2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 20th February 2023

A meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 20th February 2023 which was attended by three members of the public and the following Councillors: Paul Barnes (Chair), Evelyn Penney, Geoff Donley, Valery Gemmell, Eddie McNally, Dave Rodwell, Laurence Marchant & the Clerk.

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

A parishioner asked for clarification how the decision was made to use the contractor for the Playing Field Grass cutting.  Cllr Barnes responded that the council is not obliged to accept the cheapest tender. We consider reliability and other factors before making a decision.

Another parishioner asked who had planted the new tree in the War Memorial.  It was resolved that this was not carried out by the Parish Council and due to the already diseased trees in the Memorial, it would be removed.

A question was raised, if the Parish Council were planning to hold another yard sale this year.  It was decided that due to the Fleet Summer Fete, which includes a Car Boot Sale, consideration for another yard sale would be made later in the year.

A representative for the Fleet Community Responders  asked for permission to use the playing field to host a sports day for volunteers involved in the Big Help Out and to celebrate the Kings Coronation on 8th May.  Following a discussion, it was resolved by all to grant permission.  Cllr Mc Nally noted his interest in this so abstained from the vote.  

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

19:20 The Chairman opened the meeting.

23.02.100 Apologies for Absence and reasons given – Caroline Stockford & Peter Coupland. Reasons given were noted and RESOLVED to accept by all. 

23.02.102 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 4, Cllr McNally as noted in the public forum, Cllr Gemmell Item 7 and the book was signed accordingly.  

23.02.103 Signing of the Minutes – Clerk’s notes from the meetings on 16th January and Extraordinary meeting on 31st January 2023 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.02.104 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement for January 2023 – The balance as of 31 January 2023 was £38,989.99 with pending payments £1,472.75 bringing the total balance to £37,57.24.  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.  
•   Payment of Invoices:

Clerk presented invoices, which required payment following previous resolution and it was agreed by all that payments could be made:

Wicksteed – New Spring Donkey             £1,788.43
Limes Group – Seating area in War Memorial       £1,073.07
Playdale – 50% deposit in respect of inclusive roundabout    £7,681.60

23.02.105 To review the following policies: 

•   Standing Orders – Clerk confirmed that this was under review but would Agenda March

23.02.106 To receive reports - from:

•   Playing Field & Pavilion Working Party

A question was raised regarding the newly installed gate included in the new fence.  Clerk confirmed that this was discussed in a previous meeting but omitted from the minutes as an oversite.  Permission was granted by the Playing field working party.  Following a lengthy discussion, no further action is needed. 

a) Observations following completion of Risk Assessment for Pavilion & Playing Field - O/S, Cllr Rodwell agreed to have this completed before the next meeting. 

b) Update - Moles on playing field – Clerk confirmed that the latest treatment had been a success, but asked if the Parish Council want to consider a maintenance plan going forward.  Following a discussion, it was resolved to commence one weeks treatment each quarter with an approximate cost of £1,000 for the year.  This was agreed by all.  

c) Update on action to improve football pitch on the playing field – Work staring this week.

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

Clerk reported that we are receiving details of many grants available for projects.  It was resolved to work through the list and await the outcome of the Shared Prosperity Fund.

a) Update on prices to appoint independent Civil Engineer to draw plans for required works on playing field/hard standing – Cllr Donley advised that we are awaiting the results of the soil samples – Agenda March 

b) SHDC Prosperity Fund Update – Further update to follow after briefing on 22 February at SHDC.

•   Planter Maintenance & War Memorial Working Party – Cllr Penney’s inspection reports were shared and she confirmed that posters were going up to ask for assistance with upkeep of the planters.  She also confirmed that the planters were being refreshed ready for spring planting. 

a) Update on works for seating area in War Memorial – These works are now complete, photos shared, and very positive feedback received

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

23.02.107 LALC Training Schedule for forthcoming year – Clerk reminded Council of the training available through LALC and following the elections, may be useful for Cllrs to have a refresher.  Cllr Rodwell asked for permission to attend the Parks Inspection Course, which includes an exam.  Once completed, this will enable him to carry out inspection on our park at no additional cost.  It was resolved and agreed by all for him to attend. 

23.02.108 Correspondence Received:

•   Email from Parishioner asking for consideration of a bench to be sited within the parish in memory of a well thought of parishioner – It was resolved that this could be sited in the War Memorial, but clarification of who will install it and maintain it going forward was needed.  

23.02.109 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 work had started today.
•   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 – Outstanding 

23.02.110 Speed Watch Initiative - To review any information gathered from the interactive speed sign – Cllr McNally reported that existing plates are being used and the sign has now been moved, but we are still to receive confirmation on other posts previously used – Clerk to chase again.  The software in being updated, but hopefully will have data in time for the next meeting

•   Update on Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church Gate & Church End – Clerk confirmed that the issued had been raised and awaiting feedback.  

23.02.111 Planning Matters – Cllr Donley gave an overview of recent planning applications, with any concerns that have been raised and submitted.  

Applications received since last Meeting:

Decided Planning Applications by SHDC

23.02.112 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 Monday 13th March 2023 6:30pm in the Community Hall 
•   Update on purchase/planting Oak tree near church – No further updates currently.  Agenda March

23.02.112 Community Emergency Plan – Cllr Penney advised that this was not moving forward and it may be worth asking a local community group to take on.  It was resolved to await further updates from the LALC project and revisit at a later date. 

23.02.113 To Note Date of Next Meeting – Monday 20th March 2023 – Clerk asked for consideration to cancel the meetings scheduled for April and August.  This is due to upcoming elections,  purdah and Easter in April and a request for annual leave in August, which would clash with scheduled meeting.  It was resolved to discuss further and agenda for March. 

22:30 The meeting was closed.