2021 Parish Council Minutes of Meetings

Virtual Meeting – Wednesday 5th May 2021
A meeting of Fleet Parish Council was held remotely via ZOOM video conference call on Wednesday 5th May at 7:00 pm.  This was attended by 2 members of the public and the following Councillors:
Paul Barnes (Chair), Evelyn Penney (Vice Chair), Geoff Donley, Yolanda Ward, Eddie McNally, Stephen Dickey, Valery Gemmell, Peter Coupland, Caroline Stockford & the Clerk – Robyn Negus.
Public Forum – A public forum was opened:
Parishioners raised concerns over Planning application H05-0670-20.  Following a discussion, the Parish Council advised that objections have been raised of behalf of Fleet Parish Council but, advised residents to submit their own comments/objections to ensure their views are heard by SHDC Planning Committee. 
19:17 2 Parishioners left the meeting 
Due to local elections and Purdah, there was no report from elected members of Lincolnshire Council and South Holland District Council.  
The Chairman opened the meeting by welcoming all.
1. To Elect Chairperson/Vice Chairperson
•    Cllr Barnes was proposed, seconded and elected to remain as Chairman.  Declaration of Acceptance of Chairman was signed and will be collected by the Clerk.
•    Cllr Penney was proposed, seconded and elected to remain as Vice Chair.  Declaration of Acceptance of Vice Chairperson was signed and will be collected by the Clerk.
19:20 Cllr Ward excused herself and left the meeting.
2. Apologies for Absence - Cllr Ward. Reasons given were noted and accepted by all.
3. To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations in respects of pecuniary or non-pecuniary interests in Agenda items. None received.
4. To appoint members to serve on the following Working Committees – It was resolved that existing members of all Working Committees, as detailed below - be reinstated for another year which was agreed by all:
•    Playing Field & Pavilion – Cllr Coupland, Cllr Dickey & Cllr Ward
•    Planning – Cllr Donley, Cllr Gemmell & Cllr McNally
•    Grant Application, in respect of redevelopment of the playing field, Committee – Cllr Gemmell, Cllr Penney & Cllr Stockford
•    War Memorial & Other Amenities Committee – Cllr Penney with the assistance of Cllr McNalley
•    Press Statements/Responses – Although, no committee for this, Cllr Barnes reminded to Full Council that any Statements/Responses on behalf of Fleet Parish Council need to go via the Clerk.

5. Signing of the Minutes – The notes of the meeting held on 15 March 2021 were read and agreed by all, as a true record and signed by the Chairman.

6. Financial Matters:
•    Reconciliation of Bank account for March & April 2021. - Clerk talked through current bank balance following reconciliation of the bank statement for March & April 2021 - Clerk advised balance as at 30th April 2021 was £14,094.74 with no pending payments.  Members were provided with a copy of the latest bank statement for their records.  Clerk also, reported that we had received notification of Precept payment.  Therefore, the current balance as of 5th May 2021 was £43,652.74.

•    Payment of Invoices:

•    To approve the Annual Return and Annual Governance Statement for the financial year 2020/21 Clerk had provided members with a copy off the AGAR and each section was reviewed:
    A) Annual Internal Audit Report  (Pg. 3 on AGAR) - prepared by the internal auditor on 29/04/2021
    B) Annual Governance Statement 2020/21 (pg. 4 on AGAR)
    C) Accounting Statements 2020/21 (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 2020 would be erected on 4th June 2021 which would run until 23rd July 2021.

7. To receive reports - from:
•    Playing Field & Pavilion Committee – Cllr Copland advised that the playing field is being well used and nothing of concern to report.  Cllr Barnes confirmed he had recently made some windows and believed we could easily replace the Pavilion windows at a small cost.  It was resolved that Cllr Barnes & Cllr Coupland would review and a budget of approximately £100 for materials was agreed. 
•    Grant Application for Redevelopment of the Playing Field Committee – Cllr Gemmell asked for assistance to obtain Tenders for the Hard Standing.  It was resolved that the Clerk would chase contractors already approached and try and obtain more.  
•    Planter Maintenance & War Memorial Committee – Cllr Penney reported that the planters needed attention and to be raised.  Quotes obtained were in the region of £1,200.  Following a discussion, was thought that these costs were excessive and could be done for a smaller cost.  It was resolved for Cllr Barnes to obtain a cost for materials and provided they do not exceed £500 and with the help of volunteers proceed to get the planters raised and restored.  Cllr Penney also reported that the fencing at the War Memorial was in poor condition.  It was resolved for Cllr Penney & Cllr Barnes to meet and review what needs doing and obtain costs.   

8. Correspondence Received:
•    Email from Parishioner raising concerns over planning application H05-0670-20 – It was resolved that this item had already been dealt with during the Public forum.
•    Email requesting reconsideration of adopting the sleigh – Following a discussion it was resolved that for the reasons considered resulting in our previous declinature, our decision remains the same.  
•    Email from LALC asking if FPC would like to renew the Zoom subscription for 2021/22.  It was agreed by all not to renew our ZOOM subscription, due to the new Government Legislation that no longer allows ‘Virtual’ Parish meetings.  Clerk raised concerns that should Social Restrictions be reimposed that we need to have a backup plan.  It was agreed by full Council, that should we encounter an issue where we are unable to meet to make Council decisions that the Clerk has delegated powers to make payments to keep the parish running, provided these are within the agreed budget figures. 
•    Email from Keep Britain Tidy asking to take part in the ‘Great British Spring Clean’.  This will be running for from the 28 May – 13 June 2021.  Fleet Parish Council recognise that Councillors and Parishioners already take pride in the Parish and are already collecting litter, whilst out walking.  It was agreed that we would take part and all come together one evening to make an impact.  The date will be confirmed by the Clerk.  
9. Actions List - To discuss completion of outstanding items and agree timescales – Clerk to lead
•    Additional Notice Board Eastgate – Cllr Barnes confirmed this would be completed by the end of next week.
•    Request for consideration for Drop kerbs on corner of Eastgate Gdns & Eastgate and another on corner of Burgess Drive & Eastgate - Outstanding
•    Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field - Ongoing
•    Request for a waste bin to be sited near information board on Fleet Road.  Clerk has received confirmation that we are on the list and a bin should be delivered within the next couple of weeks.
•    Repeat request for not suitable for HGV signs to be erected – Cllr Coupland confirmed he had no update at present.
•    Email inviting FPC to take part in the 2021 Great British Spring Clean (28 May – 13 June) – Already covered under item 9.

10. Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally confirmed he had nothing to report.  It was resolved that we would reinvestigate the option to share or borrow the equipment form a neighbouring Parish to confirm how it works and if there are any benefits from having this equipment. 

11. Consideration for Fleet to Adopt a Phone box – Cllr Dickey reported that he had hoped to propose to adopt an old BT phone box to utilise as a book swap.  But having spoken to BT, he was advised we could adopt one if it were already in situ.  If we do not have one, we would have to purchase one, which would be in the region of £3,000.  Therefore, it was agreed by all to park the idea for now.  

12. Planning Matters - To note all Planning Applications and decisions received from SHDC since the last meeting. Cllr Donley to lead:
Applications received since last Meeting:

Decided Planning Applications by SHDC:

. Forward Planning & Events:
•    Plans to fix a date and appoint a lead for an event in 2022 to honour the Queens 70th year reign.  The UK will celebrate Her Majesty The Queen’s 70th anniversary as monarch with a long weekend of celebrations.  The May Bank Holiday Weekend will be moved to Thursday 2 June and an additional Bank Holiday on Friday 3 June will see a four-day weekend to celebrate Her Majesty The Queen’s Platinum Jubilee - the first time any British monarch has reached this historic milestone.  It was proposed that we look at planning a community celebration for the 3rd or 4th of June with Cllr Dickey to lead the planning with the assistance of Cllr Gemmel and Cllr Penney.  Cllr Stockford advised that she would ask for the children at the school to be involved and help with designing posters and signs.  
•    Yard Sale - Cllr Penney confirmed that 22 residents had applied to hold stalls for the planned Village Yard Sale on Saturday 22 May.  Clerk confirmed that an advert had been sent to appear in the local paper. 

14. To Note Date of Next Meeting – Monday 19th July 2021 Subject to review.  Next Meet & Greet Public Forum postponed until further notice. 

15. Resolve to go into Closed Session to review:
•    Hard Standing Tenders – Clerk reported that we had now received 2 tenders for the hard standing.  Following a discussion, it was agreed to hold off opening them until a third was received.  Current Grants available request sight of a minimum of 3 quotes.  Agenda July  
•    Clerk Salary Review – In like with the National Joint Council for Local Government Services pay scale, it was proposed to increase the Clerks hourly rate of pay by 22p.  This was agreed by all.