2024 Full Council Minutes

FC July Minutes 2024

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Minutes of the Full Council Meeting of Cherry Willingham Parish Council 

held at 7.00pm on 15th July 2024 held at The Vine, Cherry Willingham

 

Present: Chair - Cllr A Burge,Vice-chair -  Cllr M Palmer, Cllr S Bates, Cllr Mrs Burge, Cllr I Fleetwood, Cllr C Hughes, Cllr R Houghton, Cllr V Houghton, Cllr K Mellor, Cllr B Robinson, Cllr J Robinson, Cllr J Trahearn

 

DCllr T Bridgwood

 

  1. To note and record apologies and absences.

Apologies were noted from Cllr P Bucke, Cllr D Pitchford, Cllr R Pitchford

 

  1. 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.

Cllr I Fleetwood declared an interest in item 7 and would abstain from all voting on this item

 

  1. To receive the draft notes of the Full Council meeting held on 17th June 2024.

RESOLVED unanimously to approve the minutes as a true record for the 17th June 2024 with the suggested amendment.

 

  1. To receive any reports from outside bodies, including the Police, District and County 

Councillors (if any) and agree actions as required.

It was noted that the police report isn't as clear as previously submitted and that more supporting information would be advantageous.Road repairs are due to take place later this month on Holly Close and Minster Drive within the village.

 

  1. To receive a report from the Chair.

Cllr A Burge asked all Committees to start discussing future projects within their next meeting as the budget will start being discussed at the next F&GP which is scheduled for November 2024.

 

  1. To receive a report from the Clerk.

Previously circulated.

 

  1. To receive a follow up report on the complaint and approve any necessary action.

 

  1. To consider moving the outdoor gym as requested by the complainant.

It was felt the placement of the new gym wasn't the issue at this time and the novelty of children misusing the equipment will subside in time.

RESOLVED with 1 abstention and 1 against to review this item in 6 months.

The cost to move the gym equipment would be £8,055.60

  1. To consider to resolve the purchase of CCTV cameras including installation to deter anti-social behaviour.

RESOLVED with 1 abstention to obtain quotes for CCTV to be placed at St Pauls Play Park.

  1. To consider to resolve to close the Play parks in an evening to deter anti-social behaviour

RESOLVED with 1 abstention NOT to close the play parks of an evening.

  1. To resolve to investigate what the situation is with the youth centre remaining closed

RESOLVED with 1 abstention that CWPC is to create a team to apply pressure and do some further investigation as to why this building and service is not in operation.

(ACTION - Cllr J Trahearn, Cllr R Houghton, Cllr M Palmer, Cllr A Burge) 

  1. To discuss and resolve any actions in the increase in antisocial behaviour.

Cllr M Palmer & The Clerk visited Pembroke academy and discussed the 

anti-social behaviour concerns around the village. The headteacher Simon Evans of Pembroke has issued correspondence to parents on the use of E-scooters and Electric bikes. They have also addressed the anti-social behaviour within an assembly.

Inspector Head & Police Officer Sam Key have stressed the importance of reporting all 

anti-social behaviour big or small as the more evidence built up the more patrol and support 

they can offer.

The Police have also offered dates to do a meeting with the community on this topic to offer 

their help and support to the village. The 31st July 2024 at The Vine Center at  7pm.

Planting of a hedge was discussed and it was felt that this is an option to aid as a 

sound barrier, this would need to be costed and brought back to FC. It was noted that it would not survive if planted before the Autumn months. 

RESOLVED with 2 abstensions to consider planting a hedge after consultation with  

           residents.

  1. To elect new members on to committees

There is a vacancy on the HR Committee as Cllr P Bucke has stepped down. No other Councillor 

wished to fill this vacancy at this time. 

 

Cllr K Mellor Left the meeting 20:02 and returned to the meeting at 20:07

 

  1. Financial matters:

To receive a report from the RFO.

The RFO passed on thanks from the Bowls Club for the Grant Aid recently awarded.

The purchase of the Abu Dhabi play equipment can now go ahead. There had been a site visit with the suppliers and it had been decided that a safety surface was not needed. Also the council will save money by removing site waste and providing the use of the container and a portable toilet.  It was RESOLVED to approve the purchase at the cost of £9813.23 + VAT which is the cost of the item and delivery and installation and in addition pay for a portable toilet for the duration of the installation. The Grant received from WLDC was 50% of £8932 being the purchase price and delivery.

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

RESOLVED unanimously to approve the Receipts and Payments schedule for June 2024.

  1. To resolve to accept the Bank Reconciliation as of 30th June and note the balance in each account.

RESOLVED unanimously to approve the Bank Reconciliation as of 30th June 2024.

To note the balance in each bank account.

HSBC Current Account £3419.53

HSBC Savings Account £90,811.59

Nationwide £85,000.01

Unity Trust £20,630.18

Cllr V Houghton signed the necessary papers to confirm this as a true record

  1. To receive an update on any Grant applications. 

The RFO has started the FCC Grant application, but more evidence is required for the application.

The Clerk & RFO to obtain quotations for the Zip-Wire and Installation.

The Clerk, Cllr J Trahearn, Cllr Mrs Burge & Cllr J Robinson to meet and to start the process of a survey to back our application to the FCC.

RESOLVED unanimously to approve the renewal of the Survey Monkey membership at the cost of £300.

 

Cllr B Robinson Left the meeting 20:07 and  returned the meeting at 20:20

 

  1. To receive a report on progress with the YMCA tenancy agreement and agree to any action 

as required.

RESOLVED unanimously For Cllr J Trahearn & Cllr B Robinson to assist the Clerk to make progress with this item

(ACTION -  Cllr J Trahearn, Cllr B Robinson  & The Clerk)

 

  1. 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 08th July 2024 and approve any action taken including: 

  1. To receive the End of Quarter Summary from the RFO and review income & 

expenditure and variances from budget.Resolve to use Virement where 

needed.

RESOLVED to use Virement to increase the VIC Maintenance Budget by £2000 

and note the LCC Repay for Grass Cutting is now £4997 (was expected to be £3000) 

  1. To resolve to leave the current £10 hourly expenses rate for Machinery & Fuel used by councillors and volunteers and review again in 12 months.

RESOLVED with 2 abstensions to approve the recommendation from the F&GP that the hourly rate to stay at £10.

  1. To review and approve the following policies

  1. Finance Regulations.

RESOLVED unanimously to approve the new Finance Regulations. It was also RESOLVED to continue with the existing Bank Payment limit of £2500 and authorising procedures until such time as the necessary increase in limit to £15,000 and on line payment approvers could be set up with HSBC.

  1. Accounts Procedures.

RESOLVED unanimously to approve the Accounting Procedures.

  1. Retention Policy.

RESOLVED unanimously to approve the Retention Policy

  1. Access Request Procedure.

RESOLVED unanimously to approve the Access Request Procedure.

  1. Security Compliance.

RESOLVED unanimously to approve the Security Compliance.

 

  1. Planning Matters –  Chair: Cllr R Houghton

No meeting has been held

Cllr R Houghton has made all the necessary connections in updating CWPC Neighborhood plan. There is a meeting to be held on the 30th July 2024.

A grant will need to be sourced and the process of updating the neighbourhood plan the full process will take up to 18 months

 

  1. Leisure & Amenities Committee (L&A) – Chair Cllr Mrs Burge

No meeting has been held:

Cllr J Trahearn & Cllr Mrs Burge are to have the CWPC annual meeting with the CW Sports Associations on Thursday 18th July 2024. 

The Cricket Club are yet to pay their annual fee.

 

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

To receive a report from the meeting held on the 08th July 2024 and approve any actions 

including: 

The Wedding Party was a success the only feedback was that waste and bins, 

It was thought if there would need to be more thought and consideration go into disposing and tidying of waste.If there were to be more future events that they would be charged at a higher rate. CF have decided to cancel next year's picnic following the 2 failed attempts to hold this year's picnic with the bad weather on both dates.

The year of 2026 will be the 10 year anniversary of Cherry Fields and they are planning to arrange a large event then to mark the occasion. 

 

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

To receive a report from the meeting held on the 11th July 2024 and approve any actions 

including: 

Cllr B Robinson & Cllr A Burge are meeting with Glendales regarding the reports of the 

poor grass cutting and try to address what the issues are. 

The path from Ladymeers Pond to the Burial Ground has now been completed along with the alterations that were required to the mound project to enable the installation of the cargo net. 

The base for the container has now been  and the container is due to be delivered Thursday 18th July 2024.

A new additional bin and a replacement bin has been purchased for the Parade.

 

  1. Allotments Sub Committee. - Chair: - Cllr A Burge

No meeting has been held.

The next meeting is to be held on the 22nd July 2024 at 19:00

 

  1. Fundraising Committee – Chair Cllr R Pitchford.

To receive a report from the meeting held on the 10th July 2024 and approve any actions 

including: 

The Fundraising have elected an new co-opted member onto the Fundraising committee 

who is keen and proven to be very helpful in their efforts to the Council.

The Produce Show is due to take place on the 14th September 2024,  in need of cakes to 

sell for this event. There will be 3 judges this year to speed up the judging process. Vocalise 

will be contacted and offered to play at the event to draw in more footfall, along with tables 

and chairs outside with weather permitting.

The Light Switch On, Father Chrstimas and Vocalisa have been booked for the event.

Christmas Quiz, It has been agreed at the Fundraising meeting that the price of a ticket will be £7.50 per person and the tickets will be on sale from the 28th October 2024, in search of raffle prizes.

Fundraising have also discussed putting on a couple of small events on in the months of January - February to promote Warm Spaces

 

  1. Human Resources Committee – Chair: Cllr K Mellor

To receive a report from the meeting on 05th July 2024 and approve any action taken including: 

Minutes previously circulated.

 

  1. To review and to approve the new amended contract.

RESOLVED unanimously to approve the contract with the suggested amendments.

  1. To approve office opening hours at Christmas 2024

RESOLVED unanimously to close the office on Christmas Eve if staff wanted to use annual leave.

 

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

 

Closed Session took place from 21:12

 

  1.  To receive a report following the Admin Assistant Interviews and approve any necessary action.

RESOLVED unanimously to offer the Admin Assistant post on the recommendation from the interview panel

 

  1. To confirm the date of the next meeting as 19th August 2024 at 19:00 

(agenda items required no later than noon Thursday 08th August 2024.)

RESOLVED unanimously to approve the date of the next meeting of the 19th August 2024 at 19:00

 

meeting closed 21:15


 

___________________________ _____________


Signed Cllr A Burge (Chairman) Date