2021 Parish Council Minutes of Meetings

Meeting – Monday 20th September 2021

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 20th September 2021 at 7pm which was attended by 2 members of the public and the following Councillors:

Paul Barnes (Chair), Evelyn Penney (Vice Chair), Peter Coupland, Geoff Donley, Valery Gemmell, Eddie McNally, Stephen Dickey, Caroline Stockford & the Clerk – Robyn Negus.

Public Forum – A public forum was opened:

A Parishioner advised that the bins have not been emptied outside the park and a couple appear to have been damaged.  Cllr Dickey confirmed he would look at the damaged one and liaise with the Clerk to contact the relevant authority to resolve.

A Parishioner wanted to note thanks to all Parishioners for their help around the Parish during these extraordinary times.

Clerk raise a request for consideration of a bench to be sited on Fleet Road on behalf of a Parishioner.  Following a discussion, it was decided that the requested location would actually be in Holbeach, and we could not think of an alternative suitable location, Cllr Donley would visit the parishioner to discuss with them further. 

Report from elected member of Lincolnshire Council and South Holland District Council – Cllr Coupland reported that he has been chasing TRO requests in respect of speed limits.  He also reported that SHDC, Boston and East Lindsey are now sharing senior staff and therefore, there will be cost savings for these Districts.  Cllr Barnes asked why the recycling plant is only running for 5 days a week and closing for lunch.  Cllr Coupland advised the main use for this site was to dispose of garden waste.  He also offered to provide the contact details for the County Councillor responsible for Recycling Centres to Cllr Barnes.  It was proposed we request a separate site to be opened for this.  Clerk to write to the appropriate authorities and propose this on behalf of FPC.   

19:10 The Chairman opened the meeting by welcoming all.

1. Apologies for Absence - Cllr Ward, due to work commitments. 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 19th July 2021 & Extraordinary meeting held on 2nd August 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 July & August 2021 – The balance as at 31st August 2021 was £41,884.89 with pending no payments.  Members were provided with a copy of the latest bank statement for their records.  
• Payment of Invoices:

• Budget update 21/22 – A budget document was circulated for all to review, no questions or concerns were raised.
• Finalisation of external Audit by PFK Littlejohn – Clerk reported that the external Audit had now concluded, all was in order and there was nothing to report.  Thanks were expressed to The Clerk for all her hard work on this.

5. To receive reports - from:

• Playing Field & Pavilion Committee – Cllr Coupland reported that the Playground inspection report had now been reviewed and recommendations actioned, parts ordered, and repairs were underway.  It was resolved and agreed by all that the inspection should be carried out by an independent company next year.  Following health & safety concerns raised in the report, it was resolved for the wooden climbing frame to be taken down.  Cllr Stockford asked if it would be replaced.  It was agreed to review our options and costs once this had been completed.  Cllr Coupland further reported that the overgrown brambles need attention on the right-hand side dyke.  It was agreed for the Clerk/Cllr Coupland to discuss and obtain costs. 
• Grant Application for Redevelopment of the Playing Field Committee – Cllr Stockford reported that a date installation of the Gym Equipment had been agreed for Wednesday 29th September at 8:00am.  Cllr Coupland and Cllr Dickey confirmed they will attend to confirm the exact location of pieces to be sited and sign off the installation after completion.  Work continues on applications for funding in respect of the Hard Standing.  A condition of the grant application is to confirm FPC owns the land and that planning permission had been obtained. It was resolved and agreed by full Council for the Clerk to obtain a copy of the title deed and apply for the relevant planning permission, which will incur a fee of £350.00.  Cllr Gemmell reported, whilst having a committee meeting there was opportunity to see the Pavilion on the playing field and discuss any needs from the Walking football team.  A report and photos were shared with all.  Following a lengthy discussion regarding the need for refurbishment, the following actions were agreed:

A) Cllr Coupland to donate £356.65 to purchase a list of items to assist the Walking Football team, which included Bibs, a Goal net, corner poles and flags etc.

B) Dispose of items stored in the Pavilion that no longer work or are not fit for purpose.  These include a redundant gas space heater, gas bottle, fridge and empty first aid boxes.  It was agreed not to replace the First aid boxes due to the legalities of who can utilise items when needed.

FPC will investigate and apply for first aid training for the Walking Football team representatives, should they want it.  It was agreed that teams renting the Pavilion for sporting activities would supply their own First aid boxes. 

C) Obtain quotations for new sanitary ware for the two W.C’s to be along with pipe work as necessary.

D) Obtain quotations for new windows.  The Grant Application Committee will source and apply for funding in respect of items C&D.

E) A risk assessment template will be prepared by the Clerk to review on an on-going basis.  She would also obtain quotations for fire extinguishers that are required.

A brief discussion was had on applying for other recreational items to be added to the field, but it was resolved to look at this later.

Cllr Dickey requested that the Council consider Walking Cricket and the purchase of the equipment needed.  He provided an overview of what is involved and added that mixed teams could play as it is a non-contact sport.  He added that any equipment purchased could be stored in the Pavilion and used by the whole Parish.  Cllr Barnes proposed he obtain the costs to be reviewed at our next meeting.  This was agreed by all.

• Planter Maintenance & War Memorial Committee – Cllr Penney reported that help was needed to maintain the planters.  Cllr Coupland confirmed he would now look after the planters previously maintained by a Parish volunteer.  Cllr Dickey suggested his wife may be willing to help and should be approached. Clerk advised she would display a notice to ask for further assistance.  Cllr Penney further reported that planning permission had now been granted for disposal of the dead trees at the War Memorial.  Cllr Coupland confirmed he has arranged for the debris at the rear of the War Memorial to be cleared, free of charge.  A brief discussion was had about replacement of the fence and gate at the rear.  It was agreed that quotations would be obtained and would include a 5-bar gate, concrete posts and gravel boards.  Further review and discussions will be had to confirm the height of the panels or if railing is to be used.  

6. Correspondence Received:

• Email from LALC re Tree Planting for Parish Councils and grants available – Clerk asked if FPC want Trees, full council agreed we did and application form completed.  
• Email from London Hearts re grant towards Defibrillators – Details were previously circulated and following a review it was resolved to decline this offer.  But was agreed that FPC would look at alternative options for a Defibrillator to be sited within the Pavilion. 
• Email from LALC regarding revised Website management prices.  Cllr Barnes proposed we accept this assistance at a cost of £15 plus VAT a month for a period of 12 months.  Then we could review if the assistance is still required.  This was agreed.
• Letter from Fleet Wood Lane School, giving thanks for donation.  Circulated along with letters written by the children with thanks for our donation.  

7. Actions List - To discuss completion of outstanding items and agree timescales – Clerk to lead

• 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 again.
• Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field.  No new updates received, Clerk to chase again.
• 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.

8. Speed Watch Initiative – Cllr McNally advised there was nothing to report as the equipment is not currently being used.   Cllr Coupland confirmed that the Volunteer who previously managed the interactive speed sign would now like to pass it on.  It was agreed that Cllr McNally would take this on.  Thanks was noted for the time and effort the volunteer has given over the years.  

• Proposal for speed limits to be reduced, Eastgate, Hall Gate & Church Lane – Cllr Coupland confirmed this is now being dealt with as a TRO
• Clerk reported that the PCSO had provided feedback following an exercise with a handheld speed gun within Fleet, “4 drivers were given words of advice as they were over the limit but not by much.  2 Fixed penalty notices were issued.  One driver was clocked at 61mph”. 

9. Fleet Parish Council Logo – Clerk shared ideas received for consideration of a to represent Fleet Parish Council as we don’t have one.  They were reviewed and it was resolved to keep looking as it was not imperative at present.

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 other than application H05-0670-20 was under review:

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 & Cllr Dickey  reported that progress is being made and had received lots of bookings from stall holders, which they hope will obtain a fee or donation towards the event costs.  Cllr Penney asked if FPC will consider assisting with funding for the event as we did last time.  More costs are expected this time as we need to consider hiring a stage and toilets etc.  Last time a venue was used which already had this, but unfortunately is not available this time.  Cllr Dickey added maybe a loan would be considered.  Cllr Barnes proposed that the Events Committee put together a list of costs involved for review at our next meeting.  
• Competition for logo – Cllr Penney proposed we look to holding a competition to design a logo to for our event.  Cllr Barnes shared details of the official logo to be used for the Jubilee.  It was agreed that maybe the children of the Parish and school could help design the poster.  

12. To Note Date of Next Meeting – Monday 15th November 2021.  Next Meet & Greet Public Forum Monday 18th October 2021.  

21:15 the public meeting was closed

13. Resolve to go into Closed Session to review:

• Quotes received for a roundabout on playing field were reviewed.  It was agreed that we would discuss instillation options to try and reduce costs.  
• Review quotes (if any) received for fence at War Memorial – It was resolved that this item had been discussed under item 5 on the Agenda