2022 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 17th January 2022

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 17th January 2022 at 7pm which was attended by three members of the public and the following Councillors: Paul Barnes (Chair), Evelyn Penney (Vice Chair), Peter Coupland, Geoff Donley, Eddie McNally, Valery Gemmell, Caroline Stockford & the Clerk – Robyn Negus.

Public Forum – A public forum was opened:

A Parishioner advised that he believes we need to ensure we obtain a Negative Asbestos Certificate for the pavilion.  Even though we know there is no asbestos present, this is required.  It was agreed that the Clerk would confirm and obtain should it be a requirement. 

Another Parishioner asked for consideration of a two-way lock to be fitted to the two W. C’s in the pavilion in the interests of Health & Safety.  It was agreed the Clerk would obtain a quote for replacement locks. 

Report from elected member of Lincolnshire Council and South Holland District Council – Cllr Coupland advised he had nothing to report at this time other than to expect council tax to increase. 

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

1. Apologies for Absence – None received, but the absence of Cllr Dickey was noted.

2. Co-option of new Councillor - Twos applications had been received for the Councillor vacancy, both applicants were invited to say a few words by way of introduction and give a brief background.  Both met the necessary criteria and were asked to leave the meeting whilst a vote was taken.  This concluded in Dave Rodwell being the successful candidate.  Members were pleased to welcome and invited Mr Rodwell to join the meeting. 

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. Cllr Stockford noted her interest in item 11.  Declaration of Interest book noted and signed accordingly.

4. Signing of the Minutes – The notes of the meeting held on 15th November were read and agreed by all, as a true record and signed by the Chair.

5. Financial Matters:

• Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for November & December 2021 – The balance as of 31st December 2021 was £29,477.99 with pending payments £666.86 bringing the total balance to £28,811.13. Members were provided with a copy of the latest bank statement for their records. 
• Payment of Invoices:

• Budget Forecast - Precept – It was resolved to postpone this discussion until later in the meeting after review of quotes and cost received for other items on the agenda.  

6. To receive reports - from:

• Playing Field & Pavilion Committee - Cllr Coupland reported that the rainwater pipes on the Pavilion had been damaged, and therefore, needed replacing.  He also reported that one of the swing seats in the park had delaminated.  It was agreed by all for the Clerk to obtain replacements.  Clerk confirmed we had now received a quote for the works required to the Dyke.  Following discussion, it was resolved that these works are a necessity and Cllr Barnes proposed we go ahead with the works to a maximum budget of £3,000, this was seconded by Cllr Gemmell and agreed by all.  At this point Cllr Barnes invited Cllr Rodwell to join the Playing Field & Pavilion Committee to replace Cllr Ward.  Cllr Rodwell accepted. 

a) Update on sanitary wear works – Clerk confirmed the agreed items had been ordered and due to be replaced in the next few weeks. 

b) Update on quotations for replacement windows in pavilion – Clerk confirmed despite 2 quotes being requested, only one had been returned.  Clerk read the quote and confirmed the price for replacement windows was £1,605.10 plus Vat.  This priced excluded fitting.  It was resolved to obtain a cost for fitting before proceeding any further.

c) Risk Assessment for Pavilion/Fire extinguishers – Clerk confirmed the Risk Assessment was still a work in progress – Agenda March.  She also reported that following the decision to purchase fire extinguishers for the Pavilion, further advice had been sought and an alternative quote obtained.  A price of £175.00 plus VAT had been quoted.  This includes 2 water and 1 CO2 extinguisher, supply, fitting and commissioning, which is a requirement to be covered by the Insurance in the event of a claim.  Maintenance cost for these works out at £25 attendance, and £4.50 for each container every 2 years.  Cllr Barnes proposed we go ahead and purchase these, which was agreed by all. 

d) Climbing frame & rubbish removed from pavilion – Cllr Barnes confirmed he would be looking to do this later this week. 

e) Moles on playing field – Reports form Cllr Coupland confirmed that we have moles back on the playing field.  Following a long discussion Cllr Penney proposed we try deterring the moles using Laurel leaves, which is an old traditional method.  Cllr Penney volunteered to lead this.  This was agreed by all. 

• Grant Application for Redevelopment of the Playing Field Committee – Cllr Gemmell & Cllr Stockford reported that our latest fund application was rejected as funding at the moment favours applications most directly impacted by covid. For future applications to be successful we will need to increase our own contribution and more clearly demonstrate parishioner benefits and involvement.  The committee asked that members to have a think and put ideas forward on how we can comply with these requests. 

a) Update on land registry and planning application for Playing Field - Clerk confirmed this is outstanding but work in progress.  

• Planter Maintenance & War Memorial Committee – Cllr Penney reported that the War Memorial was tidy, and she had now planted up the planters, but the trees still needed to be taken down in the Memorial.   Thanks were noted for the gentleman helping with the planters.  She also reported that the chain link had been stolen from the front of the memorial.  Cllr Barnes proposed we look at replacing this with a plastic alternative to prevent this happening again.

7. Appoint new representative - South Holland Parish Voluntary Car Service (SHPVCS) – Due to Cllr Gemmel stepping down as the representative for Fleet, we now needed to appoint a new one.  She nominated Cllr Penney, which was seconded by Cllr Barnes and agreed by all. 

8. Correspondence Received:

• Email from Neighbourhood Policing Team re any potential issues within the Parish – Email shared with all members and the main concern raised was speeding within the Parish, which will be raised by the Clerk.
• Email regarding The Great British Spring Clean – Save the date 25 March – 10 April 2022 Dates noted by all.  It was proposed that we will take part and set a date for Parishioner to get involved.  It was resolved that Cllr Stockford & Cllr Rodwell would lead and try and obtain equipment for this.
• Email from The Rock School Bus – asking about our Parish specific needs – Email previously circulated with questions asked.  Awaiting a reply. 
• Email from Friends of Fleet asking for an update on Plans following their request for a ‘Queens 70th year reign celebration’ as per their email in February 2021 – It was resolved to address this under item 12. 

9. 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.  Clerk reported that confirmation had been received that works have been approved for this.  Awaiting start date. 
• Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field – Clerk reported that a representative from SHDC was happy to have a meeting (zoom) to answer any question and offer advise on how we could proceed.   It was agreed that Clerk would arrange a suitable date and Cllrs would create a list of questions in preparation. 
• Repeat request for not suitable for HGV signs to be erected – Cllr Coupland reported that this is ongoing. 

10. Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally reported he was still awaiting the equipment.  Cllr Coupland advised he now the the equipment.  Further discussions were had regarding purchasing VAS equipment to deter speeding.  Clerk confirmed we had a catalogue, so would circulate and review costs and requirements at our next meeting.  

• Update on Proposal for speed limits to be reduced, Eastgate, Hall Gate & Church Lane – Cllr Coupland confirmed that a survey was to be conducted to monitor the traffic and speed.

11. 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 H05-0982-21, which despite our objections had now been approved:

Applications received since last Meeting:

Decided Planning Applications by SHDC:

12. Forward Planning & Events

• Update on plans for event in 2022 to honour the Queens 70th year reign – Cllr Penney reported that due to uncertainty of the event that the Queens Jubilee Celebrations Committee had disbanded and several stalls that were planned had withdrawn.  Cllr Barnes gave clarification of the discussion at our last meeting and confirmed that no decisions had been made.  Concerns raised were addressed and alternative options had been sought.  Feedback received have shown that Parishioners want a ‘street’ celebration on the Fleet Hargate playing field.  Having reviewed this feedback and approximate costs for the event, Cllr Barnes proposed we plan a great, once in a lifetime celebration for all Parishioners to enjoy.  He proposed we allocate a budget of £5,000, which was seconded by Cllr Gemmell and agreed by all.  Cllr Penney agreed to re approach the Queens Jubilee Celebrations Committee to reform.  Cllr Gemmell volunteered to approach stall holders.  
• Review quotations received in respect of installing a Beacon on the playing field – Clerk reported that two quotations had been received for making a Beacon.  Both in the region of £2,500, which included construction the Beacon, the post and installation.  The location and Health & Safety concerns were discussed at length resulting in Cllr Barnes proposing we do not proceed with this idea, this was seconded by Cllr Stockford and, whilst all agreed it would be a very fitting tribute resolved not to proceed. 

At this point it was resolved to resume and discuss Agenda item 5c

Budget Forecast - Precept – Clerk had circulated a copy of the 22/23 budget forecast for councillors to review.  Following an in-depth review and debate, Cllr Barnes proposed that we consider raising the precept.  This vote resulted in 6 For, 2 against and 1 abstention and therefore carried.   Following further discussion, Cllr Coupland proposed we increase the Precept by 5%.  This resulted in 7 For and 2 abstentions, therefore carried.  Clerk will apply for a Precept of £31,035 for 2022/23 which is an increase of £1,478 on the prior year.  The table below confirms the increase by property band:

13. Compulsory Training Reminder – Data Protection 15th March 2022 6-9pm – This was noted by all members. 

14. To Note Date of Next Meeting – Monday 21st March 2022.  Next date for Meet & Greet Public Forum was agreed for February 14th February 2022 and suggested that we incorporate plans for the Queens Jubilee in this meeting.

15. It was resolved that there was no need to go into Closed Session to review quotes received for fence at War Memorial as we still only had one, it was agreed for Cllr Coupland, Cllr Penney and any other Cllr who wishes to meet at the Memorial to confirm requirements and obtain further quotes to review our next meeting.