2021 Parish Council Minutes of Meetings

Meeting – Monday 19th July  2021
A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 19th July  at 7pm which was attended by 2 members of the public and the following Councillors:
Paul Barnes (Chair), Evelyn Penney (Vice Chair), Geoff Donley, Eddie McNally, Stephen Dickey, Caroline Stockford & the Clerk – Robyn Negus.
Public Forum – A public forum was opened:
A Parishioner asked if we may consider asking the grass cutting contractor responsible for cutting the playing field if they could cut it shorter during peak growing season.  Following discussion, it was agreed that the Clerk would ask the contractor and ask that they alternate their direction of cutting.  
A Parishioner noted that one of the flood lights had still not been moved back following high winds.  Clerk agreed to chase.
It was noted that Parishioners are still allowing their dogs off the lead, whilst using the park.  It was agreed the Clerk would chase the PSPO.
A Parishioner raised concerns that the gras was not being cut very well if at all along Old Main Road.  Clerk reported that this item had already been raised and she was to discuss with LCC to review their cutting schedule. 
A Parishioner just wanted to note how nice it was to see the community along with residents of Capricorn Cottage attending to watch the walking football and even getting involved.  

There was no report from elected members of Lincolnshire Council and South Holland District Council.  
19:15 The Chairman opened the meeting by welcoming all.
1. Apologies for Absence - Cllr Ward, Cllr Coupland & Cllr Gemmell. Reasons given were noted and accepted by all.
2. 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. Cllr Stockford noted her interest in item 10.  Declaration of Interest book noted and signed accordingly.
3. Signing of the Minutes – The notes of the meeting held on 5th May 2021 were read and agreed by all, as a true record and signed by the Chairman.

4. Financial Matters:
•    Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for March & April 2021 - Clerk advised balance as at 30th June 2021 was £44,726.93 with pending payments amounting to £1,236.29, therefore the total balance being £43,540.64.  Clerk also reported, within this balance were receipts of £6,000 from Cambridge Community Foundation, following our Grant application for installation of Adult Gym Equipment, £1,222 VAT refund, £90 & £75 kind Donation from the Fleet Residents Events Committee, where thanks was noted.  Members were provided with a copy of the latest bank statement for their records.  
•    Payment of Invoices:

•    Donations – It was resolved that this item was covered in the Clerks Bank reconciliation report.
•    Budget update 21/22 – A budget document was circulated for all to review, and Clerk confirmed she would include in Agenda going forward, so it could be reviewed on an ongoing basis.
•    To review and agree updated assets register – Clerk shared the current assets register with full Council.  And requested assistance from Cllrs to update with ‘New’ replacement values for all assets to ensure we are adequately Insured – Ongoing 

5. To receive reports - from:
•    Playing Field & Pavilion Committee – In the absence of Cllr Coupland, Clerk reported that he had confirmed that there were no issues to report but had asked for permission to remove the dead Christmas tree.  This was agreed by all.  Clerk also reported that we had just received the independent Play equipment inspection report, that would need to be reviewed.  It was agreed that the Playing field committee and Chair would meet to review the report and address any issues.  It was also noted to include a review of the wooden play equipment.  Security bollards had been ordered for extra security and plans were to install w/c 19th July.  It was agreed that the Clerk and nearby resident/Cllr should all have access to a key in the event of an emergency.  Cllr Dickey added that he was to review the posts around the electric box at the entrance of the playing field.  
•    Grant Application for Redevelopment of the Playing Field Committee – In the absence of Cllr Gemmell, Cllr Stockford read a statement regarding a presentation that had been prepared for selecting the provider for the Adult Gym Equipment.  It was resolved to move this item to closed session.  
•    Planter Maintenance & War Memorial Committee – Cllr Penney reported that the planters had been repaired and planted.  Cllr Barnes extended his thanks to all involved in assisting with repairing the planters.  Cllr Penney further reported that the War memorial had been tidied up. But it has been discovered that 4 of the trees within the memorial area have die-back.  She confirmed that she has been in contact with Tree Conservation at SHDC and permission had been granted to remove these.  She also reported that the gravel need attention at the front of the memorial.  It was discussed and agreed by all that the donation received from Fleet Residents Events Committee of £90, be utilised to obtain new sand boxes for the memorial crosses to be placed.  Cllr Penney to source.  A second quotation for renewal of the fence and gate to the rear of the memorial is still outstanding.  

6. Correspondence Received:
•    Email from Live & Local offering support and advice for indoor and outdoor performances – Email previously circulated for information; no further action required.
•    Email from LALC offering possible support with websites at a monthly cost of £12.  Following a discussion Cllr Barnes proposed we accept this offer, this was seconded by Cllr Dickey and agreed by all. 
•    Email from LCC re Broadband connectivity in Lincs. Email previously circulated.  The Clerk advised she had requested more information on what is involved and the costs.  Agenda once we have received a reply. 
•    Letter received from Lives giving thanks for our donation.  Noted by all.
•    Email for SHDC Planning - Parish Council Consultation for Street Name Suggestion for Land off Lowgate, Fleet - Email previously circulated for information, no objections received.

7. Actions List - To discuss completion of outstanding items and agree timescales – Clerk to lead
•    Additional Notice Board Eastgate – Now Completed
•    Request for consideration for Drop kerbs on corner of Eastgate Gdns & Eastgate and another on corner of Burgess Drive & Eastgate.  No new updates, Clerk to chase.
•    Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field.  No updates received, Clerk to chase.
•    Request for a waste bin to be sited near information board on Fleet Road – Now Completed
•    Repeat request for not suitable for HGV signs to be erected – Cllr Coupland provided and update before the meeting that LCC are now dealing with this under a TRO.
•    Email inviting FPC to take part in the 2021 Great British Spring Clean (28 May – 13 June) - Completed

8. Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally advised he had nothing to report as the interactive camera has not been in use.  Clerk reported that the camera would be re initiated now that Covid restrictions had eased. 
•    Proposal for speed limits to be reduced, Eastgate, Hall Gate & Church Lane – Cllr Stockford proposed that we apply for a reduction in the speed limit to 30MPH from Capricorn Cottage on Eastgate, down to the church including Hallgate, Church Lane and Church End.   Following a discussion this seconded by Cllr Barnes and agreed by all.  Clerk to write to LCC Highways.

9. Fleet Parish Council Logo – Cllr Penney suggested that Council consider a logo to represent Fleet Parish Council as we don’t have one. After a brief discussion it was agreed for Cllrs to have a think and put forward any ideas for the next meeting.  

10. Planning Matters - To note all Planning Applications and decisions received from SHDC since the last meeting. Cllr Donley advised he had nothing to report:
Applications received since last Meeting:

Decided Planning Applications by SHDC:

11. Forward Planning & Events
•    Update on plans for event in 2022 to honour the Queens 70th year reign – Cllr Penney confirmed that the plan was to hold this event at the Fleet Playing field.  Cllr Dickey confirmed he has started work on inviting stall holders.  We have also received the ok from the local authorities and attendance confirmed by our Local Fire crew.  Concerns over parking were discussed and will be further reviewed.
•    Competition for logo – Cllr Penney proposed we look to holding a competition to design a logo to for our event.  Permissions were discussed and it was resolved to find out appropriate logos that are allowed for the Jubilee celebrations. 
12. To Note Date of Next Meeting – Monday 20th September 2021.  It was also resolved to re-establish Meet & Greet Public Forums from Monday 18th October 2021.  
20:50 the public meeting was closed
13. Resolve to go into Closed Session to review:
•     Selecting the provider for the Adult Gym Equipment – Cllr Stockford provided a presentation with details of quotes received.  Pros and cons were discussed regarding installation of matting around the equipment.  A unanimous vote in favour of no matting was carried.  Following a review of the quoted pieces of equipment.  Cllr Barnes proposed we go ahead with the quotation received from Fresh Air Fitness but change the Double Cross-Country Skier to a single and add a Twister, bringing the cost to £6,808 including VAT and no matting.  This would mean spending more than the 10% Parish contribution previously agreed.  This was seconded by Cllr Donley and agreed by all.  Proposal of the position of the equipment to be near the children’s play area with a slight gap was put to a vote.  Four voted for and two against, and therefore carried.  Final lay out plans would be discussed further by the Playing field committee, Cllr Stockford and Cllr Barnes.
•    Hard Standing Tenders – Cleark opened three Tenders received in respect of works required to install a hard standing on the playing field.  Following a review and discussion it was agreed that the Grant Application for Redevelopment of the Playing Field Committee, would apply for the sum of £40,000.  Where 10% from Parish may be required as a contribution, we would apply for £36,000, should a 10% contribution not be required we would apply for £40,000.  If successful, would provide a total of £40,000.  In the meantime, it was agreed that the Clerk would seek advice from SHDC on planning/building regulation requirements.