2023 Full Council Meeting Minutes

Minutes of Cherry Willingham Parish Council held at 7.00pm

0n 23rd January 2023 held at The Vine, Cherry Willingham

Present: Cllr J Robinson (Chair), Cllr J Trahearn (Vice-Chair), Cllr I Lacy, Cllr S Brylewski, Cllr Andy Burge, Cllr Angela Burge, Cllr B Robinson, Cllr P Bucke, Cllr Bridgwood, Cllr Palmer, Cllr V Houghton, Cllr Bates.

Mrs J A Sparks – Clerk/RFO, Mrs L Clinkscales – Asst to Clerk, Mrs C Hodgson – Finance Asst

Absent:

Cllr Fleetwood – apologies received.

Cllr Mellor – apologies received.

DCllr Welburn – apologies received.

DCllr Hill - no apology received by the Clerk.

DCllr Darcel – apologies received.

One member of the public was in attendance but had no comment to make.

The meeting commenced at 7pm

2022-161 Apologies, welcomes and attendance, including accepting apologies and the reason for absence where given.. 

Cllr Fleetwood & Cllr Mellor – apologies & absence reason accepted.

DCllr Welburn & DCllr Darcel – apologies noted.

2022-162 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.

1. Cllr Lacy declared an interest in Item 2022-170 as his wife is a volunteer.

2022-163 To receive the notes of the Council meeting held on 21st November 2022 and agree for them to be signed as a true record.

Council RESOLVED with one abstention to accept the notes as a true record and agreed for them to be signed.

Council RESOLVED unanimously to accept the Confidential notes as a true record and agreed for them to be signed.

2022-164 To receive reports from outside bodies, including the Police, District and County Councillors (if any) and agree actions as required.

1. Report from DCllr Welburn had been circulated earlier.

2. Report from CCllr Fleetwood had been circulated earlier.

3. Copy of the crime figures had been circulated earlier. Overall, the crime figures reported in Cherry Willingham are lower than in some areas.

2022-165 To receive a report on actions taken regarding the security and safety of the Bleak Farm site and agree any further actions as required.

1. Clerk advised that a letter has been sent to Tennyson Homes regarding erecting a mural but no response has been received.

2. Insp Head has been made aware that the security fencing has been breached. 

RESOLVED unanimously for the Clerk to write to Tennyson Homes to thank them for the work already completed and advise that the fencing has been breached. (ACTION – Clerk)

2022-166 To note the resignation of Cllr Michele Scott and note that the Co-option procedure has now been activated with the vacancy advertised on the noticeboards and Facebook.

Noted. Chair gave her thanks to former Cllr Scott for her service to the Cherry Willingham community. Notification of vacancy will also be published in Cherry News. (ACTION – Cllr Trahearn)

2022-167 To receive a report from the Chair.

1. The Chair passed on her thanks to councillors and volunteers who have worked very hard in December.

2. Reminded councillors that the election will take place in May. Clerk will pass along any information received. Councillors who wish to stand for re-election will be required to arrange an appointment with WLDC to deliver their papers.

2022-168 To receive a report from the Clerk.

Report had been circulated earlier. 

2022-169 Financial matters.

i) To resolve to receive the schedule of receipts and payments for November & December 2022.

RESOLVED unanimously for the schedule of receipts and payments to be received.

ii) To resolve to receive the bank reconciliation for the quarter ending December 2022.                                   

RESOLVED unanimously for the bank reconciliation to be received. 

3. To receive an update on regulations for fundraising.

The RFO provided an update. Under LGA 1972 S145 Parish Councils have the power to provide entertainment and under LGA 1972 S139 they have the power to accept gifts. The Internal Auditor has advised that selling tickets could fall foul of the HMRC VAT regulations and has advised against doing so. Events can still be held and a donation bucket used. Clerk to contact Saxilby & Harby to clarify how they undertake fundraising. (ACTION – Clerk) 

4. To receive a report on and approve any further action to be taken with regard to the claim against Morrison Telecom Limited, in relation to the damaged speed camera.

Report received. RESOLVED unanimously for Clerk to write for a response to be received by the next Full Council Meeting or consideration will be given to take the matter further. RESOLVED unanimously to confirm up to date replacement costs for the equipment. (ACTION – Clerk)

5. To consider contacting the insurers to advise of a possible claim and approve any action required.

RESOLVED unanimously to contact insurers to advise that there may be a need to claim for the damage to the drive. (ACTION-CLERK)

6. To consider applying for a Lincolnshire Co-op Community Scheme grant and approve any action required.

RESOLVED unanimously for the L&A Committee to apply for a grant for this quarter. If unsuccessful they can apply for a later quarter as appropriate.

2022-170 To receive a report on progress with the new draft Oasis tenancy and agree and actions as required.

Cllr Lacy provided a report:

1. Worth have signed the Deed of Surrender and YMCA are now operating under the agreed licence as of 1st January 2023. 

2. The Land Registry still need to be notified.

3. The YMCA solicitors are still working on the lease document, if a response hasn’t been received by the end of January they will be contacted again.

RESOLVED unanimously that Cllr Bridgwood and Cllr Trahearn will act as the interface between the parish council and YMCA. (ACTION- Cllr Bridgwood & Cllr Trahearn)

2022-171 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.)

1.      Finance & General Purposes Committee – Chair: Cllr J Robinson 

To receive any recommendations regarding the following matters and approve accordingly:

1. To review the Council’s expenditure year to date against the budget.

The Finance Assistant provided a report. Most budgets are likely to be under for the year, although the new windows for the Millennium Hall will need to come out of balances.

RESOLVED unanimously that they are content in principle for the £5000 that has not been used for the cricket nets this year, and which will as a result return to balances, to be used by the VIC Committee and L&A Committee for a costed project in 2023-2024.

2. To review the final proposed budget for 2023-2024 and agree to any changes accordingly.

RESOLVED unanimously to accept the alterations to Budget A5 (LALC & Other fees to state Professional & Legal Charges £1000) & A13 (Parish Events to state £1500 Other Events). Following a request to increase the budget for the Xmas tree in 2023 from £250 to £400, and the recommendation from the F&GPS Committee to cancel the annual retainer fee paid to Personnel Advice & Solutions Ltd and instead pay the hourly rate if needed, all the recommendations from the F&GPS Committee meeting held on 18th January were agreed and it was RESOLVED unanimously to accept the proposed budget of £100,220.

3. To approve the final precept rate fixing for 2023-2024.

RESOLVED unanimously to approve the final precept fixing as £94,000 with the remaining £6220 to come from the General Fund in balances.

4. To note the employer pension contribution increases from 22.5% to 23.9% year ending 31/03/24, 25.2% year ending 31/03/25 and 26.6% year ending 31/03/26.

Noted.

5. To consider transferring £10,000 from HSBC Current account to Nationwide Savings account subject to Full Council’s approval.

RESOLVED unanimously to transfer £10,000 to the Nationwide Savings Account now and to consider whether a further amount can be transferred before 1st April 2023 at the March Full Council meeting.

6. Consider & approve refund of Community Tree payment.

The Clerk advised this matter has been resolved outside of the Parish Council so no further action is required.

2.      Planning Committee – Chair: Cllr Bridgwood

3. To receive a report on any recent planning applications.

RESOLVED unanimously for the Clerk to send details of the planning applications received and actions taken. (ACTION – Clerk)

2. To approve the actions of the Planning Committee (if any). RESOLVED unanimously to approve the actions of the Planning Committee. Committee meeting arranged for 26th January.

3. To discuss and approve a response to Planning Reference 145022 – 11 Church Lane, Cherry Willingham – Planning application to replace 1no dwelling & erect 2no additional dwellings.

Cllr Bridgwood had provided a briefing note earlier. RESOLVED unanimously to accept the recommendation that a Working Group be formed from members of the Planning Committee to meet with the applicant’s agent and representatives of other interested parties, to include DCllr Welburn and Rev’d Green, with the aim of achieving an outcome beneficial to all parties.

3.      Leisure & Amenities Committee (L&A) – Chair: Cllr Trahearn

4. To receive a report from the meeting on 5th December and approve any actions taken.

L&A to apply for an additional grant towards play equipment.

2. To approve the removal of the poplar tree near Fern Grove.

One quote has already been received and action is being taken to obtain more. RESOLVED unanimously for the Poplar tree to be removed and remedial action taken to the stump as appropriate up to the sum of £1700 including VAT.

3. To receive an update on the Cricket Club and agree to any action to be taken.

RESOLVED unanimously for Clerk to write to WLDC to seek advice on whether planning permission is required for replacement nets. (ACTION-Clerk) RESOLVED unanimously for Clerk to write to the Cricket Club to advise that advice is being sought from WLDC and that the poplar tree is to be removed. Cricket nets are to be in place as previously stated before cricket can take place. (ACTION – Clerk)

d) Cherry Fields Committee (CFC) – Chair: Cllr J Robinson

 i) To receive an update on actions taken. 

An Extraordinary meeting was held at the beginning of December to authorise the purchase of the vehicular gate and installation of the gate at the dog area. Money came from a grant. As a digger had been obtained for work on the allotments it was felt best to combine both jobs as this would be more cost effective.

The Chair passed on her thanks to Cllr B Robinson and Cllr Andy Burge and the volunteers for the maintenance work that has been undertaken.

e)        Village Improvement Committee (VIC) – Chair: Cllr Andy Burge        

i) To receive a report from the meeting held on 19th January 2023 and approve any recommendations made.

Cllr Palmer gave a report. 

• The Millennium Hall roof and gutters are to be inspected and a fireproof cabinet is to be purchased. 

• RESOLVED unanimously to purchase planters up to £1000 + VAT (as £595 was approved at the November Full Council meeting that leaves a balance of £405 + VAT).

ii) To approve the purchase of fencing for the allotment area due to the letting out of the land for horse grazing. 

            RESOLVED unanimously to purchase fencing up to the sum of £1000 and permit Cllr B Robinson & Cllr Andy Burge to obtain and fit. Money for purchase to be taken from the allotment income.

f)        Allotments Implementation Task & Finish Group– Chair: Cllr Barry Robinson 

1. To receive a report and an update on progress from the meeting held on 12th December and agree to any actions as required.  

2. Work on the access has been delayed due to the work needed to be carried out by the National Grid updating poles. 

3. A response from the contractor who has been awarded the construction work is still awaited and councillors are presently looking to get a start date.

4. The roadway fence and gate have been completed. 

5. 31 people have signed up for allotment plots, a total of 42 plots altogether and there are 2 more applicants  on the waiting list.

6. It is hoped that this weekend the plots will be able to be ploughed, cultivated, and marked out. 

2022-172 To receive a report from the Christmas events subcommittee and agree to any further actions required.

Cllr Andy Burge gave a report. Events were very successful and £836 was raised. The feedback received has been positive.

2022-173 To receive an update from the Coronation Task & Finish Group and agree to any actions required.

RESOLVED unanimously for Chairs of each committee to consider what voluntary activity can be undertaken with councillor’s supervision. Cllr Houghton to investigate what options may be available for coronation gifts for children. (ACTION – Cllr Houghton)

Cllr Houghton left the meeting at 9pm

RESOLVED unanimously to suspend Standing Orders to allow the remainder of the agenda items to be discussed.

2022-174 To receive an update on progress to set up a fundraising group and approve its Terms of Reference.

RESOLVED unanimously to defer this item to allow the new council to discuss and decide the way forward.

2022-175 To agree the Annual Parish Council meeting date and the Autumn Annual Parish meeting dates for 2023.

RESOLVED unanimously to arrange the Annual Parish meeting on 8th March 2023 subject to Pembroke Academy being available. It was agreed the alternative date would be 9th March. RESOLVED unanimously to arrange the Autumn Parish meeting on 18th October subject to Pembroke Academy being available and the agreement of the new Council. (ACTION-Clerk)

2022-176 To consider any further ideas for a ‘Warm Room’ event and approve any actions required.

1. To note that the £250 grant made to the Church Hall Committee has been returned as they no longer required it.

Return of grant noted. No further ideas considered at this time.

2022-177 To consider & approve the presence of councillors outside the primary school near the zig zag lines to act as a deterrent to drivers parking in the zig zag area.

RESOLVED unanimously with the proviso that a minimum of two councillors are present at all times.

2022-178 To consider & approve ‘WhatsApp’ as a form of communication between councillors.

RESOLVED with one against for Cllr Fleetwood to be asked to invite all councillors (bar Cllr Bridgwood who requested to be excluded) to join WhatsApp, for the sole purpose of making a quick request or providing general information. It was agreed for this to be reviewed in 6 months. (ACTION – Clerk & Cllr Fleetwood)

2022-179 Councillor’s matters for report/notice of items to be included in the February 2023 meeting.

None

2022-180 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.

RESOLVED unanimously to move into closed session.

HUMAN RESOURCES COMMITTEE (HR) – Chair: Cllr LACY

1. To receive an update on staffing.

2022-181 To confirm the date of next meeting as Monday 20th February 2023 at 7.00pm. Location to be confirmed.

Next meeting date is confirmed as Monday 20th February 2023. Agenda items are required to be sent to the Clerk no later than 12 noon Thursday 9th February 2023.

Meeting ended  9.42pm         

Please be aware that these are draft notes until accepted at the February meeting.

Signed…………………………………………Cllr J Robinson (Chair)