2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 16th January 2023

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 16th January 2023 which was attended by five members of the public and the following Councillors: Paul Barnes (Chair), Evelyn Penney, Peter Coupland, 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 regarding vehicles exceeding the speed limit around Church End.  Cllr Barnes confirmed that an assessment had been carried out by LCC in that area and we had put forward our comments.  Cllr Coupland agreed to follow up.  

Another parishioner asked if there were any plans for the pavilion as he is keen to start a baseball team.  Cllrs confirmed that we have no plans to change the use of the pavilion and parishioners are free to rent the facilities for activities. 

Report from elected member of Lincolnshire Council and South Holland District Council – Cllr Coupland reported that council tax was to rise, 5% for county and 3% for the district.  This is due to inflation costs and councils having to use reserves to meet running costs.  

19:10 The Chairman opened the meeting

23.01.81 Apologies for Absence and reasons given – Valery Gemmell & Laurence Marchant. Reasons given were noted and RESOLVED to accept by all. 

23.01.82 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 Barnes noted his interest in item 6,3,a and the book was signed accordingly.  

23.01.83 Signing of the Minutes – Clerk’s notes from the meeting on 19th December 2022 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.01.84 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for December 2022 – The balance as of 30 December 2022 was £40,565.75 with pending payments £1,021.25 bringing the total balance to £39,544.50.  Members were provided with a copy of the latest bank statement for their records. 
•   Budget Forecast & Precept decision – Clerk had circulated a copy of the 23/24 budget forecast for councillors to review.  Following an in-depth review and discussion, Cllr McNally proposed that we consider raising the precept by 5%.  This vote resulted in 7 For, 1 against and therefore carried.  This equates to and increase of 17p per month for a band D property.  Clerk will apply for a Precept of £32,587.00 for 2023/24 which is an increase of £1,551.75 on the prior year.  
•   Payment of Invoices:

23.01.85 To review the following policies: Clerk had previously circulated policies for review.

•   Standing Orders – It was resolved to review further and tailor specifically for our council – Agenda February
•   Complaints Procedure – Resolved to accept. 

23.01.86 To receive reports - from:

•   Cllr P Coupland - Playing Field & Pavilion Working Party – Cllr Coupland reported that the fencing was now up. 

a) Observations following completion of Risk Assessment for Pavilion & Playing Field - O/S

b) Update - Moles on playing field – Resolved to reappoint the contractor to address before the works commences on the football pitch. 

c) Update on action to improve football pitch on the playing field – Due to start mid-January 2023

•   Grant Application Working Party in respect of Redevelopment of the Playing Field

a) Cllr Donley reported that the Land Registry was now complete for the playing field and paper filed.  He also confirmed that planning was not needed for the hard standing project.

b) Cllr Donley reported that the cost of appointing an independent Civil engineer to draw up plans, test soil and confirm what materials are required for the hard standing on the playing field would cost in the region of £2-3K on playing field/hard standing.  Following a review of the design brief and discussion it was resolved to go ahead with this to ensure we are using the correct materials and consistency when going out to tender.  

c) SHDC Prosperity Fund Update – Cllr Coupland reported that this is moving and SHDC are to administer the funds, of which they may get more (3.4 million).  LALC will be carrying our briefings, which we will be invited to attend.

•   Planter Maintenance & War Memorial Working Party – Cllr Penney reported that the chain had now been replaced at the front of the war memorial, but there was still an ongoing issue with flooding. Ideally the planter in the centre of the memorial garden needs raising.  The posts to the fence at the front of the memorial were rotten and we need to look at the fence on our side.  

a) Update on quotes for labour for laying gravel and membrane to seating area in War Memorial – Cllr Penney confirmed that no more quotes had been received.  Therefore, it was proposed to discuss the quote provided by Limes Services.  Cllr Barnes, with a noted interest in this company was asked to leave the meeting.  Following a review of the quote for works, it was proposed that we accept the quote for £1,038, which includes labour and materials.  This resulted in a vote of 6 for and 1 abstention and therefore carried.  

b) Observations following asset inspections – Clerk reminded Cllrs that this needs completing.  Those received were noted with no action required at this time.  

23.01.87 Review Tenders received in preparation for 2023 grass cutting for Playing Field and Amenity areas – It was resolved to go into closed session at the end of the meeting to review. 

23.01.88 Correspondence Received:

•   Email from Parishioner asking if a Fleet Calendar for 2024 being available to purchase – It was resolved that Clerk would investigate costs involved.
•   Email from Parishioner confirming Fist Aid/Defib training at the Church on Saturday 4th Feb at 10am – Details previously circulated.  Cllrs proposed we reimburse the fuel and cost of anti-bac wipes etc. This was agreed by all.  
•   Email from Parishioner requesting donation of a bench in memory of popular Parishioner who sadly passed away.  After a lengthy discussion it was agreed that the Parish Council would be happy to consider siting the bench if parishioners were happy to purchase it. 

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

•   Update on works 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 were due commence on 12 December 2022, but it would appear the works have been delayed – Clerk to chase for 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 
•   Update on removal of bollards and resurfacing work to island by school - Cllr Coupland confirmed he had chased, but to date did not have an update.  He advised he had proposed a deadline of February 2023.

23.01.90 Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – Cllr McNally reported that existing plates are being used, but we are yet to receive confirmation on other posts previously used – Clerk to chase. 

•   To arrange cover/support for Speed Watch should Cllr McNally be unable to manage – Two parishioners have volunteered to assist.
•   Update on Proposal for speed limits to be reduced and other safety management measures, Eastgate, Hall Gate & Church Lane – Further concerns have now been raised by parishioners for Woodlan, Churchgate, Church End and Hallgate nr the Church.  Cllr Coupland agreed to follow up is last correspondence highlighting these areas of concern.  
•   Messages from parishioner regarding the speed limits on Church End. It is currently a 60, this is considered too fast and dangerous for this road – This item was covered in the above. 
•   Fleet Parish road/path closures or works. Keeping our parish informed – Clerk to email LCC to confirm we are notified of all closures and works going forward. 

23.01.91 Planning Matters – Cllr Donley gave an overview of recent planning applications, with any concerns that have been raised and submitted.  He confirmed that our application for tree works near the church had been approved.   

Applications received since last Meeting:

Decided Planning Applications by SHDC:

23.01.92 Forward Planning & Events

•   Cllrs were 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 provided an update on plans and noted the next Working party meeting is scheduled for Tuesday 24th January at 6:30pm in the Community Hall 
•   Update on purchase/planting Oak tree near church – No further updates currently.  Agenda February 

23.01.94 Community Emergency Plan – Cllr Penney proposed we hold a public meeting asking for volunteers to assist in re-establishing the Emergency Plan.  This was agreed, Cllr Penney to confirm to Clerk the dates. 

23.01.95 – To note date of next meeting – Monday 20th February 2023

20:30 Cllr Barnes Closed the meeting to the public and resolved to go into closed session to discuss Tenders.

23.01.96 Tenders received in preparation for 2023 grass cutting for Playing Field and Amenity areas – Tenders were reviewed, and a proposal put forward to use Quote A for Playing Field on a 3-year rolling contract for a cost of £168.50 per cut.   Quote B for Amenity Cutting on a 3-year rolling contract at a cost of £210.00 per cut.  This resulted in a vote of 4 for and 4 abstained, and therefore carried.

21:00 the meeting was closed