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Agenda & meeting papers can be accessed in the PDF pack above once available. 

Council meetings will be held in the Ceremony Room at Richmond House, Richmond Park, Morton Terrace, Gainsborough. Public and press are welcome to attend.

To: All Members of Gainsborough Town Council:

Notice is hereby given that a meeting of the Council which will be held on Tuesday 7 May 2024 commencing at 7:00pm in the meeting room, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ and your attendance at such meeting is hereby requested to transact the following business.

AGENDA

FC25/001  Election of the Chair of the Town Council for the 2024/25 Civic year
To elect a Chair and Town Mayor for the 2024-25 municipal year and allow for the newly elected Chair to sign their Declaration of Acceptance of Office.
Paper A (pages 6 to 7)

FC25/002  Election of the Vice Chair of the Town Council for the 2024/25 Civic year
To elect a Vice Chair and Deputy Town Mayor for the 2024-25 municipal year and allow for the newly elected Vice Chair to sign their Declaration of Acceptance of Office.
Paper B (pages 8 to 9)

Open Forum      Public Participation
(Members of the public are welcome to present any matter relevant to the wellbeing of Gainsborough Town and each president will receive the attention of the Council for a period not exceeding 3 minutes, with a maximum of 15 minutes in total. Please see the Council’s Public Participation at Meetings Policy and Standing Orders 3 f-i for details.
Recording, including filming, audio recording, taking photographs, blogging, tweeting and the use of other social media websites is permitted at Council meetings which are open to the public.  Anyone wishing to do so MUST adhere to the protocol laid out in the Council’s  Filming and Recordings of Meetings Policy.

FC25/003  Apologies for Absence
To note apologies for absence.

FC25/004  Declarations of Interest
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011.

FC25/005  Dispensation Requests
To consider any dispensation requests received by the Town Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.

FC25/006  Items for Exclusion of Public and Press
To determine which items on the agenda, if any, require the exclusion of public and press under the Public Bodies (Admissions to Meetings) Act 1960 1 (2) and resolve to exclude public and press for these items.

FC25/007  Minutes of the Previous Meeting
To receive the minutes of the previous Council meeting and resolve to sign these as a true and accurate record.
Paper C Tuesday 2 April 2024 (pages 10 to 13)

FC25/008  Committee Meeting Minutes
To note receipt of the draft minutes of the Committee meetings and the decisions contained therein.
i. Property and Services Committee, Tuesday 9 April 2024 Paper D (pages 14 to 17)
ii. Personnel Committee, Wednesday 17 April 2024 Paper E (pages 18 to 22)
iii. Policy Review Working Group, Thursday 18 April 2024 Paper F (pages 23 to 24)
iv. Planning Committee, Tuesday 23 April 2024 Paper G (pages 25 to 29)
v. Finance and Strategy Committee, Tuesday 30 April 2024 Paper H (pages 30 to 33)

FC25/009  Announcements
To receive and note updates from: –
i. Chairman of Council
ii. Leader of Council
iii. Interim Town Clerk Paper I (pages 34 to 68)

FC25/010  Recommendation made by Committee
To consider the following recommendation from Planning Committee held 26 March 2024 (PL24/238 20’s Plenty for Us):
RESOLVED:  to RECOMMEND to FULL COUNCIL to support the 20’s Plenty Campaign, more school zones and encourage people to drive slower.
https://www.20splenty.org/

FC25/011  Recommendation made by Committee
To consider the following recommendation from Personnel Committee held 14 March 2024 (PC24/108 Interim Town Clerk Trial Review):
RESOLVED: to RECOMMEND TO FULL COUNCIL to offer theInterim Town Clerk (formerly Deputy Clerk/RFO) the permanent position of Town Clerk & Responsible Finance Officer as per Contract of Employment PC24/121.

FC25/012  Recommendation made by Committee
To consider the following recommendation from Policy Review Working Group held 18 April 2024 (PO24/005 Standing Order Review):
RESOLVED:  to RECOMMEND to FULL COUNCIL to adopt the reviewed Standing Orders.
Paper J (pages 69 to 88)

FC25/013  Recommendation made by Committee
To consider the following recommendation from Policy Review Working Group held 18 April 2024 (PO24/006 Structure and Functions Review):
RESOLVED:  to RECOMMEND to FULL COUNCIL to adopt the reviewed Structure and Functions.
Paper K (pages 89 to 121)

FC25/014  AGAR: Section 1 – Annual Governance Statement
To approve the nine individual statements of the AGAR: Section 1 – Annual Governance Statement 2023/24 preceded by the following assertion:
“We acknowledge as the members of Gainsborough Town Council our responsibility for ensuring that there is a sound system of internal control, including arrangements for the preparation of the Accounting Statements. We confirm, to the best of our knowledge and belief, with respect to the Accounting Statements for the year ended 31 March 2024.”
Paper L (pages 122 to 123)

FC25/015  Recommendation made by Committee
To consider the following recommendation from Finance and Strategy Committee held 30 April 2024 (FS24/127 Year End Accounts 2023/24)
RESOLVED:  to RECOMMEND to FULL COUNCIL to approve of the following reports for the 2023/24 financial year: –
i. Consolidated Balance Sheet Paper M (pages 124 to 127)
ii. Income and Expenditure Account Report Paper N (pages 128 to 130)
iii. Income and Expenditure Account Analysis Report Paper O (pages 131 to 133)
iv. Income and Expenditure by Budget Headings Report Paper P (pages 134 to 141)
v. Trial Balance Paper Q (pages 142 to 144)

FC25/016  Recommendation made by Committee
To consider the following recommendation from Finance and Strategy Committee held 30 April 2024 (FS24/128 AGAR – Section 2 Accounting Statements)
RESOLVED:  to RECOMMEND to FULL COUNCIL to approve Section 2 – Accounting Statements of the AGAR.
Paper R (pages 145 to 146)

FC25/017  Recommendation made by Committee
To consider the following recommendation from Finance and Strategy Committee held 30 April 2024 (FS24/129 Insurance)
RESOLVED:  to RECOMMEND to FULL COUNCIL to and approve a 2-year extension of the Town Council’s insurance under a 3-year scheme.
Paper S (pages 147 to 179)

FC25/018  Council Leader
To appoint a Leader of the Council

FC25/019  Finance and Strategy Committee
To appoint 7 Members, plus up to 2 substitutes, to the Finance and Strategy Committee and appoint a committee Chair.

FC25/020  Property and Services Committee
To appoint 7 Members, plus up to 2 substitutes, to the Property and Services Committee and appoint a committee Chair.

FC25/021  Personnel Committee
To appoint 7 Members, plus up to 2 substitutes, to the Personnel Committee and appoint a committee Chair.

FC25/022  Planning Committee
To appoint 7 Members, plus up to 2 substitutes, to the Planning Committee and appoint a committee Chair.

FC25/023  Neighbourhood Plan Working Group
To appoint 3-5 Members to the Neighbourhood Plan Working Group.

FC25/024  Policy Review Working Group
To appoint 3 Members to the Policy Review Working Group.

FC25/025  Review / appointment of representation on or work with external bodies and arrangements for reporting back
To appoint representatives to outside bodies and consider and arrangements for reporting back;
i. Gainsborough Adventure Playground Association
ii. Friends of Richmond Park
iii. North Notts and Lincs Community Rail Partnership CIC
iv. Bassetlaw Area Group of North Notts & Lincs Community Rail Partnership
v. Gainsborough Transport Strategy Board (LCC)
vi. Safeguarding Champion
vii. First Aid Champion

FC25/026  Authorised signatories – Payments
To approve authorised payment signatories for 2024/25 (5 authorised of which 2 sign). Current signatories are Cllrs Craig, Key, Panter & Plastow.

FC25/027  Authorised signatories – Legal documents
To review the current authorised persons to sign legal documents for 2024/25. Current authorised persons are Town Clerk, the Deputy Clerk and RFO and those members on the Town Council’s bank mandate, which currently are Cllrs Craig, Key, Panter & Plastow.
Note: Council now have a seal.

FC25/028  Meeting calendar for 2024 / 2025
To consider and approve a meeting schedule for 2024/25.
Paper T (pages 180 to 181)

FC25/029  Subscriptions
To review and approve Council’s and/or staff subscriptions to other bodies;
i. LALC / NALC
ii. The National Allotment Society
iii. ICCM
iv. Information Commissioners Office
v. The Rural Town Group – Cancel subscription.

FC25/030  Allotment Secretaries
To approve the appointment of the Site Secretaries for Foxby Hill, Love Lane, North Warren and Showfield Allotments.
Paper U (pages 182 to 183) 

FC25/031  Correspondence
To note the correspondence previously circulated by email (for information only).
Paper V (pages 184 to 185)

FC25/032  Items for Notification
To receive any items for notification to be included on a future agenda (for information only)
i. Road Safety Partnership – 20’s Plenty Campaign

FC25/033  Time and Date of Next Meeting
To note the date and time of the next Full Council meeting is scheduled for Tuesday 4 June 2024 at 6:30pm/7:00pm.

Rachel Allbones
Interim Town Clerk
Richmond House
Gainsborough

Wednesday, 01 May 2024