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Property and Services Committee – 14.09.2021
September 14, 2021 @ 19:00 - 21:00
Agenda & meeting papers can be accessed in the PDF pack above.
MINUTES of a Meeting of the Property and Services Committee held in the Ceremony Room, Richmond House, Richmond Park, Morton Terrace, Gainsborough on Tuesday 14th September 2021 at 7.00pm
Present:
Councillor Paul Key (Chairman)
Councillor Dennis Dannatt
Councillor Keith Panter
Councillor James Plastow
In Attendance:
Sean Alcock Operations Manager
1. APOLOGIES FOR ABSENCE
Councillor Matt Boles – ex officio
Councillor Richard Craig – ex officio
Councillor James Ward
2. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011 AND TO RECEIVE ANY APPLICATIONS FOR DISPENSATION
None received.
3. MINUTES OF THE PREVOUS MEETING (Paper A)
Minutes of the meeting of Property and Services Committee held on Wednesday 11 August 2021
RESOLVED that the minutes of the Property and Services Committee held on Wednesday 11 August 2021 be confirmed and signed as a correct record.
Note: Councillor Plastow abstained from voting on the above resolution.
4. ALLOTMENTS ISSUES (Paper B)
Councillor Plastow enquired about item 3.2 in the report, the Operations Manager advised that an update would be given at the next meeting by the RFO.
Councillor Key made comment regarding item 3.5 of the allotment report and asked that future breach letters be tailored to the individual plot/holder rather than the current generic format.
Committee NOTED the update in relation to Town Council managed allotments.
5. CORONAVIRUS RECOVERY GRANT (Paper C)
Committee considered the application received from Stepping Stone Theatre for mental health.
RESOLVED to award the full amount of £1,000.00 to Stepping Stone Theatre as applied for.
Note: Councillor Plastow declared a personal interest regarding the agenda item and abstained from voting.
6. CEMETERY POLICIES (Paper D)
Committee considered the approval of further amendments to the Guidance Notes on Practices and Regulations following the creation of a natural burial area.
Councillor Key questioned if the area was suitable and what maintenance and security arrangements were in place. The Operations Manager advised that the area was in close proximity to existing burial sections and as the area was to become a natural place for burial maintenance would be carried out infrequently and only access pathways would be maintained regularly.
RESOLVED to adopt the amended Guidance Notes on Practices and Regulations.
7. GENERAL CEMETERY WATER LEAK (Paper E)
Committee considered the inspection survey.
RESOLVED to ask Croft Drainage to carry out a second day of inspections as previously resolved and to bring back findings and costs to the Committee as soon as they were completed.
8. RICHMOND PARK DRAINAGE (Paper F)
Committee considered the inspection survey.
RESOLVED to ask the Operations Manager to speak with WLDC and establish if they were given rights to connect to the surface water drains running through Richmond Park by Severn Trent Water. Also speak with Severn Trent as a contingency regarding being allowed access to the surface water drains.
RESOLVED to ask Croft Drainage to carry out cleaning and checking of existing pipework as specified in the indicative costs section of the Richmond Park Play Area Drainage Report at a cost of £978.00.
Committee asked that both of the resolved items are to run in tandem with one another.
9. GENERAL CEMETERY EXTENSION
Committee considered a verbal update from the Operations Manager. The Committee were advised that a formal “in principle” agreement was never put in place regarding the proposed development of land attached to the North-Western perimeter of the General Cemetery. The Operations Manager read an email which he had received from the Team Manager of the Property & Assets department at WLDC, the email advised that a Stage 1 Business case would be put together and this would be heard at the next meeting of the Land & Property Group Board to be held on 22nd September 2021.
The Committee were extremely concerned that monies had been spent carrying out surveys and assessments without a formal agreement in place with the landowner.
RESOLVED that the Acting Town Clerk investigates what went wrong and why regarding initial land transfer agreements and to put findings in a report to a full Council meeting.
10. REMEMBRANCE SUNDAY (Paper G)
Committee considered the schedule for Remembrance Sunday.
Councillor Dannatt proposed that Gainsborough Town Council does not provide refreshments on Remembrance Sunday to deter people from gathering for prolonged periods, seconded by Councillor Plastow (Councillors Key and Panter voted against the proposal).
Councillor Key proposed that Gainsborough Town Council do explore the possibility of providing refreshments on Remembrance Sunday, seconded by Councillor Panter. (Councillors Dannatt and Plastow voted against the proposal) Councillor Key had the casting vote as Chairman of the Committee and the proposal was passed.
RESOLVED to investigate costs for soup, bread rolls and refreshments and to approach the Old Hall with regards to serving. It was also asked that as a contingency the John Robinson Memorial Church were contacted with regards to availability and possible use of their facilities on the day.
11. CHRISTMAS LIGHTS SWITCH ON
Committee noted that Marshalls Yard would not be having a Christmas light switch on event this year but that they are planning to hold a Christmas market on 11th and 12th December in the Market Place.
Committee discussed the item thoroughly and proposed that an agenda item be put to the next meeting of the Finance & Strategy Committee on Tuesday 21st September 2021 regarding the possibility of holding a “Traditional” Christmas event, the Committee envisaged that this would include a carol service, food stalls, Schools, Salvation Army etc.
The Committee asked that John Foreman be approached as soon as possible regarding his availability and any costs to provide PA services for the event and that any information be relayed to the Finance & Strategy Committee on Tuesday 21st September 2021.
12. EXCLUSION OF THE PRESS AND PUBLIC
Councillor Plastow proposed, and Councillor Dannatt seconded to go in to closed session.
Due to the confidential nature of the following, members RESOLVED to exclude the press and public from the meeting during consideration of the next two items in accordance with the Public Bodies (Admission to Meetings) Act 1960.
13. MILLENIUM CLOCK (Paper I)
Committee considered the quotation received for clock repairs following damage.
RESOLVED to ask Smith of Derby to carry out repair work to the Millennium Clock as per their proposal provided at paper H of the agenda.
Councillor Plastow proposed that the meeting be extended beyond 9.00pm, seconded by Councillor Key.
Unanimously agreed to extend the meeting.
14. CHRISTMAS LIGHTS SCHEME (Paper J)
Committee considered quotations received for a new Christmas lighting scheme and discussed the item thoroughly.
RESOLVED to RECOMMEND the item to the next meeting of the Finance & Strategy Committee on Tuesday 21st September 2021 and ask that they consider all Christmas Light Scheme proposals provided.
The meeting closed at 9.20pm