2022 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 26th September 2022

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 26th September 2022 at 7pm which was attended by eight members of the public and the following Councillors: Paul Barnes (Chair), Peter Coupland, Valery Gemmell, Caroline Stockford & the Clerk.

Public Forum – A public forum was opened:

A Parishioner expressed their wish for us to consider a village hall within the parish as there is a real need for a community building.  Cllr Barnes explained that we are working on a project to incorporate a village hall onto the playing field.  We have entered a bid for a share of the SHDC Prosperity Fund and are awaiting further details and feedback. 

This Parishioner also asked if we could consider installing a wind turbine within the Parish to help the community get cheaper energy.  Following a discussion, it was decided that this would be a very costly project and would involve much funding to install the infrastructure and get the energy to all the community.  But if it were achievable, would be a great idea.  

A further Parishioner asked for support to set up a ‘Home Watch Scheme’ like neighbourhood watch to assist residents should they be faced with antisocial behaviour etc.  Following a discussion, it was resolved that he would document the intentions outlining what would be involved.  But was also reminded that the local authorities may not be in favour of Parishioners forming groups to take the law into their own hands.  

A Parishioner raised concerns over the newly installed bollards on the grass triangle near the school.  Whilst it was an innovative idea to deter parking on this area, no consideration was taken into the farmer gaining access into their field.  Many ideas were shared on how this could be changed. Cllr Coupland confirmed that he had met with LCC Highways, and they had confirmed that the bollards will be moved, and areas tarmacked to resolve the issue.  

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

19:34 The Chairman opened the meeting by welcoming all.

22.09.30 Apologies for Absence and reasons given – David Rodwell, Evelyn Penney, Geoff Donley & Eddie McNally. Reasons given were noted and RESOLVED to accept by all.  Clerk also reported that the resignation had been received from Cllr Stephen Dickey and a Cllr vacancy will shortly be advertised.  Thanks were noted for the time and efforts given by Stephen Dickey during his time with Fleet Parish Council.  

22.09.31 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.

22.09.32 Signing of the Minutes – Clerk’s notes from the meeting on 18th July 2022 were read and RESOLVED by all, as a true record and signed by the Chairman.

22.09.33 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for July & August 2022 – The balance as of 31st August 2022 was £49,218.22 with pending payments £3,062.68 bringing the total balance to £46,401.94.  This balance included receipt of £2,500 in respect of the grant from Cambridge Community Foundation.  Members were provided with a copy of the latest bank statement for their records. 
•   Budget update 22/23 – Clerk had previously circulated a copy of the budget forecast for Cllrs to review.  Nothing was raised as a concern. 
•   Payment of Invoices:

•   Finalisation of external Audit by PFK Littlejohn – Clerk reported that the external Audit had now concluded and had previously circulated the relevant documentation for review, all was in order and other than an error where the date was entered under section 2, there was nothing to report
•   Following the Clerk request to, it was Resolve and agreed for her to purchase external hard dive for back up of Parish Laptop at a cost of £70.

22.09.34 To receive reports - from:

•   Playing Field & Pavilion Committee – Cllr Coupland reported that all was in order on the field and seen an improvement with recent antisocial behaviour.

a) Approve Risk Assessment for Pavilion & Playing Field - It was resolved to adopt the circulated Risk Assessment and the Flaying Field committee to carry this out on their next inspection.

b) Mole activity is evident on playing field again.  It was resolved for the Clerk to arrange for this to be addressed.

c) New fencing on playing field – Clerk advised this will be ordered this week so works can commence on installation. 

d) Cllr Coupland reported that he had arranged for the worst area on the five a side football pitch to be rolled to improve the uneven field and hardened mole hills.  This is scheduled to be done in the next couple of weeks. 

e) Confirmed date for Park Annual independent inspection – Date yet to be confirmed.

f) In the absence of Cllr Penney, Cllr Barnes asked for consideration to purchase of a new bench for the playing field. It was resolved that funds have been allocated for this and there is a need for more seating on the field.  Clerk confirmed quotes for styles and prices will be obtained to agree in our October meeting.

•   Grant Application Committee in respect of Redevelopment of the Playing Field

a) Clerk reported that Cllr Donley had been assisting with the land registry and planning application for Playing Field.  Paperwork has been sent to an independent official to ratify and sign off.  There would be a small charge for this, but as we did not have all the documentation required, was necessary. 

b) Update on results for Co-Op community vote – Awaiting update

c) Update - Grant application to Grange Wind Farm - Lincolnshire Community Foundation Fund in respect of roundabout – Awaiting update

d) Update - Grant application to Cambridgeshire Community Foundation in respect of roundabout – Funds have now been received and need to be used within one year.

e) Update on prices to appoint independent Civil Engineer to draw plans for required works on playing field/hard standing – ongoing

f) SHDC Prosperity Fund Update – This item was already discussed in the public forum.  Updates awaited. 

•   Planter Maintenance & War Memorial Committee – Cllr Barnes reported that the planters at the War Memorial need attention.  To assist Cllr Penney, Cllr Barnes confirmed his wife had volunteered to do this.  

a) Update on quotes for membrane & gravel for the seating area – Outstanding.  Agenda October

b) Increase in cost of amenity area grass cutting – Clerk reported that an increase to the charge for cutting a few of the amenity areas was now necessary.  The proposed increase of £20 was explained and it was resolved and agreed by all to accept additional charges.  

•   Observations following asset inspections – Clerk reported that none had been conducted for September but would arrange for this to be done and ready for review at our October meeting.
•   A document was previously circulated detailing roles of working groups/committees and a Terms of Reference.  Following a review, it was Resolved for these to be adopted and published on the Parish Website.

22.09.35 Correspondence Received:

•   Email from LALC announcing the launch of ‘The Civility and Respect Pledge – Full Council resolved to adopt this pledge.  
•   Email from LALC regarding NALC Legal topic updates – Circulated – No further action required
•   Email from SHDC re launch of South & East Lincolnshire Community Lottery – Circulated – No further action needed.  Clerk will forward further details once received.
•   Email from SHDC re Charitable Collections Policy consultation – Circulated - No further action required. 
•   Email Regarding H&S training – Following a discussion, it was resolved for the Clerk to confirm what this training is tailored to.  If it covers events, then we can reconsider in our October meeting.

22.09.36 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, Clerk to escalate for an urgent update. 
•   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 – Outstanding 

22.09.37 Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – In the absence of Cllr McNally there was nothing to report. 

•   Update on Proposal for speed limits to be reduced, Eastgate, Hall Gate & Church Lane – Cllr Barnes reported that we were awaiting the outcome of an assessment from LCC Highways to encompass Hazelwood Lane junction with Hockles Gate & Church Gate Junction with Proudfoot Lane and Hazelwood Lane.  Parishioners present at the meeting expressed safety concerns for this area and want serious consideration for a speed limit reduction in the area and for Fleet in general.  It was proposed that following the outcome of the assessment, a template letter may be shared so all those concerned can request this and the request be escalated for action.  
•   Cllr Stockford proposed that we facilitate a meeting with School, residents & highways to discuss safety/parking around the school – It was resolved to await the outcome of the assessment to take this forward. 

22.09.38 Planning Matters:

Applications received since last Meeting:

Decided Planning Applications by SHDC:

22.09.39 Forward Planning & Events

•   Plans for annual ‘Fete’ on the Fleet Playing field on Sunday 11 June 2023 – It was resolved for a poster to be displayed inviting Parishioners to our October meeting who wish to join a working party to share ideas and help organise the event. 
•   Plans to take part in Spalding Flower Parade 6th May 2023 were discussed and a Parishioner shared information regarding a float that is available.  It was agreed that we would ask Gedney Parish Council if they would like to share a float.  Agenda October.
•   Feedback following yard sale – In the absence of Cllr Penney, there was nothing to report currently.
•   Update on purchase/planting Oak tree near church - Outstanding

22.09.40 Community Emergency Plan – It was resolved to Agenda October

22.09.41 To Note Date of Next Meeting – Monday 17th October 2022.  

8:30 the meeting was closed