FC January Minutes 2024
Minutes of the Full Council Meeting of Cherry Willingham Parish Council
held at 7.00pm on 15th January 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 Mellor, and Cllr J Trahearn.
Mrs C Hodgson - RFO, Mrs L Clinkscales – Clerk.
District Cllr Darcell was present.
The meeting commenced at 7.00pm.
2023-117 Apologies, welcomes and attendance, including to accept apologies and the reasons
for absence, where given.
RESOLVED unanimously to accept the apologies of the following members, Cllr Brylewski,
Cllr V Houghton, Cllr Hughes, Cllr B Robinson, Cllr J Robinson
2023-118 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
2023-119 To receive the draft notes of the Full Council meeting held on 20th November 2023
including the closed session.
RESOLVED unanimously to approve the minutes from the FC meeting on the 20th November 2023 as a true record.
2023-120 To receive any reports from outside bodies, including the Police, District and County
Councillors (if any) and agree actions as required.
Dcllr Darcell reported on the recent flooding within our area, and raised his
concerns that more needs to be done on every level.
DCllr Fleetwood reminded everyone that Devolution was open to comments by everyone
until the end of the month.
Lincolnshire Highways are aware of the state of the roads. It was
advised to keep reporting issues. Resurfacing is scheduled for a couple of years.
Cllr Burge & Cllr Palmer had a Teams meeting in December 2023 with Inspector
Head with regards to policing. it was reported that the Clerk to the Parish Council will receive a crime report every month
2023-121 To receive a report from the Chair.
Cllr Burge reported the success of the light switch on and the Christmas Quiz, the
Council raised £1012.00 between the two events after costs were deducted. Cllr Burge thanked everyone for their help and support as a collective team contribution.
2023-122 To receive a report from the Clerk.
Previously Circulated,
2023-123 To discuss and review a Parish Council logo and to agree any actions required
RESOLVED unanimously, to approve the logo which will be used around the village for
signs, letter headings and more. The Council will own the rights to use the logo on any future
suitable projects.
2023-124 Financial matters:
-
To resolve to accept the Receipts and Payments schedule for November & December Copies of the document can be obtained by emailing the Clerk at cwparishcouncil@gmail.com.
RESOLVED unanimously to approve the Receipts & Payments for November & December 2023.
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To resolve to accept the Bank Reconciliation as at 31/12/23.
RESOLVED unanimously to approve the Bank Reconciliation for December 2023.
Cllrs Bates signed on behalf of the Council due to absence of other members.
2023-125 To clarify and resolve the formation of working groups, Sub-committees, and
committees and what is expected within and alongside the guidance of legislation.
RESOLVED unanimously to make the Fundraising group into a sub-committee that reports
to the Village Improvement Committee.
2023-126 To resolve making the Future Burial Ground Group into a sub-committee or
committee.
RESOLVED unanimously to keep the Future Burial Ground Group as a group, as once the
the project is completed, the group will dissolve.
2023-127 To receive a report on progress with the YMCA tenancy agreement and agree to any
action as required.
Deferred, until the next FC meeting.
Cllr M Palmer enters the meeting
2023-128 To discuss and resolve writing to Cherry/Reepham Village hall with feedback on the
facilities.
Following the Christmas Quiz, it is felt that the facilities advertised are not available.
RESOLVED unanimously, for Cllr Mrs Burge & Cllr Palmer to write a letter to the Village Hall Committee.
(ACTION - Cllr Mrs Burge & Cllr Palmer)
2023-129 To discuss and approve a location to hold our ‘Annual Parish Meeting’ this current
year.
RESOLVED unanimously to use ‘The Vine’. It was a felt a slightly smaller location still central
within the village would be worth trialling. It has everything to offer and can hold up to 50
people seated. In the last couple of years there had been no more than 30 people attending
the meetings.
2023-130 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)
-
Finance & General Purposes Committee – Chair: Cllr Andrew Burge
To receive a report from the meeting on 09th January 2024 and approve any action taken:
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To review Expend v Budget and note the significant variances.
The document was reviewed and the RFO explained the reasons for the variances. There are 3 cost centres under Maintenance/Governance & Admin over budget but as the whole of the Section is under budget it was felt that Virement would not be needed. There are 2 Projects coming in over budget namely: M3 Play Equipment and R1 Allotments entrance. However there are various other Projects below budget or not required and it was recommended that Virement be used from those and from the surplus from Village Grass Cutting to ensure that the project costs could be met in full. Overall the likely situation at year end will be considerably better than forecast and should leave an amount over £50,000 in the General Fund in Balances.
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To consider the use of Virement as indicated on the above document and resolve to approve the recommended action.
RESOLVED unanimously to use virement as described above
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To review the provisional budget and resolve to approve it as the budget agreed for 2024/2025.
The document had some suggested changes which were explained and accepted. It was
RESOLVED unanimously to approve the Budget of £116,603.
-
After agreeing to the budget,consider rate fixing and approve the final Precept request for submission to WLDC..
RESOLVED unanimously to request a Precept of £102,000, This means that if the budget is
spent in full it will be necessary to take £14,603 from Balances
-
To review the proposed new schedule attached to the Risk Management Policy and resolve to accept the changes.
There were various changes highlighted on the document and with the addition of another
change regarding disposal of confidential documents it was RESOLVED unanimously to accept the proposed changes.
(ACTION - RFO)
Cllr Bridgwood enters the meeting
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Planning Matters – Cllr T Bridgwood.
No meeting has taken place, since the last Full Council.
-
Leisure & Amenities Committee (L&A) – Chair Cllr J Trahearn
No meeting has taken place, since the last Full Council.
-
To discuss and resolve any necessary actions, reference the CWCC to hire the pitch out to neighbouring clubs.
The Clerk had received an email from CWCC requesting whether CWPC would have any
objections to letting neighbouring clubs use the cricket pitch.
RESOLVED unanimously for the CWCC to allow the letting of neighbouring teams play on
the basis that proof of other clubs public liability insurance is shown to CWPC.
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Cherry Fields Committee (CFC) – Chair: Cllr J Robinson
No meeting has taken place.
Cllr Burge updated that the tree identification board has been ordered. Funding is 50% by CFC and
50% from a donation.
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Village Improvements Committee (VIC) – Chair: Cllr Andrew Burge
To receive a report from the meeting on 11thJanuary 2024 and approve any action taken
including:
The VIC are currently looking into storage for the Parish Council following the purchase of new
equipment. They have added an item in the new budget for 24/25 to enable the purchase of a
container. There has also been discussion as to whether a path from the burial ground to Lady Meers Pond would be viable. Gilbert's pond had not been tidied as we need to confirm whether there are ‘Great Crested Newts' within the pond. Cllr Palmer is researching into an ecologist for advice on the best way forward.
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To discuss and review the Donations of Benches Policy.
RESOLVED unanimously to approve the ‘Donations of Benches Policy’.
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To discuss and review the Resilience policy.
RESOLVED unanimously to approve the ‘Resilience Policy’.
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Allotments Sub Committee. - Chair: -
No meeting has taken place, since the last Full Council.
Cllr Burge explained at the Finance & General Purposes meeting that it was agreed that the Allotment fees would not increase this year but would be reviewed next financial year.
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To discuss and resolve any actions following the recent site visit with two potential contractors, to complete the allotment entrance.
RESOLVED unanimously to accept a recent competitive quote and to give AKO the job. The Clerk to book the work in as soon as possible and inform the allotment holders that there will be no access for the days the work is being carried out.
(ACTION - Clerk)
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Fundraising Sub Committee – Chair Cllr M Palmer.
No meeting has taken place, since the last Full Council.
Thanks from Cllr Pamler for all help and support with the Christmas light switch on and the Christmas quiz events. They were a massive success. The next meeting will be held on the 7th February 2024 at 7pm. Cllr Palmer has asked the Clerk to put a social media post out to see whether anyone within the village is doing anything in honour of the 80th D-Day Celebration and whether the Parish could join forces with other organisations within the village.
(ACTION - Clerk)
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Human Resources Committee – Chair: Cllr I Fleetwood
To receive a report from the meeting on 6th December 2023 & 10th January 2024 and approve any action taken including
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To receive the draft notes of the HR meeting held on, 06th December 2023 & the 10th January 20224, including the closed sessions.
RESOLVED unanimously to accept the minutes as a true record.
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To discuss and approve the ‘Safeguarding Policy’.
RESOLVED unanimously to accept the Safeguarding Policy.
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To discuss and approve the ‘Recruitment Policy’.
RESOLVED unanimously to approve the ‘Recruitment Policy’.
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To discuss & approve holding wellbeing & skill set information on councillors.
RESOLVED unanimously to approve holding a wellbeing, skillset form on councillors. This is a discretionary item and not enforceable, but felt it would be good practice to hold next of kin information. To be verified annually.
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To approve a receipt of abiding by chosen policies.
RESOLVED unanimously to approve the receipt for all councillors to sign.
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
2023-131 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 December and approve any actions as necessary.
Discussion centred around the remaining staffing budget and whether it would be helpful to have an Assistant Clerk (8-10 hrs maximum).
RESOLVED unanimously, to task Cllr. Mrs. Burge with finding costs and money availability to clarify how much is available to spend this year and next.
2023-132 To confirm the date of the next meeting as 19th February 2024 at 19:00 pm
(agenda items required no later than noon Thursday 08th February 2024.)
RESOLVED unanimously to confirm the next meeting will be held on the 19th February 2024
at 19:00 pm
____________________________________ ______________
Signed: Cllr A Burge - Chair Date