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Property and Services Committee
July 12 @ 19:00 - 21:00
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Minutes of the Property & Services Committee Meeting, 12 July 2022, held in the Reading Room, Richmond House, Richmond Park, Morton Terrace, Gainsborough
Councillors Present
| Paul Key | ||
| Dennis Dannatt | James Plastow (Vice-Chairman) | |
| Tim Davies (Chairman) | Julie Musonda |
Councillors Absent
| Matt Boles | Chris Lambie | Pat O’Connor |
| Baptiste Velan |
In attendance:
| Belina Boyer- Town Clerk (TC) | Rachel Allbones (DC & RFO) |
Also present: Andy Gray (Housing and Environmental Enforcement Manager), Kimble Enderby, Senior Licensing and Community Safety Officer, Ady Selby (Director of Commercial and Operational Services) from WLDC.
| Agenda no | Agenda item title | Resolution | Action | Power |
| PS23/044 | Apologies for absence To note apologies for absence. |
Apologies had been received for Cllrs Boles, Lambie and O’Connor.
|
Local Government Act 1972, s85 (1) & Sch 12, p40. | |
| PS23/045 | Declarations of interest To receive any declarations of interest in accordance with the requirements of the Localism Act 2011. |
There were none. | Localism Act 2011, s31. | |
| PS23/046 | Dispensation requests To consider any dispensation requests received by the Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded. |
There were none. | Localism Act 2011, s33. | |
| PS23/047 | Exclusion of press and public 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. |
The Committee resolved to exclude the public and press from items 56, 58 and 60. | Public Bodies (Admissions to Meetings) Act 1960 1 (2) | |
| PS23/048 | Minutes of the previous meeting To receive the minutes of the previous Property and Services Committee meeting(s) and resolve to sign these as a true record of the meeting(s).Paper A – Property and Services Tuesday 14 June 2022. |
The Committee resolved to sign the minutes of the Property and Services Committee Meeting of Tuesday 14 June 2022 as a true record of that meeting.
|
DC to Publish | Local Government Act 1972, Sch 12, p41 (1). |
| PS23/049 | Town Clerk’s report To note matters on items concerning this committee (for information only) Paper B |
The Committee noted the report. | ||
| PS23/050 | To receive a presentation By the Housing and Environmental Enforcement Manager at West Lindsey District Council to talk about Public Spaces Protection Orders. |
The Housing and Environmental Enforcement Manager at West Lindsey District Council talked about Public Spaces Protection Orders, their purpose, their enforcement and how West Lindsey DC decided whether or not to discharge a PSPO. He explained that a public consultation was currently online regarding the PSPO currently in place for Gainsborough General Cemetery. He explained that there was a district wide PSPO in place that required dog owners to clean up after their dogs anywhere in the district. | TC to share public consultation details on website and social media. | |
| PS23/051 | To receive a presentation by the Director of Commercial and Operational Services at West Lindsey District Council to talk about the Lights Switch on event and to consider contributing all or part of the Christmas events budget to a joint event between Marshall’s Yard, WLDC and Gainsborough TC. |
The Director of Commercial and Operational Services at West Lindsey District Council talked about the Christmas lights events and events in the town centre in general.
The Committee resolved to fund £5,000 to the Christmas lights switch on event with Marshalls Yard and WLDC for 2022. |
DC to make arrangement to transfer the money. | |
| PS23/052 | St Georges Play Area To consider a request for a litter bin inside the play area. Paper C |
The Committee resolved to purchase a metal bin with ground fixings similar to the ones on riverside walk. | GML to source suitable bin and DC to purchase. | Litter Act 1983, ss.5, 6 |
| PS23/053 | Allotment matters
a) To consider request(s) to erect structures on allotments. (Deferred from June’s meeting – PS23/028) Paper D
b) To consider a request for the use of a hosepipe.
c) To consider a complaint from an allotment holder whose plants had been damaged during maintenance and repair work.
d) To consider letting allotments that are overgrown free of charge for a limited time to clear the waiting lists. |
a) The Committee resolved: –
Request 1 Wildlife pond To grant written permission for the installation of wildlife pond on Love Lane plot 13 on the proviso an enclosed boundary is created around the pond area. Cllr Key voted against.
Request 2 Fence That the Chairman to attend site and decision be delegated to him whether to retrospectively grant written permission for the erection of the fence on Showfields plot 8.
Request 3 Fence To grant written permission for the erection of the fence on North Warren plot 3B. Chicken Coop To not grant written permission as proposed due to the coop being to small for the number of birds as per RSPCA guidance.
Request 4 Hosepipe To not grant permission for the use of a hosepipe on Foxby Hill 73A&B to fill his water butt, but suggest alternative ways to transport the water. Cllr Key voted against.
Request 5 Standpipe To not grant retrospective permission for the installation of a standpipe on Spital Hill plot 46 and ask the plot holder to remove it. c) The Committee resolved to replace the five plants Philadelphus, Climbing rose, Tea Rose, Viburnum and Decaisnea Fargesii at a cost of approximately £85 plus delivery but source the plants at a local nursery which is likely to be cheaper. Cllr Key voted against. d) The Committee resolved to permit the allocation of plots free of charge with a disclaimer to those people on the waiting list who are willing to take on an overgrown plot and remove any unsafe structures or make them safe where possible thus reducing the waiting list and getting plots back into cultivation, subject to admin availability to carry out the work. Cllr Key voted against. |
TC to respond to the applicant with committee decision.
TC to respond to the applicant with committee decision.
TC to respond to the applicant with committee decision.
TC to respond to the applicant with committee decision.
TC to respond to the applicant with committee decision.
TC to respond to the applicant with committee decision.
TC to advise the plot holder with committee decision.
TC to allocate plots when time allows. |
|
| The Committee resolved under Standing Order 3z to extend the meeting by up to 30 minutes. | ||||
| PS23/054 | Memorial bench policy To consider adoption of a draft memorial bench policy. (Deferred from June’s meeting – PS23/031). Paper G |
The Committee resolved to adopt the draft memorial bench policy. | TC to Publish. | Local Authorities Cemeteries Order 1977 SI1977/204 art. 3 + art 15(1) |
| PS23/055 | Memorial bench application To consider a memorial bench application. (Deferred from June’s meeting – PS23/032) Paper H |
The Committee resolved to defer until the application form has been received. | Local Authorities Cemeteries Order 1977 SI1977/204 art. 3 + art 15(1) | |
| PS23/056 | Fire Safety To consider the Chubb Fire & Safety recommendations for Richmond House and Marshalls and decide what further action to take. Exclusion of Public and press recommended due to time sensitive commercial sensitivity (Deferred from June’s meeting – PS23/034) Paper I |
The Committee resolved to accept the quotations by A Price Electrical for fire safety upgrades at Richmond House and Marshalls and additional works identified in the fire risk assessment at Richmond House. | DC to advise contractor.
TC to contact the conservations officer at WLDC regarding works to be undertaken in the main part of Richmond House. |
Localism Act 2011 s. 1-8 |
| PS23/057 | Cemetery Matters To consider a request from a memorial mason to waive fees due. Paper J |
The Committee resolved to pay the £80 invoice from Samuel Jacob memorials and to waiver the Council fee for the erection of a new headstone. | DC to inform Samuel Jacob memorials of the outcome. | Local Authorities Cemeteries Order 1977 |
| PS23/058 | Property Maintenance and Repair To consider authorizing the expenditure to replace or strengthen the Marshalls Sports Ground Garage doors. Exclusion of Public and press recommended due to time sensitive commercial sensitivity Paper K |
The Committee resolved to
replace existing garage doors with a modern up-and over garage door at an approximate net cost of £600 for the door plus installation and labour. And to recommend to Full Council to retrospectively approve a budget virement (precise amount to be determined) from EMR Marshalls Pavilion Maintenance (12000/16) to a new General Repairs and Maintenance Code to cover the cost. |
GMT to source suitable contractors and quotes. | Localism Act 2011 s. 1-8
|
| PS23/059 | Remembrance Sunday To note the action timeline and progress made so far. Paper L |
The committee noted the timeline, that a TRO had already been requested and that the DC would be meeting with the representatives of the Royal British legion. | DC to organise a meeting with the RBL. | |
| PS23/060 | Asbestos management To consider quotations received for asbestos testing and management surveys and decide which contractor to use. Exclusion of Public and press recommended due to time sensitive commercial sensitivity Paper M |
The Committee resolved to accept the quotation from SGS UK Ltd to carry out an asbestos sampling survey on 5no. allotment sites. Following the analysis of the samples a comprehensive report shall be issued, along with advice of any required remediation works to be undertaken. | TC to advise successful and unsuccessful contractors. | Localism Act 2011 s. 1-8 |
| PS23/061 | Children’s Cricket Sessions To consider a request to use the cricket field free of charge. Paper N |
The Committee resolved to approve Gainsborough Cricket Club to use the field for approx. 6 weeks free of charge to run free fun cricket session for 5-11 year olds through the school holidays. | DC to contact the cricket club advising of the committee decision. | Localism Act 2011 s. 1-8 |
| PS23/062 | Items for notification To receive any items for notification to be included on a future agenda – for information only. |
· Deferred item
· For Personnel to consider appointment of an Allotments Officer. |
TC to add to agenda. | N/A |
| PS23/063 | Date and time of the next meeting To note the date and time of the next Property and Services committee scheduled 13 September 2022 at 19.00 |
The committee noted the date and time of the next Property and Services committee scheduled 13 September 2022 at 19.00 at Richmond House. | Local Government Act 1972, Sch 12, p10 (2)(a) | |
The meeting closed at 21.20.