2023 May 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 Councillor
You are hereby advised of the Annual Meeting of the Parish Council of Cherry Willingham
Parish Council which will take place at The Vine, Cherry Willingham at 7.00pm on Monday
15 th May at which the under mentioned business will be transacted.
Prior to the start of the meeting a public forum of no more than 15 minutes will be held. 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 9 th May 2023 Signed J A Sparks (Clerk/RFO) Original
signed.
________________________________________________________________________________________
Agenda
1. To elect a Chair and complete an Acceptance of Office form.
2. To elect a Vice-Chair.
3. Apologies, welcomes and attendance, including to accept apologies and the
reasons for absence, where given.
4. To receive any declarations of interest in accordance with the Localism Act 2011
and consider any requests for dispensations in relation to Disposable Pecuniary
Interests or other interests as outlined in the Council’s Code of Conduct.
5. To receive the notes of the Council meetings held on 17 th April 2023, the
Confidential notes from 17 th April and the EGM on 25 th April and agree for them to
be signed as a true record.
6. To receive any reports from outside bodies, including the Police, District and
County Councillors (if any) and agree actions as required.
7. To receive a report from the Chair.
8. To receive a report from the Clerk.
9. FINANCE
i) To receive and approve the schedule of receipts and payments for
April 2023.
ii) To resolve to approve Section 1- Annual Governance Statement
2022/23 (signature of Chair and Clerk to be added)
iii) To resolve to approve Section 2-Annual Government Statement
2022/23 (signature of Chair to be added)
10. To receive a report on the YMCA tenancy and approve any actions required.
11. To resolve to agree to adopt the Terms of Reference for all committees & sub-
committees where available.
12. To review & approve Standing Orders.
13. To review the structures of the committees and resolve on membership of
committees.
(Note: It is a requirement of the Annual Meeting that the Council elects Members to committees. Each Member
must sit on at least one committee. Chairs of committees, apart from Finance, will be elected by committee at
their first meeting following the Annual meeting.)
a) As of 15 th May 2023, the following appointments are held:
i) Clerk/RFO – Mrs Jude Sparks
ii) Assistant Clerk – Mrs Loo Clinkscales
iii) Finance Assistant – Mrs Christine Hodgson
iv) Internal Auditor – Mr Andrew Everard
v) Registrar to the Burial Ground – Clerk
vi) CWPC Website Organiser – Mrs Loo Clinkscales & Cllr Trahearn
vii) CWPC Facebook Organiser – Mrs Loo Clinkscales
b) Appointments for the positions below will be confirmed at the Full Council
meeting and minuted:
i) HSBC Cheque signatories/bank payment authorisers
ii) Signatories of Nationwide Account
iii) Signatories of Unity Trust Bank Account
iv) Certifier of bank statements
v) Community Emergency Co-ordinator
vi) Deputy Community Emergency Co-ordinators
vii) Community Speedwatch Co-ordinator.
c) Appointments for the following Committees/Groups will be confirmed at the Full
Council meeting and minuted:
Finance Committee – maximum of 7 members including the Chair & Vice-Chair
of the Parish Council and representatives from each committee.
HR Committee – maximum of 5 members.
Planning Committee – maximum of 7 members.
Village Improvement Committee – maximum of 7 members.
Leisure & Amenities Committee – maximum of 7 members.
Cherry Fields Committee - maximum of 10 members, made up of a maximum
of 5 parish councillors and a maximum of 5 residents who are co-opted to
committee.
Burial Support Group – 4 members.
Future Burial Ground Group -
Allotment Sub-Committee - Terms of Reference TBC
Village Hall representative –
Facebook administrators –
14. To receive reports and recommendations (if any) concerning the business of
the Council and its Committees, Sub-committees etc, and agree 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) Planning matters – Chair: TBC
To receive an update on any planning applications received since the April
meeting and approve any actions taken.
b) Leisure & Amenities Committee (L&A) – Chair: TBC
i) To accept the L&A recommendation to approve the Burial
Ground Terms & Conditions.
ii) To receive an update on the Cricket Club and approve any
actions required.
c) Cherry Fields Committee (CFC) – Chair: TBC
To receive a report from any recent meeting and approve any actions
recommended.
d) Finance & General Purposes Committee (F&GP) – Chair: TBC
i) To accept the F&GPS recommendation to approve the Risk
Management Policy and to split Line 14 of the schedule to read:
14 M Failure of Computer
system - Hardware
- Software
Regular back up and
documents kept on the
Cloud Google Drive
Surge protector
Clerk and RFO
review provision and
recommend further action
VIC
15 H Virus infection &
hacking threats
including ransomware
Virus protection
using anti-virus
software with
regular updates.
Staff to take care
not to open
suspicious emails
and not to
download
software from
unofficial sites.
Clerk to ensure that all
CW council
owned computers have
active and
up to date anti-virus
software installed.
Clerk to call on external
expertise if infection is
suspected.
VIC
ii) To accept the F&GPS recommendations to approve the following
policies:
Accounting Procedures
Expenses Policy
(On the proviso that it is amended to include the statement for tractor
claims and the tractor claim form is included)
Grant Guidelines for Applicants
Procurement Policy
Asset Management Policy
To accept the F&GPS recommendation that the HR Committee review the
list of policies and where appropriate refer to L&A, VIC & CFC to review.
e) Village Improvement Committee (VIC) – Chair: TBC
To receive a report from any recent meeting and approve any actions
recommended.
15. Allotments Sub-Committee – Chair: TBC
To receive a general update on the allotments.
i) Agree emergency telephone number for allotment holders to
contact outside of office working hours.
16. HR Committee - Chair: TBC
To receive a report from any recent meeting.
17. To consider whether to hold the Autumn Parish Meeting and if so, confirm
the date as Wednesday 18 th October.
18. To consider and approve the formation of a fundraising group.
19. To agree to update the Google Calendar with only relevant information.
20. Councillor’s matters for report/notice of items to be included in the June
2023 agenda.
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 discuss staffing arrangements and agree actions as required.
21. To confirm date of next meeting as Monday 19 th June at 7.00pm (agenda
items required by noon Thursday 8 th June)
Copies of the receipts and payments document can be obtained by emailing the Clerk at
cwparishcouncil@gmail.com