Agenda and minutes
PDF 85 KBVenue: Council Chamber - South Kesteven House, St. Peter's Hill, Grantham. NG31 6PZ
Contact: Democratic Services
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Introduction
Minutes: The Chairman welcomed those in attendance to the meeting.
Prior to the commencement of formal proceedings, the Chairman asked Members to join her in a minute’s silence following the recent death of former Councillor Brian Sumner who had represented the District Council between 2015 and 2019. He had also been a Lincolnshire County Council between 2005 and 2009, a Stamford Town Councillor and held the office of Mayor of Stamford between 2013 and 2014. |
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Apologies for absence
Minutes: Apologies for absence were received from Councillors Harrish Bisnauthsing, John Cottier, John Dawson, Phil Dilks, Barry Dobson, Rosemary Kaberry-Brown, Annie Mason, Jacky Smith, Judy Smith, Ian Stokes, Rosemary Trollope-Bellew and Ray Wootten.
The Chairman extended the Council’s best wishes for a speedy recovery to Councillor Ray Wootten who, following a recent admission to hospital, was convalescing at home. |
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Election of Chairman of South Kesteven District Council
Minutes: Members were invited to make nominations for the Chairman of the Council for the 2022/23 municipal year.
A proposition was moved and seconded that Councillor Helen Crawford be elected as the Chairman of South Kesteven District Council.
A vote was taken and the Council AGREED:
To elect Councillor Helen Crawford as the Chairman of the Council for the 2022/23 municipal year.
The Chairman was invested with the chain of office and Members offered their congratulations.
COUNCILLOR HELEN CRAWFORD IN THE CHAIR
Members took the opportunity to thank the out-going Chairman of the Council, Councillor Breda-Rae Griffin, for the work she had done during her term of office.
Councillor Breda-Rae Griffin addressed the Council, outlining the many highlights she had experienced during her time as Chairman of the Council. |
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Election of Vice-Chairman of South Kesteven District Council
Minutes: Members were invited to make nominations for the Vice-Chairman of the Council for the 2022/23 municipal year.
A proposition was moved and seconded that Councillor Gloria Johnson be elected as the Vice-Chairman of South Kesteven District Council.
A proposition was moved and seconded that Councillor Paul Fellows be elected as Vice-Chairman of South Kesteven District Council.
A vote was taken and the Council AGREED:
To elect Councillor Gloria Johnson as the Vice-Chairman of the Council for the 2022/23 municipal year.
The Vice-Chairman was invested with the chain of office and Members offered their congratulations.
The Chairman of the Council congratulated the newly elected Vice-Chairman and stated that she looked forward to working together to get the best for the district and its residents. She reported that one of her first duties would be to write a letter on behalf of the Council to Her Majesty The Queen congratulating her on her Platinum Jubilee. |
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Communications (including Chairman's Announcements)
Minutes: The Council noted the outgoing-Chairman’s engagements.
The Chairman announced that her charities during her term of office would be the Lincolnshire and Nottinghamshire Air Ambulance and the St Barnabas Hospice.
The Leader of the Council presented Mr Paul Stokes, former Head of Corporate Operations, with a South Kesteven District Council shield in recognition of his 29 years’ service and, on behalf of the Council, wished him the very best of luck in his future endeavours following his recent retirement. The Leader provided Members with some highlights of Mr Stokes’ career with South Kesteven District Council and praised him in particular for his role in spearheading the Council’s community hub at the start of the first lockdown during the Covid-19 pandemic. |
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Disclosure of Interests
Members are asked to disclose any interests in matters for consideration at the meeting. Minutes: No interests were disclosed. |
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Minutes of the meeting held on 3 March 2022
Minutes: The minutes of the meeting held on 3 March 2022 were proposed, seconded and AGREED as a correct record. |
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Announcement by the Leader of the Council on the Size and Membership of Cabinet and Cabinet Members' Remits
Minutes: The Leader of the Council reflected on his term of office to date and noted the following achievements in that time:
· South Kesteven District Council had gone through immense change over the last three years, not only in how it worked as a Local Authority but also in terms of reforming the services it provided · The Council had been proactive and transparent in addressing performance challenges and legacy issues, particularly in relation to housing, contract management and asset management · The Council provided community leadership throughout the Covid-19 pandemic to businesses, residents and communities and was in the top 10% of authorities in the country in the distribution of its Covid-19 Business Support Grants as a result of the processes it put in place · The Council was considered to be one of the most proactive authorities locally, working with the NHS in relation to testing and vaccinations · During the last two years a review of the management structure had been completed, resulting in a much stronger, resilient, forward-looking Senior Management Team, as well as saving £1.2 million in costs, led by a Chief Executive who had been shortlisted for ‘Chief Executive of the Year’ through the Municipal Journal annual awards · The Council had achieved a balanced budget year after year, in extremely challenging circumstances, with more engagement with Members from across the Chamber than ever before · The Council had in place its Corporate Plan, providing strong strategic direction in respect of the ambitions of the administration, delivering on what it wanted to achieve · The Council underwent its first ever open peer review in the history of the Authority, with the resulting report being hugely complementary whilst providing recommendations and key direction for the future. The Leader shared the following key comments from the review: - There was a strong commitment from the political and officer leadership to improvement, with leadership from the Leader and Chief Executive integral to the significant progress made to date - South Kesteven District Council could be proud in recognising and celebrating what it had achieved in the past 18 months and look forward to achieving its full potential - South Kesteven District Council had good relationships with a wide range of partners, including Home England, the Local Enterprise Partnership, businesses and neighbouring Lincolnshire authorities · The Leader outlined that this demonstrated how far the Council had come in the last three years and gave him huge impetus in taking the organisation forward and in tackling those areas for improvement
The Leader confirmed Cabinet Portfolios for the forthcoming year as follows:
Councillor Kelham Cooke – Leader of the Council and Cabinet Member for Economic Development and Growth
Councillor Adam Stokes – Deputy Leader of the Council and Cabinet Member for Finance and Leisure Councillor Robert Reid – Cabinet Member for Housing and Property
Councillor Linda Wootten – Cabinet Member for Corporate Governance and Licensing
Councillor Nick Robins – Cabinet Member for Planning and Planning Policy
Councillor Mark Whittington – Cabinet Member for Waste and Climate Change
Councillor Rosemary ... view the full minutes text for item 8. |
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Additional documents: Minutes: The Council was presented with a report of the Chief Executive on appointments to Committees and Panels of the Council and the appointment of Chairmen and Vice-Chairmen of Committees.
Group Leaders were responsible for nominating Members from within their respective political groups to each Committee and Panel, in accordance with the political balance and allocation of seats as calculated and set out in Appendix 1 of the report.
Nominations were put forward by Leaders of the Conservative Group and Independent Group.
Chairmen and Vice-Chairmen of Committees were appointed according to their suitability and merit in the opinion of the Leader of the Council.
Nominations were put forward by the Leader of the Council for Chairmen and Vice-Chairmen of Committees.
The nominations in respect of appointments to Committees and Panels and the appointment of Chairmen and Vice-Chairmen of Committees were proposed and seconded. Upon being put to the vote the nominations were AGREED.
DECISION:
That Full Council:
1. Notes the political balance on its Committees and Panels as set out in Appendix 1 to the report.
2. Approves the appointments to Committees and Panels and the appointment of Chairmen and Vice-Chairmen of Committees as follows:
Planning Committee
Conservative Independent Labour
Cllr Bellamy (C) Cllr Bisnauthsing Vacancy Cllr Cottier Cllr Phil Dilks Cllr Kaberry-Brown Cllr Milnes (V/C) Cllr N Robins Cllr P Robins Cllr Judy Smith Cllr Stevens Cllr I Stokes Cllr Selby (gifted seat)
Licensing Committee
Conservative Independent
Cllr Bosworth (C) Cllr Bisnauthsing Cllr Broughton Cllr Fellows Cllr Chivers Cllr Knowles Cllr Crawford Cllr Griffin Cllr Kingman Cllr Manterfield Cllr Ward (V/C)
Governance and Audit Committee
Conservative Independent
Cllr Dixon-Warren Cllr Ashley Baxter Cllr Johnson Cllr Paul Wood (C) Cllr Rice-Oxley (V/C) Cllr I Stokes Cllr Woolley
Employment Committee
Conservative Independent
Cllr Kelham Cooke Cllr Kelly (V/C) Cllr Annie Mason Cllr Wood Cllr A Stokes Cllr Trollope-Bellew Cllr Trotter (C)
Constitution Committee
Conservative Independent
Cllr Bellamy Cllr Baxter Cllr Griffin (V/C) Cllr Fellows Cllr Sandall Cllr I Stokes Cllr Whittington (C)
Companies Committee
Conservative Independent
Cllr Hannah Westropp (C) Cllr Baxter Cllr Crawford Cllr Knowles Cllr Dawson (V/C) Cllr Dobson Cllr Rice-Oxley Cllr Thomas
Finance, Economic Development and Corporate Services Overview and Scrutiny Committee
Conservative Independent Labour
Cllr Crawford (C) Cllr Dilks Vacancy Cllr Green (V/C) Cllr Knowles Cllr Dawson Cllr Johnson Cllr Sandall Cllr I Stokes
Culture and Visitor Economy Overview and Scrutiny Committee
Conservative Independent
Cllr Manterfield Cllr Fellows Cllr P Robins (V/C) Cllr Wheeler Cllr Judy Stevens (C) Cllr Judy Smith Cllr Thomas
Environment Overview and Scrutiny Committee
Conservative Independent
Cllr Cottier Cllr Baxter Cllr Green Cllr Dilks Cllr Johnson (V/C) Cllr Manterfield (C) Cllr Hannah Westropp
Rural and Communities Overview and Scrutiny Committee
Conservative Independent
Cllr Dixon-Warren Cllr Cleaver Cllr Dobson (V/C) Cllr Knowles Cllr Trotter (C) Cllr Hilary Westropp Cllr R Wootten
Chief Executive’s Appeal Panel
Conservative Independent
Cllr Hannah Westropp Cllr Dilks Cllr Whittington |
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Appointment of Representatives to Outside Bodies
Minutes: The Council was presented with a report of the Chief Executive on the appointment of representatives to Outside Bodies.
The following nominations were proposed and seconded:
· East Midlands Councils – Councillor Kelham Cooke, in his capacity as Leader of the Council
· The Local Government Association – Councillor Kelham Cooke, in his capacity as Leader of the Council
· Black Sluice Internal Drainage Board – Councillor Robert Reid in place of a vacancy
· Joseph Clark’s (Grantham) Apprenticing Foundation – Councillor Adam Stokes in place of Councillor Jacky Smith
· Welland and Deeping Internal Drainage Board – Councillor Barry Dobson in place of Councillor Jacky Smith
A second nomination was proposed and seconded for Councillor Ashley Baxter to be appointed to the Welland and Deeping Internal Drainage Board. Upon the taking of a vote, Councillor Barry Dobson was successfully appointed.
A comment was made that of those bodies where only one or two appointments were required, no Members of the Independent Group or Labour Group had been appointed to represent the Council. Confirmation was provided that the political balance rules did not apply to those particular bodies, although some bodies such as the Police and Crime Panel did require appointments to reflect the political balance of the Authority.
Having been proposed and seconded and upon being put to the vote, appointments to outside bodies were AGREED.
DECISION:
That Full Council:
1. Appoints Councillor Kelham Cooke to represent South Kesteven District Council on East Midlands Councils in his capacity as Leader of the Council.
2. Appoints Councillor Kelham Cooke to represent South Kesteven District Council on the Local Government Association in his capacity as Leader of the Council.
3. Appoints Councillor Robert Reid to represent South Kesteven District Council on the Black Sluice Internal Drainage Board in place of a vacancy.
4. Appoints Councillor Adam Stokes to represent South Kesteven District Council on the Joseph Clark’s (Grantham) Apprenticing Foundation in place of Councillor Jacky Smith.
5. Appoints Councillor Barry Dobson to represent South Kesteven District Council on the Welland and Deeping Internal Drainage Board in place of Councillor Jacky Smith. |
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Programme of Meetings of Full Council, Cabinet and Committees for 2022/23
Additional documents: Minutes: Full Council was presented with a report of the Chief Executive which set out a draft programme of meetings for Full Council, Cabinet and Committees for 2022/23.
The draft programme of meetings for 2022/23 was proposed and seconded.
It was noted that an additional ordinary meeting of Full Council would be scheduled in July and that sufficient notice would be provided to Members once the date was confirmed.
Advance notice was provided of an intention to call for an extraordinary meeting of Full Council regarding Grantham and District Hospital and the proposed downgrade of its Accident and Emergency facility.
Having been proposed and seconded, upon being put to the vote the draft programme of meetings for 2022/23 was AGREED.
DECISION:
That the draft programme of meetings for 2022/23 be approved, subject to an additional ordinary meeting of Full Council to be held in July 2022. |
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Governance and Audit Committee Annual Report for Year Ending 31 March 2022
Additional documents: Minutes: The Chairman of the Governance and Audit Committee presented the Annual Report of the Governance and Audit Committee for 2021/22 and the indicative work plan and timetable for 2022/23, proposing their approval.
The report set out key outcomes arising from the work of the Governance and Audit Committee over the 2021/22 municipal year, together with the indicative work plan and timetable for 2022/23 which the Chairman of the Committee said represented an interesting programme of work to cover over the next year.
The proposal was seconded.
The Chairman and Vice-Chairman of the Committee were praised for the undertaking of their respective roles and a vote of thanks was also given to the team of Officers who supported the work of the Committee.
Having been proposed and seconded, upon being put to the vote the proposition was AGREED.
DECISION:
That the Annual Report of the Governance and Audit Committee for 2021/22 and indicative work plan and timetable for 2022/23, which reflect the terms of reference of the Committee, be approved. |
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Future Ways of Working and Making the Best Use of Corporate Assets
Additional documents: Minutes: The Leader of the Council presented a report which provided Full Council with a summary of issues relating to office accommodation and the opportunities for new ways of working to better meet the needs of the Council.
The Leader reported that the Council over the last few years had seen a major change in the style of working in its office bases, with several change programmes to drive performance, improvements and savings being in place. A reduction in the amount of office space by introducing mobile technology and more flexible ways of working reflected an organisation-wide change programme, with work settings having been updated and new technology deployed as a result to support a more flexible way of working.
The main Council Offices at St Peter’s Hill in Grantham was an aging asset with inadequate facilities that now required significant investment in order to provide modern, good quality, adaptable and flexible workspaces. An asset review had identified other locations in the vicinity of St Peter’s Hill that were currently underutilised, which provided the Council with a unique opportunity to rationalise the Council’s operations against the backdrop of continued financial challenges and to reflect the significant change in working practices accelerated by the Covid-19 pandemic. The Leader highlighted that a change to a mix of home and office-based working meant that the Council could continue to be an employer of choice in a competitive employment market, offering attractive work/life balance and decent office accommodation which was increasingly more important.
An overview of the options available to the Council were set out in the body of the report.
The Leader proposed the recommendation contained within the report and the proposition was seconded.
The following points were made during debate of the motion:
· Changing circumstances over the last two years had enabled the Council to reassess its office accommodation · The proposal would deliver health and wellbeing benefits to the Council’s staff, which should have a positive impact on services delivered to residents · The annual saving in running costs in respect of the Council Offices at St Peter’s Hill was significant · The proposed re-development plans for the site would require additional car parking spaces which could not be facilitated on the footprint of the existing site · Grantham did not have a community centre, even with a population of approximately 20,000 people. A decision such as this should be deferred until the proposal for a Town Council for Grantham had been determined which, if established, it should action · A question was raised as to whether this initiative would improve efficiency and communication · It was suggested that the cultural shift imposed on staff in terms of working from home was a culture that bred laziness and that difficulties had been experienced in contacting Officers via the telephone or making appointments to meet with them · Hotdesking may make it difficult for Officers and Members to know where certain Officers were located on a day-to-day basis and there were challenges with working in open plan office accommodation to ... view the full minutes text for item 13. |
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Review of the Council's Constitution
Additional documents: Minutes: The Cabinet Member for Corporate Governance and Licensing presented a report which provided Full Council with an opportunity to formally approve new Parts of the Constitution following a comprehensive review of the document.
The Cabinet Member reported that a key principle of the review had been openness, transparency and engagement with all Members of the Council. Mapping and working documents had been developed to make it easy for Members to identify and track where any amendments, deletions or additions had been made to the Council’s existing Constitution as it transitioned into the new format. These documents had been shared with all Members of the Council prior to workshops held for specific sections as the new Constitution developed, where all Members were invited to make comments or suggestions. These workshops were very successful and lots of the comments and suggestions put forward had shaped the final versions.
In proposing the recommendations contained within the report, together with some amendments she had published as a supplement to the agenda pack for the meeting, the Cabinet Member thanked the Constitution Committee for its thoroughness in considering the various documents associated with the review. She also thanked those Officers who had been involved in the review for the work they had undertaken.
The proposition was seconded by the Chairman of the Constitution Committee who extended his gratitude to those Members who attended workshops and contributed to the development of the new document. He was of the view that this new document could act as a baseline and accepted that there may still be elements requiring further tweaks which his Constitution Committee would be able to consider in due course.
Councillor Richard Cleaver proposed the following amendments to the motion:
· Planning Procedure Rules (Appendix I), paragraph 6.3 – deletion of the existing paragraph and replacement with the following words:
‘The order of speaking at the Planning Committee when considering applications will be: i. Any objectors to the application ii. Any supporters of the application iii. Any representation from the relevant Town or Parish Council iv. District Councillor for the relevant electoral ward v. The applicant or agent for the applicant The 'relevant electoral ward' (to define the relevant ward councillors) is defined as those wards which fall inside or adjacent to the boundary of the planning application in question.’ · Planning Procedure Rules (Appendix I), paragraph 6.4 – replacement of the words ‘three minutes’ with the words ‘four minutes.’
· Planning Delegated Powers (Appendix N), paragraph 2.2(1) – deletion of the first sentence and addition of the words or a minimum of any three councillors, or any member of the Planning Committee so that it reads:
‘Any application for planning permission, approval of Reserved Matters, Conservation Area Consent, tree works approval or Listed Building Consent where a Councillor from the relevant or an adjoining ward, or a minimum of any three councillors, or any member of the Planning Committee has requested, in writing within 21 days of being notified of the application, that the application be ... view the full minutes text for item 14. |
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Review of the Members' Allowances Scheme
Additional documents: Minutes: Mr John Cade, Chairman of the Independent Remuneration Panel, presented a report on the outcomes of a review the Panel had undertaken in respect of the Council’s Members’ Allowances Scheme.
A key component of the review was to examine how South Kesteven District Council’s allowances compared to neighbouring authorities and authorities classed as ‘statistical neighbours’ who shared similar demographics. An evidence gathering session was also held on 9 March 2022 whereby all Members of the Council were invited to meet with the Panel or submit written representations on any aspect of the current Members’ Allowances Scheme they wished to raise. Nine Councillors met with the Panel either in-person or remotely with one written representation also having been made. The Panel also met with the Council’s Chief Executive.
Taking into account the benchmarking against other authorities and comments received as part of the evidence gathering session, the Panel agreed to twenty recommendations which impacted the Basic Allowance, Special Responsibility Allowances, the allowance paid to the Council’s Independent Person (Standards), the Childcare and Carers’ Allowance, the Travel and Subsistence Scheme and the Broadband Allowance.
The Leader of the Council thanked the Panel for conducting the review and producing a comprehensive report. He acknowledged that it was always difficult as a Council making decisions on its own Members’ Allowances Scheme, recognising in addition that South Kesteven District Council’s represented one of the highest paid of the county’s second tier authorities, although also being the largest district. In the current economic climate he did not think it was appropriate to agree to any increases in the Basic Allowance or Special Responsibility Allowances received by Councillors and therefore proposed that Full Council did not accept recommendations 6.1 to 6.14. He also proposed, however, approval of recommendations 6.15 to 6.20.
The proposition was seconded and the following points were made during debate of the motion:
· It was the correct decision in the current economic climate not to accept an increase in the Basic Allowance or Special Responsibility Allowances received by Councillors · The Childcare and Carers’ Allowance should be increased and continue to reflect the national minimum wage
It was proposed, seconded and AGREED that the meeting be extended by a further twenty minutes.
Having been proposed, second and voted upon it was AGREED that recommendations 6.1 to 6.14 be not accepted by the Council.
Having been proposed, seconded and voted upon it was AGREED that recommendations 6.15 to 6.20 be approved.
DECISION:
That Full Council:
1. Approves that the allowance paid to the Independent Person (Standards) be set at £1,500 per annum.
2. Approves that the Childcare and Carers’ Allowance be set at £9.50 per hour with an annual cap of 200 hours.
3. Approves that, until the next Independent Remuneration Panel’s report or for a period of four years, whichever is the sooner, the hourly allowance for childcare and carers be increased in line with the increase in the national minimum wage.
4. Approves that no change be made to the Travel and Subsistence Scheme. ... view the full minutes text for item 15. |
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Kirkby Underwood Parish Council - Temporary Appointment
Additional documents: Minutes: The Chief Executive reported that she had used her delegated powers to make a temporary appointment to Kirkby Underwood Parish Council to allow the Parish Council to progress urgent business until a new Parish Councillor had been co-opted and taken up office. She had therefore appointed Councillor Nick Robins as a temporary member of the Parish Council.
The report was noted. |
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Community Governance Review for Grantham Town
Additional documents: Minutes: Councillor Mark Whittington presented a report which provided Full Council with an update on the outcome of the consultation undertaken in respect of a Community Governance Review for Grantham and set out recommendations from the Community Governance Review Working Group.
The public consultation began on 11 March and closed on 22 April 2022, the aim of which was to gauge public support for the establishment of a new Parish or Town Council for Grantham and obtain views on the boundary and electoral arrangements should a new Council be established. During the initial consultation, an information document and printed survey together with an accompanying letter was sent to a total of 23,201 residential properties within the unparished area of Grantham and the neighbouring parishes of Barrowby, Belton and Manthorpe, Great Gonerby, Harlaxton, Little Ponton and Stroxton and Londonthorpe and Harrowby Without. Statutory consultees were also provided with the opportunity to respond and an online version of the survey could also be completed.
A detailed analysis of the responses received to the consultation were set out at Appendix 3 of the report, which were reviewed by the Community Governance Working Group at its meeting on 29 April 2022. There was clear indication of support for the creation of a Parish or Town Council for Grantham and the Working Group unanimously agreed to recommend to Full Council that a Parish Council be created for Grantham, in principle.
The Working Group noted that responses to the questions relating to the boundary of any new Council with neighbouring parishes were much less clear and felt that it was not at the present time in a position to make a recommendation to Full Council. There was therefore further discussion and consideration to take place, particularly in respect of growth areas on the periphery of the currently unparished area of Grantham.
Councillor Whittington therefore proposed the recommendations contained within the report, which sought approval of option 1 contained within the report to agree in principle of the establishment of a Parish Council for Grantham, subject to undertaking further consultation with residents of neighbouring parishes and Parish Councils to consider the boundary.
The proposition was seconded, further to which the following points were noted in debating the motion:
· The meeting of the Community Governance Working Group on 29 April 2022 was a very productive meeting and demonstrated very good cross-party working · There was further work to do in respect of consultation with parishes, which would be the main challenge in reaching a resolution with regard to the boundary · This represented an exciting moment for Grantham and would provide a voice and identify for the town, particularly on important matters such as planning · Aiming for implementation of a new Parish or Town Council for Grantham in May 2024 was more realistic, giving sufficient time for the additional consultation that was required
Councillor Whittington, at this stage of proceedings, highlighted that he was a Member of Barrowby Parish Council.
Having been proposed and seconded, upon being put ... view the full minutes text for item 17. |
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Close of meeting
Minutes: The meeting closed at 17:10 |