· web view2021/02/10 · council offices, commercial road, weymouth, dorset, dt4 8ng. 01305...
TRANSCRIPT
Council Offices, Commercial Road, Weymouth, Dorset, DT4 8NG
01305 239839 - [email protected]
Councillors nominated to the Finance & Governance Committee are hereby summoned to attend the following meeting. Please inform the Clerk if you are unable to attend.
NOTICE OF MEETING
MEETING: Finance and Governance Committee Meeting
DATE & TIME: Wednesday 10th February 2021 at 7.00pm
PLACE: 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/WeymouthWTC
Anyone wishing to attend or ask a public question should do so by email to [email protected] by 9am on the day prior to the meeting if possible.
Agenda and papers are available at www.weymouthtowncouncil.gov.uk
J L Biscombe, FSLCC, CiLCA
Town Clerk 4 February 2021 _______________________________________________________________
Agenda
1. Welcome by the Chair
2. Apologies for Absence and Substitutions
3. Declarations of Interest
4. Minutes of the last meeting
5. Councillor questions
6. Public questions
7. Q3 Budget Monitoring Report
8. Tumbledown Business Plan 2021 – 2026
9. Corporate Plan
10. Land off of Pinemoor Close/Brackendown Avenue
11. Risk Management
12. Retention and Disposal Policy and Schedule
13. Community Infrastructure Levy (CIL) Policy
14. Grant Applications
15. Carbon Footprint – decarbonisation briefing and draft action plan
16. Project Initiation Document – Solar PV
17. Information items
· Catering Services Mobilisation Update
· Actions from the last meeting
· Forward Plan
Welcome by the Chair
Apologies for Absence and Substitutions
To approve any apologies received.
Declarations of Interest
To receive Councillor Declarations of Interest in matters on the agenda.
Minutes of the last meeting
To agree the minutes of the previous meeting held on 16 December 2020.
Recommendation:
That Councillors agree the minutes as a true and accurate record and agree they be signed as such on a future date.
Councillor’s Question Time
Prior notice preferred where possible.
Public Question Time
Questions referring to the work of Dorset Council or other partner agencies will not be taken at this meeting.
No questions have been received to be included with the agenda despatch. Members of the public are able to ask a public question up until 9am on the day before the meeting date by emailing [email protected] .
The length of time available for public questions will be determined by the Chairman.
Q3 Budget Monitoring Report
The budget monitoring report summarises the actual transactions as at the end of the third quarter against the current annual budget. It also shows the amounts that have been committed against budgets, the estimated outturn and the projected over/under spends as at the end of the financial year.
At the end of quarter 3 budget holders are predicting a projected underspend on service expenditure in the region of £330k. This compares with a projected underspend on service expenditure of £268k at the end of quarter 2.
In addition, and outside of the service expenditure the Council has received £60k in respect of CIL income and this has been transferred to the CIL reserve which now stands at £153k (£15k had been received at the end of quarter 2)
Town Centre Budgets
At its meeting on 11 November 2020 the committee requested further details on the Town Centre budgets and the projected spend for the year.
As set out in an information report presented to Services Committee in January, the Operations team are working with the Weymouth Town Centre Multi-Agency Working Group to develop an action plan that will guide the allocation of the council’s town centre budgets (for initiatives and maintenance) in both the current financial year and the next.
It is expected that the Lengthsman budget will be used to undertake minor works to the public realm and the purchase of equipment before year end. There will be a request that any remaining budget will be transferred to reserves to help address any urgent maintenance works to public benches which are being transferred to the town council from Dorset Council in the coming weeks – although some works to the benches and bike stands/stores will take place before the end of March.
With regard to the Town Centre Initiatives budget, this will be spent on the following projects: Dorset Council’s public art trail, improved pedestrian signage and support for promotional work by the Heritage Forum. In addition, there will be a request that a contribution to the emerging digital information screens project is made via a transfer to reserves for implementation in 2021-22.
Current Earmarked Reserves
The current balances on the earmarked reserves allocated by full council is shown within Appendix B.
2020/21 Income
At previous meetings of the Finance & Governance Committee it has been noted that the income received by the Council during 2020/21 was likely to be well below budgeted levels. Officers have provided an update on the projected income amounts based on the information that was known at the end of Quarter 3. A summary of these are shown below and details of individual budget lines can be found within the main budget monitoring report (Appendix A).
D’ment
Current Budget
(a)
Actual Income (Q2)
Estimated Outturn
(Q2)
Actual Income
(Q3)
Estimated Outturn (Q3)
(b)
Projected Year End Variance
(a less b)
Parks
183,002
74,011
161,669
120,314
161,272
21,730
Operations
452,890
176,427
184,851
219,049
232,206
220,684
Central
0
1,453
2,250
1,869
2,250
(2,250)
CIL Income
0
15,916
15,916
59,960
59,960
(59,960)
Totals
635,892
267,807
364,686
401,192
455,688
180,204
It should be noted that the above table is only an indication of the estimated outturn based on information known at the end of quarter 3. It should also be remembered that the above table only looks at income budgets in isolation, and it does not reflect any corresponding savings in expenditure within a given cost centre such as deckchair operations.
Virements
A list of virements that have been implemented in accordance with Financial Regulations is shown within Appendix C.
Impact Assessment:
Equalities – The budget is set with due regard to equalities policies and legislation.
Environmental - None
Crime and Disorder - None
Financial – The financial information is contained within this report
Resources – Officer time will be needed to continually monitor the budget
Economic - None
Risk Management – The risk of not setting a balanced budget would put the Council’s assets and services at risk.
Recommendations:
That Councillors:
a. Note the budget monitoring statement as at the end of the first quarter (Appendix A).
b. Note the earmarked reserves statement (Appendix B)
c. Note the virements listed within Appendix C
Tumbledown Business Plan 2021 - 2026
The attached Business plan (Appendix D) 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.
The Services Committee at its January 2021 meeting considered the actions and activities in the business plan. The Committee voted unanimously in favour to recommend the plan to Full Council for adoption, subject to any comments from the Finance and Governance Committee.
This plan is being brought before Councillors for consideration prior to finally being considered by Full Council for adoption. The Finance and Governance Committee are asked to consider the financial aspects of the plan. Full Council will subsequently consider the recommendations from both Committees.
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.
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.
Recommendation:
The Committee is asked to recommend the Business Plan to Full Council for adoption, including any comments on the financial aspects of the plan.
Corporate Plan
The Council formally adopted its Strategy in April 2020. The formulation of a Corporate Plan is the next step adding detail and substance to make the vision a reality.
The Corporate Plan itself lists the agreed priorities for the Council, along with adding context and operational information. The plan is supported in turn by a table of agreed actions and by individual service plans and service monitoring.
Due to the pressure of current workloads the full table has not yet been completed by officers and so a draft is included as part of this item for information. This table will be updated regularly and included in each Full Council agenda as an information item. The purpose of the table is to list the projects and actions agreed by the Council and allow Councillors to monitor the wide range of activity in progress to support the continued development of the Council and its services.
Service plans with Key Performance Indicators (KPIs) will be brought to Councillors later on in the spring for agreement and will be reviewed annually. These will then be monitored by the most relevant Committee and the performance data tabled as an item to Full Council quarterly.
Impact Assessment:
Equalities – There are no direct impacts from this report.
Environmental – There are no direct impacts from this report. It is not proposed to produce printed copies of the plan.
Crime and Disorder – There are no direct impacts from this report.
Financial – There are no direct impacts from this report. The financial impacts of individual projects will be considered as part of the Councils budget setting process and project planning process.
Resources – There are no direct impacts from this report. The resource impacts of individual projects will be considered as part of the Councils project planning process.
Economic – There are no direct impacts from this report.
Risk Management – The adoption of a clear plan will help ensure that Councillors, staff and the public are aware of what the Council is doing in a transparent and honest way.
Recommendation:
The Committee is asked to:
1. Agree to recommend the plan to Full Council for adoption (Appendix E).
2. Agree the format of the Key Objectives table (Appendix F)
Land off of Pinemoor Close/Brackendown Avenue
Purpose:
To consider and recommend to Full Council the transfer of land off of Pinemoor Close from Dorset Council to Weymouth Town Council.
Background:
Dorset Council has approached the Town Council with a view to transfer the freehold to land off of Pinemoor Close, to be used for future allotments and open space in accordance with the Pinemoor close S.106 development agreement. A plan of the land (outlined in Red & Green) is attached at Appendix G.
The land would be transferred to the Town Council for a peppercorn fee and in accordance with the heads of terms (Confidential Appendix H). The Section 106 agreement and plan define 7 allotment plots for the site. S.106 money will also be transferred to the Council on completion for future maintenance works at the site.
Subject to the outcome of this Committee’s recommendation to Full Council, Dorset Council will present a report to their Cabinet after the proposed transfer and appropriation are advertised publicly (as the land comprises “open space”) and any objections considered. If there are any objections or feedback Dorset Council officers will respond to these accordingly.
Business Plan:
As per the Section 106 agreement the proposed land would create 7 allotment plots, however it is felt that the site could accommodate no more than 9 allotment sites and that the possibility of increasing will be taken up with Dorset Council in the future.
In accordance with the 2021/22 schedule of fees it is anticipated that the plots would generate circa £230 income per year.
There are currently no allotments in the Preston and Littlemoor area, so it is felt that there would be a high demand for these proposed plots. They would be advertised, allocated and managed in accordance with current Council policies, procedures and scale of charges.
The site should be self sufficient and initially more money would be needed to be spent to adjust the layout, adding additional pathways, etc. but as the years go by the annual maintenance costs would reduce . It is anticipated that the maintenance conducted would be funded through the transferred S.106 funds for a period of up to 15 years.
Confidentiality
The Heads of Terms circulated to members (confidential Appendix H) remains confidential - publicity/ disclosure could compromise the Commercial sensitivity of the information; significantly impacting on the Councils ability to negotiate and act commercially.
Should members wish to discuss the confidential appendix in accordance with the Town Councils standing orders at paragraph 10.1.11, a motion may be moved at the meeting without written notice to the proper officer to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest.
Impact Assessment:
Equalities – N/A.
Environmental – The creation of up to nine allotment plots will have a positive impact on the environment. A Dorset Council Senior Ecologist has checked the site and there are no sign of badgers or reptiles. When clearing the site Dorset Council left the far end of the site as a mix of rough grassland and scrub as this is an area of high wildlife interest. Wildlife corridors have also been maintained when clearing the site.
Crime and Disorder – The site will be regularly checked by Parks officers to ensure that no anti social behaviour is taking place.
Financial – The rental income from the allotment sites will contribute to council’s income budget and help sustain council services. Ongoing costs for a period of up to 15 years will be funded through the S.106 transferred funds.
Resources – Officer time will be required to assign the allotment sites, and ongoing maintenance.
Risk Management – N/A
Recommendations:
That Finance & Governance Committee recommends the transfer of Land off Pinemoor Close Brackendown Avenue as detailed in the report and in accordance with the heads of terms set out in confidential Appendix H to Full Council.
Confidential Appendix H – Heads of Terms Pinemoor Close (or Southdown Allotments)
Risk Management
The Council is required under the Accounts and Audit Regulations 2015 (Reg. 3) to undertake an annual review of its internal controls for risk management (financial and non-financial.) This is a requirement for passing the annual audit inspection.
Impact Assessment:
Equalities – None relating to this report
Environmental – None relating to this report
Crime and Disorder – None relating to this report
Financial – None directly relating to this report, however additional controls may require investment.
Resources – None directly relating to this report, however additional controls may require investment.
Economic – None relating to this report
Risk Management – As detailed in the attachment.
Recommendation:
The Committee is asked to agree the attached risk register (Appendix I) for approval at Full Council on 24 February 2021.
Retention and Disposal Policy and Schedule
Weymouth Town Council recognises that its records are an important public asset and are a key resource to effective operation and to accountability. Like any asset, they require careful management and this policy sets out the Council’s responsibilities and activities in regard to the management/retention of its records.
The effective management of records in all formats depends as much on their efficient disposal as well as their long-term preservation. Records disposal policies are essential for effective records management. As a local authority we must be consistent in the way we handle and dispose of our information. These guidelines will assist the Council in meeting local needs whilst providing a consistent approach to record keeping across Government.
These guidelines are also extremely important in the context of Freedom of Information and compliance with Data protection Legislation which enforces transparency and accountability regarding the way we process personal data and specifically requires the Council to inform how long personal data will be held for.
Impact Assessment:
Equalities – None relating to this report
Environmental – None relating to this report
Crime and Disorder – None relating to this report
Financial – There will be a cost of disposal for confidential waste as well as other costs of ensuring records are securely kept.
Resources – Officer time will be required to data cleanse the current records and developing a council wide corporate file plan.
Economic – None relating to this report
Risk Management – The council could be open to challenge should data and information be held longer than is required which will then have a consequence to the reputational risk.
Recommendation:
The Committee is asked to recommend the attached Retention Policy and Schedule (Appendix J) to Full Council for adoption.
Community Infrastructure Levy (CIL) Policy
As Councillors are aware, WTC receives 15% of the Community Infrastructure Levy (CIL) paid by developers to Dorset Council. The Town Council currently holds approximately £152,000 of CIL funding.
In order to ensure this public money is put to best use and within the bounds of the CIL regulations 2010, an effective CIL allocation policy is required.
Impact Assessment:
Equalities – The policy ensures an open process, accessible to all.
Environmental – None directly from this report
Crime and Disorder – None directly from this report
Financial – This policy does not have any direct financial implications. CIL funding will contribute funds to local projects.
Resources – In allocating funds to local projects Councillors will need to be mindful of resource implications of that funding. This will be determined in the project planning phase.
Economic – None directly from this report. The use of CIL funding could support local economic growth.
Risk Management – An effective policy will ensure a clear and transparent process to manage these funds appropriately.
Recommendation:
The Committee is asked to recommend the attached CIL Allocation Policy (Appendix K) to Full Council for adoption.
Grant Applications 20/21
The following applications have been received and are attached to this agenda (Appendices L and M), along with a copy of the agreed Grants Policy for 20/21:
Old Town Hall:
The Old Town Hall wish to employ a local painting firm to repaint the railings around the upper forecourt and the railings that protect the rear of the building in traditional Weymouth colours. This quote for this work is £1,878 inc. vat.
The Town Council holds the freehold of the building however a lease is held by Guardians of the Old Town Hall, commencing on the 24th June 2009 for 30 years.
Project cost: £1,878.00
Application amount: £1,878.00
Recommendation: to allocate £1,878.00
St Mary’s Church:
St Mary’s Church wish to undertake a partnership project to highlight Weymouth’s wonderful nature reserves via an online blog, with copies available in print for residents.
St Mary’s Church propose a pilot project to start before the 31st March of five or seven blogs viewed per week. These blogs would show simple crafts that can be created by all with items that can be easily found around the home, filmed by professional film makers. Also online cooking of very simple recipes with Neil Biles at St Marys Church. Blogs will be linked to Weymouth Town Council’s Facebook, RSPB website and Facebook pages and St Marys Facebook pages.
There will be videos of walks around Lodmoor Nature Reserve, Radipole Nature Reserve, Rodwell Trail, Littlemoor etc.
Project cost: £4,800.00
Application amount: £2,000.00
Recommendation: to allocate £2,000.00
Recommendation:
That Councillors discuss the grants detailed above and decide on allocations to be made.
Summary of grant allocations in 20/21:
Applicant
Project
Agreed
Allocation
Date agreed
Weymouth Concert Brass Band
Purchase of branded fleeces
600.00
13/05/20
Weymouth Neighbourhood Policing
Commencing football camps
2,000.00
13/05/20
Citizens Advice Central Dorset
Upgrading IT. Publicity materials.
1,775.00
13/05/20
The Bus Shelter Dorset
Purchase of white goods.
1,340.00
13/05/20
AIR FM CIC
Upgrade transmission equipment
2,000.00
30/09/20
Refresh
Keep in Touch Project
2,000.00
30/09/20
Friends of Radipole Park & Gardens
Sensory Garden
2,000.00
30/09/20
Waterside Community Forum
Short mat bowls
1,570.00
30/09/20
Nothe Fort
Victorian Christmas Market
1,945.20
30/09/20
The Nest Social Supermarket
Set-up
2,000.00
30/09/20
South West Talking Newspaper
IT equipment
579.00
16/12/20
Refresh
Drive-In Nativity
2,810.00
16/12/20
Old Town Hall
Painting of railings
1,878.00
St Mary’s Church
Partnership project re RSPB
2,000.00
Total previously AGREED
£20,619.20
Remaining Budget prior to this meeting
£29,380.80
Carbon Footprint – decarbonisation briefing and draft action plan
Purpose of Report:
To 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.
Background:
The 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.
The attached carbon footprint information and draft decarbonisation action plan have been considered by the Services Committee on 27th January where they unanimously resolved to endorse the action plan onto the Finance & Governance Committee and supported the request for additional funding of £50,000 to progress mitigation actions during 2021-22.
The Services Committee discussed, educating the public about what Weymouth Town Council are doing to reduce its carbon footprint and why and then using this as a positive action to encourage communities to get involved and act themselves. The Green & Clean Working Group will aim to produce information that will highlight and engage with the public which can be sent out and displayed on the Council website and via social media.
There was a call for internal education for all staff and councillors to ensure that all future internal decisions (of any size) have considered green and sustainable options. It was noted that Council working practices following the Covid19 lockdown period will be reviewed to increase flexibility utilising technology and reducing the amount of vehicle journeys required.
When discussing the recommendation request for additional funding for the Green & Clean working group to progress mitigation actions to reduce the carbon footprint in 2021-22 it was considered whether there was an opportunity to request more than £50,000 but leave this as an undisclosed figure to potentially reduce emissions quicker. Following the discussion, it was agreed that for the coming year having an agreed amount for the projects currently identified would allow the Green & Clean working group to act quickly when required and make positive changes to start physically reducing the carbon footprint as detailed in the action plan.
Scope 3 emissions were discussed, and it was acknowledged how complicated and potentially difficult this will be and that it will take external organisations working with the Council to make this happen.
Carbon Trust Reports:
The Finance and Governance Committee agreed to the commissioning of a climate impact analysis report and mitigation measures report. to provide data on the Council’s carbon footprint
The Carbon Trust were contracted during 2020 to complete the comprehensive carbon footprint assessment of the Councils direct and indirect carbon emissions for calendar year 2019; and to provide the mitigation measures report – attached at Appendix N and O respectively
Carbon Emissions:
The estimated Weymouth Town Council 2019 Carbon Footprint inclusive of Scope 1, 2 and 3 = 1,176.2 tCO2e (Baseline Figure).
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 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.
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 Plan:
Attached at Appendix P 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.
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 and the installation of additional charging points 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 is possible part of the work will explore alternative opportunities for energy production and implementation which could include solar PV, air source and ground source technology.
Scope 2 - Emissions resulting from electricity
Contribution 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.
· 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 Operations
Contribution to overall footprint = 1,082.2 tCO2e (92%)
A - Contracts
Contribution 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 industries
· 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
· 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 Target
Even 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 assessment 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.
Environmental
Weymouth 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
· 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 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 2
LED Lighting = circa £8,966
PV (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 - commitment of x day / hours per week over the next x years.
Assistance from the Senior Building Engineer to provide inhouse technical advice around the use of Council assets to incorporate new green technology ie. Solar pv.
Beach Manager and Contracts Officer – working with and supporting licencees and tenants with assessments and green working practices.
Economic
The implementation mitigations will require products and services from external organisations.
Mitigating the Councils Carbon Footprint will also have benefits in promoting Weymouth in terms of Green Tourism which is an important message to promote to the public and will generate more 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.
Recommendations:
That the Committee;
1. Agrees to endorse the developing Decarbonisation Action Plan and the mitigation actions within it required to reduce the Councils Carbon Footprint.
1. recommends the adoption of the Decarbonisation Action Plan to Full Council.
1. requests that a funding increase of up to £50,000 be considered to the Clean and Green operational budget when considering the council’s 2020-21 end of year financial position and allocations to earmarked reserves to progress decarbonisation mitigation actions as set out in the action plan subject to future PIDs to Full Council.
Appendices
N Carbon Trust Report – Weymouth Town Council Carbon Footprint
OCarbon Trust Report – Weymouth Town Council Mitigation Measures
PDraft Decarbonisation Action Plan
Project Initiation Document – Solar PV
Proposer: Clean & Green Working Group
Members are asked to consider the Solar PV - Project initiation Document (PID):
Project Initiation Document
Name/ Committee
Clean & Green Working Group
Date: December 2020
Project Name
Which service area/s or Committee/Working Group does this project come under?
Installation of Photovoltaic Technology on Council Assets
Clean & Green Working Group
Description of project
To install photovoltaic (PV) cells on Weymouth Town Council assets (or working in partnership with third parties where adequate WTC roof space is not available) to be able to produce a source of green electricity that feeds into the buildings energy requirements.
PV will help to reduce the Councils’ carbon footprint by reducing the amount of electricity drawn from the national grid and in turn will reduce the energy usage costs for the buildings where PV is installed.
Electricity generated could also be sold onto third parties generating income.
Project Aims
What do you want the project to achieve? How does it support the Council’s Plan?
· Reduce the Councils’ Carbon Footprint by reducing Scope 2 emissions which relate to the electricity usage of the Council.
· Increase the use of green technology which will provide a long-term source of free green electricity to the properties where installed.
· Reduce the electricity running costs of properties where PV is installed through generating and using free solar power.
· Explore other solutions where the Council does not have adequate roof space to install PV equipment to work with a neighbouring property owner to benefit both parties through the generation of solar power.
The installation supports the Council’s plans through:
· Council Climate Emergency declaration – helping to achieve net zero carbon emissions by 2030.
· Reducing the Council’s Carbon Footprint– PV technology has been agreed as a priority area for action by the Clean & Green Working Group.
· Reducing running costs of assets electricity consumption – PV will provide some/all of the property’s electricity supply at no cost, this will reduce energy payments and helps to keep precept payments the same.
Target Communities
What communities are targeted and what benefits will the project bring to them?
The whole community as it is reducing the amount of CO2 emissions produced by the Council’s operations and therefore having a positive impact on the climate agenda which effects everyone.
Research already completed.
Please attach all research carried out so far.
· Carbon Trust Reports and Mitigation report – The Council commissioned the Carbon Trust to produce a report that sets out the Council’s current (2019) Carbon Footprint. This is very significant document as it sets out the baseline figures for future action and measurement to be able to show progress over the next 10 years to 2030.
· Carbon Footprint Action Plan – Based on the Carbon Trusts reports and findings to set out and prioritise actions that the Council can take to reduce tCO2e emissions over the next 10 years. The Plan will come forward to Council early in the New Year
Evidence of need
How do you know the project is needed?
Through the Council acknowledging and declaring a Climate Emergency it has agreed to holistically assess all its operations to understand its greenhouse gas emissions and then produce an action plan to continually reduce and mitigate emissions to achieve the target of net zero carbon emissions by 2030.
Within the carbon footprint there are scope 1,2 & 3 emissions, scope 1 & 2 are direct emissions and scope 3 is indirect emissions. Scope 2 relates to electricity usage and therefore through installing PV technology the Council will be able to make a direct impact on reducing the scope 2 emissions.
Cost of Project
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.
6 x identified potential sites from the Carbon Trust report (The current review of the Councils assets could identify further potential sites where PV could be utilised)
Estimated cost to install all 6 sites = £32,775
Additional sites and options will be explored and incorporated into the project plan. Quotations for the works - specific to the buildings will be obtained to inform the project plan and future procurement procedure. Project costs would need to be met from allocation of future / Council reserves.
Benefits
Please details all benefits including cost savings, efficiency savings
Estimated benefits from installing the 6 identified sites currently identified:
Estimated Annual Energy Savings = £4,889
Estimated Annual Energy Savings = KWh 32,619
Simple payback years = 6.7 yrs
Carbon Impact (Year 1) = 9.1 tCO2e
Who? Officer /Councillor
Do you have any suggestions for who might be part of the project team? And what role do you think they should take on?
Clean & Green Working Group
Matt Ryan – Lead Officer
Bob Savage – Review & management of Council assets
Surveyor – Review of Council assets for suitability
Ben Heath – Project work
Other Organisational Support
Who do you think we need to work with or take advice from?
· Carbon Trust – advice and guidance.
· Briar – gather advice and guidance – potential delivery partner but would depend on cost.
· Low Carbon Dorset – Advice and guidance and potential source of funding (upto 40%).
· Dorset Council – Potential joint project Library building and Council Offices on Commercial Road.
Timeline
What is the length of the project work and when will the benefits be realised? Are there any time constraints?
Weymouth Town Council have declared a climate emergency and are now committed to making the Council’s activities net zero carbon by 2030.
The Clean & Green Working Group have prioritised PV as a priority action within the Carbon Footprint Action Plan which would require action on PV by March 2023.
Risks
Are there any risk associated with this project e.g. reputational risks for the Council or possible local sensitivities?
· Building structures may require further work to accommodate PV
· A number of the suggested sites are within the Conservation area
Is the project a quick win?
I.E. does it meet all the following criteria?
a. Will cost less than £1,000
b. All expenditure can be met from an existing budget
c. 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
Other information
Is there any other information which you feel would help with the project assessment? Please include links to any best practise or similar projects.
· Planning consent will be required to install the PV equipment – This will be discussed with Dorset Council and may require additional external advice and production of plans etc.
A structural survey of the potential sites will need to be carried out to ensure the buildings can support the additional weight of the equipment and required works to electrical installations etc
Name of project research lead
Estimated date for initial assessment to be completed:
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.
Recommendation:
That the Committee agrees to the production of a Project Plan to explore options for the delivery of Solar PV
Information Items
Catering Services Mobilisation Update
Purpose:
To provide members with an update on progress with the mobilisation of the council’s new catering service.
Background:
As agreed at previous meetings for both the Finance & Governance Committee and Full Council, officers are working on the establishment of a new catering service for the town council.
This work is overseen by a Mobilisation Group which includes key officers and two nominated members – Cllr Wakeling and Cllr Gray. The Group met twice in December and, since the New Year, have been meeting on a weekly basis.
Key actions since the last update have included:
· The role of Catering Supervisor has been filled, and the successful candidate started in post on the 11th January
· Commencement of recruitment for the post of Catering Team Leader and seasonal staff
· Discussions with the current tenant of Brunswick Terrace kiosk have been positive, and it is hoped that a sale agreement will have been signed shortly
· Branding for both catering units has been confirmed. This will be rolled out across catering services and will be used on uniform, signage etc.
· Many local suppliers have been sourced, and the menu is developing.
· An EPOS system, coffee machine, whippy machine, and all other associated kitchen equipment has been ordered for the beach office café.
· It is envisaged that that café situated at the beach office site will be open mid- February
Impact Assessment:
Equalities – The new service will aim to be accessible to all the community.
Environmental – The new catering service will be operated in accordance with the council’s environmental objectives and, for example, aim to reduce the need for single-use plastics. It is also the intention to source the stock for the service from local suppliers.
Crime and Disorder – The new service will need to ensure that the operating sites are secure.
Financial – The budget for the establishment of the service was agreed by Full Council on 14th October 2020, and by Finance and Governance on the 18th March 2020. All profits will be used to support other Town Council services including beaches and parks and open spaces.
Resources – The establishment of the new service is requiring input from officers in the Operations and Finance teams.
Risk Management – Risk registers were contained within the business plans for each of the catering outlets and these will be monitored and updated by officers as mobilisation proceeds.
Actions from the last meeting
Date
Who
Action
Status
16/12/20
CD
Make a renewed effort to contact the 1 concession holder who has not responded
No response despite efforts to contact concession holder
16/12/20
MR
Amend Health, Safety and Welfare Policy to include Tumbledown Farm
Completed
16/12/20
TH
Explore Cllr Taylor’s query regarding the increase in fees for charity events.
Ongoing
16/12/20
JB
Draft a letter to DC within the next week regarding the Council Tax support grant.
Completed
16/12/20
IM/Cllr Gray
Look at including more detail in the payroll budgets.
Ongoing
11/11/20
Cllr Gray
Cllr Gray to circulate information so that Members can put together the principles of what they want the town centre to look like.
In progress
11/11/20
JB/MR
Councillor briefing to be organised in the New Year to discuss the future of the town centre.
In progress
11/11/20
MR
Asset Management Plan to be updated with the amendments agreed at this meeting.
Completed
11/11/20
MR/TH
Come back to F&G Committee with a more accurate spend prediction for year end for the town centre group for the Q3 report.
Information detailed at agenda Item 7
11/11/20
Cllr Gray
Go back to Cllr Ferrari regarding town centre redevelopment and what it is within WTC’s gift to change and what DC can do, and speak with Cllr Sutton.
Cllr Gray to provide a verbal update at F&G Committee on 16.12.20
30/09/20
IM
Ensure F&G Committee meetings are held shortly after quarterly budget monitoring reports are available.
The committee schedule has been reviewed and amended
30/09/20
IM
Budget Working Group to look at renaming some of the reserves so that it is clear what they are for.
In Progress
Finance and Governance Forward Plan
The forward plan is as below. Please note that this plan is subject to regular amendments and is only intended as a guide.
Date
Meeting
Items for consideration
10/02/21
F&G
Grant Applications
Q3 Budget Monitoring Report
Recommended policy updates to Full Council
Risk Management and internal controls
Retention Schedule
Catering mobilisation update
Carbon Footprint – decarbonisation briefing and draft action plan
Solar PV PID
Tumbledown Plan
Community Infrastructure Levy (CIL) Policy
Land off of Pinemoor Close/Brackendown Avenue
24/02/21
Full Council
Local Plan consultation response
Q3 Budget Monitoring Report
Plans for ATA
Ironman HVA
Risk Management and internal controls
Retention Schedule
Tumbledown Plan
Community Infrastructure Levy (CIL) Policy
CIL - Speed Indicating Devices (SID) funding request (Services Committee)
03/03/21
HR
Employing under 18s
Discussion on staffing aspirations
Paternity Policy
10/03/21
Services
Service plans and performance management
Review of Allotment Notice to Quit period?
Report on first year operation of cleansing service
Covid Community Recovery Action Plan
Volunteer Group insurance
17/03/21
Annual Town Assembly
24/03/21
F&G
Grant Applications
Full Asset Review update
Catering mobilisation update
Mural Trail Project Plan
Recommendation:
That Members note the information items.
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