July 2021 Minutes
Minutes of Cherry Willingham Parish Council at 7.30pm on Monday 19th July 2021 at The Vine Centre, Cherry Willingham.
Present: Cllrs Jenny Robinson (Chair), Trahearn (Vice-Chair), Bates, Bridgwood, Bucke, Andy Burge, Angela Burge, Brylewski, Fleetwood, Houghton, Mellor, Barry Robinson and Scott.
Gill Shaw (Clerk to the Council), Christine Hodgson (RFO & Assistant to Clerk)
No members of the public were in attendance.
The meeting commenced at 7.30pm
2021-95 Welcome and resolve to receive apologies and accept reasons for absence.
The Chair offered a warm welcome to Angela Burge who was attending her first meeting.
Cllr Palmer had sent her apologies (personal reasons) and Cllr Lacy had sent his apologies (illness).
It was RESOLVED to accept their apologies and reasons for absence.
Councillors were asked to ensure any apologies for absence and the reasons were given directly to the clerk.
2021-96 Members' disclosure of pecuniary interests.
None.
2021-97 To receive any reports from outside bodies, including the Police, District and County Councillors (if any) and agree actions as required.
The Police and County Councillors reports were made available prior to the meeting. It was noted that litter picking kits were available but the parish council already had enough.. No further comments were offered.
2021-98 Chairman's remarks
The Chair requested that councillors raise their hands and wait to be invited to speak.
2021-99 To receive the notes of the Full Council meeting held on 21st June 2021 and to agree for them to be signed as a true record.
It was RESOLVED to accept the notes and they were duly signed as a true record.
2021-100 Financial Matters - RFO.
i) To resolve to receive the Schedule of Receipts and Payments for June 2021.
There had been two large payments, one to Wold Home Improvements for the cleaning
of the play area surface and the Public Works Loan Board repayment installment
(land purchase). Receipts were mainly from sponsors of the Community Orchard.
It was RESOLVED to accept the schedule.
ii) To resolve to approve the Bank Reconciliation for the first quarter of the financial year
It was RESOLVED to approve the bank reconciliation and it was duly signed by Cllr Houghton.
iii) To present the Expend v Budget document as at end of June 2021 and report on
any significant variances.
There were variances in relation to the increase in staff salaries, no income of user fees
from Cherry Colts and the burial ground would not use the £500 project budget for grave markers as they were no longer needed.
2021-101 To agree to appoint Cllr Angela Burge onto a committee.
Cllr Andy Burge offered his resignation from the Leisure and Amenities Committee.
It was RESOLVED to accept his resignation.
It was RESOLVED to appoint Cllr Angela Burge onto the Leisure and Amenities Committee.
2021-102 To consider the nomination for The Stead Award and agree any actions.
It was RESOLVED to give The Stead Award to Odette Millar who had been nominated for her consistent positive contribution to the community whether it be formerly with her work with the Women’s Institute, volunteering in the library, Assist, Community Response to Covid or informally during the last 18 months during the lockdowns.
2021-103 To receive a report from the Allotment Feasibility Group and agree any actions that are necessary - Cllr Fleetwood
At the last meeting, the group decided that it would be beneficial to all councillors to visit the two proposed sites and then a report would be presented to the Full Council in September.
The group also discussed the request for disabled/child friendly raised beds which could be sited nearest the car park.
It was noted that a meeting was being arranged with Worth Unlimited regarding the future plans of the Oasis.
ACTION: Clerk to liaise with the tenant of Tanfaine to arrange a visit by councillors with suggested dates of the evening of August 17th and the morning of the 21st. 2021-104 To receive reports and recommendations (if any) concerning the business of the Parish Council and its Committees, Sub-Committees etc and agree any actions accordingly (note: queries from minutes, please see the individual chairmen or members outside of the full council meeting in order to expedite the meeting)
a) Planning Committee – Chairman: Cllr Bridgwood
To receive an update from the Planning Committee meeting on the 28th June and approve the actions of the Committee.
The notes from the last meeting had been circulated and comments had been sent to WLDC Planning Dept. A reply had been received from Taylor Lindsey.
It was RESOLVED by a majority to approve the actions of the Committee.
(2 absentions, 1 against)
b) Leisure & Amenities Committee (L&A)-Chairman: Cllr Brylewski
To receive an update on the meeting held on the 15th July 2021
To consider the options for resurfacing the play area at Laburnum Drive and
agree any actions.
A competitive quote had been received from EKM which gave quotes for two different surfaces. The recommended surface had a tapered ‘soft edge’ which the committee would like to view. It was suggested that 4 councillors arrange to visit a site with this surface and if they did not think the edge was suitable, to ask for an alternative quote.
ACTION: Cllr Brylewski to contact Ed Morton to find out exactly where the surface had been laid and to find out how long ago it was laid. Cllr Brylewski to arrange a site visit with 3 other councillors. Also to contact Grantham Town Council to ask their view of the surface that had been laid.
It was RESOLVED to accept the actions of the committee.
To receive an update and agree any actions in relation to the cricket club
A draft report had been received of the ‘cricket ball strike assessment’ and the final report was due.
ACTION: Cllrs Brylewski and Trahearn would meet with the cricket club to discuss the report and also to meet with the residents who would be affected. Costs of all options to be obtained and the cricket club to be encouraged to apply for grants towards the cost.
c) Finance and General Purposes Committee - Chairman: Cllr J Robinson
To receive a report on the meeting held on the 19th July 2021 and to approve the
actions of the Committee.:
Review of Financial Regulation:
i) To consider increasing the bank payment single item limit to £2000 and to
increase the daily limit to £2500.
The committee had discussed the increases and recommended them to the Full Council.
It was RESOLVED to agree to the increases.
ii) To approve the current variable direct debits.
It was RESOLVED to approve the current variable direct debits.
iii) To approve the Council’s Risk Management policy and make any changes if
needed.
This policy was mainly relating to finance and was to minimise the risk of the council not fulfilling its duty. The committee recommended approval with the amendment of adding the play equipment at Cherry Fields.
It was RESOLVED to approve the policy with the amendment.
iv) To review the Council’s banking arrangement and approve a new mandate to
be completed by cheque signatories.
The committee recommended that the previous RFO be removed and Cllr Trahearn be added to the signatories.
It was RESOLVED to approve the recommendations.
Approve any grant applications from village organisations
Two grant applications had been received, one from the Bowls Club and the other from Cherry Willingham Sports Association.
The present grant criteria states that grants be awarded for a ‘specific purpose’ and ‘additional activity’. Neither application was recommended for approval by the committee as not fulfilling the criteria.
It was RESOLVED to not approve the grant
applications (Cllr Scott abstained having declared an interest).
ACTION: The F&GP Committee was to review the criteria and procedures relating to grant applications
The Clerk to write to both applicants with the decisions, as per the recommendations of the committee.
Approve the appointment of an Internal Auditor
The RFO had requested that a meeting be arranged with the current Internal Auditor with a view to reviewing procedures.
It was RESOLVED to approve the appointment of the present Auditor subject to the
meeting being agreed.
d) Cherry Fields Committee - Chairman - Cllr J Robinson
To receive a report on the meeting held on the 12th July 2021
The steps and ramp to the River Witham had been completed in record time and thanks were given to all the volunteers who had worked extremely hard to achieve this.
There had been 2 offers to donate benches which could be installed at the top of the steps/ramp. Permission was being sought from the Environment Agency. The old village sign was due to be erected along the bank as a welcome to the village.
To approve the holding of a Community Picnic at Cherry Fields in September and agree a budget.
It was RESOLVED to approve the picnic ( 2 against) and a budget of £500 was agreed
(3 against).
ACTION: A task and finish group to be set up to organise this event. Cllr Brylewski
agreed to assist the CFC.
e) Village Improvement Committee (VIC) – Chairman: Cllr Burge.
To receive a report on the meeting held on 13th July 2021 and agree any
actions as necessary.
Rewilding of Tanfaine.
The committee had deferred a decision pending further information about the future use of Tanfaine and the result of a public survey.
It was RESOLVED to agree to the deferment.
Tables for the Millennium Hall.
Suitable tables could not be sourced within the budget. It was also noted that the Millennium Hall was too small to accommodate the necessary number of tables, councillors, staff and members of the public.
It was RESOLVED that all future Full Council meetings would be held at The Vine and a new, larger table suitable for committee meetings could be included in next year’s budget.
The Jim Baker memorial bench
A teak 4 seater bench had been donated with a carved inscription in memory of Jim Baker, which was to be installed on the grass at The Parade, facing the shops and under the tree near the cafe.
It was RESOLVED to accept the donation and for it to be installed at The Parade.
Speed signs
The committee had agreed to put the village gates on hold due to their expense and recommend the purchase of flashing speed signs. One solar sign to be permanently sited on Croft Lane and two portable, battery powered signs which collect data, to be purchased, together with 6 brackets, which would enable the signs to be moved around the village. The sites would be agreed with the Lincolnshire Road Safety Partnership. It was anticipated that the project could be completed within the allocated budget of £6,000.
It was RESOLVED to agree to the purchase of the speed equipment from ElanCity (£5481.04) plus ancillary items such as straps and post, subject to agreement of the locations and to the solar sign being suitable.
f) Employment Committee- Chairman: Cllr Bucke
No meeting had taken place. The chair of the committee reported that the Clerk and
RFO were pleased with their pay increase which rewarded them for their commitment
and loyalty to the Parish Council.
ACTION: RFO hours to be reviewed in September.
2021-105 Website and Technology- Cllr Trahearn
To receive an update on the Website.
It was noted that the Clerk had taken over a lot of the work involved with the Website.
2021-106 Clerks matters to report including any formal correspondence received.
Everything had already been circulated to councillors upon receipt.
2021-107 The date of the next meeting: Monday September 20th at 7.30pm
(agenda items by noon Monday 13th).
The meeting finished at 8.55pm