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

Committee meetings will be held in the Reading Room at Richmond House, Richmond Park, Morton Terrace, Gainsborough. Public and press are welcome to attend.

Committee members:
Councillor Nigel Bowler, Councillor Richard Craig, Councillor Dennis Dannatt, Councillor Paul Key, Councillor Keith Panter, Councillor James Plastow, Councillor James Ward, Councillor Harry Warriner

Notice is hereby given that a meeting of the Property and Services Committee which will be held on Tuesday 12 December 2023 commencing at 7:00pm in the meeting room, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ and your attendance at such meeting is hereby requested to transact the following business.

AGENDA

PS24/114  Apologies for Absence
To note apologies for absence.

PS24/115  Public Participation Period
Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda. A period of up to 15 minutes is permitted for public participation. Participants are restricted to 3 minutes each. Please see the Council’s Public Participation at Meetings Policy and Standing Orders 3 f-i for details.

PS24/116  Declarations of Interest
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011.

PS24/117  Dispensation Requests
To consider any dispensation requests received by the Town Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.

PS24/118  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 1 (2) and resolve to exclude public and press for these items.

PS24/119  Minutes of the Previous Meeting
To receive the minutes of the previous Property and Services Committee meeting and resolve to sign these as a true and accurate record.
Paper A Tuesday 14 November 2023 (pages 5 to 10)

PS24/120  Matters Arising Schedule
To note current position of previously agreed actions as at 7 December 2023.
Paper B (pages 11 to 20)

PS24/121  Allotment Policy & Tenancy Agreement Review
To review and adopt the Allotment Policy & Tenancy Agreement Review

• Allotment Tenancy Agreement
• Keeping Animals of Allotment Policy
• Allotment Tenancy Agreement Breach, Re-entry and Notice to Quit Policy
• Waste Management on Allotments Policy
• Allotment Garden Application form
• Animal & Animal Housing Application form
• Pigeon & Pigeon Loft Application form
• Temporary Structure / Shed Application form
• Pond, Fence, Hedge, Shrub and Bush or Tree Application Form
• Emergency Contact form
• Change of Contact form

Paper C (pages 21 to 78)

PS24/122  Love Lane Allotment Pond
To consider Asbestos Survey report and quotations for removal and determine next steps.
Exclusion of public and press recommended due to time sensitive commercial sensitivity.
Paper D (pages 79 to 107)

PS24/123  Marshalls Sports Ground Bowls Sheds
To consider quotations received to remove green bowls shed and replace with fencing at Marshalls Sports Ground.
Exclusion of public and press recommended due to time sensitive commercial sensitivity.
Paper E (pages 108 to 110)

PS24/124  Marshalls Sports Ground Main Pavilion Heating
To consider replacement of the building management system managed heating system and hot water system at Marshalls Pavilion.
Exclusion of public and press recommended due to time sensitive commercial sensitivity.
Paper F (pages 111 to 113)

PS24/125  Richmond House Rear Entrance and Toilets
To consider quotation received to repair and redecorate the rear entrance and toilets at Richmond House.
Exclusion of public and press recommended due to time sensitive commercial sensitivity.
Paper G (pages 114 to 116)

PS24/126  General Cemetery Chapel Condition Survey
To consider condition survey report received and determine next steps.
Paper H (pages 117 to 170

PS24/127  Grave Digging Service Level Agreement (SLA)
 To consider approving the SLA for grave digging services.
Exclusion of public and press recommended due to the confidential nature.
Paper I (pages 171 to 181)

PS24/128  Sandfield Lane North Play Area
To note verbal update and consider any response received.
Exclusion of public and press recommended due to the confidential nature.

PS24/129  Council Leased Vehicles and Revised Operations Team Working – Equipment
To consider whether to investigate revising the leased vehicles and the purchase of a compact tractor.
Paper J (pages 182 to 186)

PS24/130  2024 / 2025 Budget
To consider budget requirements for 2024/25 for this Committee.
The following specific budgetary areas are considered as part of the Committee’s remit:

• Grounds Maintenance
• Richmond House & Park
• Sports Grounds
• Cemetery
• Play Areas
• Allotments
• Public Realm
• Events
• Christmas Lights

Paper K (pages 187 to 202)

PS24/131  Items for Notification
To receive any items for notification to be included on a future agenda (for information only)

• Levellings Dog Walk Footpath
• General Cemetery extension
• Richmond House conservatory replacement
• Play Area RoSPA Safety Inspection Reports, remedial update – January
• Richmond House Fire Risk Assessment review

PS24/132  Time and Date of Next Meeting
To note the date and time of the next Property and Services Committee meeting is scheduled for Tuesday 16 January 2024 at 7:00pm.

Rachel Allbones
Interim Town Clerk
Richmond House
Gainsborough
Thursday, 07 December 2023