2023 April Full Council Meeting Agenda
Cherry Willingham Parish Council
The Millennium Hall, 16 High Street, Cherry Willingham, Lincoln LN3 4AQ
Chair of the Council: Cllr Jenny Robinson Clerk/RFO: Jude Sparks
Dear Member
You are hereby summoned to the Full Council meeting of Cherry Willingham Parish
Council which will take place at The Vine, Cherry Willingham at 7.00pm on Monday 17 th
April at which the under mentioned business will be transacted.
The time between 7.00pm and 7.15pm may be given over to a public session if
required, but if no members of the public attend or wish to speak, the meeting will
start at 7.00pm. The public may address the Council on current matters or issues that
may become future agenda items.
Audio recording notice*- Please note that this meeting may be recorded to assist in
accurate minute taking only.
Date 10 th April 2023 Signed J A Sparks (Clerk/RFO)
________________________________________________________________________________________
Agenda
1. Apologies, welcomes and attendance, including to accept apologies and the
reasons for absence, where given.
2. To receive any declarations of interest in accordance with the Localism Act 2011
and consider any requests for dispensations in relation to Disclosable Pecuniary
Interests or other interests as outlined in the Council’s Code of Conduct.
3. To receive the draft notes of the Full Council meeting held on 20 th March 2023
and agree for them to be signed as a true record.
4. To receive any reports from outside bodies, including the Police, District and
County Councillors (if any) and agree actions as required.
5. To receive an update on matters relating to the erection of cricket netting on
Laburnum Playing Field. To resolve any actions required.
6. To receive and discuss a report from the Cricket Club regarding play for the
2023-2024 season. To resolve any actions required
7. To receive a report from the Chair.
8. To receive a report from the Clerk.
i) To note the change to how confidential notes are recorded.
9. To receive: Financial matters
i) To approve the schedule of receipts and payments for March 2023.
ii) To resolve to receive the bank reconciliation for the quarter ending March
2023.
iii) Note the CIL report and approve signature by the Chair.
iv) Note the payment of £250 excess and £500 removal of roots cost in
respect of the claim at Fern Grove. Insurers have pointed out that the
claim is being paid under ‘Third Party property damage’ and the
roots are not the property of the Third Party.
Copies of the receipts and payments document can be obtained by emailing the Clerk at
cwparishcouncil@gmail.com.
10. To receive a report on progress with the YMCA tenancy agreement and agree
to any actions as required.
11. To receive reports and recommendations (if any) concerning the business of
the Council and its Committees, Sub-committees etc, and agree to any actions
accordingly: (Note: queries from minutes, please see the individual chairs or members
outside of the full council meeting to expedite the meeting).
a) Finance & General Purposes Committee – Chair: Cllr J Robinson
To receive a report from the meeting held on 12 th April and approve any
actions accordingly including:
i) To note the new Unity Trust Savings account and note the signatories
(subject to change following May’s Full Council meeting).
ii) To receive any recommendations from the F&GPS following their
review of Income & Expenditure for 2022/23 and approve as necessary.
iii) To receive any recommendations from the F&GPS following their
review of the allocation of Balances and approve as necessary.
iv) To receive any recommendations from the F&GPS following their
review of the Asset Register and approve as necessary.
v) To receive any recommendations from the F&GPS following their
review of the amended budget for 2022/24 following project requests from
Village Improvement & Leisure & Amenities committees and approve as
necessary.
vi) To approve the recommendation of the F&GPS committee to change
Financial Regulations as detailed below:
Section 4 – Budgetary control and authority to Spend – clarify that
committees have authority to spend up to £1000.
Section 6- Instructions for the making of payments – 6.3 request that the limit
for a single payment per day be raised from £2000 to £2500. 6.4 request that
cheque payments are for payments exceeding £2500. 6.15 – request that the
debit card limit be raised from £1000 to £1200 (i.e. £1000 + VAT).
vii) To accept the recommendation of the F&GPS Committee to approve
the list of due payments which arise on a regular basis as a result of a
continuing contract, statutory duty or obligation (item 5.6 of Financial
Regulations) attached at Annex A.
viii) To accept the recommendation of the F&GPS Committee to approve
the use of Direct Debits in respect of payments (item 6,7 of Financial
Regulations) attached at Annex B.
ix) To accept the recommendation of the F&GPS Committee to approve
the Burial Fees, Playing Field User Fees and Millennium Hall fees for 2023-
2024.
x) To note the Internal Auditor’s report if received and accept any
recommendations.
b) Planning matters – Chair: Cllr T Bridgwood
To receive an update from the Planning Committee and approve any actions
taken including:
i) Planning Application 146358 – Land adjacent to 2 Minster
Drive – resubmission of 146026 for 1 bungalow with side
dormer windows.
ii) Planning Application 146400 – Fen Farm, Fenland Nursery –
variation of condition 4 of PP 144168 – extended opening
hours.
iii) Planning Application 146412 – 49 Laburnum Drive – proposed
extension & alterations.
iv) Planning Application 146419 – 2 Flinders Way – single storey
extension and removal of conservatory and erect single storey
sunroom extension.
c) Leisure & Amenities Committee (L&A) – Chair: Cllr J Trahearn
To receive a report from the meeting on 4 th April and approve any actions
taken including:
i) To approve an addition of £2500 to the existing Project Budget
for 2023/24 to use the £2500 that didn't get used for the cricket
nets in 2022/23.
d) Cherry Fields Committee (CFC) – Chair: Cllr J Robinson
To receive an update and approve any action taken including:
i) To discuss & approve possible prizes for the bike time trials
using S137.
ii) Approve an increase of £70 in the budget for the Community
Picnic.
e) Village Improvement Committee (VIC) – Chair: Cllr Andy Burge
To receive a report from the meeting on 13 th April and approve any actions
taken including:
i) Approve the continuation of the horse grazing lease for R
Edwards for a further six months until October 2023, on the
proviso that payment is made by standing order and if not
already held a copy of current Public Liability insurance is
provided.
ii) To review the flag flying and agree dates of flags to be flown.
iii) To approve the purchase of a Coronation flag up to the sum of
£30 (including VAT). Funds to be allocated from the VIC
budget using S137.
iv) To discuss and consider any action to the security of the
flagpoles and approve any action
iv) To consider & approve the purchase of a new flag pole up to
the sum of £450 using S137.
f) Allotments Implementation Task & Finish Group – Chair: Cllr B
Robinson.
To receive report from the meetings held on 15th March & 17th April and
approve any action taken including:
i) To receive a general update on allotments.
ii) Review possible names for the allotments and approve
accordingly. (Note: the Allotment T&F Group are
recommending it be called the Roy Bowser Allotments).
g) HR Committee - Chair: Cllr I Lacy
To receive a report on the meeting held on 3 rd April and approve any actions
taken including:
i) Receive an update on the Millennium Hall opening hours and
approve any actions.
ii) To note the Assistant to the Clerk’s successful completion of
probation and agree to the change of title to Assistant Clerk.
iii) To approve the revised Disciplinary Procedure.
iv) To approve the revised Grievance Procedure.
v) To approve the revised Terms of Reference for the Human
Resources Committee.
TO RESOLVE TO MOVE INTO CLOSED SESSION IN ACCORDANCE WITH THE
PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 DUE TO THE
CONFIDENTIAL NATURE OF THE BUSINESS TO BE DISCUSSED IN RELATION
TO THE FOLLOWING MATTERS:
i) To note the recommendation from the HR Committee for the
Clerk’s incremental salary increase as per the amendment to her
T&C’s commencing January 2023.
ii) To receive and discuss the succession planning report & any
related matters produced by the HR Committee in response to the
council’s request at its meeting on March 20th and approve any
actions as necessary.
12. Councillor’s matters for report/notice of items to be included in the May 2023
agenda.
13. To confirm date of next meeting as Monday 15 th May at 7.00pm (agenda items
required no later than noon Thursday 4 th May 2023)