2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 20th November 2023

The meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 20th November 2023 which was attended by four members of the public and the following Councillors: Paul Barnes, Eddie McNally, Evelyn Penney, Kevin Smith, Geraldine Scholes, Chas Penney, Samantha Favell, Dave Hudson & the Clerk.

Public Forum – A public forum was opened for any parishioners attending to raise any matters: 

A Parishioner noted that we have referred to a Table Tennis Table being installed and asked where this would be sited.   Cllr Barnes confirmed it would be located next to the new Monkey Challenge climbing wall.

Another Parishioner asked for clarification on a planning matter.  Cllr Barnes advised he would check the application and make the relevant enquiries to confirm.  

Lincolnshire County Councillor Peter Coupland reported that there had been another accident at the top of Lowgate and asked that we write to LCC Highways to raise our concerns on the number of accidents happening in this location.  Clerk to take forward.  

District Cllr Barnes reported that a proposal had been received for a large scale Solar Farm that will overlap the Parish.  Plans are yet to be shared, but it will be approx. 2 ¼ square miles.  He will share further details once received.   He further reported that the change of bin collection routes was still a little unsettled and the Green waste bins were expected to be delayed until March 2024.

23.11.73 Apologies for Absence – None 

23.11.74 Co-option of new Councillor - One application had been received for the Councillor vacancy, the applicant was invited to say a few words by way of introduction and give a brief background.  Having met the necessary criteria and vote was taken.  This concluded in Nigel Pickett being successfully co-opted onto Fleet Parish Council.  Members were pleased to welcome and invited Mr Pickett to join the meeting.

23.11.75 Elect a new Vice Chair – Following the resignation of the previous Vice Chair, Cllr McNally was nominated to be elected as Vice Chair.  This was seconded and agreed by all.  Declaration of Acceptance of Vice Chairperson will be signed and collected by the Clerk.

23.11.76 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

23.11.77 Signing of the Minutes – Clerk’s notes from the meeting on 16th October 2023 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.11.78 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statements for October 2023 – The balance as of 31st October 2023 was £49,156.69 with no pending payments.  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 24/25 budget forecast for councillors to review.  It was resolved would review and feedback any suggestions ahead of the January 24 meeting, when the precept discussion would take place. 
•   Payment of Invoices:

Online payment   23/10/2023   Planters & plants                  69.79 
Online payment   23/10/2023   Fleet Parish Summer Fete 2023                172.80 
Online payment   23/10/2023   Green Waste - District Project                 480.00 
Online payment   23/10/2023   Fleet Parish Summer Fete 2023                201.60 
Online payment   23/10/2023   Training                100.00 
Online payment   23/10/2023   UKSPF – Deposit for Table Tennis Table             1,137.00 
Online payment   23/10/2023   Miscellaneous repairs/maintenance                  10.50 
Online payment   23/10/2023   Miscellaneous repairs/maintenance                180.23 
Direct Debit   24/10/2023   Electricity to pavilion                  15.59 
Online payment   23/10/2023   Litter Picker Equipment                  14.95 
Online payment   03/11/2023   Storage facilities - Holbeach PC                  50.00 
Online payment   03/11/2023   Playing Field grass cutting                606.60 

23.11.79 Proposal to implement and HR Working Party/Committee – Clerk shared the proposed Personnel Panel Terms of Reference.  It was resolved and agreed by all to adopt.  It was also Resolved to elect Cllr Favell as Chair along with Cllr C. Penney & Cllr Scholes as the new HR Panel.  

23.11.80 To receive reports - from:

Playing Field & Pavilion Working Party – Cllr Smith reported that maintenance and repairs are continuing on the playing field, with the fence at the Burgess Drive end painted and new basketball net installed.  

a)   Tree inspection in on the playing field – Following a discussion it was agreed by all to obtain quotes for an independent tree specialist for a tree inspection.   

b)   Review of Independent Inspection report for Playing field – Clerk has previously shared the report.  Cllr Smith confirmed that this year’s inspection was better, but some improvements were still needed.   Following a discussion, it was Resolved to change the spring on the donkey and repair the nutset on the climbing frame, with an approved spend of £160.  It was also agreed to bolt the matting down under the swings to prevent movement.  

c)   Actions for Playdale equipment in the Park – Cllr Smith reported that following a review of the Wooden play equipment, which was approximately 20 years old, he suspected that replacements would be required within the next 12 months.  Quotes obtained for like for like replacements would be in the region of £8,500.  It was proposed that we look at replacing these pieces within the next 6 months.  It was resolved to obtain costs for materials required and if more cost effective to repair carry out the repairs as soon as possible.  

d)   Approval request – Repairs to park planter at base of sign – Resolved to accept with an approved spend of £30.

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

a)   Update plans for required works on playing field/hard standing – Cllr Barnes confirmed that a further application would be submitted to the Shared Prosperity Fund and Lotto for funding the hard standing. 

b)   SHDC Prosperity Fund – Clerk reported that the new pieces of equipment had been ordered and installation dates confirmed.

c)    Update of Monkey Challenge – Clerk reported that this was now installed.

a)   Planter Maintenance & War Memorial Working Party – Cllr E Penney had already shared report prior to the meeting.  The drains at the War Memorial have been unblocked and leaves removed.  The Millenium bench has now been removed to be repaired and cleaned.  A date for the tree works at the War Memorial is scheduled for Monday 4th December.  The South Holland in Bloom Group now has 5 members and once registered will receive a share of funds to and access to discounted plants and advice.  Cllr E. Penney also asked for consideration to raise the budget for planting.  Thanks were given to the Willows for the lovely drawings done by the children.  Clerk to also write. 

•   Observations following asset inspections – Forms received were reviewed – Clerk reminded full Council that it would be very useful for Asset forms to be received 2 weeks prior to the meetings so these can be reviewed and added to the Agenda should the need arise.  

23.11.81 LLC Tree Planting Scheme – Clerk reported that we had been awarded 6 Trees, which would be received in January and need planting asap. 

23.11.82 Correspondence Received:

•   Email from Parishioner to incorporate Hocklesgate into its Speed Watch program and monitor, providing any evidence to LCC as appropriate.  The email was previously shared with details of the volume of vehicles and speeds.  Further work is still on going with District and County Councillors input.  

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

•   Public Space Protection Order – Application of PSPO to enforce dogs on leads whilst using the playing field – o/s
•   Update on tree works at Church End –Clerk to arrange long outstanding meeting with Vicar and Church Warden to discuss.

23.11.84 Speed Watch Initiative - To review any information gathered from the interactive speed sign.

•   Update of purchase of Speed Watch Equipment – Clerk reported that the equipment had now been purchased and roads to monitor had been agreed.  A request for approval of roads we can use the equipment is going forward.  It was agreed that further quotes would be obtained for the interactive speed sign, but before any purchases we will await the outcome of using the Community Speed Watch Equipment.
•   Update on feedback following Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church End & Church Gate – No further updates at this time

Lincolnshire County Councillor P. Coupland left the meeting.

23.11.85 Planning Matters – Following the departure of the last Planning Committee Chair, it was proposed to elect Cllr McNally.  This was resolved and agreed by all.  

Applications received since last Meeting:

Decided Planning Applications by SHDC:

23.11.86 Forward Planning & Events

•   Update on plans to Fleet Summer Fete 9th June 2024 – Cllr Barnes reported that the Fete was going ahead, but due to the time of year, responses were slow.  All agreed to start pushing and chasing bookings again after Christmas. 
•   Update on purchase/planting Oak tree near church - o/s 
•   Proposal to hold an event in respect of the D-Day Celebrations on 6th June 2024 – Cllr Barnes proposed we consider installing a Beacon on the playing field, to be lit on the evening of the 6th June 2024 with all Parishioners welcome.  All were in favour.

23.11.87    To Note Date of Next Meeting – It was resolved, considering the time of year and Councillor availability, to postpone the December meeting.  A further proposal was made to hold the January 2024 meeting in an alternative location within Fleet, to invite Parishioners that are resident on the outskirts of Fleet.  This was agreed by all.  

20:30 The meeting was closed to the public 

23.11.88   Resolved to go into closed session to discuss:

•   Land Management – Cllr Barnes shared details of potential land available to adopt within the Parish.  Further details to follow.  Additional funding will be available to utilise within Fleet Hargate.  Resolved to install footpath in the park enabling inclusive access to the adult gym equipment and park.  Following a discussion and review of quotations received.  It was agreed to proceed with the quotation received for the sum of £7,000 to install the footpath and hard standing area for the table tennis table.  

•   Clerk Salary Review – Following a discussion, in line with the National Joint Council for Local Government Services revised pay scale, it was proposed to increase the Clerks pay scale to 20, resulting in an hourly increase of £3.25 per hour with effect from 1st December 2024.  This was agreed by all.