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Property and Services Committee

April 14 @ 19:00 - 21:00

https://gainsborough-tc.gov.uk/wp-content/uploads/2022/04/2022-04-14-Public-Papers.pdf

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

Minutes of the Property & Services Committee meeting 14 April 2022 held in the Function Room, Marshalls Sports Ground, Middlefield Lane, Gainsborough

Councillors Present

  Paul Key (Chairman) James Plastow (Vice-Chairman)
     
Dennis Dannatt Keith Panter  

 

Councillors Absent

Matt Boles Chris Lambie  
Richard Craig Julie Musonda Baptiste Velan

 

In attendance:

Belina Boyer- Town Clerk (TC) remotely Sean Alcock (OM)  

 

Also present: Two Members of the public

Agenda no Agenda item title Resolution Action Power
P&S22/58 To note apologies for absence. Cllrs Boles, Craig, Lambie and Velan had given their apologies.

The committee resolved to approve the personal reasons for absence provided for Cllr Lambie due to the unusual circumstances and reasons given.

  Local Government Act 1972, s85 (1)

& Sch 12, p40.

P&S22/59 To receive any declarations of interest in accordance with the requirements of the Localism Act 2011. N/a   Localism Act 2011, s31.
P&S22/60 To consider any dispensation requests received by the Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded. N/A   Localism Act 2011, s33.
P&S22/61 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 public and press for items P&S22/67,68,70,71 and 76 for the recommended reasons and item 76 due to personal nature (Data Protection) of the item and to moved them to the end of the meeting for discussion.   Public Bodies (Admissions to Meetings) Act 1960 1 (2)
P&S22/62 To receive the minutes of the previous Gainsborough Town Council meeting(s) and resolve to sign these as a true record of the meeting(s).

Paper A – Property and Services Wednesday 10 March 2022.

The committee resolved to sign the the minutes of the meeting 10 March 2022 as a true record of that meeting. ASO to publish Local Government Act 1972, Sch 12, p41 (1). 
P&S22/63 To note the clerk’s report on items concerning this committee and decide opening procedures for Richmond Park.

Paper B

The committee noted the report.

The committee resolved to trial locking the vehicular gate in the evenings and at weekends when staff leave the premises and to lock the toilets when grounds staff leave during the week but keep them open at weekends.

OM to inform Ground Staff Local Government Act 1972, s. 111 
P&S22/64 a)            To consider Grant application from Lincoln and Lindsey Blind Society (charity number 1132353) for £500. (deferred from previous meeting)

b)            To consider Grant application from Friends of the Kings Theatre and Community Venue for £1,000.

Paper C

a)    The committee unanimously resolved to approve the Lincoln and Lindsey Blind Society (charity number 1132353)  grant application for £500.

 

b)    The committee unanimously resolved to approve the Friends of the Kings Theatre and Community Venue  grant application for £1,000.

 

RFO to pay. Localism Act 2011 s. 1-8
P&S22/65 To receive verbal update on the purchase of councillor devices. The committee received and noted a verbal update on the purchase of councillor devices. TC to continue liaising with F5 re costings. N/A
P&S22/66 To note  a report on a recent break in at Marshalls.

Paper D

The committee noted a report on the recent break in at Marshalls Sports Ground. TC continue liaising with insurance. N/A
P&S22/67 a)            To receive a report from WLDC Team Manager Property & Assets and consider any work to be carried out resulting from it..

b)            To authorise payment for repair and maintenance work to be carried out on heating system/boiler room as identified in report.

(Exclusion of public and press recommended due to time sensitive commercial sensitivity.)

Paper E

a)    The committee noted the report.

b)    The committee noted the quotations received and delegated the decision as to which contractor to use to the Operations Manager and authorised the payment for the work up to £1872.42 excl. VAT from the repair and maintenance budget.

OM to instruct contractor.

RFO to raise PO

Localism Act 2011 s. 1-8
P&S22/68 To consider booking requests for the sports fields, determine fees payable and agree outline terms and conditions so contracts can be drawn up.

a)            Fun Fair at Levellings May 2022

b)            Caravans at Marshalls February 2023

(Exclusion of public and press recommended due to time sensitive commercial sensitivity.)

Paper F

The committee resolved to approve both bookings.

 

a)    The Fun Fair to be charged at £1,000 for the duration of the fair with a £1,000 returnable damage deposit.

b)    For the caravan club to be charged £400 for their booking at Marshalls Sports Ground.

TC to write to Fun Fair with terms and conditions.

ASO to liaise with caravan club and confirm booking.

TC to draw up terms and conditions of field hire within the discussed perimeters.

Localism Act 2011 s. 1-8
P&S22/69 To note an update on the FCC grant application for Levellings. The Council noted that new quotes are required. TC to obtain updated quotes and refresh the application.  
P&S22/70 To consider and decide on an allotments action plan to progress allotment work until June/July Decision deferred from previous meeting. (Exclusion of public and press recommended due to Data Protection and legal privilege)

Paper G

The committee resolved to adopt the allotments action plan with minor amendments. TC to progress plan. Localism Act 2011 s. 1-8
P&S22/71 To consider various applications to keep animals on allotments.

a)            Request to continue to keep two ducks until the end of their natural life on Love lane allotments.

b)            Request for a 15ft x 8ft pigeon coop on North Warren

(Exclusion of public and press recommended due to the potentially personal nature of the request)

Paper H

The committee resolved to

a)    Permit the keeping of ducks by the plot holder due to the particular circumstances for the natural life span of these particular ducks. No new ducks would be permitted.

b)    Not grant permission for a 15ft by 8fy pigeon coop on the allotment as grant this in combination with already existing housing for a requested 50 chickens would make adequate cultivation of the plot to 75% in keeping with the tenancy agreement impossible.

 

TC to write N/A
    Cllr Plastow left the meeting at 20.45    
P&S22/72 To receive and consider allotment secretary nominations and agree  date and time for elections if applicable. Closing date for applications 08 April.

Paper I

Only three nominations had been received by the deadline There was one nomination each for Foxby Hill, Love Lane and North Warren. There were no nominations for the other two sites.

The Committee resolved to accept the nominations received and  that the nominees be deemed elected unopposed.

TC to write and congratulate and thank the candidates and publicise result. N/A
P&S22/73 To consider arrangements for Christmas.

a)            Position of Christmas tree and projector

b)            Lights “switch on” date to determine date for lights installation to book.

c)             Re-use or disposal of old Christmas lights.

d)            Planning “lights” event working in partnership with local schools and WLDC

Paper J

The Committee

a)    Resolved that both the Christmas tree and the projector should remain in the town centre.

The committee recommended that a Christmas Working Group be formed to discuss proposals for positioning of the Christmas Tree and the projector with Terms of Reference to be considered at the next Full Council Meeting.  The Working Group should consist of at least three members of the Town Council and aim to appoint at least two members of the public with voting rights.

b)    Resolved that the light switch on event be Friday 18 November 2022. All Christmas Lights should be installed ready for the event by 18 November.

c)    Recommended that The Christmas Working Group once constituted should discuss and propose options for the re-use of the old Christmas lights.

d)    Recommended that the Christmas Working Group discuss and consider a “lights” event working in partnership with local schools and WLDC.

 

TC to draft terms of Reference to next meeting

TC to liaise with WLDC and Blachere

 

Localism Act 2011 s. 1-8
P&S22/74 To note a report on alternative options for the aviary.

Paper K

The committee resolved for an updated report to go full council for a future meeting TC to update report once additional information received. Localism Act 2011 s. 1-8
P&S22/75 To consider reviving the Citizen of the Year Award.

Paper L

The committee resolved  to revive the Citizen of the Year Award.   Localism Act 2011 s. 1-8
P&S22/76 To receive questions from a member of the public and consider what the answer would be.

Paper M

The committee concluded that a “final warning” can only ever be a final warning to a given offence.

Final warnings should be time limited and removed from file after expiry.

The council or committee will investigate and decide on a case by case basis.

TC to report to full Council.  
P&S22/77 To receive any items for notification to be included on a future agenda – for information only     N/A
P&S22/78 To note the date and time of the next Property and Services committee likely to be wk/c 9 May 2022 at 19.00 with exact date and venue to be determined at Full Council 04 May 2022. The committee noted that the next committee meeting date would likely be in the second week of May with the exact date and venue to be determined at Full Council 04 May 2022   Local Government Act 1972, Sch 12, p10 (2)(a)

The meeting closed at 21.32.

Signed as a true record of the Meeting:_______________________________   Dated______________

Presiding chairman of approving meeting

Details

Date:
April 14
Time:
19:00 - 21:00
Event Category:

Venue

Marshalls Sports Ground and Community Hall

Organiser

Town Clerk