2023 Parish Council Minutes of Meetings

Fleet Parish Council

Meeting – Monday 18th September 2023

The meeting of Fleet Parish Council was held at the Community Hall, Hargate Close, Fleet Hargate on Monday 18th September 2023 which was attended by three members of the public and the following Councillors: Paul Barnes (Chair), Geoff Donley, Evelyn Penney, 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 following on from the widening of the Fleet road path, the white lines were being redone. The triangle at the green had now been part tarmacked.  The Speeding project was ongoing.  Cllrs Barned added that an Archers survey was currently being carried out on Fleet Road.  

Fleet District Councillor, Paul Barnes reported that he had accompanied the SHDC Deputy Leader on a Ward walk, identifying issues and discussing ideas to resolve.  Parking in Hocklesgate was raised and the turning from Hocklesgate onto Old Main Road.  

23.09.44 Apologies for Absence – Cllr McNally & Cllr Smith – Reasons given were noted and RESOLVED to accept by all.

23.09.45 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

23.09.46 Signing of the Minutes – Clerk’s notes from the meeting on 18th July 2023 were read and were RESOLVED by all, as a true record and signed by the Chairman.

23.09.47 Financial Matters:

•   Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statements for July & August 2023 – The balance as of 30 August 2023 was £39,131.75 with pending payments £1,922.62 bringing the total balance to £37,209.13.  Members were provided with a copy of the latest bank statement for their records.  
•   Finalisation of external Audit by PFK Littlejohn – Clerk reported that the external Audit had now concluded and had previously circulated the relevant documentation for review, all was in order and there was nothing to report
•   Budget Forecast & Precept decision – Clerk had circulated a copy of the 23/24 budget forecast for councillors to review.   
•   Payment of Invoices:

23.09.48 The following policy was reviewed and agreed by all

•   Safeguarding – It was RESOLVED that all Cllrs would apply for a basic DBC check at a cost of £18 per person.  Cllr Hudson to provide details.  
 
23.09.49 To receive reports - from: In the absence of Cllrs Smith & McNally, Clerk shared an email report with council.  

•   Playing Field & Pavilion Working Party 

a) Review proposed Risk Assessment for Pavilion – Resolved to accept and agreed by all

b) Moles on playing field – New mole hills are appearing now the ground is softer.  Clerk to appoint again.

c) Tree inspection on the playing field – Following a discussion it was resolved for the Clerk to email SHDC to ask if they have availability to meet and review the trees and what may be required to ensure they are safe. 

•   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 reported that an application had been prepared to apply for further Shared Prosperity Funds.  But, due to a change in the application process and cap on the amount that we can apply for, we will have to review our funding options.  It was agreed to prepare a draft Tender to get an accurate costing for what we need to apply for. 

b) SHDC Prosperity Fund – Confirmation had now been received from Grassroots for additional equipment on the playing field.  Clerk confirmed that the order will be submitted 

c) Update of Monkey Challenge Grant – Clerk reported that our application had been successful, and a meeting has been arranged to agree siting of the new Monkey Challenge Climbing frame.

•   Planter Maintenance & War Memorial Working Party – Cllr E.Penney shared her report with Council, noting that some planters need attention.  It was resolved for prices to be obtained for repairs.  She also reported that quotes had been requested for the tree works at the War Memorial.  Details to be shared in October meeting.  
•   Observations following asset inspections – Asset inspection forms reviewed.  It was resolved, that going forward should any repairs/maintenance be required following inspections, that quotes are obtained to present at meetings so costs can be agreed.  

23.09.50   LCC Tree Planting Scheme – No updates received at this time.

23.09.51 Correspondence Received:

•   Invitation received from SHDC to attend a One-Day Event Safety Awareness training session – Resolved for Clerk, Cllr Penney, Cllr Donley, Cllr Hudson & Cllr Favell to attend.
•   Email from Spalding Flower Parade inviting us to sponsor a float in the 2024 Flower Parade – Clerk shared details and following a discussion it was resolved that due to large ongoing projects, funds are limited.  But we do have volunteers to help.  Clerk to respond. 
•   Email from Fleet Community Responders requesting a donation to support future planned events – Following an update received that Fleet Community Responders will be dissolving, it was resolved that should Fleet Junior Community Responders wish to take this forward, they need to make a fresh application. 

23.09.52 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 – LCC Cllr Coupland confirmed that this had now been completed

23.09.53 Speed Watch Initiative - To review any information gathered from the interactive speed sign – In the absence of Cllr Smith, a report was shared with details of costs to replace the interactive speed sign.  Following a discussion, it was resolved to obtain more quotes for review at the next meeting. 

•   Discuss proposal to support a Parish Speed Watch Team – Cllr Barnes invited two parishioners to provide an overview of recent Community Speed Watch Training they had attended.  Cllr Barnes thanked them for their time and proposed we move on to the next item on the agenda.      
•   Proposal to purchase Community Speed Watch Equipment – Following on from the overview provided and a discussion it was resolved that Fleet Parish Council would fully support the Speed Watch Campaign and agreed to purchase the equipment required at a cost of £456 (excl VAT).  District Cllr Barnes confirmed he would contribute £350 from his district budget towards the equipment.  Clerk confirmed that further training was being arranged for Cllr Smith & Cllr Favell.  
•   Update on feedback following Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church End & Church Gate – Cllr Coupland confirmed there was nothing to report at this time. 
23.09.54 Planning Matters 
Applications received since last Meeting:

Decided Planning Applications by SHDC:

23.09.55 Forward Planning & Events

•   Update on plans for Fleet Car Rally 1st October 2023 – Cllr Donley reported all was arranged with approx. 10 entries received
•   Update on Fleet Barn Dance 18th November 2023 – Following a discussion it was resolved to postpone this event for now
•   Update on plans to Fleet Summer Fete 9th June 2024 – Cllr Barnes reported that plans were underway and proposed a sum of £1,000 be ringfenced for the event, this was seconded and agreed by all.
•   Update on purchase/planting Oak tree near church - o/s
•   Suggestion for Christmas “Light up Fleet” – Cllr Barnes proposed we hold a competition for Parishioners to light up their homes for Christmas, with a hamper to the value of £100 awarded to the winner of the best display.  There would be a £5 entry fee with lights to be in situ by 10 December, with judging taking place from the w/c 11 December.  This was seconded and agreed by all.  Clerk to advertise. 

23.09.56   Proposal for Green Waste Collection - Cllr Barnes requested that Fleet Parish Council support a district run Green Waste collection point on Saturday 7 October.  Following much discussion, it was resolved that Cllrs would assist in managing and fully supported the event.  

23.09.57   Proposal for Community Hall Building - Cllr Barnes reported that he is receiving many requests to build a village hall within Fleet.  Many comments were made around the community coming together to support these requests and provide evidence that a hall will be used.  Cllr Barnes proposed we aim for a village hall to be built within the next 4 years.  This resulted in a vote of 5 for and 1 against.  It was resolved to hold a public meeting to invite Parishioners to come and share their views.  

23.09.58   Resolve to go into closed session to discuss:

•   Land Management – Cllr Barnes reported that discussions had nearly concluded on adoption of a piece of land within the Parish, further updates to follow. 
•   Potential Further funding available – A discussion took place to explore further funding opportunities, but more work was required before we can proceed.  

23.09.59   To Note Date of Next Meeting – 16th October 2023