shaftesbury town council · page 1 of 31 shaftesbury town council town hall, shaftesbury, dorset....

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Shaftesbury Town Council Town Hall, Shaftesbury, Dorset. SP7 8LY Telephone: 01747 852420

Town Clerk: Mrs Claire Commons e-mail: [email protected]

Website: www.shaftesbury-tc.gov.uk VAT Reg No 241 1307 58

To: Members of Shaftesbury Town Council’s General Management Committee (GEM), Councillors for GEM; Hollingshead (Chair), Chase (Vice-Chair), Brown, Hall, Lewer and Welch.. You are summoned to a meeting of the General Management Committee for the transaction of the business shown on the agenda below. To be held at 7.30pm on

Monday 28 October 2019 in the Council Chamber, Shaftesbury Town Hall To Shaftesbury Town Councillors not listed above, you are appointed as substitute members and may be summoned to attend according to notice given by the Town Clerk. All other recipients for information only

Claire Commons CertHE PSLCC, Town Clerk and RFO

Members are reminded of their duty under the Code of Conduct

Public Participation

The Chairman will invite members of the public to present their questions, statements or petitions. The period of time designated for public participation shall not exceed twenty minutes. A member of the public shall not speak for more than three minutes. Members of the public and Councillors are entitled to make audio or visual recordings of the meeting provided it does not cause disruption or impede the transaction of business. Out of courtesy to those present, the Council requests that intention to record proceedings is brought to the Chairman’s attention prior to the start of the meeting.

Agenda

1 APOLOGIES ..................................................................................................................... 3

To receive and consider for acceptance, apologies for absence (1 min)

2 DECLARATIONS OF INTEREST ..................................................................................... 3

To declare any interests relating to the business of the meeting and receive any dispensation requests from the Clerk (1 min)

3 MINUTES .......................................................................................................................... 3

To confirm as a correct record, the minutes of the previous meeting of the General Management Committee (1 min)

4 ACTIONS FROM LAST GENERAL MANAGEMENT MEETING ...................................... 8

To receive updates on all actions arising from the last General Management Committee Meeting (5 mins)

5 REPORTS FOR INFORMATION ...................................................................................... 9

To receive and note reports pertaining to the remit of the Committee (5 mins)

6 PLANNING APPLICATIONS .......................................................................................... 11

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To consider responses to planning applications to include but not be limited to; Land at E 385940 N 122542 St James Street, Spillers House 25 Boundary Road and Units 2 To 3 Wessex House Wincombe Lane (15 mins)

7 WILD ABOUT SHAFTESBURY ...................................................................................... 14

To receive an update on the Wild about Shaftesbury competition and to resolve the process for managing the prize allocations (10 mins)

8 PAYMENTS .................................................................................................................... 16

To consider payments for authorisation (5 mins)

9 BOWLING CLUB LEASE ............................................................................................... 18

To receive and note an update on the Bowling Club lease (10 mins)

10 2020/2021 BUDGET RECOMMENDATIONS ................................................................. 20

To consider the Committee’s budget requirements for 2020/21 (15 Mins)

11 VISITOR EXPERIENCE ADVISORY COMMITTEE BRAND IDENTITY PROPOSAL .... 27

To consider the recommendation from VEAC to adopt the proposal for managing the brand identity for Shaftesbury (15 Mins)

12 VISITOR EXPERIENCE ADVISORY COMMITTEE TOURISM MARKETING TENDER PROPOSAL .................................................................................................................... 28

To consider recommendation from VEAC to adopt the proposal for managing the tender process for tourism marketing related services for Shaftesbury via a SLA agreement .. (15 mins)

13 CONFIDENTIAL BUSINESS .......................................................................................... 29

To consider resolving that under Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960, the public and press should be excluded from Items 13 Budget Report Project 1 and Item 14 Budget Report 2 by reason of the confidential nature of the business to be transacted. (5 mins)

14 BUDGET REPORT FOR PROJECT 1 ............................................................................ 30

To consider the budget for 2020/2021 (15 mins)

15 BUDGET REPORT FOR PROJECT 2 ............................................................................ 31


(End)

Bibliography

Accounts and Audit Regulations, 2015. [Online]

Available at: http://www.legislation.gov.uk/uksi/2015/234/contents/made

[Accessed 18 July 2018]. Cleyden, P., 2016. Arnold-Baker on Local Council Administration. Tenth ed. London: LexisNexis.

Local Government Act, 1972 s.144. Power to encourage visitors and provide conference and other facilities. [Online].

Shaftesbury Town Council, 2012. Code of Conduct. [Online]

Available at: https://www.shaftesbury-tc.gov.uk/images/STC_Code_of_Conduct_2012.pdf

Shaftesbury Town Council, 2019. Financial Regulations. [Online]

Available at: https://www.shaftesbury-tc.gov.uk/wp-content/uploads/2019/06/Financial-Regulations-Adopted-14-May-

2019.pdf

[Accessed 2019].

Tharmarajah, M., 2013. Local Council's Explained. 1st ed. London: NALC.

Administration for a meeting of the General Management Committee

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1 Apologies

To receive and consider for acceptance, apologies for absence (1 min)

Background

The Council (including committees) should approve (or not) the reason for apologies given by absent councillors. If a council member has not attended a meeting of the council (or its committees) or has not tendered apologies which have been accepted by the council (or committee), for six consecutive months, they are disqualified.

Apologies received to date

2 Declarations of Interest

To declare any interests relating to the business of the meeting and receive any dispensation requests from the Clerk (1 min)

Background

Members and Officers are reminded of their obligations to declare interests in accordance with the Code of Conduct 2012. The Clerk will report any dispensation requests received

Where a matter arises at a meeting which relates to a councillor’s interest, the councillor has the responsibility of declaring that interest in accordance with the adopted code of conduct. (Shaftesbury Town Council, 2012)

Declarations of Interest or dispensations received to date

3 Minutes

To confirm as a correct record, the minutes of the previous meeting of the General Management Committee (1 min)

Background

When the meeting is approving the draft minutes of a previous meeting as an accurate record, the only issue for the meeting is whether the minutes accurately record the proceedings of the meeting and the resolutions made at them It is irrelevant if the chairman or other councillors were not present at the meeting to which the draft minutes relate.

If it is necessary for the draft minutes of the previous meeting to be corrected because of an inaccuracy in them, then the amendments to the draft minutes must be approved by resolution. (Tharmarajah, 2013, p. 154)

Minutes to be adopted

See following pages

STRATEGIC PLAN AREA: POLICIES, PROCEDURES AND GOVERNANCE

General Management Committee 28/10/2019

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1019GEM4 to a meeting of the General Management Committee

Monday 28 October 2019 in the Council Chamber, Shaftesbury Town Hall

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4 Actions from last General Management Meeting

To receive updates on all actions arising from the last General Management Committee Meeting (5 mins)

Recommendation

That the reports are received and noted and any actions arising identified for future meetings of the Council or its Committees


(End) Report Author: Claire Commons CertHE PSLCC, Town Clerk and RFO

Updates on actions arising from the last Full Council Meeting

Date of Meeting Action Description

2019 09 17

2019 09 17

2019 09 17

Report 1019GEM5 to a meeting of the General Management Committee


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5 Reports for Information

To receive and note reports pertaining to the remit of the Committee (5 mins)

Updates

Action from FC October 17 09 2019 – minute F58a) Email received from Dorset Council Housing Enabling Team Leader, Planning and Community Policy on 2nd October 2018 (See Appendix A)

Recommendation

That the reports are received and noted and any actions arising identified for future meetings of the Council or its Committees

STRATEGIC PLAN AREA: ENGAGEMENT




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6 Planning Applications

To consider responses to planning applications to include but not be limited to; Land at E 385940 N 122542 St James Street, Spillers House 25 Boundary Road and Units 2 To 3 Wessex House Wincombe Lane (15 mins)

Summary

Planning applications listed below have been received and require comments to be submitted to the Local Planning Authority. Prior to the meeting, members are urged to view the planning application using the link below and to visit the site to understand local context.

As part of Shaftesbury Town Council’s response to planning proposals it needs to give material planning reason for its comments, be they of support or objection. Simply stating ‘No Objection’ or ‘Support’ is insufficient as there is a requirement to give the reasons for that decision.

Biodiversity Design

Economic Benefits Effect on the Appearance of Area

Flooding Issues Height

Heritage Impact on Access

Impact on Light Landscape

Local or Government Policy Noise/Disturbance

Other Overlooking/Loss of Privacy

Parking Residential Amenity

Road Safety Traffic or Highways

Trees Financial Implication

Legal Implication

The Town Council is a consultee but does not have the authority to determine planning applications

Recommendation

That the Council provides its response on the listed planning application and considers responses to applications received without notice, in the form of Support, No Objection or Objection. (Delegated to the Town Clerk all aspects to discharge this decision. Completion by 25th October. No Financial Implication)


Detail

Report 1019GEM6

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To assist here are a few examples as to how you might word something to give a material planning reason for your thoughts;

• House Extension – no objection as limited impact on amenity of neighbouring property/ object – will have detrimental impact on neighbouring property

• New dwelling – support, design is in keeping with locality/ object – design not in keeping with local area

• Vehicular access – support, will have no impact on road safety given proposed

visibility splays/ object – visibility is poor in this location and traffic speeds are high.

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Planning Applications

2/2019/1236/FUL Erect 1 No. dwelling (demolish existing garage). Land At E 385940 N 122542 St James Street Shaftesbury Dorset Applicant Name Ms Yvonne Hellier Agent Name Mr Laurence Wright

2/2019/1226/FUL Remove and replace existing defective balcony balustrades. Flats 5, 6, 7, 8, 14, 15, 16 And 17 Spillers House 25 Old Boundary Road Shaftesbury SP7 8EP Applicant Name - Agent Name Ellis Belk Associates Ltd

2/2019/1343/FUL Change of use to gymnasium, fitness centre and health club (D2) (retrospective). Units 2 To 3 Wessex House Wincombe Lane Shaftesbury Dorset SP7 8PJ Applicant Name Mr J Lever Agent Name Stephen Graeser Planning

https://planning.north-dorset.gov.uk/online-applications/applicationDetails.do?activeTab=documents&keyVal=PX6ZIILHLUH00&prevPage=inTray



https://planning.north-dorset.gov.uk/online-applications/applicationDetails.do?activeTab=documents&keyVal=PX1FJ2LHLTS00&prevPage=inTray




https://planning.north-dorset.gov.uk/online-applications/applicationDetails.do?activeTab=documents&keyVal=PYDKB8LH04Q00&prevPage=inTray





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7 Wild About Shaftesbury

To receive an update on the Wild about Shaftesbury competition and to resolve the process for managing the prize allocations (10 mins)

Summary

Full Council RESOLVED to form a working group to manage the details of the ‘Wild ABOUT’ Shaftesbury’ ecology competition.

The Clerk was delegated to manage the implementation of the competition within a defined budget and in consultation with the chairman of the ROSE Committee,

Up to £1,500 was allocated for advertising the competition and £3,000 earmarked for category winners to professionally plan out their proposals 3 proposals were presented for consideration. Financial Implications £4,500 Reserves and Projects.

Due to the minimal number of proposals In June 2019 GEM RESOLVED to: Hold a workshop including members from Open Spaces Group and Trees Group to consider the entries received. Defer the workshop to consider an appropriate date to hold the presentations of entries.

In July 2019 it was agreed at a workshop that no selection process was required due to the low volume of applications. It was agreed that each organisation was awarded up to £1,000 to support their project.

Proposals Received in June 2019: Nature Cadets – To create a series of holiday-time workshops aimed at children aged 3 –

8 years old, to encourage children to engage with their natural environment. A Plan for Shaftesbury to Increase Secure Nesting Sites for Swifts – Acknowledging the

historic swift colony of Shaftesbury and seeking to stabilise and increase swift numbers by ensuring the town and surrounding villages have dedicated and secure nest sites.

Peace Garden – a place of reflection and remembering. A team of ‘Green Giants’ made up of members of each class elected by their peers to champion ecology and environmental issues, children who need a safe haven who use ‘flight’ as a way of dealing with problems to have a safe place to run to and members of staff and PTFA.

Full details of the proposals will be made available to members on the weekly digest. Those shortlisted will be made publicly available ahead of a public vote on 22nd June

Legal Implication

None

Financial Implication

None – Line 4937 Wild about Shaftesbury has funds of £3,402 available Transfer £402 back into general reserves.

Risks

Reputational risk if funds are not allocated to those organisations that applied for the funding.

Recommendation

Each applicant is awarded £1,000 to support the respective project. (Delegated to the Town Clerk all aspects to discharge this decision. Completion by 25th October. Financial implication as per report.)

Report 1019GEM6

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STRATEGIC PLAN AREA: RESIDENTS LIFESTYLE OUTDOOR




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8 Payments

To consider payments for authorisation (5 mins)

Summary

A list of payments will be provided to Councillors 24 hours prior to the meeting to ensure that the most up to date list of payments requiring authorisation is produced.


The RFO is required to prepare a schedule of payments requiring authorisation to be presented to the council or finance committee. Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of contract of employment) may be summarised to remove public access to any personal information. (Shaftesbury Town Council, 2019)

Legal Implication

Every local council must ensure that it has a sound system of internal control which facilitates the effective exercise of its functions and the achievement of its aims and objectives. The council must likewise ensure that its financial, operational and risk management is effective. (Cleyden, 2016, p. 178) (Accounts and Audit Regulations, 2015)

Recommendation

That the Committee approves the payments from the Town Council’s current account and minutes the resulting bank balance. (Delegated to the Town Clerk all aspects to discharge this decision. Completion by 25th October. Financial Implication £6691.62)



Report 1019GEM8

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9 Bowling Club Lease

To receive and note an update on the Bowling Club lease (10 mins)

Summary

The GEM committee RESOLVED to amend the Bowling Club lease to include the extra land for the carpark in January 2018. The car park works have been completed and are now operating the new area as part of the Bowling Club.

The GEM committee resolved to the renovation of the Barton Hill grounds unit to provide, under lease agreement, to Shaftesbury community organisations for storage of equipment and event related resources. (Delegated to the Town Clerk all aspects of renovation and Heads of Terms for lease, final lease to be authorised by the Council, management of the lease to be delegated to the Town Clerk. As part of the research for managing the Barton Hill lease it came to light the WC in the unit is under lease to the Bowling Club. The renovation plan includes the removal of the WC to make additional storage space.

The STC solicitor has been instructed (as part of the lease management delegated authority) to amend the lease plan for the Bowling club as follows:

Remove the use of the WC from the original lease. Note: permission has been sought from the Chair and Secretary of the Bowling Club and a signed copy of this agreement is held on file.

Extend the area of land (appended to this report) to include the extended car park area


Cost of amendment to lease will be in the region of £500 – standard cost

Legal Implication

None

Risk

None

Recommendation

To receive and note the report.

STRATEGIC PLAN AREA: ASSET MANAGEMENT

(End) Report Author: Brie Logan, Business Manager

Report 1019GEM9

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10 2020/2021 Budget Recommendations

To consider the Committee’s budget requirements for 2020/21 (15 Mins)

Summary

A full review of the reserves and projects (901 and 902) has been undertaken. The figures annual draft budget report (GEM) below represent work undertaken on the budget to date. The figures at this stage are indicative.

The value of reserves at year end 2019/20 is forecast to be £455,618. The expected spend from reserves is forecast to be £39,315 for 2019/20 outturn

There are 13 dormant projects that can be deleted post the next internal audit and pending outcome of committee resolution relating to virement of funds.

The virement of funds value for reserves and projects is proposed to be £114,328 The proposed level of EMR is proposed to be increased to £606,177 which accounts for 25 projects to be delivered within the life of the revised strategic plan (some projects will require additional funding in future years from reserves/ precept as a stepped approach to managing the funding)

Predicted precept request will be detailed on the confidential paper – due for circulation prior to GEM meeting on 22/10/2019


There is no expenditure identified in this report.

Legal Implication

The Town Council has the Power of General Competence.

Risk

There are no risks identified within this report

Recommendation

That the Committee recommends its budget requirements for 2020/2021 for consideration in preparing the Council’s budget and precept request for the next financial year.

That the Committee considers the existing earmarked reserves for conclusion of works, carried forward as a capital replacement sum, virement of funds, additional funds transferred from reserves allocated to new projects linked to the Strategic Plan


(End) Report Author:




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11 Visitor Experience Advisory Committee Brand Identity Proposal

To consider the recommendation from VEAC to adopt the proposal for managing the brand identity for Shaftesbury (15 Mins)

Summary

The VEAC have been working on a strategy to raise the profile of Shaftesbury as a Visitor destination. The marketing sub-group made up of marketing experts have developed the branding proposal for the council to consider. The Shaftesbury brand is weak and does not have recognised identity. A brand is a reputation, an experience and a look. A memorable brand that will secure the core values of the town and grow the economic sustainability of the town is vital.

A strong brand identity needs to be part of the marketing and brand strategy. A brand develops over time but needs control. The branding is critical to underpin the pending navigational signage project to improve the visitor experience.

The full proposal will follow as a confidential paper due to commercial confidentiality relating to a tender process, this will be presented in a confidential session at the meeting.


This cost of this project will be presented in the confidential session 50K has been allocated to the signage project as part of the NDDC funding allocation to Shaftesbury. A project brief was presented to NDDC and agreed as a substitute to Project Belle.

Legal Implication

None

Risk

The BVTDC will not promote Shaftesbury as a destination post 2020 season. The tendering process will take in the region of 6 months to organise application and selection process hence the proposal is being presented now. The BVTDC will be invited to apply for this funding.

Recommendation

The GEM committee resolve to recommend the budget (as outlined in the confidential paper) is approved by Full Council to manage the branding process as part of the tourism marketing strategy.

STRATEGIC PLAN AREA: VISITOR EXPERIENCE





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12 Visitor experience Advisory Committee Tourism Marketing Tender Proposal

To consider recommendation from VEAC to adopt the proposal for managing the tender process for tourism marketing related services for Shaftesbury via an SLA agreement (15 mins)

Summary

Full Council resolved to manage the Service Level Agreement for tourism marketing for future years via a tender process at its meeting on 1st October 2019.

VEAC have been working on a strategy to raise the profile of Shaftesbury as a Visitor destination. The marketing sub-group is made up of marketing experts have developed the tender process for managing the SLA for tourism marketing.

It is not VEAC's intention to provide destination marketing services for Shaftesbury and VEAC does not suggest that Shaftesbury Town Council should take on this role either.

VEAC wants to outline key targets to enable STC to put this function out to tender. VEAC will also set measurable targets by which the council can assess the success of a future service provider.

The full proposal will follow in a confidential paper due to commercial confidentiality relating to a tender process, this will be presented in a confidential session at the meeting.

It is expected that the tender application process will start in the new year and the selection process will be complete mid-March and in advance of the tourism season starting in the Spring.

Legal Implication

None


This cost of this project will be presented in the confidential session Historically the BVTDC have managed the marketing for Shaftesbury via leaflet distribution and social media activity at an annual SLA value of £8k

Risks

The BVTDC will not promote Shaftesbury as a destination from May 2020 The tendering process will take in the region of 6 months to organise application and selection process hence the proposal is being presented now to maximise marketing over the peak summer period

Recommendation

The General Management Committee recommend the budget (as outlined in the confidential paper) is approved by Full Council to manage the SLA tender process for tourism marketing related services.

STRATEGIC PLAN AREA: VISITOR EXPERIENCE





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13 Confidential Business

To consider resolving that under Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960, the public and press should be excluded from Items 13 Budget Report Project 1 and Item 14 Budget Report 2 by reason of the confidential nature of the business to be transacted. (5 mins)

Background

A council may, by resolution, exclude the public from a meeting (whether during the whole or part of the proceedings) whenever publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons stated in the resolution and arising from the nature of that business or of the proceedings and where such a resolution is passed, this Act shall not require the meeting to be open to the public during proceedings to which this resolution applies.

A council may treat the need to receive or consider recommendations or advice from sources other than members, committees or sub-committees of the body as a special reason why publicity would be prejudicial to the public interest, without regard to the subject or purport of the recommendations or advice; but the making by this subsection of express provision for that case shall not be taken to restrict the generality of the paragraph above in relation to other cases. (Public Bodies (Admission to Meetings Act, 1960 s1)

STRATEGIC PLAN AREA: INTERNAL ENGAGEMENT, MARK JACKSON

Confidential Report 1019GEM14 to a meeting of the General Management Committee


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14 Budget Report for Project 1


Confidential report to follow

Confidential Report 1019GEM15 to a meeting of the General Management Committee


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15 Budget Report for Project 2


Confidential report to follow

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