Extraordinary Property and Services Committee – Tuesday 9 June 2026 at 6:30pm

 

Agenda and Minutes

Present: Councillors Nicholas Coxon, Paul Key, Douglas Owles (C), Richard Thompson

In Attendance:
Rachel Allbones                  Town Clerk
Sean Alcock                        Operations Manager
Amanda Clarke                   Communities Officer

Venue: Meeting room, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ.

 

PS27/017  Apologies for Absence
To note apologies for absence.

Minutes:
Apologies were received from Councillor Craig, Dannatt, Hooton, Plastow.

PS27/018  Declarations of Interest
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011.

Minutes:
No declarations of interest were received.

PS27/019  Dispensation Requests
To consider any dispensation requests received by the Town Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.

Minutes:
No dispensation requests were received.

PS27/020  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, section 1 (2), and to resolve accordingly.

Minutes:
RESOLVED: To exclude the public and press from items PS27/026, PS27/027, PS27/028, PS27/029, PS27/030, PS27/031 in accordance with the Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960, due to the confidential nature of the business to be discussed.

PS27/021  Minutes of the Previous Meeting (Paper A pages 4 to 9)
To receive and resolve to sign as a true and accurate record the minutes of the Property and Services Committee held on Tuesday 12 May 2026.

Minutes:
RESOLVED: That the minutes of the Property and Services Committee meeting held on Tuesday 12 May 2026 be approved as a true and accurate record and signed by the Chair.

Note: Councillor Coxon abstained from voting on the above resolution.

PS27/022  Allotment Tenancy Breach Policy Review (Paper B pages 10 to 16)
To review and adopt the updated Allotment Tenancy Breach Policy.

Minutes:
RESOLVED: To adopt the updated Allotment Tenancy Agreement Breach and Re-entry Policy.

PS27/023  Allotment Waste Management Policy Review (Paper C pages 17 to 24)
To review and adopt the updated Allotment Waste Management Policy.

Minutes:
RESOLVED:To adopt the updated Waste Management on Allotments Policy.

PS27/024  Allotment Tenancy Agreement Review (Paper D pages 25 to 30)
To consider review of 9.5 of Schedule 1 of the Allotment Tenancy Agreement.

Minutes:
RESOLVED: To update 9.5 of Schedule 1 of the Allotment Tenancy Agreement as follows:
Brassica and fruit cages must be moveable and not concreted into the ground. Structures must be constructed from lightweight materials and covered primarily with netting. The maximum permitted dimensions shall be: 366cm (12ft) by 244cm (8ft), with a maximum height of 183cm (6ft). A maximum of two (2) structures shall be permitted per allotment garden.
Structures must:
i. Be maintained in a safe and serviceable condition;
ii. Not cause unreasonable obstruction, nuisance or shading to neighbouring plots;
iii. Require prior approval through the Council’s structure permission process.

Note: Councillor Key voted against the above resolution.

PS27/025  Thorndike Way Roundabout Boat Installation (Paper E pages 31 to 33)
To consider proposed installation of a boat planter feature on the Thorndike Way roundabout.

Minutes:
RESOLVED: To proceed with the installation of the boat on Thorndike Way roundabout and accept the ongoing maintenance responsibilities associated with the feature.

RESOLVED: To RECOMMEND TO FULL COUNCIL that the quotation from Chevron Traffic Management Ltd for traffic management services required to facilitate the installation of the boat planter on the Thorndike Way roundabout, at a cost of £2,625.00, be approved and funded from the Council’s General Reserves.

RESOLVED: To obtain quotations for the provision of a lorry with Hiab facilities to deliver and position the boat planter on the roundabout.

PS27/026  Richmond House & Park Building Survey Report (Paper F pages 34 to 213)
To consider and note the Richmond House & Park building survey report.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To note the Richmond House and Park Building Survey Report and place the matter on a future agenda for further consideration following discussions with West Lindsey District Council and Lincolnshire County Council.

PS27/027  Richmond House Options Analysis (Paper G pages 214 to 234)
To consider and note the Richmond House Options Analysis.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To note the Richmond House Options Analysis.

 Note: Amanda Clarke left the meeting at 7:12pm.

PS27/028  Richmond Park Potting Shed Demolition (Paper H pages 235 to 237)
To consider quotations received for the demolition of the former potting shed at Richmond Park.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To approve the quotation from Gainsborough Building Services in the sum of £6,955.00 for the demolition of the former potting shed at Richmond Park, with funding to be met from Budget 4000/2 – Richmond Park and House, House and Buildings Maintenance.

PS27/029  Richmond Park Garden Wall Repointing (Paper I pages 238 to 239)
To consider quotations received for the repointing works to the Richmond Park garden wall.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To approve the quotation from T.G. Sowerby Developments Limited in the sum of £14,795.77 for repointing works to the Richmond Park rose garden wall, with funding to be met from Budget 4000/2 – Richmond Park and House, House and Buildings Maintenance.

PS27/030  Christmas Lights Infrastructure Overhaul (Paper J pages 240 to 242)
To consider quotations received for the replacement and upgrade of the existing Christmas lights infrastructure, including catenary wires, fixings, and load testing across the town centre Christmas lighting display locations.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To RECOMMEND TO FULL COUNCIL that Christmas Plus Ltd be appointed to undertake the works to existing Christmas lights infrastructure, including catenary wires, fixings, and load testing across the town centre Christmas lighting display locations at a total cost of £4,192.50, with funding to be met from the Council’s General Reserves.

PS27/031  Christmas Lights Scheme 2026 onwards (Paper K pages 243 to 272)
To consider the scheme and quotation received for the 2026 Christmas Lights scheme.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To contact companies and obtain quotations for the 2026 Christmas lights scheme only, including:

• Installation of the Council-owned Silver Street Ceiling of Light, Flag Alley Ceiling of Light and Market Street icicle lights;
• Supply and installation of Market Street and Lord Street cross-street decorations;
• Supply and installation of Church Street and Trinity Street column lights; and
• The necessary approvals and electrical installation for three additional Lord Street column lights.

 RESOLVED: To begin seeking costings and permissions for tree wraps on Lord Street, Silver Street and the Market Place, Market Place canopy lighting, and a feature on the Town Hall balcony.

PS27/032  Items for Notification
To receive any items for notification to be included on a future agenda (for information only)

Minutes:
RESOLVED: To NOTE the items for notification to be included on a future agendas:
i. Tree Safety Survey
ii. Richmond Park Outbuilding Repair Quotes
iii. General Cemetery Chapel
iv. Fire Risk Assessment Remedials – Marshalls Main Pavilion
v. Fire Risk Assessment Remedials – Marshalls Bowls Pavilion
vi. Volunteer Recognition

PS27/033  Time and Date of Next Meeting
To note the next Property and Services Committee meeting is scheduled for Tuesday 14 July 2026 at 6:30pm.

Minutes:
RESOLVED: To note the next Property and Services Committee meeting is scheduled for Tuesday 14 July 2026 at 6:30pm at Richmond House, Morton Terrace.

The meeting closed at 7:46pm.