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 27 January 2021 at 7.00pmPLACE: Zoom

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 21 January 2021 ____________________________________________________________________________

Agenda1. Welcome by the Chair2. Apologies for Absence3. Declarations of Interest4. Minutes of the last meeting5. Councillor questions6. Public questions7. Tumbledown Business Plan 2021 - 20268. Carbon Footprint – decarbonisation briefing and draft action plan9. Mural Trail Project Plan10.Cleansing and Waste Contract Review11.Project Initiation Document – Tourist Information12. Information Items Radipole Park Project Update Service Updates Town Centre Initiatives Actions from previous meetings Forward Plan

1. Welcome by the Chair1

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.

RecommendationMembers 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. Tumbledown Business Plan 2021 - 2026The attached plan (Appendix A) details the work to be done over the next 5 years by a partnership between Weymouth Town Council and Weymouth Area Development Trust. This aims to deliver a community farm and create responsible stewardship over the natural environment that supports community life, learning and well-being in a sustainable and economic way.

This plan is being brought before Councillors for consideration prior to passing though Finance and Governance Committee and then finally onto Full Council for adoption. The Services Committee are asked to comment on the actions and activities in the plan. Finance and Governance will consider the financial aspects and then Full Council will consider the recommendations from both Committees.

RecommendationThe Committee is asked to:a) Agree any comments on the plan. b) Recommend the plan to Full Council for adoption, subject to any comments from

Finance and Governance.

Impact Assessment Equalities – Tumbledown aims to offer activities for all and work within the Equalities Act 2010. The safeguarding of vulnerable groups will be a priority.Environmental – The site is being developed using green practises and to enhance the natural environment and encourage access and engagement with that environment.Crime and Disorder – None regarding this plan. Financial – As detailed in the plan.

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Resources – Current levels of officer support can be maintained, however additional resource implications are detailed within the plan.Economic – As detailed in the plan.Risk Management – As detailed in the risk register in plan. The agreement of a plan will ensure all parties have a common understanding of the direction of the project and that financial support is in place.

8. Carbon Footprint – decarbonisation briefing and draft action plan

Purpose of ReportTo highlight the Council’s current greenhouse gas emissions position and allow members to make effective strategic decisions and prioritise mitigation actions over the next 9 years to meet the agreed target of achieving net zero carbon emissions by 2030.

BackgroundThe need for taking immediate and bold action on climate change is being increasingly recognised by government, businesses, and the general population. Weymouth Town Council has acknowledged their role in the need to act by declaring a climate change and ecological emergency in 2019; and to achieve net zero carbon emissions by 2030.

Carbon Trust ReportsFollowing approval of the Finance and Governance Committee, the Carbon Trust were contracted during 2020 to complete a comprehensive carbon footprint assessment of the Councils direct and indirect carbon emissions for calendar year 2019; and to provide a mitigation measures report to reduce the overall footprint – attached at Appendix B and C respectively.

Carbon Emissions

The Councils Carbon emissions are split into three different Scopes: Scope 1: Direct emissions from combustion of gas and other fuels. Scope 2: Purchased electricity. Scope 3: Emissions made by third parties in connection with operational

activities

The estimated Weymouth Town Council 2019 Carbon Footprint inclusive of Scope 1, 2 and 3 = 1,176.2 tCO2e (Baseline Figure).

The Carbon Trust reports provide a set of figures that sets a baseline level which will be very important to measure against and demonstrate future progress in reducing carbon emissions (All Carbon Trust reports are attached).

It is important to acknowledge that the emissions in scope 1 and 2 are created through direct actions and therefore the Council can control these itself, however scope 3 emissions are made by third parties in connection with operational activities and therefore are much harder to reduce and will rely on working collaboratively.

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In the next six months a priority action will be to proactively educate, communicate and consult with many different potential partners to engage and align decarbonisation priorities. This area of work will cost the Council minimal expenditure but will be crucial in reducing scope 3 emissions long-term.

Because of the difficultly in accurately measuring scope 3 emissions the majority of the current baseline figures in scope 3 are currently estimated proxy values based on monetary contract value or property size from within broad activity categories to set the emission value. (Environmentally Extended Input Output EEIO - factors use expenditure mapped to broad economic sectors to provide a proxy for carbon emissions. It should be noted that EEIO values provide emissions for sector specific goods/services within broad economic sectors but not for the exact individual goods/services) Developing and monitoring these using more detailed methodology over the next 9 years will be important in showing accurate figures and reducing CO2

emissions.

The Next Steps This will be about understanding the scale of the challenge and deciding on

where and when to focus Council efforts and resources to have the most impact.

This will require prioritisation of actions over a short, medium, and long-term timeframe up to 2030.

Use a Decarbonisation Action Plan to set out and address mitigation actions to reduce the Councils’ carbon footprint. This work will inform a number of future PIDs to bring forward mitigation projects.

Production of a Decarbonisation Strategy by June 2021.

Draft Decarbonisation Action PlanAttached at Appendix D is the Councils developing action plan informed the from data and findings from the Carbon Trust reports and the Clean & Green Member Working Group.

The action plan splits down the carbon footprint into the three scope areas and proposes mitigation actions required to reduce specific emissions and the overall carbon footprint.

The Clean & Green working Group alongside officers will progress a series of Project initiation documents (PID) to develop each of the actions and the costs. These will be considered by the applicable Committee.

As part of this work the Clean & Green working Group have also provided an indicative timeframe for each of the actions to be completed.

If the Council can complete all 5 of the key mitigation projects highlighted in Scope 1 and 2 (direct emissions) there will still be a residual amount of 17.4 tCO2e which will need to be offset to achieve carbon neutral status for Scope 1 & 2. This is known as the ‘Gap to Target’ amount and the Council will in the future need to decide from a range of developing possibilities on how it will seek to do this.

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Scope 1 - DIRECT EMISSIONS (combustion of gas and other fuels)Contribution to overall footprint = 43.9 tCO2e (4%)Fleet = 36.97 tCO2e (84%)Biomass = 6.94 tCO2e (16%)

A - Electrification of Fleet Mitigating action started - Members have already agreed to electrify the Council

fleet, 2 vehicles are already in place (one small Parks & Open Spaces vehicle and one rented Van for the Cleansing team). Future priority will be to replace the 8 x 3.5t flatbed vehicles in Parks & Open Spaces.

Mitigating action completed - A reserve account specifically ring fenced for electrification of the fleet has been created which will receive an annual amount from the Parks and Open Spaces budget. By the end of 2020/21 budget year there will be an estimated £100,000 in this account.

The timeframe of buying new electric flatbed lorries will also be dictated by the level of technology available to fit the operational needs.

B - Charging Points for electric vehicles Mitigating action completed - The Council have already installed 3 charging

points at Commercial Road, Crookhill Depot and Victoria Street Store to charge the 2 existing vehicles. Further charging points will need to be installed as more of the fleet is electrified.

C - Biomass Boiler The biomass boiler is sited at the Council Nursery and used to heat the current

greenhouse during the winter. If the potential Nursery relocation to the Tumbledown site is feasible and approved by Council there are options around the future use of the boiler. If the relocation is possible part of the work will explore alternative opportunities for energy production which could include solar PV, air source and ground source technology, this may lead to the biomass boiler not being relocated to the new site or used as an interim measure while new greener sources can be sourced and financed to replace it.

Scope 2 - Emissions resulting from electricityContribution to overall footprint = 50 tCO2e (4%)Electricity Use in Buildings = 49.88 tCO2e (99.67%)Fleet (1 x EV) = 0.17 tCO2e (0.33%) (Cleansing team van not shown in these figures)

A - LED Lighting The current Asset Review will identify non-LED lighting and when replacement is

required it will be replaced with an LED substitute. A PID to bring this work forward will follow.

B - Roof Mount Photovoltaic (PV) The Carbon Trust report has identified an initial 6 potential sites that could benefit

from the installation of PV equipment.

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The asset review currently being undertaken will potentially identify further suitable sites for PV installation. This may include opportunities to work in partnership with third party building owners.

Mitigating action - A PID for roof mounted photovoltaic installation will be written and submitted for consideration in early 2021.

C - Solar Farm A medium-term priority would be to explore the potential of a solar farm utilising

some of the Council’s open space. This could be used to feed into Council assets or sold to third party users.

Scope 3 - Emissions resulting from Indirect OperationsContribution to overall footprint = 1,082.2 tCO2e (92%)

A - ContractsContribution to overall footprint = 906.5 tCO2e (77%) / 83.3% of Scope 3 emissions.

Initially contract figures have been based on estimated proxy values giving an initial baseline figure. Future actions to create a system of regular measurement to give actual amounts will produce a more accurate position and allow the Council to monitor annually.

All scope 3 emissions will rely on the Council working with third party partners at all levels to be able to affect and reduce the Councils overall carbon footprint. It is therefore very important to educate people about the climate emergency and the urgent need to work collectively with the Council to mitigate CO2 emissions wherever realistically possible.

Mitigating planned action - The Council will work with all contract holders to help them conduct an environmental assessment of their operations to work as sustainably as possible and mitigate CO2 emissions.

B - Waste management and remediation services (58.4% of contract emissions) (Includes Beach Cleansing, Beach Levelling and Waste and Recycling) Waste and the disposal of waste are a major contributor to the overall footprint

531.28 tCO2e (45% of total emissions). Mitigating planned action - Dorset Council / WTC Waste management Contract

Review to take place in early 2021. A key part of dealing with waste management will be to understand all the specific

direct contractual elements that make up the emissions and therefore what priority actions can be made to reduce the carbon footprint.

C - Events Mitigating action completed - New Events & Festival Policy was adopted by the

Council on 25/11/20. All events from this point on will adhere to the new policy requirements which includes sustainability and environmental criteria.

Large events are very complex to footprint.

D - Amusement and recreation industries6

Mitigating action completed – The Council will work with all licensees to educate about and encourage sustainable working practices to reduce CO2 emissions. Part of this work will require licensees to undertake an environmental assessment of their operation to identify area where mitigation measures could be implemented.

E - Food services and drinking places Mitigating planned action – During 2021 the Council will engage with all tenants

to work with them to obtain actual utilities meter readings which will provide accurate figures for these contracts rather than relying on proxy values and inform the Councils overall carbon footprint.

Mitigating planned action – In addition to collecting meter readings the Council will work with tenants in early 2021 to undertake an environmental assessment which will help identify where mitigation actions can be implemented to reduce CO2

emissions. These ongoing actions will be a requirement for all tenants.

F - Procurement Mitigating planned action - Breakdown and analysis of budgets to understand

purchasing – This will take place over 2021/22. Write sustainability criteria into a procurement policy which will require staff to

assess expenditure options with reference to environmental impact. This may require not buying the cheapest option and future budgets will need to take this into consideration.

G - Leased Buildings – (Contribution to overall footprint = 109.57 tCO2e (9%)) Mitigating planned action – During 2021 the Council will engage with all tenants

to work with them to obtain actual utilities meter readings which will provide accurate figures for these contracts rather than relying on proxy values.

Mitigating planned action – the Council will work with tenants in early 2021 to undertake an environmental assessment and encourage the introduction of mitigation measures to reduce CO2 emissions and maximise operational practices to reduce, reuse and recycle.

Mitigating planned action – The Councils asset review will identify opportunities to work with tenants to retrofit energy efficient measures to the buildings and encourage energy efficient behaviour. The Council will also work with tenants to obtain greener energy supplies at better rates.

H - Business Travel & Commuting Mitigating action completed – staff travel survey completed, repeat survey during

2021/22. The second survey will show the impact of Covid19 and a higher percentage of home working.

Mitigating planned action – Conduct internal promotion campaign on reducing carbon emissions through travel choices promoting walking, cycling and use of public transport.

Mitigating planned action – Holistic review of working practices and technology to enable more regular flexible and remote working long-term reducing the amount of travel required.

I - Active Travel Policy

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Mitigating completed Action – Council have adopted an active travel policy that will support the improvement of walking routes, cycle routes and use of public transport and will be supported by the climate change education programme.

Gap to TargetEven if the council are successful in reducing all the direct emissions in scopes 1 and 2 because of the indirect nature of scope 3 emissions requiring external organisation intervention there is always likely to be a gap to the required target. To achieve net zero carbon emissions the Council will be required to offset this amount and will need to consider further decarbonisation actions. Any remaining hard to decarbonise emissions can be compensated with certified greenhouse gas removal (GGR).

Heat Decarbonisation Mitigating action started – The Council have electric heating in many of its owned

premises which is a positive position and considered to be ‘low carbon’. Future actions could include other holistic heat decarbonisation measures including improving insulation in all owned buildings.

Tree Planting Mitigating planned action - The Parks & Open Spaces Manager is currently

researching, reviewing and rewriting the Council’s Tree Planting Policy which will maximise future tree planting.

Green Energy Suppliers Review the Councils current electricity contract and compare with what other 100%

renewable supply deals are available.

Decarbonisation strategy Creating a carbon footprint is an essential first step in developing a carbon reduction strategy and is key to understanding the scale of the challenge focussing efforts on the most impactful activities.Mitigating planned action - During early 2021 the Deputy Town Clerk will be producing a Council Decarbonisation Strategy which will accompany the attached Decarbonisation Action Plan and detail how the Council will holistically approach the climate agenda.

Impact Assessment

Equalities – None identified.

EnvironmentalWeymouth Town Council has declared a climate emergency and has resolved to reduce emissions and be net zero carbon by 2030. All the mitigation actions detailed in the reports and action plan are designed to reduce the Council’s carbon footprint and benefit the environment.

Crime and Disorder None identified.

Financial 8

Scope 1 & 2 have 5 key mitigation projects which will cost circa £400,000 to complete over 9 years resulting in a remaining residual amount of 17.5 tCO2e remaining which would need to be met through offsetting or other options.

Scope 1 Replacement of fleet with electric vehicles = circa £325,512. A reserve has already been identified to meet this demand over the 9 years.As the Council gain more electric vehicles there will also be a cost to install more charging points.

Scope 2LED Lighting = circa £8,966PV (6 x initial sites) = circa £32,775 (plus planning costs)

If the Council want to deliver the LED and Solar projects during 2021/22 then circa £50k would need to be requested.Solar Farm = Circa Development costs £50,000 - £75,000 (this project would be a future consideration following more investigation and research)

By installing mitigation measures it has the potential to reduce spend on energy bills.

Officers will work with members to research and identify decarbonisation grants available for example Low Carbon Dorset Fund. (up to 40%) and there are likely to be an increase of funding opportunities as momentum increases behind the climate agenda.

Resources Deputy Town Clerk - Production of Decarbonisation Strategy and continued Strategic Council Officer lead. Projects Officer – supporting the Clean & Green Working Group – progressing projects, PIDs etc.Assistance from the Senior Building Engineer to provide inhouse technical advice around the use of Council assets to incorporate new green technology i.e. Solar pv.Beach Manager and Contracts Officer – working with and supporting licensees and tenants with assessments and green working practices.Other Officers as required to implement actions across services and functions.

EconomicThe implementation mitigations will require products and services from external organisations.

Mitigating the Councils Carbon Footprint and implementing sustainable practices will also have benefits in promoting Weymouth in terms of Green Tourism which is an important message to promote to the public and will support economic benefit for the town.

Risk Management There is increasing pressure on councils to have a leadership role on climate change action. Failure to act could lead to reputational risks and adversely affect the Councils public image. Showing leadership on this agenda will set a positive example and help to stimulate low carbon transitions across the sectors in which the Council operate.

Recommendations9

That the Committee;a) Agrees to support the developing Decarbonisation Action Plan and the

mitigation actions within it required to reduce the Councils Carbon Footprint.

b) recommends the adoption of the Decarbonisation Action Plan to Full Council.

c) recommends a future increase of £50,000 of the Clean and Green operational budget to Finance & Governance Committee to progress decarbonisation mitigation actions set out in the action plan and subject to future PID’s.

AppendicesB Carbon Trust Report – Weymouth Town Council Carbon FootprintC Carbon Trust Report – Weymouth Town Council Mitigation MeasuresD Draft Decarbonisation Action Plan

9. Mural Trail Project Plan

Purpose To present a detailed project plan for the production of a series of 8 wall painted murals (of various sizes) on spaces around the Weymouth town centre to enhance the visual aesthetics of the existing buildings that can be promoted to residents and visitors alike as a cultural trail to follow promoting all areas of the town.

BackgroundFollowing agreement of the Project Initiation Document by Services Committee in October 2020, officers have developed a detailed proposal in accordance with the council’s project progression policy. The attached proposal (Appendices E & F) set out the process to develop blank / dead spaces and walls in the town centre, with colour and images, into a select group of murals that can be viewed individually or followed as a trail by visitors and locals alike.

The artworks will last (with some refreshing) approximately five years, at this stage it would be anticipated that if the project has been a success the mural sites would be recommissioned, and 8 new artworks installed. This would add a new lease of life into the mural trail and encourage people to view the new artworks.

A positive promotion of the mural trail both inside and outside of the town will encourage a wide variety of visitors to come and explore the trail bringing new people into the town which will have an associated economic benefit. This will promote culture, facilities, the environment, businesses and everything else Weymouth has to offer.

The walking trail will provide an entertaining and free activity to engage with around the town making it accessible to everyone in the community. This will help promote people to be physically active and have a positive effect on their mental health and well-being.

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Town centre business has seen a dwindling footfall in recent times, which has been magnified during the Covid19 pandemic, and this opens the possibility to a new demographic of footfall alongside prompting local residents and families to explore the town centre.

This project was initiated by the committee’s Tourism, Events, Arts & Festivals (TEAF) working group. The detailed plan as set out in Appendices E & F were considered at the meeting of TEAF on 14th January and approved for submission to this committee.

Artwork Design & ConsultationIt is imperative that the subject matter and design of the murals right and deliver something that the public will appreciate and enjoy. To ensure the council achieves this it will need to undertake a public consultation in order to gather ideas and comments to help guide the mural designs. The mural designs need to have a link to Weymouth and be family friendly this could include Weymouth history and heritage, links to the sea and seaside, the environment and landscape, wildlife, etc. The murals should not contain advertising or have offensive or political material and be kept neutral in that respect. This is very important to ensure the trail is well received and regularly visited and appreciated.

Artists will be asked to design murals that will enhance the appearance of the environment by producing colourful and interesting artworks that will transform the walls and locations. Some of the artworks will be designed to be interactive where people will insert themselves into the picture and take a photo to share via social media giving further promotion and awareness of the project and the town.

However, the project will require significant resources in terms both of officer time and a budget to commission the artwork. At present there are no resources allocated to this project and no available budgets to fully meet its cost. Although applications can be made to secure external sources of funding, the council will need to consider allocating a significant budget in order to provide the match funding that other grant-giving bodies would require. Also, if external funding cannot be secured, then the council will need to consider provide the majority of the budget needed to see the project through to completion.

Impact assessmentEqualities To ensure that all sites for murals on the trail are fully accessible by everyone. To ensure that all mural subject matter does not contain discriminatory images.

Environmental To ensure that all process to produce the murals are environmentally friendly and

do not pollute the environment in any way.

Crime and disorder There is a risk that young people see walls around the town being painted and see

it as an invitation to paint on other buildings themselves. People alter/deface the artwork and therefore the building. However, the majority of

completed artworks painted on walls are rarely defaced.

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FinancialEstimated £30,000 budget to complete 8 mural artworks. At present there is no identified budget to meet this cost.

Required CostsThe Arts Development Company consultancy fee - £1,000Artist fees inclusive of materials £24,000 (Inclusive of Research & Design costs)Refresh artwork retainer annual contract/payments for artist – £1600Decommissioning plan – Painting over the original artwork - £1,000Pre-application planning advice - £160 (inclusive VAT £26.67)Scissor Lift (8m – 14m) – 1st day £252 / extra days £70 / Week £280 (A1 Hire)Digital design and development of the trail information - £1,000

External Funding Sources identifiedApplications for funding will be made to the following organisations:Dorset Council – Leisure Development Fund - £5,000 (pending assessment panel 24/2/21)Weymouth Bid - £5,000 Arts Council - £10,000

Resources Officer time - Managing the implementation of the project (consultation, procuring the artists, property negotiations etc) -circa 30 days of officer time.

Economic Attracts more/new footfall to view the artwork and visit the town centre helping to

increase economic benefit. Improves the aesthetics of some tired looking wall spaces in the town centre

making it an interesting place to spend time. Creates a positive buzz and news story for the town that can be promoted over a

period of time, attracting more people to come and visit.

Risk management Reputational damage – As art is subjective not everyone in the community will like

all the images, it is imperative that the public are consulted on the project before it is started. – Mitigation Action - Gain feedback which is fed into the mural design process.

Potential risks around content of the Artwork. - Mitigated against with guidelines for the artist around expectations of the artwork (family friendly, Weymouth link etc) and agreeing designs before the painting starts.

Poor quality of artwork. – Mitigation action - Recruit professional artists with previous experience of creating large outdoor paintings. Get guidance from The Arts Development Company to help advertise and select the right artist/s.

Full funding is not secured. – Mitigation action - Internal and external funding applications. Murals are not started until the project funding has been confirmed.

Artists start a painting but don’t complete it – Mitigation action - Artists will receive staged payments with the majority of the fee being paid on completion.

Murals encourage an increase in random graffiti around the town centre. Clashing with other art projects happening in the town, there are two projects (The

Water Fountain Art Trail and the revamping of the Railway Station) that have art 12

installations as part of their design. It is important that this project fits in and doesn’t clash or replicate what is already being worked on. Mitigation action – Liaise with other projects and make links to complement rather than clash with each other.

RecommendationThat the Committee:

a) agrees to support the Weymouth Mural Trail project as set out in Appendices E & F and recommends to Full Council that it is included in the Council’s development action plan;

b) requests that funding of up to £30,000 be considered for allocation to the project by both the Finance & Governance Committee and Full Council when considering the council’s 2020-21 end of year financial position and allocations to earmarked reserves;

c) that, subject to the Full Council agreeing to include the project in the Council’s development action plan, officers are instructed to pursue opportunities for external funding and thereby help to reduce the council’s financial contribution to the project.

AppendicesE Weymouth Mural Trail Project PlanF Artist Brief

10.Cleansing and Waste Contract Review

Purpose of ReportTo nominate a Services Committee Councillor to be part of a member led review of the Town Councils Cleansing and Waste contracts.

BackgroundThe Town Council has a Cleansing and Waste contract with Dorset Council (previously Dorset Waste Partnership) for:

the annual cleansing of Weymouth beach

emptying of the seasonal 1100 litre wheelie bins (x 26)

emptying of the seafront recycling stations (x3)

This operates under a delegation of Service from the Town Council to Dorset Council and is therefore exempt from tendering. The initial term was for two years – 1st April 2019 until 31st March 2021. The agreement includes an option to extend the agreement for a period of 12 months from 1st April until 31st March each year. There is no limitation on the number of times that the agreement can be extended providing Dorset Council agrees to the request. The extended contract value is subject to updated financial costing.

Full Council at its October meeting agreed to a 12-month extension (1st April 2021 – 31st March 2022) of the contract with Dorset Council.

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The current specification and the delivery of the agreement by Dorset Council maintains the standards expected and required of a Blue Flag and Seaside Award winning beach; and meets the requirements as detailed in the Environmental Protection Act 1990 (a duty on local authorities to keep specified land and public highways clear of litter and refuse). The 2021-22 contract value for resort cleansing is £229,581.

The Council also has separate annual waste agreements with Dorset Council for the collection of general and/or recycled waste from Parks/ open spaces, Commercial Road office, Beach Office and Victoria street store (Public convenience service). These currently total circa £20,000 per annum.

Contract ReviewThe December Finance and Governance Committee approved a review of the contracts and nominated three members of that Committee (Cllr Lambert - Green & Clean Working Group, Cllr Nickinson and Cllr Barrow) to be part of the review.

The review will take place during a period of up to three-months from early 2021. The review would look at the requirements of the contract, performance, carbon footprint, present and future carbon mitigations, value for money, and whether to continue the current arrangements for a specified period and/or to tender the contract in the future.

The review would also encompass waste arrangements for other service areas detailed in this report and any known future requirements.

Impact Assessment Equalities – None identified.Environmental – The indirect (Scope 3) emissions arising from contracts held by the council account for an estimated 906 tCO2e. Waste and remediation services account for 58.6% of all contractual emissions. This includes waste collection, beach cleansing and beach levelling activities. Dorset Council, similar to the Town Council has declared a climate emergency and has resolved to reduce emissions and be carbon neutral therefore it can be assumed that services will become greener within a determined time frame. The Chair and Vice Chair of the Green & Clean working group along with the Deputy Town Clerk have commenced preliminary discussions with Dorset Council in relation to the carbon footprint of the waste contract, recycling opportunities and campaign work.As part of the annual Blue Flag and Seaside Award Criteria the Town Council is required to maintain high standards of cleanliness.Crime and Disorder – None identified. Financial –The seafront contract value for 2021-22 is circa £229,581. The value of the Parks/open spaces, Commercial road, Beach office and Victoria street (Public convenience service) waste contracts are circa £20,000 per annum.Resources – Officer time as specified within the report of circa 30 hours.Economic – The cleanliness of Weymouth Seafront is of significant importance to the Community and Tourism offer of Weymouth. A reduction of standards and quality of the Beach Environment would adversely impact on the economy of Weymouth.

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Risk Management – Dorset Council Waste Services have a proven track record of being able to deliver on the standards expected at one of the UK’s premier coastal resorts.

RecommendationsThat the Committee nominates a member of the services Committee to be part of the review of the council’s waste and cleansing contracts requirements.

11.Project Initiation Document – Tourist Information

Proposer: Tourism, Events, Arts and Festival (TEAF) Members are asked to consider the Digital Screens Pilot Project - Project initiation Document (PID):   

Project Initiation DocumentName/ Committee Tourism, Arts and Festivals working

group (TEAF)

Services Committee

Date 14/01/2021

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

Tourist Information Centre (TIC) options

TEAF /Services Committee

Description of project This project will investigate sustainable methods and options for the potential delivery of a Tourist/ Information Service in Weymouth. The various case models will be explored to decide if viable and whether this project should be explored further.

It will also examine and define the Community opportunities and benefits from delivering this form of service.

Project AimsWhat do you want the project to achieve? How does it support the Council’s Plan?

A Tourist Information Centre (TIC) will play a significant role in the successful operation of Weymouth as an appealing tourist destination. Through continuous and effective promotion, a positive image of the town will be created, presenting it as a welcoming place with a sense of belonging.

This supports the Council’s long-term plan to raise the profile of Weymouth, improve economy, support local businesses, and improve our tourism offer.

The project will also review the integration of digital on-line information, Weymouth app and digital information screen provision – the latter being part of a separate PID agreed at the December meeting of the Finance & Governance Committee tasking officers to develop a project plan examining a pilot scheme.

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

This project will target local businesses and help signpost visitors to high quality destinations and attractions. This will not only boost local economy but will also improve visitor experience which, in turn will

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encourage recommendations of Weymouth and market the town as an enjoyable place to visit. Local communities will benefit from the promotion of events, activities and services which will be displayed/ provided in the TIC, so that residents can make the most of where they live. WTC can also use the TIC as a direct way to promote council services, projects and initiatives.

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

Various business models have been identified including: A standalone TIC in a leased premise A TIC in a shared council space (e.g. library or council offices) Mobile TIC using a mobile vehicle space or portacabin A TIC in a co-location (joint occupation in “honeypot” locations

with high footfall, e.g. attractions, transport hubs, key retail developments etc)

These options can be operated by a Council, business and /or volunteers

Please see Case Model Research table at Appendix G.

Additional views and comments from TEAF to be investigated as part of the project plan progression include:

Any TIC should focus on where people are most likely to gather – a co-location site.

The concept of a physical TIC probably only has a 10-15 year life before online / digital prevails.

The gateway site (station) location was suggested as oppose to the Pavilion or seafront – however, details of visitor numbers at Town destinations will influence options.

The idea of a portable / modular building – moving around the town and to events (e.g. Dorset Show) – such units can be very attraction and well-designed.

Concern about staff costs but perhaps supported by volunteers.

However, it would perhaps require subsidy. There should be a focus on income generation although some

services need to be free. It could be seasonal.

Evidence of needHow do you know the project is needed?

Research into the economic impact of Tourist Information Centres (TICs) (source: VisitBritain 2009) confirms that destinations benefit from hosting informed visitors who will stay longer and spend more. Weymouth has a lot of uncovered heritage- a TIC presents an opportunity to inspire visitors to explore the town’s culture, heritage, local produce, arts, etc maximising the experience.

Weymouth is currently the only larger Town in Dorset that does not have a TIC (N.B – Dorset Council evaluating delivery of Visitor services and TIC’s directly administered).There continues to be appeal from the Tourism sector and the BID for Weymouth to have a facility.

Cost of Project16

Please 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.

Please see Case Model Research in Appendix G.

Further examination will be carried out should the PID progress to the Project plan stage.

BenefitsPlease details all benefits including cost savings, efficiency savings

Benefits include raising the profile of Weymouth through developing and improving the current tourist offer. A TIC could provide a more succinct and efficient way of promoting attractions, assets and services

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?

Officers: Matt Ryan, Rosie Osborne, Katie Rickard and Charmaine Denny

Income Generation Working Group TEAF Working Group Services Committee

Other Organisational SupportWho do you think we need to work with or take advice from?

Dorset Council and BCP visitor services - Weymouth BID, Chamber of Commerce, Local Tourism sector, WADT and core Weymouth Tourism web site providers.

Identify best practice and case studies within local Gov and volunteer sector.

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

Cira 12 – 18 months from investigations to operating – subject to Council approvals and financing. The shorter timescale would relate to an option of co-locating into premises with the Council making a financial contribution to support delivery.

Officer capacity will also influence the timescales. RisksAre there any risk associated with this project e.g. reputational risks for the Council or possible local sensitivities?

Financial implications – almost all TIC’s require a form of subsidy to be sustainable or a once off financial injection.

Councils reputation if not delivered to the standards and services expected of a TIC.

Business support – sponsorship / commissions or otherIs 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

N/A

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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.

More information regarding the Visit Britain Alternative delivery models case study can be found here: https://www.visitbritain.org/sites/default/files/vb-corporate/Documents-Library/documents/England-documents/case_study_-_alternative_information_delivery_models_0.pdf

In accordance with the adopted Project assessment and progression policy, a new project is required to have its PID approved by the relevant Committee. If approved by 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 realise the business benefits). The completed Project Plan would be brought back to this Committee for consideration and, if approved, the Committee would recommend the inclusion of the project into the Council’s development /action plan to Full Council.

RecommendationThat the Committee agrees to the production of a Project Plan to explore options for the delivery of a Weymouth Tourist / Information Centre.

12. Information Items

Radipole Park Project UpdateThe project board are continuing to hold monthly meetings via Zoom and we have now been assigned a consultant by the lottery to offer advice and support throughout the project.

Despite the current difficulties regarding public engagement, we have been coming up with creative ways to keep people involved and informed. We have created a video presentation of the project to send out to nursing homes and community groups, many of which have residents or members that are currently shielding. We have also asked Westfield Specialist School to take part in an art project painting wooden hearts that will be displayed in the gardens for visitors to spot. In Spring, we will be installing some new bat boxes and bird boxes with camera traps nearby to hopefully capture some of the wildlife in the park.

As we have had to rely so heavily on digital engagement, we have decided to rejig some of the activities and order in which we complete various aspects of the project.

For example, we had planned to update the website later on this year but have decided to bring this forward. The aim is for the website to be easy to navigate and include photos and videos of the capital works as they are being carried out. This will enable people to be kept up to date with the progress and hopefully it will make interesting viewing. The website launch should be in the next couple of months. Quotes have now been obtained for the project manager position and interviews will take place on Monday 25th January. Once they are in post, a procurement process will start for the remainder of the design team. As long as there are no delays, construction work will start in September this year and be completed by February 2022 with the aim to have our grand opening in April 2022.

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Services UpdatesCommittee to receive a verbal update on Town Council Services being delivered during the current National Lockdown from the Parks & Open Spaces Manager, and Operations Manager.

Town Centre InitiativesThe council’s Town Centre budget provides resources to support projects and public realm improvements in the centre of Weymouth.

These budgets are allocated by the Operations Manager and Town Centre Manager but in consultation with the Weymouth Town Centre Multi-Agency Management Group (WTCMAMG) - a group facilitated by the council and chaired by Cllr Colin Huckle. The group includes representatives from Dorset Police, Dorset Council, Weymouth Civic Society, the Weymouth Chamber of Commerce and Weymouth BID.

The town council’s budgets allocated to supporting town centre projects include the following:

Town Centre Initiatives: £18,000 p.a. of which c.£9,000 remains unspent in 2020-21.

Lengthsman budget: £10,000 in 2020-21 mostly unspent as office not in post.

Maintenance budget: £20,000 p.a. of which c. £16,000 remains unspent in 2020-21.

Promotions budget: £1,500 p.a. of which c. £800 remains unspent in 2020-21.

The allocation of these budgets has been hampered by the absence of a Lengthsman for most of 2020-21 and also by the restrictions on activities and projects as a result of Covid-19.

However, the WTCMAMG is now in the process of developing an action plan and the initial draft has enabled the council’s Operations team to allocate the Initiatives and Maintenance budgets as follows:

Weymouth Public Art Project – a £3,000 contribution to the public engagement and interpretation project being led by Dorset Council with Arts Council support. An additional £2,000 may be made available to assist with installation.

Town centre signage – a likely cost of up to £7,000 for new pedestrian signage in the Swannery area.

Public Realm Enhancements: c. £5,000 of public realm redecoration. Weymouth & Portland Heritage Forum – a contribution of £1,250 to

support the promotion of the town’s heritage assets. Public benches and cycle stands – a contribution of £5,000 for initial

redecoration and maintenance of the public assets that the council has agreed to take over from Dorset Council.

Digital screens – a contribution of £5,000 to the emerging digital screens project which is currently being developed – this sum will need to be carried forward to 2021-22.

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Promotional video material may also be commissioned to help promote the town when Covid-19 restrictions are eased.

Over the coming weeks, the Town Centre Manager will be working with partners on the WTCMAMG to develop the action plan further and identify more projects that the council can support with its town centre budgets in partnership with other key local stakeholders.

The final version of the WTCMAMG action plan will be presented to Services Committee in due course.

Actions from previous meetings

Date Who Action Status02/12/20 JB Take CIL Speed Indicating Devices (SID) funding

request to FCScheduled for 24th February Full Council

28/10/20 TH Request to be made to DC for free parking in car parks at the Nothe on Remembrance Sunday (8th November)

Free parking was provided for veterans and guests.

28/10/20 TH/EW Weymouth BID and Chamber of Commerce to be consulted with regarding the most suitable date for free parking in the town centre in December.

Consultation took place but has now been superseded by Dorset Council’s free parking announcement.

28/10/20 JB Collection of statements regarding changes to parking charges to be taken to TAG group, before being sent to DC.

Completed

28/10/20 JB Complaints Policy to be amended, as agreed at the last meeting, before going to Full Council.

In progress

28/10/20 TH Events & Festivals Policy to be amended as agreed at the last meeting and circulated to TEAF Group members before going to Full Council.

Final draft of Policy has been agreed by Full Council.

28/10/20 JB Further information to be provided regarding exact costings related to the provision of public litter bins, and a bin allocation policy be drafted to go to the Green and Clean Working Group and an appropriate budget explored.

In progress

08/07/20 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 Escalate the issue of fly-posting on car

windscreens to the Corporate Director of DC.Escalated to DC Director and Head of Highways

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

Date Meeting Items for consideration27/01/21 Services Town Centre Initiatives

Ryland’s Lane allotment legal agreementCovid-19 Community Recovery Action PlanMural Trail Project PlanCleansing & Waste Contract Review

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Tourist Information PIDTumbledown Plan

10/02/21 F&G Grant ApplicationsQ3 Budget Monitoring ReportRecommended policy updates to Full CouncilRisk Management and internal controls Retention ScheduleCatering mobilisation updateDigital Information Screens pilot project planSolar PV PIDProposals for Land TrainTumbledown PlanCommunity Infrastructure Levy (CIL) Policy

24/02/21 Full Council Local Plan consultation responseQ3 Budget Monitoring ReportPlans for ATAIronman HVATumbledown PlanCommunity Infrastructure Levy (CIL) PolicyCIL - Speed Indicating Devices (SID) funding request (Services Committee)

03/03/21 HR Union recognition agreementDiscussion on staffing aspirations

10/03/21 Services Service plans and performance managementReview of Allotment Notice to Quit period?Report on first year operation of cleansing serviceCovid Community Recovery Action PlanVolunteer Group insurance

17/03/21 Annual Town Assembly24/03/21 F&G Grant Applications

Full Asset Review updateCatering mobilisation update

RecommendationThat Members note the information items.

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