Council Offices, Commercial Road, Weymouth, Dorset, DT4 8NG01305 239839 - office@weymouthtowncouncil.gov.uk

Councillors nominated to the Services Committee are hereby summoned to attend the following meeting. Please inform the Town Clerk if you are unable to attend.

NOTICE OF MEETING

MEETING: Services Committee MeetingDATE & TIME: Wednesday 16 September 2020 at 7.00pmPLACE: Council Offices, Commercial Road, Weymouth, DT4 8NG

This is a meeting in public, not a public meeting. Due to the current restrictions in place the Council is unable to meet in person and so will be meeting virtually. Members of the public can view the meeting live on the Council’s Facebook

page www.facebook.com/WeymouthWTCAnyone wishing to ask a public question should do so by email to

office@weymouthtowncouncil.gov.uk by 9am on the day prior to the meeting.

Agenda and papers are available at www.weymouthtowncouncil.gov.uk

J L Biscombe, FSLCC, CiLCATown Clerk 10 September 2020 ____________________________________________________________________________

Agenda1. Welcome by the Chair2. Apologies for Absence3. Declarations of Interest4. Minutes of the last meeting5. Councillor questions6. Public questions7. Town Centre Decorative and Christmas Lighting8. Highway Street Furniture9. Amendments to Allotment Tenancy Agreement10. Project Initiation Document - Relocation of WTC Nursery activities to Tumbledown11. Weymouth BID led Christmas Event12. Information Items

Service updates Tumbledown Farm Update Actions from previous meetings Forward Plan

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1. Welcome by the Chair

2. Apologies for Absence To approve apologies for absence.

3. Declarations of Interest To receive members declarations of interest in matters on the agenda.

4. Minutes of the last meetingTo agree the minutes of the last meeting as a true and accurate record.

Recommendation:Members agree the minutes and that they are duly signed as a true and accurate record.

5. Councillor Questions No questions have been received.

6. Public QuestionsMembers of the public are able to attend the virtual meeting to ask a questions but this must be pre-arranged with the meeting clerk via office@weymouthtowncouncil.gov.uk by 9am on the day prior to the meeting.

7. Town Centre Decorative and Christmas Lighting

Purpose of Report: To consider the introduction of additional decorative and Christmas lighting within the town centre and harbour areas.

Background:The Town Council is responsible for the management, maintenance, and operation of the town centre decorative lighting. The Council also undertakes the annual Christmas lighting installations in the town centre area.

During December 2019, Town Council officers and the Weymouth Business Improvement District (BID) were approached by a number of businesses along St Alban Street highlighting the lack of decorative illuminations particularly during the Christmas period. Additionally, representations were made by businesses on the south harbourside relating to the lack of Christmas decorations in the Trinity Road area.

As a result, a meeting was arranged between St Alban Street business owners, town council officers (Town Centre Manager and Senior Buildings Services Engineer), Dorset Council (Community Highways Team Leader) and the Weymouth BID (Chief Operating Officer) to discuss potential future options to improve the lighting.

Proposed improvements to decorative lighting:There is an opportunity to introduce decorative lighting at the following locations:

a) St Alban Streetb) Trinity Road (south harbourside)

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These opportunities are considered below.

a) St Alban Street St Alban street is currently adorned with bunting which zig zags down the thoroughfare and the proposal is to supplement this with decorative (necklace) lighting. At present there is a sizable contrast between the brightly lit main shopping centre to this underlit street. St Alban Street could, therefore, be lit in a similar way to the main shopping streets, by utilising festoon cabling fitted with white 1-watt LED lamps and these could be changed during the festive season to sparkling ‘seasonal’ lamps.

At the time of this report, an initial study has indicated that this installation is feasible and the BID has, therefore, commissioned an in-depth survey from a local electrical contractor in order to ascertain the cost and installation details.

The BID, subject to the agreement of its Board, may finance the installation of this lighting and arrange the legal agreements for the fixing of anchor points on various buildings along St Alban Street. The BID would also arrange for electricity services to power the installation. However, the BID is waiting for quotes from electrical contractors before considering whether or not to proceed with this proposal.

To date, the Town Council has provided technical advice on the specification for the lighting installation and, if the scheme progresses, the council’s role will be to oversee any installation works.

However, the Council has also been asked by the BID if it would be willing to take ownership of the infrastructure, once installed, and on-going responsibility for maintenance and repair of both the lighting installation and the anchor points. Based on the existing decorative lighting, the annual maintenance and repair could be met from the current town centre lighting budget.

Members are invited, therefore, to consider:

that the Town Council taking both ownership of any new lighting installation on St Albans Street, if gifted by the BID, and responsibility for its long-term maintenance and running costs;

making a one-off contribution of £1,500 to assist with the cost of the cables and lamps for the new installation given that the project is aligned to the council’s own aspiration to improve the town centre.

b) Trinity Road (south harbourside) The existing street lighting columns on Trinity Street are not designed to take the additional weight of festive lighting decorations and, if the council wanted to annually provide illuminated decorations in this area, then it would need to investigate opportunities for free-standing illuminated decorations in consultation with Dorset Council’s highways team and harbourmaster.

Members are invited, therefore, to consider instructing officers to develop and install illuminated decorations in the Trinity Road area for the forthcoming festive season on the condition that this can be achieved within existing budgets. It is also proposed that officers consult with both the council’s Tourism, Events, Arts & Festivals working group (TEAF) and the Town Centre Multi-Agency Management Board in order to seek input on designs and locations.

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Financial Implications:The council has a combined annual revenue budget for seafront and town centre lighting of £45,000 - of which £31,150 is specifically for town centre and Christmas lighting.

If the new decorative lighting proposed in this report is installed, then it is expected that all costs (including one-off cost for purchasing cables and lamps and on-going maintenance) can be accommodated within existing budgets. The extra maintenance, installation and running costs should be minimal but would depend on several factors, such as whether the installations would be in operation year-round or just for the Festive period. It is estimated that for the first two years the cost would be less £500 per annum and then c. £1000 per annum for years three to five.

Conclusion:The progression of the above lighting schemes provides the opportunity for the town council to work in partnership with the Weymouth BID and other agencies to improve the appearance of the town centre, particularly during the festive period, and thereby contribute to its economic prosperity. The schemes could also pave the way for improvements in other areas of the town currently not benefiting from decorative lighting.

Recommendations:That the Committee:

a) supports the progression of the lighting scheme for St Alban Street, in partnership with the Weymouth BID, as set out in the above report, within agreed budgets in order to enhance Weymouth town centre, particularly during the Christmas period;

b) agrees the allocation of £1,500 from the council’s lighting budget as a contribution towards the cost of installing new decorative lighting in St Alban Street;

c) agrees that the council takes ownership of any new decorative lighting scheme in St Alban Street once installed by the Weymouth BID;

d) instructs officers to progress the selection and installation of decorative Christmas lighting for Trinity Road within existing budgets in consultation with the Tourism, Events, Arts & Festivals working group and the Town Centre Multi-agency Management Board.

Impact Assessment:Equalities - The proposals would not affect the degree to which the streets are illuminated and will not, therefore, adversely affect the visually impaired.Environmental - Any new installations will comprise electrical equipment which is selected for a high level of energy efficiency.Crime and Disorder - The proposals will not have a detrimental impact on community safety.Financial - As set out in the above report, the proposed new illuminations can be installed, operated and maintained within existing budgets.Resources - Both the St Alban Street and Trinity Road proposals will place demands upon the time (perhaps 20-30 hours) of both the council’s part-time Senior Buildings Services Engineer and Town Centre Manager.

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Economic - Improvements to the attractiveness of parts of the town currently devoid of festive lighting should have a beneficial impact on footfall during the Christmas period and thereby assist local businesses.Risk Management - The introduction of additional decorative lighting in the town will help to highlight the council’s support for the local economy and its reputation as a local service provider. The partnership with the Weymouth BID also helps to emphasise the importance of local agency’s working together for the benefit of the town.

8. Highway Street Furniture

Purpose: To review the current management of street furniture, including public seating/benches and cycle stands, in Weymouth and to propose the transfer of responsibilities from Dorset Council to Weymouth Town Council.

Background:Following local government reorganisations in 2019, Dorset Council only acts to ensure that any bench/seat on the highway is safe and it won’t replace a bench due to lack of funds. If benches/seats on the highway (which includes most benches in Weymouth town centre) need replacing, then any new provision must be funded by a local organisation such as a town or parish council.

At present, there are no formal arrangements with Dorset Council whereby Weymouth Town Council will take responsibility for the management, maintenance and replacement of public benches / seating. The purpose of this report is, therefore, to brief members of the current nature of street seating provision in Weymouth and to assess both the financial implications and social benefit were the Town Council take on management responsibilities.

This report also considers the future management of bicycle parking but litter bins, railings and bollards are not within scope as Dorset Council will retain the management of these items.

It is understood that generally town and parish councils within the Dorset Council area own and maintain the benches that are in the highway.

Public realm infrastructure currently managed by the town council: The Town Council already has responsibility for seats/benches along the seafront and in parks and, as a result, has significant experience of managing street furniture. For example, council-managed seating along the Promenade comprises the following:

40 new free-standing benches made from recycled material. 54 remaining ‘flowerbed’ benches in the alcoves within flowerbeds, however these

are old and in need of replacing shortly probably with a new design. 31 stone benches (25 at Preston and 6 at the Moonscape).

These seafront assets, given their attractive location, are available to be ‘sponsored’ by the public, typically as a form of memorialisation, with a new/replacement bench costing c. £960.

Additionally, the Town Council is responsible for both the pedestrian finger-post signage in the town and the pedestrianisation gates / bollards in the town centre.

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Assets available for transfer from Dorset Council:In order to assess any decisions about future management, the Town Council has undertaken a rapid audit of public seating across the whole local authority area including public spaces/shopping areas in Littlemoor, Chapelhay and Wyke Regis. This work has identified between 100 and 120 benches each requiring different levels of maintenance. Having rapidly assessed their condition, in most cases these benches require cleaning, re-staining and painting but approximately 6 will need significant repair and replacement.

In addition, officers have identified other assets that Dorset Council may willing to transfer to more effective local ownership and management. Based on current information, these assets could include:

Secure bike store on Westham Bridge. Although Dorset Council have sold/allocated access fobs to several residents over recent years, it is apparent the store is now little used nor is its availability widely promoted. In general, this structure is in good condition.

Bike park stands (in various locations). No comprehensive survey of these has been undertaken but it is likely that many would benefit from repainting.

Further discussions will be required in order to produce a definitive list of cycle stands and more accurately assess the costs of bringing them all up to a good state of repair/decoration. However, the financial implications are likely to be minimal.

If it is agreed that the Town Council does take on responsibility for the management of these public realm assets, then it would be appropriate to enter into an agency agreement with Dorset Council setting out the scope of responsibilities and expectations.

In addition, it may be beneficial if this agency agreement empowers the Town Council to carry out other activities to improve the public realm assets for the benefit of our community. This won’t place any duties on the town council but would give it the authority to mow verges, clear gullies, clean signs and paint fencing where we feel that this would improve public spaces and is affordable.

Financial implications:Based on both the recent audit of public seating (189 separate units) and the council’s extensive experience of managing public realm assets, officers have estimated that an initial sum of £5,000 just for replacement of damaged benches and, thereafter, an estimated sum of £3,000 per annum. These costs can be met from the Town Centre maintenance budget of £20,000 p.a. however, where possible, the council should seek to offset the cost through income generated by memorialisation and sponsorship.

In addition to these repairs, there would be a two-year programme of improvement works to be undertaken primarily by the council’s Lengthsman supported by the Cleansing team.

It should be noted that the proposals outlined above would not include for the provision of additional seating/benches unless fully funding through external sources.

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The secure bike store on Westham Bridge has not incurred any costs over the last few years. However, any future annual maintenance or repair, envisaged to be minimal, could again be met from the Town Centre maintenance budget and/or undertaken by the Lengthsman.

Conclusion:By taking on the management of certain public realm assets, the town council can instigate a programme of repair, redecoration and on-going maintenance that is currently beyond the capacity and resources of Dorset Council. More specifically, the adoption of these assets would enable the town council to:

offer residents and visitors seating in and around Weymouth;  generate additional and new income through sponsorship/memorialisation; enhance the appearance and utility of the public realm; promote cycling and thereby contribute to tackling climate change.

This scheme would also prompt the council to produce a corporate approach to sponsorship and memorialisation of assets as part of the income generation work stream.

Recommendations:That Services Committee:

a) supports the adoption by Weymouth Town Council of public benches, seating and certain bicycle stands/storage as set out in the above report;

b) gives delegated authority to officers to sign an agency agreement from Dorset Council for both the transfer of these assets and empower the town council to undertake other activities on the highway in order to improve the public realm.

Impact Assessment:

Equalities – The provision of public seating is important to assisting those with mobility issues to travel and to enjoy the public realm.Environmental – The transfer of assets to the town council will result in improvements to the public realm and may help to promote cycling through the provision of enhanced parking/storage facilities.Crime and Disorder – A well maintained public realm can help to deter anti-social behaviour and contribute to a sense of community safety.Financial – The adoption of public realm assets will have financial implications for the council but it is considered that these can be accommodated within the Town Centre maintenance budget.Resources – In order to enhance and maintain the assets described in this report, the council’s Operations team will need to allocate staff time to initial refurbishment and then on-going inspection and maintenance. It is anticipated that much of this work will be incorporated into the work of the council’s Lengthsman with the support of the Cleansing team.Risk Management – By taking on more responsibilities, the council is incurring greater risks to its reputation if the standard of maintenance cannot be maintained. This would be particularly true if, in future, the council is unable to afford the cost of replacement. However, by taking on the management of these assets, the town council is better placed to ensure their retention and condition than Dorset Council. The formalising of these arrangements through an agency agreement between the two councils will help to manage risk.

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9. Amendments to Allotment Tenancy AgreementThe report seeks Councillor approval for the introduction of a new tenancy agreement for allotment garden tenants.

The report also provides an update on initiatives that are on-going to improve the quality of allotments.

BackgroundWeymouth Town Council directly manages eight allotment sites across the town. These sites are located at Barclay Road, Leamington Road, Rylands Lane, Wyke High Street, Longcroft Road, Quibo Lane, Rodwell Avenue and Abbotsbury Road. There are also sites on Gypsy Lane and St Martin’s Road, which the Council owns but are managed by Faircross and Green Lane Allotment Associations.

In September 2019 an officer was appointed to support the improvement of allotments for the first time in many years. The aim is to increase the number and range of users, promote greater sense of ownership by tenants and work in partnership to make the best use of the asset. This committee report seeks to continue these improvements.

New Tenancy AgreementThe proposed new agreement sets out the tenant’s and the council’s responsibilities and obligations in an easily understood format. A copy of the existing agreement is attached in Appendix 1, a copy of the proposed new agreement is attached in Appendix 2 for comparison. The principle changes are:

Co-worker Tenancy: Often more than one person or family member works the plot and we are now offering co-worker tenancies to reflect this. (Clause 3)

Catchment Area: To be eligible for an allotment you must live in a DT3 or DT4 postcode area and be a Weymouth Town Council precept payer or live within the town council area. If the Tenant moves to an area outside of the DT3 or DT4 postcode area their tenancy may be terminated. DT3 (Chickerell) and DT5 (Portland) residents will be considered for plots but these will only be offered if there are no Weymouth residents on the waiting list. Please note, existing DT3 (Chickerell) or DT5 (Portland) tenants will not be affected by the change to the new agreement. (Clause 6)

Administration Fee: A once off non-refundable administration fee of £30 shall be introduced to cover the administration of waiting lists, plot offers, processing payment and annual invoicing, dealing with matters on site and the issue and management of the tenancy agreement. (Clause 9)

Waste Materials & Pollutants: Over time tenants have brought various waste materials onto site and have used their allotments as a place to dump their rubbish.

In order to raise standards and improve sites, tenants are being instructed not to store the following materials on their plots (Clauses 29-31):

Carpet Rubble Glass*

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Refuse Hardcore* Plastic Materials*Tyres Bathtubs Timber Materials*Asbestos Metal Materials* Construction

Materials*Barbed or Razor Wire

Household Appliances

Nb. those materials asterisked can be used for the construction of polytunnels, greenhouses, cold frames, etc.

Bonfires: These can be a source of complaint with residents who live adjacent to sites and the guidance to tenants has been tightened and set dates to burn (1 October to 31 March) will be introduced. (Clauses 52-53)

Environment: Tenants are urged to use their best endeavours to garden organically and encourage biodiversity. The use of pesticides and insecticides must be kept to an absolute minimum and tenants are asked to practice water conservation techniques. (Clause 54)

Existing tenants will continue on their present tenancy until 31 December 2020, with the new agreement coming into force on 1 January 2021. For new tenants, it is proposed to introduce the new tenancy agreement with immediate effect. Phasing in the new agreement will help the transition from one agreement to the other and will spread the administration workload.

Introduction of an Administration FeeIt is proposed that a once off administration fee of £30 non-refundable will be charged for any new plots that are leased. It is common for Council’s to charge for allotment administration and the fees range from £15 to £60.

The fee will cover:

Administration of waiting lists, plot offers, dealing with matters on site and the issue and management of the tenancy agreement.

Processing payment and annual invoicing.

Pre-strim and clearance of inherited debris.

Any future price increases would be brought to Members for approval as part of the annual budget round.

Current ImprovementsThe allotments officer has introduced monthly inspections of all sites to ensure that existing tenants are maintaining their plot to at least three quarters cultivated. This ensures that if plots aren’t being cultivated that tenancies are terminated and new tenants sought. This not only keeps the waiting list low but also avoids plots being left uncultivated for long periods of time.

Improved access to the allotments officer. In all correspondence to tenants the direct line number, email address and working pattern of the allotments officer is provided.

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Introduction of new software. Colony is an app that assists in accurately recording and managing every aspect of allotment management, including invoicing, tenancy agreements and waiting list applications.

Combination locks have been introduced on all sites, except White Roughet on Barclay Road. Previously keys were issued to tenants free of charge; this new system has resulted in a slight financial saving.

The allotments web page has been updated and developed according to feedback from tenants.

Plot clearance has been a very successful measure introduced to retain new tenants. Overgrown plots with derelict sheds, etc. were offered to new tenants free of charge, however, the new plot clearance measure ensures a less daunting introduction into allotment gardening and, in turn, supports the retention of tenants.

Future ImprovementsWorking parties to improve hedgerows, footpaths, compost areas etc. at sites are being overseen by the allotments officer. This will help to create a sense of community at the site and will encourage much better social interaction.

Over a 5-year period, tenants at sites will be offered a one off opportunity to discard old greenhouses, derelict sheds, disused bath tubs, hardcore, glass, tyres, etc. in a skip that will be provided by the council. Following the opportunity of removal, our allotment officer will take photographs of every plot and at the end of the tenancy period any waste found on the plot will be the existing tenant’s responsibility to remove. The principle behind this is to improve maintenance standards and provide cleared and ready to work plots for potential tenants without the future need for plot clearance by the council.

FinancialThe change of tenancy agreement will have no immediate financial consequences apart from the introduction of a once off non-refundable administration fee of £30 per plot. This additional income will offset the increasing maintenance charges.

Any future improvements at the sites will be funded by existing budgets.

EqualitiesAllotments play a vital role in offering outdoor space that is not available to manypeople with low incomes who live in houses of multiple occupancy, flats or sharedaccommodation that have no gardens or outdoor space. This is especially relevantto adult physical and mental well-being.

Environmental ImpactAllotments play a big part in the fight to preserve our environment, especially in urban areas as they are important green spaces that need to be preserved. A variety of plants are grown on the sites, which contribute to the bio-diversity of the area and they also provide vital habitats for wildlife, birds and insects. Opportunities to conserve wildlife and to create and actively manage wildlife habitats on our sites will be included in any future plans.

Reputational Risk10

The allotments are high profile and very visible within the community and are a clear and practical indication of what the Council provides as a direct service for the community to use and enjoy. Currently most sites are in need of improvement with a number of plots covered in waste, such as old carpet, disused sheds/greenhouse, household appliances, etc. Complaints are increasing around bonfires from residents who live adjacent to the sites. The amendments to the tenancy agreement will have a positive reputational impact displaying very clearly the council’s desire to provide quality allotment sites.

Recommendations:The Services Committee is asked to consider the information detailed within this report and approve the following action:

To adopt the new terms and conditions as laid out in Appendix 2.

10.Project Initiation Document – Relocation of WTC Nursery Activities to Tumbledown

Proposer: Green & Clean Working Group / Cllr Graham Lambert

Members are asked to consider the Relocation of WTC Nursery activities to Tumbledown - Project initiation Document (PID):-

Project Initiation DocumentName/ Committee Green & Clean Working Group

Graham LambertDate3rd September 2020

Project Name Which service area/s or Committee/Working Group does this project come under?

RELOCATION OF WTC NURSERY ACTIVITIES TO TUMBLEDOWN

G&C WG: Services Committee

Description of project Closure of Lynch Lane Nursery and relocation of nursery and tree nursery activities to Tumbledown.This requires

(i) officers to carry out full costings on the proposed move, to produce a report which can be taken through the Committee system and

(ii) to then project manage the move.Project AimsWhat do you want the project to achieve? How does it support the Council’s Plan?

It will make year on year savings for WTC (most obviously through savings on Lynch Lane rent) and so contributing to Members’ wishes to keep the precept as low as possible.It will achieve Scope 1 carbon dioxide savings of 7 tonne and over 3 tonne of Scope 3 emissions through the replacement of the biomass boiler by renewables, thus making a major contribution towards the Net Zero goal agreed under the Climate & Ecological Emergency (CEE) motion.It will give an opportunity to reduce the quantity of annual plants grown and thrown away each year, to be replaced by perennials making a positive contribution towards our Ecological emergency response.It will widen the horticultural opportunities for some of the users of Tumbledown, so contributing to the financial sustainability of the Tumbledown project.

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Target CommunitiesWhat communities are targeted and what benefits will the project bring to them?

The project is an internal reorganisation which will result in financial savings and the potential to repurpose staffing. Any savings will benefit all precept payers. Target communities at Tumbledown will also benefit.

Research already completed. Please attach all research carried out so far.

A document “Making Greenspaces Green Part 1” has already been put to Officers and their response has been received. This document is available internally.

Evidence of needHow do you know the project is needed?

The net zero ambition of the council determines that we tackle our Scope 1 emissions from biomass. Financial savings are necessary wherever possible in the interests of precept payers.The following came in at number 6 in the members’ prioritisation exercise: “Transforming our parks, gardens and open spaces. A plan for the next 4 years with the aim of starting to implement this in the next financial year. This could involve modifying our planting policy and our nursery usage, and the way we operate and deploy resources.”

Cost of ProjectPlease detail all cost areas associated with this project. Please include actual costs if known. Please include revenue & capital and include estimate of Officer Hrs if you are able to.

Lynch Lane lease requirements will require researching in order to ascertain if there are any “making good” requirements on leaving.It is understood that the current Lynch Lane polytunnel is in a good state of repair and is suitable for movement to Tumbledown. There would be a one -off cost from polytunnel covering.There will be some land work required for the polytunnel site and some access work which should be able to be carried out “in-house” by POS staff.There will need to be investment in some form of heating unless horticultural practices can be modified. The best method would be to use solar power coupled with battery storage, which will enable maximum in-house use of the solar arrays planned for Tumbledown. Using our own solar generated power in this way will “count” towards our net zero aspirations. The costings for this will be tied in with the Tumbledown project.There will need to be close liaison with the Tumbledown Project Manager.The Officer hours involved in the initial planning phase will depend upon the research they carry out in order to enable the move.Officer hours for the actual move will be assessed during the planning

BenefitsPlease details all benefits including cost savings, efficiency savings

The contributions of the project towards the CEE have been mentioned.The cost savings will be year on year saving in rental payments.Alterations to planting regimes will free up staff time for other CEE activities

Who? Officer /CouncillorDo you have any suggestions for who might be part of the project team? And what role do you think they should take on?

Cllr Graham Lambert has been the lead Member on this project for G&C. Matt Ryan would be welcomed as he has worked on our climate and ecological response to date. Tara Williams will be welcomed as the Nursery is part of her responsibilities. Both officers – and no doubt others – have the skills to manage this project if time can be allocated to them.

Other Organisational Support We have the professional and organisational skills in house.

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Who do you think we need to work with or take advice from?

TimelineWhat is the length of the project work and when will the benefits be realised? Are there any time constraints?

It is important that this project is commenced immediately due to two time constraints:

1. Tumbledown ground plan needs to be agreed as soon as possible in order to get the project underway; WTC requirements for the new Nursery site – both for bedding plants and for trees - are therefore needed by the Tumbledown Project Officer as soon as possible.

2. Lynch Lane lease requirements control the timeline:by making use of the break clause due on 30th April 2022 rather than leaving the change till the 2024 end date will save £35k plus.

Members of G&C are confident that the 2022 deadline can be met with no detriment to the nursery service currently offered.

RisksAre there any risk associated with this project e.g. reputational risks for the Council or possible local sensitivities?

None

Is the project a quick win?I.E. does it meet all the following criteria?

a. Will cost less than £1,000b. All expenditure can be met from an

existing budgetc. Will take less than 5 hours of officer

time in total (including assessment, planning, working with partners, tendering/quotes etc)

d. Has the support of a Councillor and a member of SMT

e. Does not pose any significant reputational or other risk to the Council or partners

The project is not a quick win, but it is certainly a medium term win which can be completed within 20 months.

Other informationIs there any other information which you feel would help with the project assessment? Please include links to any best practise or similar projects.

Name of project research lead

Estimated date for initial assessment to be completed:

In accordance with the recently adopted Project assessment and progression policy a new project is required to have its PID approved by the relevant Committee. If approval is forthcoming from Committee, Officers will be tasked with carrying out a Project Plan (a document which lists the activities, tasks and resources required to complete the project and

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realise the business benefits). The Completed plan would be brought back to this Committee for consideration and if approved the Committee would recommend the inclusion of the project into the Councils development /action plan to Full Council.

Recommendation   That the Committee agrees to the production of the Project plan.

11. Weymouth BID led Christmas Event

Purpose: To present to members a proposal by Weymouth BID for a lighting projection project during the Christmas period and to consider an allocation of funds to assist the project.

Background:As part of its plans for events and activities within the town, the Weymouth Business Improvement District (BID) has developed proposals for a range of activities for the Christmas period. However, as a result of COVID-19 related restrictions, these activities need to be scaled back so as not to inhibit social distancing. However, there is still a desire to undertake projects that can safely attract visitors to the town centre in order to support the local economy.

One proposal that the BID has developed is for Christmas-themed light projections at four locations around the town which will provide a striking and innovative attraction but without the risk of creating crowds in any particular area (as would be the case with a major single event). This would take place over a four-week period in December 2020

The BID has approached the council, via the Tourism, Events, Arts & Festivals working group, with this proposal developed by the local company Light FX UK. The project will involve projections in four locations with each site experiencing 10 different large ‘visual looping effects’ projected on to buildings. In addition, there will be an art competition for local young people with the winning designs included in the projections.

The cost of the four-week project will be £39,077 and the BID is itself currently considering whether to provide any financial support. It has, therefore, approached the town council and invited it to provide partnership funding as part of a joint-effort to support local businesses during the festive period. Initial discussions with the BID have indicated that a contribution of up to 50% from the town council (c. £20,000) might enable the project to proceed if the BID decided to provide the rest of the funding needed.

The committee is invited, therefore, to consider supporting the project and making a recommendation to the Finance & Governance Committee for the allocation of funding of up to 50% of final project cost to a maximum of £20,000 to support this Christmas lighting projection scheme.

It should be noted that the town council provides traditional festive lighting within the town centre at a cost of £31,150 per annum. In addition, the council also purchases and installs the town centre Christmas tree at a cost of £900. The council is, therefore, already making a significant contribution to the festive illumination of the town.

Financial implications:

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If the council were to consider offering up to 50% partnership funding for this lighting projections project up to a maximum of £20,000 then the budget could be derived from the significant underspend on reserves allocated for VE and VJ celebrations (underspend totals £26,450). However, this decision would need to be taken to the Finance & Governance Committee.

Conclusion:The BID’s proposed festive lighting projects project is innovative although untested and may not prove to represent good value for money. However, given the Covid-related restrictions on more traditional events in the town centre (those that would restrict social distancing) there is perhaps a need for innovation in order to support local businesses in what is likely to be an extremely challenging trading period.

Recommendations:That Services Committee:

a) considers the request from the Weymouth BID for financial support equivalent to 50%, up to a maximum of £20,000, for its Christmas lighting projections project as detailed in the above report;

b) refers any recommendation of financial support for the Weymouth BID’s Christmas lighting projections project to the Finance & Governance Committee for consideration.

Impact Assessment:Equalities – The project outlined in this project would be freely accessible to all residents and would not pose any barriers to enjoyment by those on a low income.Environmental – The project would have minimal environmental impact although the council may wish to make any financial support conditional on compliance with the Tourism, Events, Arts & Festivals Policy’s green guidelines.Crime and Disorder – The project would need to complete all necessary risk assessments and ensure community safety.Financial – If the council were to support this project then the underspend in the reserves allocated for VE and VJ celebrations could be utilised but this would need to be a decision of the Finance & Governance Committee.Resources – Minimal officer time would be required to support the project.Risk Management – The proposed project is innovative and does, therefore, pose some reputational risk to the council if it were not to result in good value for money. It should also be noted that the BID management board has, itself, yet to commit to the project and provide any funding. Any offer of financial support from the town council may not, therefore, result in the project taking place. In terms of health and safety risks, the council would expect the event to undertake all necessary Covid-related risk assessments and implement any required mitigation measures.

12. Information items

Service UpdatesParks and Open Spaces:

Overview

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The Parks and Open Spaces team consists of 20 permanent staff; supplemented by an additional two in the summer. The team are responsible for the management and day to day delivery of parks, gardens, open spaces, cemeteries, play areas and allotments.

During lockdown three team members were housebound as either they or their partner were in the government’s stay at home and protect yourself highest risk category.

Parks and Open SpacesThroughout lockdown the Council’s parks and gardens remained open to the public and service delivery continued throughout.

The initial priority was to keep the team as safe as possible and a number of measures were put in place:

Additional PPE, antibacterial wipes and hand sanitiser were sourced. One vehicle per staff member was implemented. Tool sharing was ceased. Team working, where possible, was ceased. The use of communal mess facilities was ceased. A very flexible approach to working hours was implemented.

Grass cutting was carried out at a slightly slower pace as this service was secondary to grave digging and the emptying of litter bins.

Horticultural operations continued; at least one gardener was based at each site to keep general maintenance ticking over.

Monthly inspections of key sites were carried out and issues that were urgent/dangerous were attended to.

A range of posters and banners were placed in all our key open spaces to remind visitors to adhere to Government social distancing measures. 2m stencils are now painted on path networks at all entrance/exits into our key open spaces.

AllotmentsAll allotment sites remained opened during lockdown. No plot offers were carried out until shielding measures lifted and no site inspections were undertaken.

Requests for plots has risen drastically since lockdown.  Currently there are 165 people on the waiting list with 137 requests being made since March 2020. In July/August, 25 vacant plots were let and there are 3 vacant plots still to be filled across 2 sites. These plots are being offered to those residents at the top of the waiting lists.

Allotment inspections are being reinstated in September and tenants who haven’t worked their plots will be contacted. People on the waiting list will be emailed to confirm that they still require a plot now lockdown restrictions have lifted. The Council’s Allotments Officer will look into the opportunity of offering a plot share if waiting list numbers remain high.

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The nursery remained open and propagating continued throughout. All summer bedding plants were planted out in Greenhill and Sandsfoot Gardens in early June. All plants grown on for private sales were purchased regardless of lockdown.

CemeteriesCemeteries remained fully operational and have been functioning within the guidelines set by the Institute of Cemetery and Crematorium Management (ICCM).

From 25 March, as per Government guidelines, the council restricted attendance of burials to close relatives and friends to a maximum of 10 people, this excluded funeral director staff and officiant. This applied to all burials be it full, re-open or burial of ashes. The number has now risen to a maximum of 30 people at Weymouth and Melcombe Cemeteries and 20 people at Wyke Cemetery; social distancing measures still apply.

Two teams of two grave diggers continue to provide the grave digging service. New PPE was purchased for staff who carry out this work and they must continue to wear this for the foreseeable future. Sterilising measures of equipment and clothing are still in place.

Tree WorkDuring lockdown all routine non-essential tree work was suspended. The arborists only attended to emergency or dangerous tree work. Staff were re-deployed to undertake ride on mower and/or gardening duties.

The climate change strategy on tree planting has commenced. 128 tree whips were planted at Links Road and 75 tree whips at Wyke playing field. These are mainly native species. As of the end of July there has been an approximate 90% success rate.

34 standard trees (8-12cm diameter) were planted in various parks, gardens and open spaces as replacements for trees that had been felled in 2019. 1 donated tree was planted at Bowleaze.

So far this year, 25 trees have been felled due mainly to storm damage.

Play Areas and Outdoor FacilitiesBetween the 23 March and the 4 July, as per Government Guidelines, all play areas, skate parks, tennis courts, MUGAs and basketball courts were closed. During this period play areas and outdoor facilities were checked weekly and any sites/equipment found to have been re-opened by the public were immediately shut down or taped off. Grass cutting of the sites continued throughout.

Prior to re-opening on 4 July, the play areas underwent safety checks and new ‘Covid 19’ information signs have been placed on entry gates. The play areas are inspected and the equipment sanitised weekly.

Replacement play equipment due to general wear and tear is being installed in October 2020:Louviers Road play area – Spinner £2,124 Melcombe play area – Spinner £1,981Elm Close play area – City Trapeze Walk £3,374Lodmoor play area – Basket Swing £920

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Repairs to play equipment due to general wear and tear will be made in October 2020:Elm Close play area – Bird Tower £920Nothe Gardens – Bird Tower £760Nothe Gardens – Nature Trail (Spider and Deer) £598

Other Work

The Parks team submitted an application to the Urban Tree Challenge Fund to apply for a grant to create a woodland copse at Links Road open space. The grant will fund 320 tree whips, species include: Lime, Cherry, Hawthorn, Hazel, Mountain Ash, Alder, Sweet Chestnut, Tulip Tree and Maple. Agreement offers from the Forestry Commission are being made imminently.

Seven previously leased Citreon flatbed vans have been purchased at a cost of £49,950.

Four information boards have been fitted in Sandsfoot Castle following vandalism at a cost of £381.

Seven donated seats have been installed at the Nothe Gardens (x4), Bincleaves (x1) and Bowleaze (x2).

The seating bay in Sandsfoot Gardens has been raised and repaired following land slippage at a cost of £1,890.

Additional fencing panels in Sandsfoot Gardens were installed for health and safety reasons at a cost of £3,546.

Handrails fitted on steps in Sandsfoot Gardens for health and safety reasons at a cost of £2,581.

Re-wilding in areas of the cemeteries is underway. This year Weymouth, Melcombe and Wyke Cemeteries were awash with Oxeye Daisies, Primroses, Red Clover, Vetches, Cow Parsley, Ragged Robin and Alexanders, etc.

The Greenhill Gardens carpet bedding design commemorated the 80th anniversary of the Battle of Britain. 19,600 carpet bedding plants were used to create the design.

Bee Orchids have been discovered in two additional sites owned by Weymouth Town Council. The Bee Orchids are rare and are a protected species. The flower is very unique with pink petals and a brown centre, which looks like the body of a bee.

A trial not to use glyphosate has been carried out in the Nothe Gardens this year. Weeding has been carried out culturally, mechanically or not at all as some of the banks in the gardens are being left to re-wild.

Daffodils, Crocus, Bluebells and Wild Garlic bulbs/corms were planted last winter, mainly under trees, at the Nothe Gardens and this spring saw the success of the planting with a range of colourful flowers.

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100 herbaceous plants, grown on at the Council’s nursery, were planted at the Nothe Gardens. Unfortunately, there was only a 20% success rate primarily due to badgers.

New Seafront Beach Office and Toilets Update

Purpose: To provide members with an update on the resolution of defects at the new Beach Office and toilets.

Background:The project to create a new beach office, improved and additional toilet provision, and a catering kiosk from the old Beach Office was managed by Dorset Council and, following practical completion, the new building was handed to Weymouth Town Council on 5 th August 2020. At that point the 12-month Defects Liability Period commenced and the onus was on the client (Dorset Council) to highlight any latent defects or snags with the new building and its internal fixtures and fittings. During this period, it is the responsibility of the main contractor to address the defects at their own cost, although they are not liable for any problems arising from wear and tear or vandalism.

It should be noted that Dorset Council’s has the freehold ownership of the building, on its own land, but that it will form part of the long-term leasing arrangement with the town council for the seafront as a whole. At present, the town council is operating these assets via a service level agreement with Dorset Council.

As the client for the building contract is Dorset Council, all issues identified by town council staff are reported to colleagues at Dorset Council and they, in turn, instruct the main contractor to take action if the matter is a defect. To date, this process has worked very effectively and Dorset Council has identified a lead officer as the main point of contact for the town council. In addition, the main contractor has reacted promptly to all issues raised.

Current issues:The new facility has been now been operational since hand-over and has seen high levels of use (particularly the toilets) during the late August holiday period. This has enabled any snags / defects to be highlighted at an early stage.

The key issues that have arisen include loose toilet seat hinges and the jamming of flush mechanisms – the latter may be due to sand in the mechanism. In addition, amendments have been requested to enable more effective operation – specifically the installation of more ‘rodding eyes’ to allow for the unblocking of waste pipes.

The accessible toilet cubicles and the Changing Places facility (managed by Dorset Council) each have pull-cord alarms. At present, these will trigger an alarm in the upstairs beach manager’s office but signs have also been placed in each cubicle informing customers of the mobile phone number of the Cleansing team should a problem occur outside of Beach Office operating times. Ideally the alarms would be linked to a remote monitoring service that could contact council officers and thereby provide assistance. However, as the council does not yet have such a service in place, the interim arrangement will continue. It should be noted that the toilets are not open on a 24-hour basis and are only accessible when the Cleansing team are on duty.

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As the facilities continue to operate it is likely that further adjustments will be made to the building – some as a result of defects and others may be improvements. For example, there may be a need for improved lighting on the Promenade underneath the beach office and Dorset Council has agreed to address this issue. In addition, the red/green occupancy indicators on the cubicle door handles might need to be larger and this is something that the town council could consider improving in future years.

Finance:At present, the new facilities are operating within existing budgets and no additional costs have been incurred as the result of any defects or technical problems.

Conclusion:The new Beach Office and public toilets have become operational at the height of the holiday season and they have, therefore, provided invaluable facilities for both visitors and residents. The very high levels of use during the first few weeks of operation has helped to highlight ‘snags’ that need to be addressed. However, the excellent communication links between the town council, Dorset Council and the building contractor have enable the swift investigation of issues and problems.

Tumbledown Farm UpdateA verbal update will be provided at the meeting.

Actions from previous meetings

Date Who Action Status08/07/20 CS Data from previous events to be provided to this

Committee i.e. who attends specific events.Being actioned

08/07/20 CD Additional signage to open toilets to be displayed. Being actioned04/03/20 MR Investigate with DC Highways any air pollution

monitoring data from the traffic delays from the ongoing works by Wessex Water and respond directly to Cllr Lambert.

Information requested – DC not aware of monitoring data

04/03/20 MR Escalate the issue of fly-posting on car windscreens to the Corporate Director of DC.

Escalated

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Forward PlanWTC Forward Plan – this is not a definitive list and is subject to regular change.

Date Meeting Items for consideration16/09/20 Services Town Centre Decorative and Christmas Lighting

Highway Street Furniture Amendments to the Allotment Tenancy Agreement

23/09/20 HR Policy alterations regarding accompaniment to meetingsReference policyEmail usage policyTown Clerk’s annual appraisal arrangements

30/09/20 F&G Grant applications Policy ReviewMid-year review of capital expenditure 20/21Climate Emergency impact and mitigation reportsBrunswick Catering Kiosk

14/10/20 Full Council Mid-year review of capital expenditure 20/21Cleansing & Waste ContractTown Councillor Vacancy ProcedureComplaints policyPSPO Review?Councillor Training (if DAPTC offer known?)Representation to BID broard

28/10/20 Services Weymouth Town Council Events PolicyLaser lighting optionsCemetery Fees

11/11/20 F&G Grant applications Appointment of Internal Auditors for 20/21Asset Management Plan

18/11/20 HR Town Clerk appraisal outcomeUnion recognition agreementOut of hours arrangements

25/11/20 Full Council Appointment of Internal Auditors for 20/21Weymouth Town Council Events Policy

02/12/20 Services Draft Budget considerations16/12/20 F&G Grant applications

Draft Budget and PreceptItems to be scheduled

Community Emergency PlanWinter maintenance plan Business Continuity PlanFull Assets Review – F & G March 2021

RecommendationThat Members note the information items.

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