welcomed a  reduction in rent by £5,000.

 

Members of the committee expressed their support for the community and voluntary sector in Bridport and agreed a reduction in rent on the basis that part of the building would be used for community/voluntary uses. 

 

Decision

 

That authority be delegated to the Head of Paid Service and the Strategic Director for Finance to grant a lease of The Grove in Bridport to Bridport Town Council on commercial terms with a proviso that the rent could be reduced by £5,000 per annum if the town council secure a subletting of a third of the floor area to a community user for the duration of their occupancy.

76.

Review on Dog Controls pdf icon PDF 78 KB

To consider a report by the Team Leader – Environmental Protection.

Additional documents:

Decision:

Decision

 

            That the following items should be included in the public consultation for the review of the PSPO (Dog Controls) to be commenced later in 2019:

·                Consideration of bespoke PSPO dog controls for individual areas

·                Requiring dogs to be kept on a lead in defined areas (e.g. defined areas of beach, etc.) when the excluding requirements are not in place (i.e. 01 October – 30 April)

·                Designating named streets – or a defined area – under the Road Traffic Act; this would have the effect of requiring dogs to be kept on a lead at all times on or adjacent to named roads or roads within a defined area

·                A review of relevant signage in respect of the PSPO controls

 

Minutes:

The committee received a report from the Overview and Scrutiny Committee regarding a review of dog controls following a number of complaints received regarding the behaviour of dogs on the Front Town Beach, Lyme Regis.

 

A public consultation exercise would take place later in the year as part of the normal review process for the Public Space Protection Order (Dog Controls) made in 2017.   Officers anticipated that a working group would be established to develop a public consultation exercise and responses would be put before members through the committee process of Dorset Council.

 

Members noted that the consultation exercise would be the responsibility of Dorset Council and therefore the Strategy Committee was being asked to endorse the recommendations set out in the report, inviting Dorset Council to take these into consideration.  

 

Decision

 

            That the committee endorses the recommendations of the Overview and Scrutiny Committee that the following items should be included in the public consultation for the review of the PSPO (Dog Controls) to be commenced later in 2019:

·                Consideration of bespoke PSPO dog controls for individual areas

·                Requiring dogs to be kept on a lead in defined areas (e.g. defined areas of beach, etc.) when the excluding requirements are not in place (i.e. 01 October – 30 April)

·                Designating named streets – or a defined area – under the Road Traffic Act; this would have the effect of requiring dogs to be kept on a lead at all times on or adjacent to named roads or roads within a defined area

·                A review of relevant signage in respect of the PSPO controls.

 

77.

Adoption of Dorset AONB Management Plan 2019-2024 pdf icon PDF 64 KB

To consider a report by the Corporate Manager, Planning (Community & Policy Development).

Additional documents:

Minutes:

The committee received a report on the revised Area of Outstanding Natural Beauty Management Plan.  The preparation and review of a Management Plan for each Area of Outstanding Natural Beauty was a statutory requirement for local authorities.   

 

Recommendation to Council

 

That the Dorset Area of Outstanding Natural Beauty Management Plan be adopted.

 

78.

Urgent items

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.

Minutes:

There were no items of urgent business.

79.

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

 

There are no exempt items to report.

Minutes:

There was not exempt business.