Property and Services Committee – 09.06.2021

Agenda - Property & Services Committee - Wednesday 9 June 2021 (without Paper C) - public

 

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

MINUTES of a Meeting of the Property and Services Committee held in the Function Room, Marshalls Sports Ground, Middlefield Lane, Gainsborough on Wednesday 9 June 2021 at 7.00pm

Present:

Councillor Paul Key (Chairman)

Councillor Matt Boles – ex officio

Councillor Richard Craig – ex officio

Councillor Dennis Dannatt

Councillor Chris Lambie

Councillor Keith Panter

Councillor James Plastow

Councillor James Ward

In Attendance:                      

Rachel Allbones                     Deputy Clerk / RFO

Sean Alcock                           Operations Manager

 Also Present:                        One Member of the public

1. APOLOGIES FOR ABSENCE

None received.

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

 None received.

 3. ELECTION OF THE VICE-CHAIRMAN

 Nominations were received for Councillors Lambie and Plastow.

 RESOLVED that Councillor Plastow be Vice-Chairman for the Property and Services Committee for 2021/22.

 4. MINUTES OF THE PREVOUS MEETING (Paper A)

Minutes of the meeting of Property and Services Committee held on Wednesday 5 May 2021

  RESOLVED that the minutes of the Property and Services Committee held on Wednesday 5 May 2021 be confirmed and signed as a correct record.

Note: Councillors Boles, Lambie, Panter and Ward abstained from voting on the above resolution.

5. MINUTES OF WORKING GROUPS / SUB-COMMITTES SUBSUMED BY THE PROPERTY AND SERVICES COMMITTEE (Paper B)

RESOLVED that the following minutes be confirmed and signed as a correct record.

Allotments Sub-Committee – Wednesday 28 April 2021

Armed Forces, Remembrance Sunday & War Memorial WG – Thursday 24 September 2020

Armed Forces, Remembrance Sunday & War Memorial WG – Thursday 15 October 2020

Levellings Working Group – Friday 19 March 2021

6. LEVELLINGS IMPROVEMENTS (Standing Item) (Paper C)

Members NOTED and considered the final report from Magda Read Associates.

Councillor Craig is progressing with the FCC grant application which will be submitted on 16 June, the initial phase is for garden & landscaping and replacement equipment.

Some concerns were raised regarding the trees on the south end of the park and the proposed planting schemes on the east and west sides of the park.

It was suggested that Members thoroughly read the report and bring any questions / concerns to the next meeting.

It was requested that a representative from the Uphill MUGA group be invited to the next meeting as they are keen to get involved with the project.

7. ALLOTMENTS ISSUES (Paper D)

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

RESOLVED that: –

1) Secretaries / former secretaries agreement on commissioned based rent collection will be honoured for 2021/22 for Love Lane, North Warren Road, Showfield & Spital Hill, as below, for rents they collected;

• A lump sum payment of £30 per annum. This amount to be deducted by the plot secretary prior to paying in the rent monies to the Council.
• The right to hold one garden plot rent free.
• Commission of 10% on the total rent collected which equals Total rent debit, less free and vacant plots. The 10% commission is to be deducted by the plot secretary prior to paying in the rent monies to the Council.

2) The Operation Manager to obtain costs to reinstate a mains water supply to North Warren Road site, and for installation on Love Lane and Showfield;

3) A decision on whether to reinstate the North Warren Road fence be deferred until the insurance claim is complete;

4) The secretary election procedures be approved following minor amendments;

5) The response from the National Allotment Society regarding issues raised at the last Allotments Sub-Committee meeting be noted, Members to look at amending the wording of Schedule 1, 11.4;

6) Non resident tenants will not be given notice to vacate their plot once the new tenancy agreement comes into force, Members to look at amending the wording of 9.1.7 of the new tenancy agreement;

7) Members agree to receiving a plot breaches report following site inspections.

8. RICHMOND PARK DAMAGE (Paper E)

RESOLVED to note the report.

Councillor Boles advised that he had requested a site meeting with Grant White of WLDC regarding the monitoring of the CCTV.

 9. CORONAVIRUS RECOVERY GRANT (Paper F)

Note: Councillor Craig declared a non-pecuniary interest as a lady involve in the group is a volunteer for him and he helped get the charity established.

Committee considered the application received.

RESOLVED to award the ‘Be The Difference’ Charity a £500 coronavirus recovery grant.

Note: Councillor Plastow voted against the above resolution.

Note: Councillors Boles, Lambie and Craig abstained from voting on the above resolution.

10. PHASE 1 – CEMETERY EXTENSION B (Paper G)

Members considered approving expenditure in relation to phase 1 of the cemetery extension B plans.

RESOLVED to approve the expenditure of £2,291 for phase 1 which consists of:

Pre-planning application advice, Archaeological Pre-planning application advice, Site Location Plan, Utilities Plan, Topographical Survey.

Note: The member of the public left the meeting.

11. RED DIESEL (Paper H)

Members considered supply of red diesel once WLDC relocate to Caenby Corner.

 The Operations Manager advised Members that due to current anti-social behaviour on Richmond Park he would have issues with the health and safety aspect of storing red diesel on the park. He advised that the High Street Garage in Corringham still supply red diesel where the Council have purchased previously.

 RESOLVED to purchase red diesel from High Street Garage in Corringham once WLDC relocate their supply.

RESOLVED under Standing Order 3z to extend the meeting passed 2 hours.

12. UTILITY VEHICLE (UTV) (Paper I)

 Members considered the purchase of a new UTV.

RESOLVED TO RECOMMEND TO FULL COUNCIL to approve the purchase of a new Kubota rtv 1100 utility vehicle from Farmstar at a cost of £15,500 +VAT. £10,000 to be used from the budget and £5,500 be taken from general reserves, but a part exchange with the current Kawasaki Mule be negotiated.

 13. TRINITY STREE ELECTRICITY METERS

Committee considered disconnecting both supplies formally used for Christmas lights at a cost of £241.64 per meter.

RESOLVED to approve the disconnection of both electricity supplies on Trinity Street formally used for Christmas lights at a cost of £241.64 per meter.

 14. BUS SHELTERS (Paper J)

Committee noted the update regarding funding for bus shelter upgrades within the town.

15. RESOLVED to RECOMMEND TO PROPERTY AND SERVICES COMMITTEE to adopt the disused phone box on the Junction of Gordon Street & Stafford Street to be used as a community asset for display of notices, arts and flowers etc

 It was noted that community groups within the town are already carrying out similar projects.

 RESOLVED not to adopt the disused phone box on the Junction of Gordon Street & Stafford Street to be used as a community asset for display of notices, arts and flowers etc, but Cllrs Craig and Dannatt will work with Community Groups to try and protect the disused phone box from removal.

16. RESOLVED to ask the Property and Services Committee for details on the replacement of any trees removed, the location and number of replacement trees and how they will be managed to ensure growth.”

 RESOLVED to note the request from the Panning Committee for details on the replacement of any trees removed, the location and number of replacement trees and how they will be managed to ensure growth across the Town Council sites, but Members referred the Committee to Paper C for the details of the potential removal and planting for the Levellings site.

The meeting closed at 9.25pm