2023 Cherry Fields Committee Meeting Minutes

Cherry Fields March 23 Minutes

Minutes of Cherry Willingham Parish Council’s Cherry Fields Committee held at

The Millennium Hall on Tuesday, 14th March 2023 at 2.00pm.

Present: Cllrs J. Robinson (Chair), J. Trahearn, Andy Burge, B. Robinson,

Co-opted members: Nigel Hooper, Dave Leonard, Alan Gardner and Helen McCowan

1) To appoint a Minute taker for the meeting

It was resolved unanimously that Helen McCowan be appointed as Minute taker.

2) To receive apologies to the Clerk

Apologies were received from Cllr. P Bucke and accepted.

3) Members' disclosure of pecuniary interests

None.

4) To receive the notes of the CFC meetings held on Monday, 6th February 2023 and to agree for

them to be signed as a true record

The notes were agreed and signed.

It was then resolved to deal with item 8 next as AG had to leave the meeting by 2.40pm.

8) To resolve on arrangements for raising the water level in the lagoon when required, and agree

any further actions and expenditure required. (AG)

AG presented a drawing and cross section of the proposed reservoir to top up the lagoon during a

heat wave and a Q&A session followed. The suggestion was to widen and deepen the drain to

provide an additional 10 to 15 cu.m. volume over a 20m stretch, to a depth of no more than 600mm.

The walls of the drain would have to be graduated, rather than vertical to allow access and egress.

AG has evaluated various points to see if the ground can be excavated, and this appears to be

possible. The earthmoving season is normally April to September, when the ground is drier. The

reservoir would allow water to be pumped into the lagoon on a regular basis, rather than waiting until

drought conditions caused the level to drop too much.

The addition of a fence was discussed, and it was decided to assess this once the work was finished.

AG was thanked for his plan. It was suggested that the work be done this month, weather permitting,

as funds are available to hire a digger. NH, BR and AB to organise when Dave Rogers is available

with his trailer to move the spoils.

It was resolved to go ahead with this work, with its associated costs, and to investigate when the

working party is available. ACTION: NH, BR, AB

5) To receive a report on work undertaken since the last meeting (NH)

The list of work undertaken was presented and discussed*. NH said there was slightly less to report

than usual, as volunteers had also been working on the allotment site. Thanks were given to the

volunteers for their hard work.

6) To receive an update on the purchase of a tree identification board with grant/project money

and agree any further actions if necessary. (NH)

The second edition of the proof has now been received from the sign suppliers. This has included

the amendments made by members to the first proof. The map now indicates the car park and bike

track, plus amendments to some of the drawings. It was suggested that a note be included that the

trees referred to were in the area marked in green. The background has been changed from white to

cream.

It was resolved to go ahead with the purchase of the board. ACTION: NH

AG left the meeting at 14.36.

7) To receive a report on Expenditure v Budget year to date (NH)

NH presented the maintenance and project budgets*. In the maintenance budget, a delivery of

limestone is to be added. The £150 allocated for the dam can be transferred to the reservoir work.

There is £859 unallocated which will cover any outstanding work required.

In the project budget, there is £600 of iGas grant plus £600 of match funding by the PC which will

cover the cost of the tree identification board. There will be £887 of grant money to carry over to next

year. (Note: After the meeting, NH identified an arithmetical error in the spreadsheet; the grant carry

forward sum will be £597. See revised Project expenditure sheet Appendix E.)

9) To receive an update on any matters regarding routine safety inspections (JT/AB)

AB and JT have done an inspection using the new form. JR wanted to know if it had worked, and

they confirmed it did. There were no urgent items, and the form will be passed to BR. JR said she

had tried to get it to work on Google Docs, but there were problems with this. DL said that if there

was something unusual it would need to be handwritten on a paper form. The Clerk needs a copy

CWPC CFC Minutes 14/03/23 Page 2 of 8

and discussion followed about when this should happen. It was decided that the form should be sent

to BR who would add actions taken and then send to the Clerk for filing.

JT said that some signs referred to the Viking Way, which no longer ran on the riverbank.

DL volunteered to block this out in some way. ACTION: DL

DL will do the March inspection, JT + HM will do April and NH will do May.

DL said the deer should be added as in item to inspect. JR to send out revised inspection sheet.

ACTION: JR

10) To review the programme of works for the forthcoming months and agree associated

expenditure. (NH/BR)

NH presented the list of work to do. The logistics of digging the reservoir and moving the soil were

discussed. It was resolved to authorise the work planned, including hire of equipment to facilitate

this, within the finance available, as outlined in the proposed programme of works.

11) To review the overflow car parking arrangements and agree any actions as required. (BR/NH)

NH said that during a recent spell of good weather the car park had been full and visitors had asked

about using the overflow car park, which is currently blocked off. We don’t want the overflow area to

be chewed up by cars in wet weather. It was agreed that the clock change at the end of March would

be a good time to open the overflow car park. Usage will then be monitored. ACTION: BR/NH

12) To receive an update on any matters relating to the roe deer sculpture, including signage,

and discuss the offer of further sculptures.

In the past we have ordered several signs at once, but have now discovered that the cost of ordering

one sign is very expensive. The L&A cttee. and VIC are looking at what signs they require so that a

bulk order can be submitted to minimise the cost per sign. BR is doing signs for the VIC and JT for

the L&A, which is meeting on 4th April to approve the signs required. JR asked that copies of signs

required from both committees be sent to the Clerk and HM by 5th April. ACTION: JT/BR

JR and BR have spoken with Julie Chambers, the sculptor of the deer. She has been told that the

deer horns have become loose due to children pulling on them. She is looking in to reinforcing these

with steel bars and is also aware that the base needs finishing.

JC likes the idea of a pair of corgis instead of swans and will do some sketches of seated corgis to

put by the dog exercise area. It was suggested that the PC should make a contribution to the cost of

these, and it was agreed to ask the PC to contribute up to £200 from the Platinum or Coronation

budgets.

The suggested wording for the brass plaque is “July 2022. Roebuck created by local sculptor, Julie

Chambers”. NH can make a frame for this from recycled wood. A cost up to £50 was agreed.

ACTION: HM/NH

13) To discuss offering the large dog area noticeboard to the Allotments in return for a smaller

noticeboard and agree any actions required.

JR explained that she had wondered if the large noticeboard in the dog area could be offered to the

Allotments Committee in return for a smaller one. However, JR has looked at costs and found that it

is not cost effective. We originally purchased a large noticeboard because it was the cheapest at that

time. This cost £528.76 (£699.94 incl vat and delivery) and holds 8 x A4 sheets, but is not currently

available. The cheapest available now seems to be £590 and would hold 6 x A4. There would also

be the issue of digging the sign out of the ground. It was decided that swapping the notice board was

not cost effective and so the offer would not be made to the allotment group.

14) To note that the mulch mower and strimmer have been included on CWPC’s insurance policy.

This was noted.

15) To agree on arrangements for volunteers taking part in the King’s “Big Help Out” day on May

8th

BR and NH have discussed what items of work at Cherry Fields can be done by people of all ages.

The main area of work is maintenance of the paths and cycle track. Litter picking on the riverbank

was also suggested and IF will be asked about equipment for this.

JR needed to know details for advertising in the Cherry News and on Facebook. It was suggested to

start at 10.00am, and remind people to wear sensible clothing and shoes/boots plus bring a spade

and snacks/lunch, depending on how much time people can spare.

Trimming back grass encroaching on to the path/track is needed, which can be done with a spade,

plus resurfacing work. People with wheelbarrows can bring those if possible as there will be plenty of

moving spoils or path materials to be done.

Too many different activities would need too many supervisors so it is better to restrict work to these

two areas.

CWPC CFC Minutes 14/03/23 Page 3 of 8

16) To review plans for the Community Picnic on 1st July (back-up date 8th July) and agree any

actions required.

The number of portable toilets required were discussed. The previous meeting had agreed hiring two

but JR had since realised that we had hired three in 2022. Last year the third toilet had cost less

than the cost of each of first two, at an additional £50. There were complaints last year about long

queues for the toilets, so it was resolved and agreed to hire three portable toilets this year.

The event needs to be publicised in the Cherry News and on Facebook.

17) To receive brief reports from members on actions/issues arising since the last meeting and

resolve actions required (if not itemised on agenda above and dealt with already):

a) Health and Safety (AG/NH/BR)

b) Grants (HM) – HM reported that she had searched for community grants from other local

builders’ merchants, following our success with Wickes. Some had their own chosen charities,

but no other community grants were found to which we could apply .

c) Ditch maintenance (AG) - Nothing further to report.

d) Pond maintenance (NH/BR) – Nothing further to report

e) General path/track and site maintenance (BR/NH) - Nothing further to report

f) Grass Cutting (NH/BR) – Nothing further to report.

g) Woodland and Meadow Project (NH) – NH reported that there are some tree stakes which will

now be surplus to requirement. It was suggested that they be given to allotment holders as it

would free up some space in our shed. It was agreed to give them away for free.

JR asked for agreement to suspend Standing Orders at 4.00pm in order for the meeting to continue.

This was agreed.

h) Orchard - Nothing further to report

i) Dog exercise area and off lead strip - Nothing further to report

j) Bike Track (BR) - Nothing further to report

k) Car Park and Gate-opening and closing (BR) – the closing time of the car park will change on

March 26th with the commencement of British Summer Time.

l) Oasis (JT) JT reported that she had not heard from anyone at Worth Unlimited or the YMCA.

JR said the wind yesterday had broken the post of the gate to the Oasis. Becky from the Oasis

was aware of this, and the YMCA facilities team would get it repaired.

18) General: Any other matters to report for inclusion in the next agenda. – Nothing to report.

19) To agree the date of the next meeting

Tuesday, 25th April 2023 at 2.00pm in the Millennium Hall.

This will be followed by a short meeting in May to appoint new members following local elections.

The meeting closed at 4.08pm.

Signed........................................... Dated.............................

Committee Chairman

*Additional documents follow as appendices.

CWPC CFC Minutes 14/03/23 Page 4 of 8

Appendix A: Note of volunteer work undertaken since 17 January 2023

Project development

No further project development work has been undertaken.

A bench paid for by donation has been delivered and moved close to its final resting place.

Maintenance

The volunteers have been assisting with the development of the Tanfaine allotments site and this has reduced

the available labour resources in the past few weeks.

Work has however been done on coppicing the willows around the castles area and shrubs along the path

beneath the power lines. This will make access easier and allow the plants to bush out again in the spring.

Work is also continuing to put recycled deer protection on the younger trees in Cherry Pastures.

All of the orchard trees have now been protected from deer damage and one tree (which had significantly

died back) has been replaced.

Volunteer input (between 17 January and 6 March 2023)

Project development 0 person days

Maintenance 3.5 person days

Gate opening 3.5 person days

Total 7 person days

Appendix B: Project and maintenance work required over the coming months

Maintenance

The remainder of our unused stock of deer protection tubes will be put on the recently planted trees before

deer activity recommences in the spring.

The Cherry Holt hedge and mature willow trees need to be cut back to avoid shading the younger trees.

The woody weeds from last year in the younger tree blocks need to be mowed off before the spring regrowth

can be sprayed with herbicide.

The woodland walk path needs to be surveyed to identify the most worn sections so these can be repaired

and the whole route topped off with fresh material. Later in the spring (2023/24) a wacker plate will need to

be hired for this work along with the use of volunteer tractors.

It is also proposed to undertake a major upgrade to the cycle track surface later in the year. Materials have

been purchased but a wacker plate will probably be required.

The recent dry spell has resulted in the lagoon water level falling slightly. It is therefore important to prioritise

work on the construction of the agreed infrastructure to facilitate summer topping up. It would be prudent to

purchase any required construction materials before the end of the financial year.

Further work is also required to complete the safety improvements to the lagoon edges (second boardwalk

and additional boulders). It is not anticipated that it will be necessary to purchase any additional materials.

Project development

It is hoped that the proposed new radio controlled vehicle and cycle training area will be developed in the

next few months.

Community orchard

No significant additional work is envisaged for the orchard in the coming months.

CWPC CFC Minutes 14/03/23 Page 5 of 8

Appendix C: Maintenance budget update

PC annual allocation (2022/23) £4,500

Total £4,500

Item

Actual

spend Estimate Total

Annual cycle track inspection £80

Witham Third drainage rates £21

Total obligations £101

Grass mowing contract (paths and picnic areas):-

April £137

May £0

June £137

July £137

August £0

September £137

October £0

November £137

Strimmer purchase £411

Total grass maintenance £1,096

Hedge maintenance:- £0

Path and cycle track repairs:-

20 tons planings £200

Second purchase of 20 tons planings (not yet invoiced) £200

Third purchase of 20 tons planings £200

Roller hire £140

Fuel £7

Sleeper bridge widening (2 sleepers) £103

Ear defenders £14

Crushed limestone £224

Total path maintenance £1,088

Pond maintenance:-

Boardwalks (fixings) £20

Pump hire £40

Dam construction materials and plant (estimate) £150

25kg bacterial blanket weed killer £157

Total pond maintenance £367

Replacement and upgraded signs:-

Gate opening and closing times and overflow parking £123

Laminator pouches for temporary signs £9

Printing £2

Steel sheet for dog area notice board £50

CWPC CFC Minutes 14/03/23 Page 6 of 8

Total signs £184

Volunteer expenses:-

Dave's fuel £15

Dave's fuel £42

Barry's fuel £30

Dave's fuel £55

Dave's fuel £30

Dave's fuel £60

Dave's fuel £30

Dave's fuel £70

Barry's fuel £15

Barry's fuel £70

Dave's fuel £80

Estimated future exes £103

Total fuel use £600

Drain maintenance:- £0

Timber maintenance:-

Preservative for bridge, bus shelter, shed and castles £55

Preservative for fort extension £13

Paint and fixings for dog jumps £28

Total timber maintenance £96

Wildflower meadow maintenance:-

Cutting (mower hire) £109

Baling and removal £0

Total meadow maintenance £109

Unallocated £859 £859

Total £3,118 £1,382 4500

CWPC CFC Minutes 14/03/23 Page 7 of 8

Appendix D: Project budget update

Available project funds

PC budget allocation £1,500

Grants and donations :-

Carried forward iGas grant (reduced from £1,000 to cover 2021/22 overspend) £819

Donation (for unspecified use at Cherry Fields) £100

Carried over Coop community champions grant £664

LCC wildlife grant £290

Donation for bench £435

£2,308

Carry over of orchard donations (inc £100 from WI) £1,034

Expenditure of PC funds Actual spend Estimate Total

"Welcome to Cherry Willingham" plaque £88

Brass fixings for plaque £3

Fort extension timber preservative £13

Landscape fabric £35

Sign and brass plaque for deer sculpture £70

PC match funding for tree ID board £600

PC match funding available for any other grant aided projects which may arise £400

PC unallocated funding £291

Total Parish Council funded projects £139 £1,361 £1,500

Expenditure of grants or donations:-

Native ferns for woodland diversity (LCC) £290

Dog exercise area vehicular gate etc and digger hire (Coop) £408

Dog agility equipment (Coop) £196

Dog agility equipment (iGas) £219

Purchase of bench (donation) £413

Bench plaque and fixings (donation) £22

Tree ID board (iGas grant) £600

Unallocated (grants and donations) £450

Total grant and donation funded projects £821 £1,487 £2,308

Replacement trees £7 £227

Grease bands etc £100

Community orchard mower £521

unallocated £214

Total community orchard fund projects £528 541 £1,069

CWPC CFC Minutes 14/03/23 Page 8 of 8

Appendix E: Project budget update revised (arithmetical error corrected after the meeting)

Available project funds

Carry

forward

PC budget allocation £1,500

Grants and donations :-

Carried forward iGas grant (reduced from £1,000 to cover 2021/22

overspend) £819 219

Donation (for unspecified use at Cherry Fields) £100 100

Carried over Coop community champions grant £664 256

LCC wildlife grant £290 0

Donation for bench £435 22

£2,308 597