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Property and Services Committee
June 14, 2022 @ 19:00 - 21:00
Agenda & meeting papers can be accessed in the PDF pack above.
Minutes of the Property & Services Committee meeting on 14 June 2022 held in the Reading Room, Richmond House, Richmond Park, Morton Terrace, Gainsborough
Councillors Present
| Matt Boles | Paul Key | |
| Dennis Dannatt | James Plastow (Vice-Chairman) | |
| Tim Davies (Chairman) | Julie Musonda |
Councillors Absent
| Chris Lambie | Pat O’Connor | |
| Baptiste Velan |
In attendance:
| Belina Boyer- Town Clerk (TC) | Sean Alcock (OM) | Rachel Allbones (DC & RFO) |
Also present: there was no public present.
As the meeting opened Cllr Key expressed his concern that all pages of his papers stated ‘confidential papers’, the Clerk explained why but Cllr Key requested that it be noted that he did not accept the reason given.
| Agenda no | Agenda item title | Resolution | Action | Power |
| PS23/020 | To note apologies for absence. | Apologies had been received for Cllrs Lambie and Velan. | Local Government Act 1972, s85 (1) & Sch 12, p40. | |
| PS23/021 | To receive any declarations of interest in accordance with the requirements of the Localism Act 2011. | There were none. | Localism Act 2011, s31. | |
| PS23/022 | To consider any dispensation requests received by the Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded. | There were none. | Localism Act 2011, s33. | |
| PS23/023 | 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 the public and press from items 34, 35, 36 and 41. | Public Bodies (Admissions to Meetings) Act 1960 1 (2) | |
| PS23/024 | To receive the minutes of the previous Property and Services Committee meeting(s) and resolve to sign these as a true record of the meeting(s). Paper A – Property and Services Tuesday 10 May 2022. |
The Committee resolved to sign the minutes of the Property and Services Committee Meeting of Tuesday 10 May 2022 as a true record of that meeting.
Cllr Musonda abstained from voting. |
ASO to publish | Local Government Act 1972, Sch 12, p41 (1). |
| PS23/025 | To note the clerk’s report on items concerning this committee (for information only) Paper B |
Cllr Key raised concerns that the Christmas Working Group had not progressed.
Cllr Boles raised concerns about the grass verge cutting, and previous reports were not clear that areas previously cut would not be included in the new contract. The Committee noted the clerk’s report. Cllrs Boles and Dannatt abstained from voting. |
||
| PS23/026 | To consider contributing financially to WLDC and Marshall’s Yard market events. Paper C |
The RFO advised the Council had budgeted £2,500 for Local Event Support.
The Committee resolved to inform WLDC they agree in principle to support the Food Festival but would require figures in order to agree funds. Defer for further information. |
TC to contact WLDC for further information and include on next agenda. | Localism Act 2011 s. 1-8 |
| PS23/027 | To consider a request from Lincolnshire County Council to adopt a bus shelter Paper D |
The Committee resolved to adopt the newly refurbished bus shelter on Baines Road and include on Council’s asset register. | DC to email LCC advising of the council adoption. | Local Government (Miscellaneous Provision) Act 1953, s.4 |
| PS23/028 | To consider various requests to erect structures on allotments. Paper E |
Members were not satisfied with the lack of information presented.
Four applications were received. The Committee resolved to: – 1) Defer until a full report and pictures are provided. 2) Defer until a full report and pictures are provided. 3) Defer until a full report and pictures are provided. 4) Refuse the application as it would take over more than 25% of the allotment plot. |
DC to produce report for applications 1-3 for the next meeting.
TC to write to applicant 4 advising of refusal of the application. |
N/A |
| PS23/029 | To consider a key deposit request by an allotment holder. Paper F |
The Committee resolved to write to the plot holder advising that without evidence that it was a returnable key deposit and not money to have keys cut the Council cannot refund the money. | TC to write to plot holder advising of the Committee decision. | |
| PS23/030 | To consider a request from Retford memorials. Paper G |
The Committee resolved to agree for the Friends of the Gainsborough Cemeteries to apply for memorial applications for four graves with no exclusive rights attached to them. | DC to email Retford Memorials advising of the Committee decision. | Local Authorities’ Cemeteries Order 1977 |
| PS23/031 | To consider adoption of a draft memorial bench policy. Paper H |
The OM advised he would like to make some amendments and additions to the policy.
The Committee resolved to defer until the next meeting. |
OM to redraft the policy.
TC to add to next month’s agenda. |
Local Authorities’ Cemeteries Order 1977 |
| P&S23/032 | To consider a memorial bench application. Paper I |
The Committee resolved to defer the item until the memorial bench policy is in place, and further information on sizes, materials, location etc is provided. | TC to obtain further information from the family.
TC to add to next month’s agenda. |
Local Authorities’ Cemeteries Order 1977 |
| P&S23/033 | To consider a report on locks for allotment sites and decide what further action to take. Paper J |
The Committee resolved to purchase x2 heavy duty padlocks, to be welded to the chain on the gate post. Funds for locks going forward to come from the North Warren allotment site budget. | OM to purchase x2 heavy duty padlocks and organise for them to be welded to the chains. | Localism Act 2011 s. 1-8 |
| P&S23/034 | To consider the Chubb Fire & Safety recommendations for Richmond House and Marshalls and decide what further action to take.
Exclusion of Public and press recommended due to time sensitive commercial sensitivity. Paper K |
The Committee resolved to source further comparative quotes for the upgrade of the fire safety systems at Richmond House and Marshalls. | ASO to obtain comparative quotes have been received
TC to add to future agenda. |
Localism Act 2011 s. 1-8 |
| P&S23/035 | To consider memorial testing quotations and appoint a suitable company to provide the service.
Exclusion of public and press recommended due to time sensitive commercial sensitivity. Paper L |
The Committee resolved to accept the quotation from Retford Memorials to test 1446 graves in the General Cemetery. | OM to inform success company and book in testing of memorial stones. | Local Authorities’ Cemeteries Order 1977 |
| P&S23/036 | To consider a complaint regarding an interment.
Exclusion of public and press recommended due to the personal nature of this request. Paper M |
The Committee resolved to note the report from the OM and to rescind the cost of the additional memorial inscription application of the late Shirley Ann Pipe at the request of the family which amounts to a total of £80.85. | OM to inform complainant of the outcome. | Local Authorities’ Cemeteries Order 1977 |
| P&S23/037 | To note an email from the Team Manager Property & Assets at WLDC. Paper N |
The Committee resolved to note the email from the Team Manager Property & Assets at WLDC and await further detailed reports on items. | TC to add to future agendas as individual reported items. | |
| P&S23/038 | To receive a complaint regarding cars on Richmond Park and decide what action to take. Paper O |
The Committee agreed steps were in place to mitigate risk and resolved begin to lift the bollards again that provides access to the rear of the house. | OM to inform grounds staff and the registrar that bollards are to remain lifted at all times. | Localism Act 2011 s. 1-8 |
| P&S23/039 | To consider a request for a vase in the natural burial area. Paper P |
The DC read out the ‘Flowers and other Memorials’ section in the cemetery regulations for the natural burial area.
The Committee resolved to write to the family advising of the cemetery regulations that flowerpots are not permitted in the natural burial area. |
TC to write to the applicant advising of the Councils decision. | Local Authorities’ Cemeteries Order 1977 |
| P&S23/040 | To consider a contribution request for a for a November event. Paper Q |
The Committee resolved to recommend to Full Council to contribute £1,000 towards the 2022 Illuminate event from general reserves. | TC to include on the Full Council agenda. | Localism Act 2011 s. 1-8 |
| P&S23/041 | To consider a confidential report on the allotments pond and resolve to authorise expenditure on further action.
Exclusion of Public and press recommended. Paper R |
The Committee resolved to employ an asbestos testing company to test pieces found in the excavated test pits plus any other areas the Council want to sample. Funds to be taken from the Allotment EMR.
|
TC to source asbestos testing company to carry out testing. | Localism Act 2011 s. 1-8 |
| P&S23/042 | To receive any items for notification to be included on a future agenda – for information only. | · Deferred items. | TC to add to agenda. | N/A |
| P&S23/043 | To note the date and time of the next Property and Services committee scheduled 12 July 2022 at 19.00 | The committee noted the date and time of the next Property and Services committee scheduled 12 July 2022 at 19.00 at Richmond House. | Local Government Act 1972, Sch 12, p10 (2)(a) |
The meeting closed at 20.52.