Extraordinary Property and Services Committee – 11.08.2021

AGENDA - Extraordinary Property and Services Committee - Wednesday 11 August 2021 - PUBLIC

 

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

MINUTES of a Meeting of an Extraordinary Property and Services Committee held in the Function Room, Marshalls Sports Ground, Middlefield Lane, Gainsborough on Wednesday 11 August 2021 at 7.00pm

Present:

Councillor Paul Key (Chairman)

Councillor Richard Craig – ex officio

Councillor Dennis Dannatt

Councillor Chris Lambie

Councillor Keith Panter

Councillor Baptiste Velan

In Attendance:                      

Rachel Allbones                     Deputy Clerk / RFO

Sean Alcock                           Operations Manager

Councillor Pat O’Connor         Acting Town Clerk

Also Present:                        x2 Members of the public

 1. APOLOGIES FOR ABSENCE

Councillor Matt Boles – ex officio

Councillor James Plastow

Councillor James Ward

2. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011 AND TO RECEIVE ANY APPLICATIONS FOR DISPENSATION

 Councillor Velan declared a personal interest as a member of the Rotary Club.

 3. MINUTES OF THE PREVOUS MEETING (Paper A)

Minutes of the meeting of Property and Services Committee held on Wednesday 14 July 2021

 RESOLVED that the minutes of the Property and Services Committee held on Wednesday 14 July 2021 be confirmed and signed as a correct record.

 4. ALLOTMENTS ISSUES (Paper B)

 Committee NOTED the update in relation to Town Council managed allotments.

The Operations Manager informed Members of his health and safety concerns regarding the pond on Love Lane following a risk assessment.

Members were of the view that it serviced no purpose to the Council so should be filled in to make safe.

RESOLVED to RECOMMEND TO FULL COUNCIL to increase the Love Lane allotment budget in order to infill the pond. Funds to be taken from general reserves. The Operations Manager will present a ballpark cost at the Full Council meeting.

5. ROTARY CLUB EVENTS (Paper C)

Committee considered granting permission to the Rotary club for the use of Richmond Park and Levellings for forthcoming events.

The Rotary Club of Gainsborough are planning 2 charitable events in 2021. The aim is to raise money and donate to specific local needs and causes.

Last Night of the Proms at Richmond Park, 11 September 2021, 7pm – 11pm, estimated audience 100-150

Using a large Cinema screen and sound system to Live stream the events at the Royal Albert Hall and Proms in the Park (Hyde Park), selling food, drinks and alcohol

Halloween and Music Fest at Levellings, 30 October 2021, 12:00pm to 9;00pm, estimated audience 300 throughout the day and evening

Large Stage made from a Bradshaw’s lorry, Sound system 10-15 live local bands, food stalls, drinks and alcohol, charity stalls and handicraft stalls

Members were advised that the Rotary club would provide their own insurance, security, alcohol licence, portaloos, generators and cleaning staff.

Some Members initially raised concerns regarding the sale of alcohol at the events.

RESOLVED to give permission to the Rotary Club of Gainsborough to hold Last Night of the Proms at Richmond Park on 11 September 2021 and Halloween and Music Fest at Levellings on 30 October 2021.

6. CEMETERY POLICIES (Papers D & E)

Committee considered approval of the amendments to the Memorial Safety Policy and Guidance Notes on Practices and Regulations.

RESOLVED to adopt the amended Memorial Safety Policy and Guidance Notes on Practices and Regulations.

7. EXCLUSION OF THE PRESS AND PUBLIC

Due to the confidential nature of the following, members RESOLVED to exclude the press and public from the meeting during consideration of the next eight items in accordance with the Public Bodies (Admission to Meetings) Act 1960.

Note: 2 Members of the public and Councillor O’Connor left the meeting.

8. GENERAL CEMETERY WATER LEAK (Paper F)

Committee considered a quotation received to locate a water leak following a report from Anglian Water. The Deputy Clerk advised there was £2,087 in ear marked reserves for cemetery drainage and water.

RESOLVED to accept the quotation from Croft Drainage to investigate water leak and report back.

9. RICHMOND PARK GREENHOUSE (Paper G)

Committee considered an email received from the Neighbourhood Policing Team.

RESOLVED to ask the police to issue anti-social behaviour warning letters to the identified individuals for the vandalism on the greenhouse at Richmond Park.

Note: Councillors Craig, Dannatt and Lambie voted against the above resolution.

10. BUS SHELTERS (Paper H)

Committee considered adoption of a new bus shelter on Beaumont Street.

RESOLVED that the Town Council will adopt a newly erected bus shelter on Beaumont Street funded by LCC.

Note: Councillor Dannatt voted against the above resolution.

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

11. CHRISTMAS LIGHTS SCHEME (Paper I)

Due to the complexity of the quotations received it was suggested the issue be deferred until the next meeting in order for a more detailed report and comparisons of the displays the produced.

 12. SHOWFIELD ALLOTMENT WALL (Paper J)

Committee considered report relating to showfield allotment wall.

The Operations Manager was requested to obtain quotes for the work identified in paragraph 4.5 of the original wall survey.

RESOLVED to RECOMMEND TO FULL COUNCIL to increase the Showfield Allotment Wall budget by £6,000 from general reserves.

13. LINE MARKER (Paper K)

Committee considered approval of the purchase of a new line marker.

Members noted the current budget for new grounds equipment was £2,900.

RESOLVED to approve purchase of line marker as per paper.

14. MARSHALLS BOILER REPAIRS (Paper L)

Committee considered a quotation to repair / service the boiler, water heater and solar system.

Members were advised that Council currently has £5,000 in ear marked reserves for electrics, boiler and solar system maintenance.

Members were concerned about the ongoing maintenance and repair costs for the boiler.

The Operations Manager advised that the former Clerk had previously spoken with WLDC about replacing the heating system with something more relevant.

RESOLVED to ask the Acting Town Clerk to enter into dialogue with WLDC about replacing the boiler.

15. GENERAL CEMETERY EXTENSION (Paper M)

Committee considered a preference for the access to the proposed Cemetery extension in order for CDS can submit to planning.

RESOLVED that the Operations Manager will obtain further information and get a comparative quote for the ground works.

The Committee requested a site visit.

 15. RICHMOND PARK PLAY EQUIPMENT (Paper N)

Committee considered the quotation for repairs to HAGS equipment.

Members were advised that HAGS had been requested to just inspect and quote for the HAGS equipment but have inspected and quoted for all equipment at Richmond Park.

RESOLVED to defer the matter until the RoSPA inspection report have been received.

 

The meeting closed at 8.59pm