May 2019 Minutes Annual Parish Council Meeting
Fleet Parish Council
Meeting – Monday 20th May 2019
A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 20th May 2019 at 7pm which was attended by 9 members of the public and the following Councillors:
Evelyn Penney
Peter Coupland
Yolanda Ward
Valery Gemmell
Geoff Donley
Paul Barnes
Public Forum – A public forum was opened for any parishioners attending to raise any matters:
• A question was asked as to when the West Dyke will be cleared. – Cllr Coupland confirmed that this had been held up due to the cost, but recommended this now be taken on by the newly elected Council. Full Council agreed they are happy to take this on and it will be added to the Agenda for the next meeting.
The public Forum closed at 19:05 when the Annual Parish Council Meeting commenced:
There were no reports from the Police or elected members of Lincolnshire Council and South Holland District Council.
1. Apologies for Absence – None Received
2. To Elect New Chairperson/Vice Chairperson:
• Cllr Penney proposed that Cllr Barnes be elected as new Chairperson, which was seconded by Cllr Gemmell, all were in favour. Declaration of Acceptance of Chairman signed and received.
• Cllr Donley proposed that Cllr Penney be elected as new Vice Chairperson, which was seconded by Cllr Gemmell, all were in favour. Declaration of Acceptance of Vice Chairperson signed and received.
3. Welcome new Councillors – Cllr Barnes welcomed new Cllrs – Edward McNally (South Ward), Nicole Futter & Stephen Dickey (North Ward). Farewell and thanks was given to retiring Cllrs, R Dean, A Dean and Cllr Male for their time and dedication to the Council over many years. Declaration of Acceptance of Office was signed and received by all Cllrs and Disclosable Pecuniary Interest forms completed and signed.
4. Declarations of Interest - in accordance with the requirements of the Localism Act 2011, members were reminded of the need to note any direct interest in Agenda items in the book provided for this purpose and to request dispensation in respects of pecuniary or non-pecuniary interests – none received
5. Signing of the Minutes – The minutes of the meeting held on 18st March 2019 were agreed as a true record and signed by the Chairman. Cllr Gemmell suggested displaying future minutes in notice boards so parishioners that don’t have access to the internet can review. This was agreed.
6. To appoint members to serve on the following Working Groups:
• Planning – Cllr Gemmell proposed Cllr Donley, this was agreed along with Cllr McNally and Cllr Gemmell who also volunteered. Cllr Gemmell reminded everyone, that anyone can access the planning applications online and add their comments – Cllr Donley to Lead
• Playing Field, Pavilion & Amenity Areas – Cllr Coupland volunteered along with Cllr McNally, Cllr Dickey & Cllr Ward this was seconded by Cllr Barnes. All Agreed – Cllr Coupland to Lead
• Best Kept Village – Cllr Penney was happy to continue with this, but advised that she would like some assistance – Cllr Penney to Lead
• Fund Raising for Skate Park – It was proposed that Cllr Ward and Cllr Futter serve in this group, with assistance from Cllr Coupland. This was agreed. Cllr Coupland proposed he would like to co-opt parents to have their input and confirm if a skate park is still needed. In order to obtain funding we need more community involvement. Cllr Gemmell suggested a letter in the local press.
Cllr Barnes asked for reports to be prepared with updates on these working groups 2 weeks prior to the next meeting, in order for Cllrs to review and save time. This was agreed.
7. Financial Matters:
• Reconciliation of Bank account for March & April 2019
Clerk talked through current bank balance following reconciliation of the bank statements for March and April 2019 - Clerk advised balance as at 30/4/19 was £26,318.21 following receipt of the precept £22,550. Members were provided with a copy of the latest bank statement for their records.
It was noted that submission of the VAT Return for 2018/19 would recoup £1,374.15. A further £590.00 was due in respect of the litter picker refund and £1,179.27 due in respect of the HMRC tax rebate.
• Payment of Invoices
Members were provided with a copy of a list detailing unpresented cheques totalling £1,960.00 for their records
• Cheque Signing Arrangements – New mandate to be completed
It was discussed and resolved that the Bank signing mandate would be amended to show Cllr Barnes, Cllr Penney and Clerk as signatories
• To approve the Annual Return and Annual Governance Statement for the financial year 2018/2019 - Clerk had provided members with a copy off the AGAR and each section was reviewed:
A) Annual Internal Audit Report 2018/19 (Pg. 3 on AGAR) - prepared by the internal auditor Godfrey Parkes on 09/05/2019
B) Annual Governance Statement 2018/22019 (pg. 4 on AGAR)
C) Accounting Statements 2018/2019 (Pg. 5 on AGAR)
D) For information at this time External Auditor Report & Cert (Pg. 6 on AGAR)
It was resolved that the accounting statements in the AGAR fairly presented the financial position of Fleet PC and as such members gave approval for the Chairman to sign this. It was also noted that the dates of the period for the Exercise of Public Rights for Accounts for the year end 31 March 2019 would be erected on 13 June 2019 which would run until 26th July 2018.
8. To receive reports - for information only - from:
• Playing Field & Pavilion Working Group – Cllr Coupland reported that the playing field is being cut every 10 days. The moles continue to cause an issue, which was discussed in detail. Cllr Coupland advised that we have a duty of care to treat the area as mole hills can cause injury to anyone playing on the field. Cllr Penney suggested using an alternative method as concerns had been raised by parishioners for using traps. Cllr Barnes proposed we wait until next spring and give sufficient notice to park users that the park will be closed for a period of 2 weeks, Cllr Futter suggested an advert in the press as well as clearly displayed notices. This was seconded by Cllr Gemmell. It was resolved that the Playing Field working party discuss with the mole catcher as to when and how would be the best method.
Cllr Coupland reported that the play equipment continues to be checked and monitored.
• Monthly Councillor Surgery – Cllr Donley reported that the Councillor Surgeries are still ongoing and confirmed that the next surgery is to be held on 1st June on the playing field.
• Skate Park fund raising group – Cllr Coupland confirmed he had nothing further to report
9. Works to area around War Memorial – Further quote received for works to the War Memorial. Cllr Gemmell & Cllr Penney advised that the area is very water logged at present and perhaps there is a sewer problem. Cllr Coupland confirmed he has attempted to get the drains in Hargate Close repaired, but this does not appear to have resolved the issue. Cllr Coupland advised he will contact the District Council to arrange for the drains to be inspected. Cllr Gemmell suggested we hold off on reviewing the quotes until we have resolved the water issue as this will have an impact on any works carried out. It was agreed that Clerk would write to the 2 contractors to advise.
10. Pavilion and Playground Equipment:
Pavilion – Cllr Gemmell asked if the Pavilion is used for anything to recoup funds that are spent on its upkeep. Cllr Coupland confirmed that the Pavilion has good drains, roof and is structurally sound, but other than holding Councillor Surgeries, is not big enough for anything else. A member of the public advised that the area would be perfect for a village hall. Cllr Coupland explained that the Village Hall funds are tied up in a trust. It was discussed and resolved that the Pavilion working party would inspect the Pavilion and discuss ideas what it could be used for in the future.
Playground Equipment – Cllr Penney requested details of any works that were due to be carried out following the Playground Inspection which was carried out last March. Cllr Coupland confirmed he has reviewed the report and nothing urgent was highlighted. Cllr Barnes requested a copy of the inspection report to review – Clerk to provide.
11. Correspondence Received:
• Letter Received from Parishioner requesting consideration for a cycle path to be instated from Penny Hill Road to the end of Low Lane – This was discussed in detail with many safety issue concerns. It was agreed that this is the responsibility of Lincolnshire County Council. Clerk will write to LCC with a copy of the letter requesting their consideration.
• Email received from the Salvation Army to ask for consideration of siteing a recycle clothing bank within the Parish – Cllrs expressed concerns that this would attract fly tipping and contamination of the clothing already in the bank. It was noted that there is already a clothing bank in Holbeach and, therefore, no need for one in Fleet. Full council agreed to decline the request.
• Email received from Malc Firth Landscapes regarding long outstanding invoices – Details of the invoices were shared. These were for the marking out of the Football pitch on the playing field dating back to 2016 for a sum of £270.00. Following a discussion it was agreed that the pitch was rented out to a team at the time and it was agreed that they would be responsible for marking the area and any cost incurred. Therefore, full council agreed that we are not liable to pay these invoices.
• Email received from Parishioner requesting consideration for an additional notice board near the church or school – It was discussed and agreed that this is a good idea and needed. Cllr Gemmell and Cllr Coupland to obtain quotations. Cllr Gemmell also proposed we consider having larger notice boards to replace the existing ones around the parish.
• Letter received from Lincolnshire Police – Advising they will no longer be in regular attendance at Parish Council Meetings – It was agreed that should parishioners have any concerns or police matters they contact the Clerk who will pass any details on for review and a response.
12. Actions List – Clerk went through the current Actions List to provide an update and ascertain which items had been dealt with since the last meeting, resulting in the highlighted items being removed due to completion:
13. Speed Watch Initiative – Cllr Barnes provided an overview for Community Speed Watch initiative following quotes received. Concerns were raised as to whether FPC can afford the initial outlay for the equipment. Cllr Gemmell suggested we interact with other Parishes already involved in the initiative. Cllr Penney proposed that Cllr Coupland speak to Sutton St James Parish Council and discuss maybe borrowing their equipment. This was seconded by Cllr Gemmell
14. Emergency Planning – Cllr Gemmell provided a back ground and history to the Emergency plan already in place for Fleet. She handed over all the relevant information to Cllr Barnes for a full review and update. Agenda July
15. Town and Parish Council Clustering – Questionnaire received from LALC asking if Fleet would be interested in Parish Council Clustering. It was agreed that Cllr Barnes and Clerk would review after the meeting.
16. Best Kept Village Competition 2019 – Cllr Penney reported that preparation was going well, but would be grateful for more assistance. Despite distributing over 200 leaflets, she only received 2 volunteers. Consideration is needed if we want to enter the competition next year.
17. Planning Matters - To note all Planning Applications and decisions received from SHDC since the last meeting:
Applications received since last Meeting:
Decided Planning Applications by SHDC:
18. Fleet Parish Council IT Equipment – Clerk advised that she is having issues with laptop and printer. It was resolved that Cllr Dickey would offer some to time to review and see what further action may be needed.
19. Note date of next meeting - Monday 15th July 2019