Property and Services Committee – Tuesday 14 July 2026 at 6:30pm

Agenda and Draft Minutes

Present: Councillors Nicholas Coxon, Richard Craig, Dennis Dannatt (C), Paul Key, James Plastow, Richard Thompson

In Attendance:
Rachel Allbones                  Town Clerk
Sean Alcock                        Operations Manager

Venue: Meeting room, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ.

PS27/035  Apologies for Absence
To note apologies for absence.

Minutes:
Apologies were received from Councillor Bibb.

PS27/036  Declarations of Interest
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011.

Minutes:
No declarations of interest were received.

PS27/037  Dispensation Requests
To consider any dispensation requests received by the Town Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.

Minutes:
No dispensation requests were received.

PS27/038  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, section 1 (2), and to resolve accordingly.

Minutes:
RESOLVED: To exclude the public and press from items PS27/043 and PS27/044 in accordance with Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960, due to the confidential nature of the business to be discussed.

PS27/039  Minutes of the Previous Meeting (Paper A pages 4 to 8)
To receive and resolve to sign as a true and accurate record the minutes of the Property and Services Committee held on Tuesday 9 June 2026.

Minutes:
RESOLVED: That the minutes of the Property and Services Committee meeting held on Tuesday 9 June 2026 be approved as a true and accurate record and signed by the Chair.

Note: Councillors Craig, Dannatt and Plastow abstained from voting on the above resolution.

PS27/040  Tree Safety Survey (Paper B pages 9 to 35)
To update the Committee on the completion of the Council’s 18-monthly Tree Safety Survey and to note the commissioning of further Level 3 Tomogram Surveys for trees identified as requiring detailed investigation.

Minutes:
RESOLVED: To
i. Note the completion of the May 2026 Tree Safety Survey;
ii. Note the prioritised schedule of tree works contained within Appendix B;
iii. Note that Level 3 Tomogram Surveys have been commissioned for five trees identified as requiring further investigation; an
iv. Note that a further report, including the findings of the Tomogram Surveys and quotations for any recommended works, will be presented to the Committee for consideration.

PS27/041  Event Application (Paper C pages 36 to 37)
To consider application to hold an Armed Forces Day event on Levellings Playing Field in June 2027 and any associated charges.

Minutes:
RESOLVED: To approve the application in principle from Gainsborough AFVBC to hold an Armed Forces Day on Levellings Playing Field on 19 June 2027 subject to the following being received:
i. provision of a final event plan, including layout plan;
ii. proof of PLI;
iii. proof of TEN;
iv. proof of PPL/PRS licence;
v. provision RAMS;
vi. evidence of consultation with the Safety Advisory Group;
vii. own public toilets to be provided;
viii. vehicles to provide drip trays for rear end and axles;
ix. no fee to be levied for 2027 event.

PS27/042  Ferris Zero Turn Mower 48” (Paper D pages 38 to 40)
To provide an update on the condition, reliability and ongoing maintenance costs of the Council’s Ferris Z1 Zero Turn Mower (48″).

Minutes:
RESOLVED: To await a response if the Council can claim on their insurance to repair the damages or otherwise, should this not be possible look for second hand mowers and report back to Committee.

PS27/043  Love Lane Allotment Access Road (Paper E pages 41 to 43)
To consider quotations received for maintenance works to the access road serving the Love Lane Allotments and parking spaces.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To approve expenditure for maintenance works to the Love Lane Allotment and parking space access road by Hemswell Surfacing Ltd at a cost of £4,888 + VAT from Footpath/Road Maintenance budget.

PS27/044  Love Lane Allotment Garage Demolition (Paper F pages 44 to 47)
To consider quotations received for the demolition and removal of four garages at the Love Lane Allotment Site.
Exclusion of public and press recommended due to commercially sensitive information.

Minutes:
RESOLVED: To approve expenditure for the demolition and removal of four garages at the Love Lane Allotment Site by Gainsborough Building Services Ltd at a cost of £6,840.00 + VAT from Allotments – Love Lane Garage Site and Allotments – All Sites – Misc budgets, subject to receipt of the relevant waste carrier and waste disposal licences.

PS27/045  Items for Notification
To receive any items for notification to be included on a future agenda (for information only)

Minutes:
RESOLVED: To NOTE the items for notification to be included on a future agendas:
i. Richmond House & Park Condition Report
ii. Richmond Park Outbuilding Repair Quotes
iii. General Cemetery Chapel
iv. Fire Risk Assessment Remedials – Marshalls Main Pavilion
v. Fire Risk Assessment Remedials – Marshalls Bowls Pavilion
vi. Volunteer Recognition

PS27/046  Time and Date of Next Meeting
To note the next Property and Services Committee meeting is scheduled for Tuesday 8 September 2026 at 6:30pm.

Minutes:
RESOLVED: To note the next Property and Services Committee meeting is scheduled for Tuesday 8 September 2026 at 6:30pm at Richmond House, Morton Terrace.

The meeting closed at 7:20pm.