2024 Parish Council Minutes of Meetings

Meeting – Monday 21st October 2024
The meeting of Fleet Parish Council was held at the Gedney Hill Memorial Hall, Hillgate.  Gedney Hill PE12 0NN on Monday 21st October 2024., which was attended by 3 members of the public and the following Councillors: Paul Barnes, Kevin Smith, Evelyn Penney, Chas Penney. Ashlie Smith & the Clerk.
Public Forum – A Representative from the Meridian Soal Farm was present and welcomed any questions.  No further concerns were raised by Parishioners present. 

Lincolnshire County Councillor Report –In the absence of County Cllr Coupland no reports were received.  It was noted that included on a flyer distributed by LCC Peter Coupland, he had instructed LCC to make speed reductions along Fleet Road. The Parish Council had not been made aware of the results of the surveys carried out and had not yet been consulted.  A copy of the data collected has been requested.
District Report - Cllr Barnes – Reported that there is a meeting arranged for next week to discuss the parking in Hargate Close.  Residents had already been notified.  He also reported that he was working with SHDC and a Parishioner volunteer to re-map the grass cutting areas around the Parish.  Whilst working on this project it has come to light that some of the trees at the Church may be the responsibility of LCC but we are awaiting further clarification.  SHDC have now passed a motion to oppose any energy Developments Fly tipping was still very high on the agenda across the District

24.10.75     Apologies for Absence – Cllr N Picket. The reason was noted, and it was resolved to accept by all.  

24.10.76    To receive applications (if any) for the office of Parish Councillor and to Co-opt a candidate to fill the existing vacancy – None received

24.10.77    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

24.10.78     Signing of the Minutes – Clerk’s corrections from the meeting on 15th July 2024 & Extra Meeting on 14th August 2024 and Locum Clerk Notes, Meeting on 16th September 2024 were previously circulated, read and RESOLVED by all, as a true record and signed by the Chairman.  Cllr P Barnes also gave thanks to Mrs R Brothwell for covering the Clerk for the last meeting. 

24.10.79    Financial Matters:
•    Reconciliation of Bank account - Clerk talked through current bank balance following reconciliation of the bank statement September 2024 – The balance as of 30 September 2024 was £56,398.70 with no pending payments.  Members were provided with a copy of the latest bank statement for their records.   
•    Finalisation of external Audit by PFK Littlejohn - 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 – Clerk had previously shared details of the current budget and Cllr P Barnes asked full Council to review so figures can be set for the upcoming Precept decision in January 2025. 
•    Payment of Invoices:
10/09/2024    SH Voluntary Car Scheme               732.23 
12/09/2024    Litter Picker wage                 44.33 
12/09/2024    Clerk/RFO Salary               575.90 
23/09/2024    Amenity grass cutting               420.00 
23/09/2024    Upkeep of pavilion & playing field               150.00 
03/10/2024    Cherry Lane Grass Cutting               125.00 
03/10/2024    Playing Field grass cutting               775.80 
03/10/2024    Open Space Project               100.00 
03/10/2024    Tax/NI contributions               352.80 
11/10/2024    Litter Picker wage                 44.13 
11/10/2024    Clerk/RFO Salary               575.90 
27/09/2024    Audit fees               378.00 
25/09/2024    Electricity to pavilion    124.86    
All noted and approved.
24.10.80 To receive reports - from:
•    Playing Field & Pavilion Working Party  
a)    Update on works for accessible parking area and path – Cllr P Barnes confirmed that the work has been scheduled to commence for the Accessible car park and Path.  The gates and barriers are due to be installed next Friday. 

b)    Electricity charge for September – Clerk had raised concerns over the estimated reading the Electric usage for the Pavilion.  Cllr K Smith had checked the readings and confirmed the estimated number was too high.  Clerk to contact supplier and discuss reading and access to meter going forward. 
Cllr K Smith shared a poster idea to request Parishioners to clear up their dog waste.  Cllr P Barnes advised to hold for now as SHDC are rolling out fines if dog foul is not picked up.
(The following item were wrongly entered under War Memorial on the Agenda, so were discussed and moved for the purpose of minutes)

c)    Review cost increase for amenity grass cutting – It was Resolved to discuss this item in closed session. 
•    Fund Raising and Grants Working Party 

d)    Update on submitted Grant applications – Cllr A Smith reported these were going well, but no more to report at present. 

e)    Feedback following FB survey for new play equipment – Cllr A Smith had previously shared feedback received from the survey which included some positive comments.  She was also pleased to confirm that the survey received over 234 clicks, which displayed Parishioner engagement.  Thanks was given to Cllr A Smith for her time in preparing the survey and her valued input on the Parish Facebook page.   Cllr Barnes also asked if we could add the Parish Meeting Agendas to the Facebook page going forward.

 
f)    Review Donation request for Xmas Party – Monday Club – Following a discussion it was Resolved to donate £100 to the Monday Club towards their plans for a Christmas Day Lunch. 
•    War Memorial & Amenities Working Party (including Cherry Lane)
Cllr E Penny’s report was shared and following a discussion it was Resolved that she would draft a summary of what is required to assist with the raised flowerbeds and War memorial gardens in order to issue an Invitation To Tender for paid assistance.  

g)    Update following the meeting held at Cherry Lane on 30 September – Cllr Barnes advised this went very well and advice received from officials in attendance was very useful. Cllr Barnes gave thanks to Cllr K Smith, Cllr N Picket, Harold Payne and Simon Smith for their time and huge efforts in clearing the matting from Cherry Lane and tidying up the hedges.  Further discussions will be had for what to action next.  Maybe a Celebrations bench and the cost of possibly removing the stones. 
•    Observations following asset inspections – Asset inspections had been carried out, but nothing urgent was raised. 

24.10.81 Skate Park – Cllr P Barnes reported he (as District Cllr) had received a letter from a young person within the Parish requesting consideration for installation of a Skate Park.  Whilst the Parish Council did put out a survey before, full Council appreciate that more families have moved into the Parish with younger children. It was Resolved to discuss this item further under item 9 on the Agenda (Parish Survey). 

24.10.82     Baptist Church – Following their request for support and Fleet PC offer to assist with volunteers, they feel the work would be too much for volunteers.  Therefore, they have obtained quotes and have invited us to visit and discuss further – Agenda November

24.10.83     Parish Survey – Following on from item 7 on the Agenda (Skate Park) it was Resolved that a new Parish Survey would be carried out to obtain feedback from Parishioners on what they want in the Parish. Cllr A Smith to liaise with her Grant contacts with a view to launch the Survey in January.

24.10.84     Correspondence Received:
•    Email from LCC regarding Grit Bins – Resolved not to purchase Grit bins or salt as the bins in place are not used much. 
•    Invitation to GRASSroots Celebration – Noted, Cllr P Barnes already attending. 
•    Meridian Solar - October newsletter – Circulated. 

24.10.85     Actions List - To discuss completion of outstanding items and agree timescales 
•    Update on tree works at Church End – Clerk reported that it was proving difficult to obtain contractors to quote but will keep trying. 
•    Update on location for notice board at Gedney Hill end of Parish – Various locations discussed – Agenda November

24.10.86    Speed Watch Initiative - To review any information gathered from the interactive speed sign & Police Speed Camera – In the absence of Cllr N Pickett, Cllr K Smith provided an update of recent locations and numbers. 
•    Update on feedback following Proposal for speed limits to be reduced and other safety management measures, Hallgate, Church End & Church Gate – Cllr P Barnes advised he had no further updates at this time. 

24.10.87     Planning Matters - To note all Planning Applications and decisions received from SHDC since the last meeting.
Applications received since last Meeting:

Decided Planning Applications by SHDC:

24.10.88     Forward Planning & Events
•    Poppy placement/Removal – Resolved to meet at the War Memorial on Sunday 27th at 10am.
•    Light Up Fleet Christmas 2024 – Entries welcome free of charge with updates to be posted on the Parish Facebook page.  Last years winners to judge.  The winner will receive a hamper to the value of £100.
•    Santa’s Senior Citizen Social - 18 December 2024 – Plans in place and being advertised.
•    Spalding Flower Parade May 2025 – Cllr Barnes has spoken to the school, who are interested, and Harold Payne has also offered to use the ‘Duck’.  Plans ongoing. 
•    8 May VE Celebrations in the Park – The Beacon will be lit at 21:30 with a gathering of Parishioners with maybe soup & a roll. 
•    VE Day 11th May 2025 – Plans ongoing. 

24.10.89     To Note Date of Next Meeting – Monday 18th November 2024 – (Fleet Hargate Community Centre)
Resolve to go into closed session to discuss:

24.10.90     Amenity Grass cutting – Clerk shared details of an increase in costs for the Amenity Grass cutting.  Following a discussion, it was Resolved to accept the increase in a cost of £40.00 per cut.  But due to new information coming to light about the areas we currently cut, and the new map being produced, Fleet Parish Council will be re tendering for all grass cutting for next year in January.   

24.10.91     Councillor Code of Conduct – Cllr Barnes raised concerns about how some elected members are presenting themselves and wanted to ensure that Parishioners do not doubt the integrity of other Cllrs.  In particular, he was concerned about Cllrs comments on Facebook posts.  Cllr E Penney gave her apologies for comments she had added, but wanted to ensure there were no conflicts of interest.  This was discussed and Resolved that although no Parish rules had been breached it had caused some considerable upset to some and we must be conscious at all times about how we act and what we say.

Meeting Closed 20:45