2023 Full Council Meeting Minutes

2023 November Full Council Meeting Minutes

Minutes of the Full Council Meeting of Cherry Willingham Parish Council 

held at 7.00pm on 20th November 2023 held at The Vine, Cherry Willingham

 

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

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

 

Two members of the public were in attendance but did not wish to speak.

 

District Cllr Darcell was present.

 

The meeting commenced at 7.00pm.

 

2023-100 Apologies, welcomes and attendance, including to accept apologies and 

the reasons for absence, where given. 

RESOLVED unanimously to accept apologies from Cllr V Houghton and Cllr Brylewski.

 

2023-101 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

 

2023-102 To receive the draft notes of the Full Council meeting held on 16th

October 2023 including the closed session. 

RESOLVED unanimously to accept the minutes of the 16th October as a true record.

 

2023-103 To receive any reports from outside bodies, including the Police, District 

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

D Cllr Palmer & D Cllr Bridgwood reported that It is hoped that the Police report will start to filter through to the Clerks of Parish Councils., Inspector Head now has his team in place and intends to become more hands-on. Within the 9 policing areas we are area number 7 and have  the lowest crime rate

The focus for this quarter is the ‘Fatal 5’, speeding, drink driving, mobile phones, careless driving and seat belts. They are adjusting their priorities every quarter and liaising with the parish councils 

LCC. A question was asked of C Cllr Fleetwood about the Public Rights of way footpath closure from 6th December until June 2024, relating to the footpath from Fiskerton to Greetwell along the bank of the Witham. Whilst the need to protect the section of bank which has slumped near Fiskerton was recognised, concerns were raised about the unnecessary blanket closure of the footpath. C Cllr Fleetwood agreed to investigate the blanket closure of the footpath and clarify which stretches would be closed.

RESOLVED  unanimously for the Clerk to write to LCC in relation to the 

Public right away closure from the 6th December until June 2024 requesting clarity on the closure and request that a blanket closure is not placed on stretches that aren't affected by the flooding.It was noted that we would also require suitable signage for Cherry Fields as we have access to the footpath along the bank from there. 

(ACTION -  Cllr Fleetwood & Clerk)

 

2023-104 To receive a report from the Chair.

Cllr Burge thanked all those who have helped with putting the Christmas tree lights up and the tree, as well as those who have helped with the Light Switch On and Pre-loved events.

 

2023-105 To receive a report from the Clerk. 

Nothing to report at this time.

 

2023-106 To approve the proposed future committee meeting dates for 2024.

It was agreed to move to item  2023-110 and to come back to this item as there were 

some corrections and amendments to  the proposed list before it was accepted.  

RESOLVED unanimously to accept the list with the proposed amendments

 

2023-107 To receive an update and to approve the Retail Grant Fund Application, 

and authorise the purchase of the listed items once the grant funding 

has been approved.

RESOLVED unanimously to approve the application and purchase of the 

proposed items listed on the grant application.

 

2023-108 To discuss and review a style of signage for the Parish Council and to 

agree any actions required 

RESOLVED unanimously to approve the proposed sign for the Allotments and Cherry Fields, to be green in colour, a metre wide and a rectangle with a dome on top in shape.  

 

2023-109 To discuss and review a Parish Council logo and to agree any actions 

required 

After much discussion, it was RESOLVED with 5 against,  for Cllr J Robinson 

to take the chosen logo proposal to the graphic designer to make the 

alteration suggested and bring it back to FC. 

RESOLVED to spend up to £60 for the additional graphic design work.

(ACTION - Cllr J Robinson)

 

2023-110 To discuss the proposal of introducing a full council meeting within the month 

of August. 

RESOLVED, with one member against, to hold a Full Council meeting in the month of August 2024. 

 

2023-111 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.

 

2023-112 To clarify which members are on the ‘Future Burial Ground Group’ and to 

reset a date for the group to meet. 

RESOLVED unanimously that Cllr A Burge, Cllr Mrs Burge, Cllr Mellor, Cllr Palmer 

and  Cllr J Robinson are elected to the future Burial Group.

 

2023-113 To receive a report on progress with the YMCA tenancy agreement and agree 

to any action as required. 

Deferred.

 

2023-114 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

to receive a report from the meeting on 23rd  October and approve any action taken.

 

  1. To note the significant variances on the Expend v Budget document.

The RFO pointed out that the majority of Variances are credits i.e. there is underspending against budget in several areas. The exception to this is the cost of the entrance to the Allotments which is covered later in the minutes under Allotments. 

 

  1. To consider tenders for Grass Cutting for 2024/25 from Glendale and Dyne Group and to resolve to make the appropriate appointment.

RESOLVED unanimously that tender one, as recommended by F&GP to be appointed. Although the other quote was significantly less they hadn't covered and factored in all points requested. The successful contractor was Glendale.

 

  1. To consider and approve the Provisional Budget for 2024/2025 of £109,813.

RESOLVED unanimously to approve the sum of £111,803.00.  This adjustment was to factor in the planning committee needing to contract professional help with the alterations within the Neighbourhood Plan.

 

  1. To consider and resolve to approve the Provisional Precept request for £100,000 to be sent to WLDC.

In the light of the above adjustment to the budget, RESOLVED unanimously to approve the sum of £102,000.00. 

 

  1. To note the electricity supply contract for the Millennium Hall has been renewed with E-On Next on a 12 month fixed rate of 32.5p per kwh and 48p a day standing charge. 

Electricity has been renewed with E-On on a fixed price. After doing a search, they are the best value on the market at this present moment in time. We have moved from a fixed D/D to a variable D/D as we have been in credit for the sum of £1,038.00 which we are expecting a refund within the next week.

 

  1. Insurance : To approve the expenditure of £140 + VAT in order to obtain a professional desktop valuation of the building of the Millennium Hall from Cardinus.com. and to instruct the Insurers to increase the sum insured accordingly and pay the additional premium.

RESOLVED unanimously to approve the expenditure of the desktop valuation of Millennium Hall.

 

  1. Planning Matters – Cllr T Bridgwood. 

To receive a report from the meeting on 24th  October and approve any action taken.

Nothing new to report since the last meeting. The planning committee are currently working on the Neighbourhood Plan

 

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

To receive a report from the meeting on 20th November and approve any actions if required including.

 

  1. To review and approve the Open Space Policy.

RESOLVED unanimously to approve the Open Space Policy.

 

  1. To review and approve the Burial Ground Rules and Regulations 

RESOLVED unanimously to approve the Burial Ground Rules and Regulations.

 

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

To receive a report from the meeting on 13th November and approve any actions if required including:

Cllr J Robinson requested that Council approve the purchase of a Tree Locator Board for the Community Orchard at £1300. The cost of the board will be met 50% from a private donation and 50% from the Parish Council Budget.

RESOLVED unanimously.

 

  1. To request Virement from the unspent grass cutting contract budget to the general maintenance budget.

RESOLVED unanimously to approve the virement of £342.00 to the CFC maintenance Budget

 

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

To receive a report from the meeting on 2nd November and approve any actions taken including:

 

  1. To discuss and resolve the purchase of magnetic backing sheets for the notice boards. 

RESOLVED unanimously to approve the purchase of magnetic sheets for the two notice boards for the sum of £140.

 

  1. To review and discuss a community fund scheme WLDC.

RESOLVED unanimously to join forces with the Leisure and Amenities committee to put a joint match funding application to WLDC  for the play parks, to include an outdoor gym and play equipment for the younger generation.

 

  1. To approve the purchase of a Safe for Millenium Hall.

RESOLVED unanimously to purchase a safe for the cost of up to £300.

 

  1. Allotments Sub Committee. - Chair: Cllr Bridgewood

No meeting has taken place, since the last Full Council.

 

  1. To discuss and approve the request of the change of date to the Grazing tenancy standing order. 

RESOLVED unanimously to alter the tenancy agreement with the new proposed date for the standing order to come in on the 1st of the month.

 

  1. To elect a new member onto the Allotment committee.

RESOLVED unanimously for Cllr Bridgwood and Cllr Trahearn to step down from the allotment subcommittee due to other commitments. 

RESOLVED unanimously following a request to the Clerk from Cllr V Houghton would like to step down from the F&GP Committee, Cllr Trahearn would be elected on in there place.

RESOLVED unanimously to elect Cllr Hughes and Cllr B Robinson onto the Allotment sub committee

 

  1. To discuss the purchase of ‘The Roy Bowser’ Allotment sign. 

RESOLVED unanimously to purchase the Allotment sign once the CWPC logo has been approved at the January 2024 FC meeting.

 

  1. To discuss and update on the Allotment entrance. 

RESOLVED unanimously to pursue the next quote at the cost of £12,980 as the previous contractor has not factored in road traffic management which is essential. 

 

  1. Fundraising Sub Committee – Chair Cllr M Palmer.

To receive a report from the meeting on 08th November and approve any action taken including: 

Cllr Palmer apologised for the size of the Christmas tree and explained the procedure when choosing a tree and feels the suppliers’ system had let us down. When setting the budget for the Christmas tree in 2024 we will need to factor in for a larger tree.

The Christmas tree light switch event raised £123.69 after costs.Cllr Palmer thanked Cllr Mellor for sourcing donated minced pies. 

The Pre-loved event raised £408.

 

  1. Human Resources Committee – Chair: Cllr I Fleetwood

To receive a report from the meeting on 1st November and approve any action  taken including:

 

  1. To receive the draft notes of the HR meeting held on 01st November 2023, including the closed session. 

RESOLVED unanimously to approve the HR minutes as a true record.

 

  1. To consider and approve the Clerk’s job description.

RESOLVED unanimously to approve the clerk’s JD with the approved amendments.

 

  1. To consider and approve the Lone Working Policy.

RESOLVED unanimously to approve the Lone Working Policy.

 

  1. To consider and approve the Flexible Working Policy. 

RESOLVED unanimously to approve the Flexible Working Policy

 

  1. Policies List with the committee divination list. 

Noted for all committees moving forward to take responsibility for the listed policies.


 

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

 

2023-115 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 01st November and approve any actions as necessary. 

 

  1. The HR committee reported that the Clerk was now in place and the RFO had agreed to stay for some time further.

  2. Noted need to plan for the retirement of the RFO, who has agreed to assist with the training of any future replacement.

  3. Staffing budget to be left as it is for the moment.


 

2023-116 To confirm the date of the next meeting as 15th January 2024 at 19:00 pm 

(agenda items required no later than noon Thursday 04th January 24.)

RESOLVED unanimously to accept the date of the 15th January 2024


 

Signed Cllr A Burge

Date Chairman