2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 19th June 2023

The meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 19th June 2023 which was attended by four members of the public and the following Councillors: Paul Barnes (Chair), Geoff Donley, Evelyn Penney, Eddie McNally, Kevin Smith, Geraldine Scholes, Chas Penney, Samantha Favell & the Clerk.

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

Nothing was raised from the public 

There were no reports from the Police or elected members of Lincolnshire County Council.  South Holland District Cllr Barnes reported there is good feedback from the SHDC planning committee. But, advised Fleet Parish Council to have plans and supporting documentation ready, should we wish to apply for 106 funding that is available.  It was agreed by all that Cllr Donley would lead this.  He also confirmed that a third party company has now been appointed to deal with Shared Prosperity applications.  We have received a confirmation that we should hear the outcome of our application within the next 4-6 weeks. 

23.06.19   Apologies for Absence and reasons given – None received

23.06.20   To receive applications for the office of Parish Councillor and to Co-opt a candidate to fill the existing vacancy – Following the elections and the co-option during the May meeting, one vacancy remained for Fleet North Ward.  Two notes of interest had been received, with one applicant present at the meeting.  The applicant was invited to say a few words by way of introduction and give a brief background.  Having met the necessary criteria a vote was taken, with all in favour of accepting Dave Hudson as a new member of Fleet Parish Council.  Cllrs Barnes welcome him and invited Cllr Hudson to join the meeting.  Declaration of Acceptance of Office and Disclosable Pecuniary Interest forms were completed, signed and received by the Clerk. 

23.06.21 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.

23.06.22 Signing of the Minutes – Clerk’s notes from the meetings on 15th May 2023 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.06.23 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statements for May 2023 – The balance as of 31 May 2023 was £49,155.11 with pending payments £9,862.68 bringing the total balance to £39,292.43.  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 also shared the overall spending and receipts for the Fleet Summer Fete

23.06.24 The following policy were reviewed and agreed by all to make a small amendment and review again at next meeting in July:

•   Grant & Donation Policy 

23.06.25 To receive reports - from:

•   Playing Field & Pavilion Working Party – Clerk reported that the new inclusive roundabout was now installed and is in the process of completing the end of Grant forms for the funders. 

a) Observations following completion of Risk Assessment for Pavilion & Playing Field – Cllr McNally shared the report and items of importance were highlighted and actions to resolve discussed. 

b) Update - Moles on playing field – Resolved to continue with agreed treatment.

A proposal was put forward for the Playing Field Working party and members to consider charges for use of the playing field.  Cllr Barnes suggested that as it is Parish owned land and Parishioners contribute to its maintenance in their precept, use of the playing field and pavilion should be free for Fleet residents, with charges only applicable for use of the electric.  Also, for the Playing field working party to have delegated authority to approve requests to use the field, to save having to wait for each parish Council meeting for a decision.  This will be revisited during our next meeting in July. 

•   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 – Cllr Donley advised that the interim reports had been received and we were awaiting the next report with further details.

b) SHDC Prosperity Fund – An update received suggests that we should hear the result of our application within the next 4-6 weeks. 

Not on Agenda – Clerk shared details of a funding opportunity to apply for installation of a Monkey Challenge in the Park and asked Council if we should proceed. This resulted in a vote of 6 fore and 2 against and therefore carried.  Clerk to apply.

•   Planter Maintenance & War Memorial Working Party – Cllr E Penney reported that she still needs assistance with watering, but gave thanks to Cllr Donley, Cllr Scholes and a volunteer parishioner for their help with maintaining and watering planters.  The Planters at the church still need to be removed.    
•   Observations following asset inspections – Clerk to circulate
•   Press Statements/Responses - Reminder to Full Council that any Statements/Responses on behalf of Fleet Parish Council to go via the Clerk.

23.06.26 Correspondence Received:

•   Email from LALC to nominate a member for the Management Committee.  No nominations were received at this time. It was agreed for the Clerk to reply to LALC and request that should a vacancy come up later, we will reconsider a nomination.  
•   Email from Parishioner regarding cyclists on pavements around Old Main Road – It was resolved to ask the police for guidance and maybe write to the school. 
•   Email from Fleet Community Responders requesting permission to use the playing field for a relaxation session on 24th July.  It was resolved to agree this with a £5 charge for use of the electric. 
•   Letter received from SHDC environmental team regarding the Tree Planting & Community Orchard Scheme.  It was resolved to request more information as the Parish are very interested in taking part in this scheme.  

23.06.27 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 – Despite a kind offer of help from a Parishioner, it was resolved to obtain quotations for tree works from Companies to ensure we have adequate Insurance.  Clerk to discuss with the Church and decide who will obtain quotes.  
•   Update on removal of bollards and resurfacing work to island by school – Clerk to chase

23.06.28 Speed Watch Initiative - To review any information gathered from the interactive speed sign – Cllr Smith had already circulated data captured from the sign, which proved very informative.  Cllr Barnes to take forward with the local authorities.   

•   Update on Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church Gate & Church End – Cllr Coupland (County Cllr) reported that this is being discussed and a further resolve was been considered by creating a layby near the school.  Further updates to follow in due course.  
•   Proposal / suggestion to purchase “speed signs – similar to the actual speed monitor – Following a discussion, it was resolved not to purchase any further speed signs at this time.  

23.06.29 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:

23.06.30 Forward Planning & Events

•   Update following annual ‘Fete’ on the Fleet Playing field on Sunday 11 June 2023 – Cllr Barnes reported that the day went very well and great feedback has been received.  Thanks was given to Cllr Donley for organising the classic cars and all the volunteers involved, including the ATC volunteers.  He proposed that a donation of £100 was given for their help, all were in favour.  Clerk to send a cheque with a repeat booking request for next year.  Plans to hold another fete next year were agreed. It was resolved to book the 9th of June 2024, incorporating special attention to the 80th anniversary of D Day.  
•   Update on purchase/planting Oak tree near church – No further updates currently.  Agenda July or once meeting had been held with the Church.
•   Introduction of approval form for events / spend

-   Approval request for Car rally – Following an overview and discussion, it was resolved to hold a Car Rally on 1st October.  Cllr Donley to lead
-   Proposal to create / introduce a wild / nature area for residents / schools etc – Resolved to revisit once more information had been obtained and reviewed. 
-   Proposal to hold an evening social event – “Barn Dance” / Chicken & Chips style event – resolved to hold a Barn Dance in Fleet on 18th November.  Cllrs Hudson & Favell to lead

23.06.31 To Note Date of Next Meeting – 17th July 2023