2023 Parish Council Meeting Agendas

9th May 2023

To all Members of Fleet Parish Council
You are hereby summoned to attend the Meeting of Fleet Parish Council to be held at the Community Hall, Hargate Close, Fleet on Monday 15th May 2023 
at 7.00 p.m.
Robyn Negus
Parish Clerk                 AGENDA

1.    To Elect New Chairperson/Vice Chairperson – To Receive Declaration of Acceptance of Office.
Meeting closed to open a public forum if public present – Reminder, should a member of the public wish to make a comment during the meeting, this will be at the Chai’s discretion.  

There will be 10 minutes which will be set aside before the meeting to receive reports from elected members of Lincolnshire Council and South Holland District Council.

2.    Apologies for Absence and reasons given. 

3.    Welcome new Councillors – Introduction to new Cllrs – Chas Penney, Geraldine Scholes & Kevin Smith (North Ward).  No nominations received for South Ward – To Receive Declaration of Acceptance of Office and Disclosable Pecuniary Interest form – Farewell & thanks to retiring Cllrs.  

4.    To receive applications for the office of Parish Councillor and to Co-opt a candidate to fill the existing vacancy 

5.    To appoint members to serve on the following Working Parties:
•    Playing Field & Pavilion
•    Grant Application Working Party in respect of Redevelopment of the Playing Field
•    Planter Maintenance & War Memorial Working Party
•    Planning

6.    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.

7.    Signing of the Minutes – Clerk’s notes from the meeting on 20th March 2023 to be accepted as minutes.

8.    Financial Matters:
•    Reconciliation of Bank account for March & April 2023
•    Budget Forecast 
•    Payment of Invoices:

•    To approve the Annual Return and Annual Governance Statement for the financial year 2022/23
    A) Annual Internal Audit Report (Pg. 3 on AGAR)
    B) Annual Governance Statement 2022/2023 (pg. 4 on AGAR)
    C) Accounting Statements 2022/2023 (Pg. 5 on AGAR)
    D) For information at this time External Auditor Report & Cert (Pg. 6 on AGAR)

9.    To review the following policies:
•    Code of Conduct
•    GDPR Policies
    Record Retention Schedule
    Data Breach Assessment
    Process for Dealing with a Subject Access Request
    Security Compliance Checklist

10.    To receive reports - from:
•    Playing Field & Pavilion Working Party   
a) Update - Moles on playing field
b) Update following works to improve football pitch on the playing field
c) Donkey name suggestion 
•    Grant Application Working Party in respect of Redevelopment of the Playing Field
a) Update on prices to appoint independent Civil Engineer to draw plans for required works on playing field/hard standing
b) SHDC Prosperity Fund – Updates (if received)
•    Planter Maintenance & War Memorial Working Party
•    Observations following asset inspections
•    Press Statements/Responses - Reminder to Full Council that any Statements/Responses on behalf of Fleet Parish Council to go via the Clerk.

11.    Correspondence Received:
•    Insurance renewal quotation 

12.    Resolve action required following complaint in press from Fleet Community Responders

13.    Actions List - To discuss completion of outstanding items and agree timescales – Clerk to lead
•    Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field – Review response received 
•    Update on tree works at Church End
•    Update on removal of bollards and resurfacing work to island by school

14.    Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally to Lead
•    Update on feedback following Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church End & Church Gate – Cllr Coupland

15.    Planning Matters - To note all Planning Applications and decisions received from SHDC since the last meeting. Cllr Donley to lead:
Applications received since last Meeting:

Decided Planning Applications by SHDC:

16.    Forward Planning & Events
•    Update on plans for annual ‘Fete’ on the Fleet Playing field on Sunday 11 June 2023 
•    Update on purchase/planting Oak tree near church 

17.    Resolve to advertise for a new litter picker 

18.    To Note Date of Next Meeting – 19th June 2023