2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 18th July 2023

The meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Tuesday 18th July 2023 which was attended by two members of the public and the following Councillors: Paul Barnes (Chair), Evelyn Penney, Eddie McNally, 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: Nothing was raised from the public 

Lincolnshire County Councillor, Peter Coupland reported that surface dressing of various roads within the ward had been carried out and that the footpath works on Fleet Road were now complete and the new 40MPH signs have been erected on Lowgate.  South Holland District Cllr Barnes reported that the Pride of South Holland Team had been working in Fleet to clear the paths and rubbish around Fleet.  

23.07.31   Apologies for Absence – Geoff Donley – Reasons given were noted and RESOLVED to accept by all.

23.07.32 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 Smith noted his interest in item 6b and the book was signed accordingly.

23.07.33 Signing of the Minutes – Clerk’s notes from the meetings on 19th June 2023 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.07.34 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statements for June 2023 – The balance as of 30 June 2023 was £38,218.58 with pending payments £1,575.45 bringing the total balance to £26,643.13.  Members were provided with a copy of the latest bank statement for their records.   Clerk also confirmed that the scooter donated to Fleet Parish Council had now sold, with £200 proceeds being donated to the Parish.  
•   Budget Forecast & Precept decision – Clerk had circulated a copy of the 23/24 budget forecast for councillors to review.   
•   Payment of Invoices:

23.07.35 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 – Resolved this policy was ok and to review in one year.
•   Safeguarding – It was RESOLVED to make a few small amendments to this policy.  It was also agreed that Cllr Dave Hudson would be appointed as out new Safeguarding Officer and investigate applying for all Cllrs to be DBS checked.

23.07.36 To receive reports - from:

•   Playing Field & Pavilion Working Party – Cllr Smith reported that the Burma Bridge was still outstanding, and the outside tap installation was in hand.  He also reported that he will be putting the nets up in the goals on the playing field every Tuesday, between 12-5 during the school holidays for the children to use.  He confirmed that a meeting has been set up with a new Football team who have expressed an interest in using the football pitch.  Costs of hire were discussed and resolved.  Cllr McNally reported that a mobility scooter had now been donated to be adapted in assisting the watering of Parish planters.    

a) Review proposed Risk Assessment for Pavilion – The playing field working party had previously circulated the proposed Risk Assessment for the Pavilion.  It was agreed to make small amendments and revisit in our September meeting.  

b) Revisit proposal for Playing Field Working Party delegated authority and charges for use of the Playing Field & Pavilion - Following an in depth discussion it was RESOLVED for the Playing Field Working party to have delegated authority, with Cllr Smith being the point of contact, to review any requests for use of the Playing Field and approve.  It was also Resolved that requests from Parish residents for use of the Playing Field would be free of charge, but with a charge of £5 per hour should electric be used.   

c) Moles on playing field – New mole hills are appearing now the ground is softer.  All agreed to keep monitoring and action should the need arise.  

A proposal was put forward for some signs to be purchased containing contact details for enquiries or to report damage.  It was resolved to print and laminate some to put in the notice board on the Field. 

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

a) Update on Civil Engineer’s plans for required works on playing field/hard standing – It was resolved for this now to be removed as we have the report and all required information for now.  Applications for Hard Standing to commence. 

b) SHDC Prosperity Fund – Clerk reported that we had received an email with an update requesting further information, which has now been sent.  

c) Monkey Challenge Grant – Clerk reported that the application had been submitted to the Lottery and we were awaiting the outcome.

•   Planter Maintenance & War Memorial Working Party – Cllr E.Penney  reported that the planters were doing well, especially with all the recent rainfall.  The overgrow ivy had now been removed for the War Memorial fence.  The planter outside the church still needs to be removed.  She also reported that she had sent an email to SHDC regarding the diseased trees and the protected ones that were overhanging and needed attention.  Agenda Sept meeting. 
•   Observations following asset inspections – None received

23.07.37 Correspondence Received:

•   Request form Parishioner for consideration of a ‘Dangerous Bend’ sign to be erected on Hazelwood Lane – It was resolved that this was a LCC Highways issue.  Cllr Peter Coupland confirmed he would take this forward.  
•   Update received from LCC Tree Plating Scheme – Clerk confirmed that they are arranging a site visit to discuss suitable trees for the area.  Agenda September
•   Email form PCSO – Clerk reported that our local PCSO was retiring following changes to the numbers of PCSO allocated to the area.  Thanks was noted for her time and efforts over the years.  

23.07.38 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 reported that the new Vicar and church Warden had now been appointed and was trying to set up a meeting to discuss the trees and obtain quotes.  Further updates to follow.    
•   Update on removal of bollards and resurfacing work to island by school – o/s Clerk to chase again

23.07.39 Speed Watch Initiative - To review any information gathered from the interactive speed sign – Cllr Smith reported that there was no data to share this month.  This is due to issues with the software and interactive speed sign battery.  It was resolved to obtain quotations for a new speed sign.  

•   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.  

23.07.40 Planning Matters 

Applications received since last Meeting:

Decided Planning Applications by SHDC:

23.07.41 Forward Planning & Events

•   Fleet Car Rally 1st October 2023 – Plans progressing well with posters being displayed.  
•   Fleet Barn Dance 18th November 2023 – Cllr Hudson reported that obtaining an appropriate band is proving difficult.  It was proposed that we maybe look at an alternative band or maybe change to theme to a Christmas Party.  Still a work in progress. 
•   Fleet Summer Fete 9th June 2024 – It was proposed and agreed to schedule a meeting discuss plans and ask for volunteers on Tuesday 22nd August at 6pm.  This was agreed by all.  
•   Update on purchase/planting Oak tree near church – O/S

20:30 the meeting was closed to public, and it was Resolve to go into closed session to discuss:

23.07.42 Land Management – A proposal was discussed for Fleet Parish Council to adopt a piece of land within the Parish.  It was RESOLVED to gather more information and revisit again during the September meeting.  

23.07.43 To Note Date of Next Meeting – 18th September 2023