2022 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 21st November 2022

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 21st November 2022 at 7pm which was attended by five members of the public and the following Councillors: Paul Barnes (Chair), Evelyn Penney, Geoff Donley, Eddie McNally, Caroline Stockford, Dave Rodwell & the Clerk.

Public Forum – A public forum was opened, and the Chairman welcomed all:

A parishioner raised concerns about the bad state of pavements around Hocklesgate.  Another added that the road was subsiding.  Cllr Barnes advised Parishioners to raise these issues with photos on the LCC Fix My Street portal. 

Another parishioner was concerned that large coaches were using Hocklesgate as a cut through for school outings, despite not suitable for HGV signs. It was agreed that Clerk would ask the school to raise these concerns and to advise that the road was not suitable.  

Report from elected member of Lincolnshire Council and South Holland District Council – In the absence of Cllr Coupland there were no reports received.  

19:20 The Chairman opened the meeting

22.11.56 Apologies for Absence and reasons given – Peter Coupland & Valery Gemmell. Reasons given were noted and RESOLVED to accept by all. 

22.11.57 Co-option of new Councillor - Two 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 vote was taken.  This concluded in Laurence Marchant being the successful candidate.  Members were pleased to welcome and invited Mr Marchant to join the meeting. 

22.11.58 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 

22.11.59 Signing of the Minutes – Clerk’s notes from the meeting on 17th October 2022 were read and were RESOLVED by all, as a true record and signed by the Chairman.

22.11.60 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for October 2022 – The balance as at 31 October 2022 was £37,317.91 with pending payments £1,296.39 bringing the total balance to £36,211.52.  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.  After a discussion it was resolved to revisit this item later as there were quotes to review. 
•   Payment of Invoices:

22.11.61   To receive reports - from:

•   Playing Field & Pavilion Working Party

a) Observations following Risk Assessment for Pavilion & Playing Field – O/S will be ready for December meeting. 

b) Moles on playing field – It was RESOLVED to revisit as the moles appear to have returned

c) Update on new fencing on playing field – Clerk was asked to confirm when this will be completed

d) Update on action to improve football pitch on the playing field – Clerk shared details of a quote received to rectify issues on the pitch following a meeting with Cllr Coupland and Cllr Barnes.  Due to a tight budget, it was RESOLVED to liaise with the contractor and carry out the proposed works to half of the pitch with a view to reduce the cost to a maximum budget of £1,000, which includes the worst areas, then revisit next year

e) Following the Park Annual independent inspection carried out on 28th October, the report was shared, which included removal of a few broken item and the ‘Donkey’.  Following discussion and review of quotes received Cllr Barnes proposed we purchase a new Sprung Donkey up to a budget of £1,300 and install this ourselves.  This was agreed by all. 

f) Consideration for purchase of a new bench for the playing field – Quotes were shared by the Clerk and RESOLVED that we purchase a recycled bench to the value of £380.00 with fittings to install on the right-hand side of the playing field near the lights. 

g) Review revised quotes for roundabout (if any) – Agenda December 

h) Clerk confirmed that the two Defibrillators had now been received and were awaiting a date for instillation – It was Resolved for one to go on the Pavilion in the park and the other to go on the side of the farmers barn along Hazelwood Lane.  It was also agreed that Clerk would visit the sites of two other Defibrillators within the Parish with a view to adopt and maintain to ensure all in working order for local Parishioners.  

i) Review Tender doc in preparation for Grass cutting tenders for playing field and amenity areas – Cllrs were asked to read through the documents and raise any amendments etc ready for agreement in December meeting.  

•   Grant Application Working Party in respect of Redevelopment of the Playing Field – Cllr Stockford advised work was ongoing with grant applications and needed written confirmation of planning requirements etc.  Cllr Donley agreed to provide this.

a) Cllr Donley confirmed that Land Registry documentation had been sent off in respect of the Playing Field and discussions with SHDC indicated that no formal planning permission would be required.  Cllr Donley was asked if he could obtain an exemption certificate to have on file.  

b) Update - Grant application to Grange Wind Farm - Lincolnshire Community Foundation Fund in respect of roundabout – Clerk confirmed funds now received.

c) Grant application to Cambridgeshire Community Foundation in respect of roundabout – Clerk confirmed we had been successful and been awarded a grant of £5,000 towards a roundabout.

d) Update on prices to appoint independent Civil Engineer to draw plans for required works on playing field/hard standing – Clerk was asked to revisit this now we had received an update from SHDC re planning. 

e) SHDC Prosperity Fund Update – No updates received.  It was agreed that Clerk would try and get some information for the December meeting.

•   Planter Maintenance & War Memorial Working Party - Cllr Penney reported that she was concerned that the War Memorial was still flooding so will monitor and raise with Fix my Street should it keep happening.  She gave thanks for Cllr Barnes wife for her work on the planters by the War Memorial and to Geraldine for maintaining the planter near community centre.  

a) Update on quotes for membrane & gravel for the seating area – Clerk shared details of quote received for materials for the seating area and advised obtaining quotes for the labour was proving difficult but will continue to try and have ready for December meeting. 

•   Observations following asset inspections – Clerk reminded all to complete these as a few months had been missed.  She also advised that the two bus shelters had now been cleaned and asked if going forward, we can include cleaning for both in the budget at a cost of £35 each twice a year.  This was agreed by all. 

22.11.62    Correspondence Received:

•   Email from South Holland Citizens Advise bureau requesting a donation – Following discussion, it was RESOLVED that due to budget constraints, we were unable to donate at this time. 

22.11.63    Actions List - To discuss completion of outstanding items and agree timescales.

•   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 will commence on 12 December 2022.

•   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 

22.11.64 Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally confirmed he had nothing to report at this time and we are still awaiting confirmation of the authorised lampposts we can use to erect the sign.  Clerk to chase again.  

•   To arrange cover/support for Speed Watch should Cllr McNally be unable to manage - Outstanding
•   Update on Proposal for speed limits to be reduced and other safety management measures, Eastgate, Hall Gate & Church Lane – No updates received at this time
•   Proposed date for meeting with School, residents & highways to discuss safety/parking around the school – Cllr Barnes reported that we had now received the report following assessments carried out by LCC Highways around the School and in short will not be pursuing any restrictions at this time.  Details will be shared with the school and local residents.  Fleet Parish Council encourage any questions or ideas to be directed to LCC Highways. 

22.11.65 Planning Matters – Cllr Donley gave an overview of recent planning applications, with any concerns that have been raised and submitted.  It was agreed that Fleet Parish Council would revisit applying for any 106 Monies available.

Applications received since last Meeting:

Decided Planning Applications by SHDC:

22.11.66 Forward Planning & Events

•   Cllrs were again reminded to complete expressed interest working party form
•   Update on plans for annual ‘Fete’ on the Fleet Playing field on Sunday 11 June 2023 – Cllr Barnes reported that the first meeting was very productive, with a few volunteers and great ideas.  Plans were shared including specific roles for volunteers. Cllr Barnes asked for consideration of financial support for the event to the sum of £2,500.  It was RESOLVED that £2,500 be included in the budget to support the event, which was agreed by all.  The next Working party meeting is scheduled for Tuesday 6th December a 6:30pm in the Community Hall.   
•   Resolve on plans to take part in Spalding Flower Parade 6th May 2023 – Clerk shared further information obtained for sponsorship of a float.  Following a discussion, it was RESOLVED and agreed by all, that due to a tight budget for 2023/24 we would not be taking part.  
•   Update on purchase/planting Oak tree near church – No further updates at this time.  Agenda December

22.11.67 Community Emergency Plan – RESOLVED Agenda December 

22.11.68 To Note Date of Next Meeting – Monday 19th December 2022  

21:05 the meeting was closed