2023 Full Council Meeting Minutes

Minutes of the Full Council Meeting of Cherry Willingham Parish Council 

held at 7.00pm on 16th October 2023 held at The Vine, Cherry Willingham

Present: Cllr A Burge (Chair), Cllr M Palmer (Vice-chair), Cllr Bates, Cllr Bridgwood, Cllr S Brylewski, Cllr Mrs Burge, Cllr I Fleetwood, Cllr Houghton, Cllr Hughes, Cllr B Robinson, Cllr J Robinson and Cllr J Trahearn.

Mrs C Hodgson RFO, Mrs L Clinkscales – Assistant Clerk.

Two members of the public were in attendance and expressed, they did not wish to speak.

District Cllr Darcell was present.

The meeting commenced at 7.00pm

2023-83 Apologies, welcomes and attendance, including to accept apologies and the 

reasons for absence, where given.

RESOLVED unanimously to accept the apologies from Cllr, Bucke, Cllr V Houghton Cllr Mellor

2023-84 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.

NONE

2023-85 To receive the draft notes of the Full Council meeting held on 11th September 2023 

including the closed session. 

RESOLVED unanimously to accept the minutes as a true record with an amendment  recommended from Cllr J Robinson  on item 80-2023

 not around the lagoon it was the ‘area’ of the  widened dyke area.

2023-86 To receive any reports from outside bodies, including the Police, District and 

County Councillors (if any) and agree actions as required. 

The Clerk  had circulated a  crime report from the online sources. 

Cllr Burge & Cllr Palmer are attending a Teams  meeting in December with         Inspector Head and other Parish Councils. Concerns were raised about the reduction in PCSOs as of 2024 they will go from 24  to seven and they will be covering the more problematic areas as a priority.  Cllr Fleetwood updated the council on the progress of devolution.  Any issues with roads and street lights as they are now being turned on you can deal with through the ‘fix my street’ web link 

2023-87 To receive a report from the Chair.

Cllr Burge thanked Cllr B Robinson and the other volunteers, who constructed the mound/tunnel within three days. The volunteers have costed, planned, constructed and managed the whole project from start to finish. The progress and its success has been placed in the Cherry News. There was a resident who allowed us to use her facilities, water and electricity. It was suggested that Cllrs should contribute towards a bouquet of flowers if they wanted to and a letter of thanks be sent by the Clerk.

To note the costing  were down  back in february for a ‘iGas Grant’ application and with the final result  the costing  were remarkably accurate

2023-88 To receive a report from the Clerk.

Report previously circulated.

2023-89 To discuss the report of the Autumn Parsh 2023 survey.

The CWPC Autumn Parish survey had a very good response from parishioners, aided by the online survey. The  information has been extracted and  passed on to the relevant committee's to address. 

The idea of a hard standing footpath on the inside of the hedge at Tanfaine  has been raised. Cllr B Robinson to work out the costings.

(ACTION - Cllr B Robinson)

The unused new building built for the Youth Centre is still not open and questions are being raised as to what is the delay.

RESOLVED unanimously for the Ass/Clerk to write to the Leader of  LCC             

and ask the direct questions of what the hold up is with the Youth Club building  and whether CWPC can help in any way.

The bus service was also high on the comments list, there has been no response  to resolve the lack of public transport from Little Cherry or to the Hospital.

RESOLVED unanimously for the Clerk to write to Vanessa Strange the Head of Transport to ask for assistance in addressing the issues with transport.

(Action - Ass/Clerk)

2023-90 To resolve any actions in relation to the Open space policy and the Pavillion 

RESOLVED unanimously for the Leisure and Amenities  Committee to make the required changes to the policy and bring it back to full council.

(Action - Leisure & Amenities)

2023-91 To approve the Lone Working Policy 

RESOLVED unanimously for the Human Resources Committee to look and review this policy to bring back to Full Council.

(Action - Human Resources)

2023-92 To approve the purchase of the annual Wreath for Remembrance Sunday.

RESOLVED unanimously to purchase a wreath for the sum of up to £30 under S137. The wreath is to be placed on the bank of the church and collected  by Cllr B Robinson for the service of Remembrance, and taken back to the Church after. 

(Action - Cllr B Robinson & Cllr Fleetwood)

2023-93 To approve the advertising and the leasing of the 3rd Grazing Field.

RESOLVED unanimously to advertise as a third area, the VIC to look at the detail with regards to the size left and a fair cost for it

(Action - VIC)

2023-94 To receive an update on the Retail Grant Fund.

(Cllr R Houghton, Cllr Trahearn, Assistant Clerk)

Cllr R Houghton gave a report following the previous two meetings, one which was with the  Economic Growth Officer from WLDC. The application must be submitted by the end of October. the suggested list comprised of the following

• PA System to use with events

• Community Notice Board dual sided a village map and a community board the other side

• 4 Gazebos for the use with events

• Improved electric bringing inline with current standards,  to extend lighting to the Flagpoles.

• 2 Picnic benches

• 3 Pop-up tables to use with events . 

This grant can only be used in the parade area.

2023-95 Financial matters:

1. To resolve to accept the Receipts and Payments schedule for September Copies of the document can be obtained by emailing the Clerk at cwparishcouncil@gmail.com. 

RESOLVED unanimously to accept the Receipts and Payments

2. To receive the Bank Reconciliation as at 30th September 2023 . 

RESOLVED unanimously to accept the quarterly bank reconciliation

2023-96 To receive a report on progress with the YMCA tenancy agreement and  agree to 

any action as required.

Paperwork to release the Lease from the land registry was submitted back in June 2022. Cllr Bridgwood has checked this since the last full council and there are still two reports on the title register.  The licence is in place and will continue until the Land Registry updates their records. The YMCA are happy with the licence, there has been a confirmation confirming the land registry  had received this notice of change, when the Clerk had submitted it.

The YMCA is here for the long term, the question was raised: what are they bringing to the village? It was reported that they are building a strong foundation with local groups, Schools, the Hospital and Mental Health groups.

Now they have been with us for a good period of time, emphasis on building a relationship with them would be key for growth.

i. To clarify their roles of point of contact for the council lease.

Cllr Bridgwood and Cllr Trahearn are the point of contact in all matters relating to the YMCA licence. Day to day matters relating to the Oasis are dealt with by the CFC. The Clerk to be the point of contact for all matters however it was agreed that both parties would be kept informed on all matters relating to the Oasis/ YMCA.

2023-97 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 individual chairs or members outside of the full council meeting to expedite the meeting)

1. Finance & General Purposes Committee – Chair: Cllr Andrew Burge

No meeting has taken place since the last FC meeting.

Meeting to be held 23rd October 23

2. Planning Matters – Cllr T Bridgwood. 

To receive a report of any planning matter that has been filed since the last full council meeting. No meeting has taken place.

The planning committee have commented on two applications and a third one that is a resubmission, which has had objections in the past, a meeting is required to discuss this particular one  before the next FC.

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

to receive a report from the meeting on 18th September and approve any action taken.

1. To approve the Exhumation policy. 

RESOLVED unanimously to approve the Exhumation Policy.

2. To approve the Laburnum Drive Playing Field Regular Use Policy 

RESOLVED unanimously to approve the  Laburnum Drive Playing Field Regular Use Policy with the noted amendments.

3. A report after a meeting with CW Football club, in relation to hiring out Laburnum Playing Field.

A meeting was held with the former CW Football manager, and it was deemed that it would not be practical to hire out Laburnum playing field at this stage to outside teams. It is hoped that the CW football club will reassign a new team for next season.

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

To receive a report from the meeting on 18th September and approve any action  taken including: 

More reports of vandalism and use of fireworks have been let off. The logged pig has been turned over. The signage from Starkey & Brown has been removed and placed at the Oasis Cherry Fields to source a new sign. It has been suggested that CWPC should look at choosing a standard font and logo. It was recommended that the  VIC investigate and bring to FC.

The matter has been raised when putting on events that CWPC should ask the 

businesses to make a donation or give a percentage of their takings.

1. To discuss matters relating to recent issues in the carpark at Cherry Fields.

The matter was brought forward after a car had been left on the site for over a week. The process of abandoned vehicles was explained, it was 

decided for everyone to have a think as to whether this is a concern that needs to be addressed more formally within the Parish Council in the future.

5. Village Improvements Committee (VIC) – Chair: Cllr Andrew Burge

No meeting has taken place. 

The two new benches have arrived and will be fitted on the 18th October 23

6. Allotments Sub Committee.

To receive a report from the meeting on 02nd October and approve any action  taken including:

Following the meeting there have been reports of the gate code being misused. The gate lock code has had to be changed following one of the allotment holders receiving a delivery and giving out the gate lock code. 

Allotment holders should be considerate and think about whether it is viable for them to drive down to their plots during the winter months, with the ground becoming boggy and wet.

1. To approve the quotation of the entrance work being completed and any other actions required.

RESOLVED unanimously  there is currently £6,702.00 within this financial year's budget to contribute this work. 

One of the  quotes received was for the sum of £8595.00  this leaves a large amount over the RFO to use funds from other unspent projects to be able to carry out this work. With The chosen contractor we are to reiterate that we already have the stone type one, required for the job and this can be taken into account when quoting, and also to check whether their quote includes traffic management. The relevant forms must be filled in prior to the work between CWPC and LCC for this work to be registered.

(Action - Ass/Clerk & RFO)

7. Fundraising Sub Committee – Chair Cllr M Palmer

To receive a report from the meeting on 04th October and approve any action taken including: 

The next event is Pre-loved on Saturday the 21st october 23. The Council has been very well supported with people's generosity with donations for the Pre-loved event. Following the event the surplus items will be taken to the YMCA.

We have also had 24 people come forward to volunteer following the Autumn Parish Survey.

One volunteer has brought forward a suggestion of  ‘Name the bear’  for the Christmas Light Switch, they are also donating a large bear.  There will be a Choir, Mulled wine and mince pies, Santa has been arranged to make an appearance.

8. Human Resources Committee – Chair: Cllr I Fleetwood

To receive a report from the meeting on 6th October and approve any action  taken including 

To receive the draft notes of the HR meeting held on, 28thJune 2023 and the  

01st September 2023 including the closed session. 

28th June  minutes holds a list of 7 policies allocated to various committees. 

These committees are  expected to take them on in reviewing them moving forward

1. To consider and approve the Maternity Policy. 

RESOLVED unanimously to approve the Maternity Policy.

2. To consider and approve the Paternity Policy. 

RESOLVED unanimously to approve the Paternity Policy.

3. To consider and approve the shared parental policy.

RESOLVED unanimously to approve the Shared Parental Policy.

4. To consider and approve the Risk Management Policy. 

Deferred until the next Full Council meeting, as F&GP holds a more 

recent copy 

5. To consider and approve the Sickness & Absence  Policy. 

RESOLVED unanimously to approve the Sickness & Absence Policy.

6. To consider and approve the Social Media Policy. 

RESOLVED unanimously to approve the Social Media Policy.

7. To consider and approve the Filming & Recording Policy 

RESOLVED unanimously to approve the Filming & Recording Policy with the proposed amendments. a portable sign to inform others the meeting is recorded plus a copy of the policy will be present at all future full council meetings.

TO RESOLVE TO MOVE INTO CLOSED SESSION IN the 

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

2023-98 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 06th October and approve any actions as necessary.

8. Proposal to purchase a copy of the SLCC manual at a cost of £47.50

RESOLVED unanimously.

9. That the assistant clerk be offered the clerk position from 1st  November 23. 

RESOLVED unanimously

10. That the clerk’s salary be increased to NJC 18 as of 1st November 23. 

RESOLVED unanimously.

2023-99 To confirm the date of the next meeting as 20th November  23 at 19:00 pm 

(agenda items required no later than noon Thursday 09th November 23.

RESOLVED unanimously.

Signed Date

Cllr A Burge