Cherry Fields Minutes February 2025

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Minutes of Cherry Willingham Parish Council’s Cherry Fields Committee
held on Monday 3
 
rd February 2025 at 14.00 in the Millennium Hall
Chair of the Committee: Cllr J. Robinson
Vice-Chair of the Committee: N. Hooper
 
Present: Cllrs J. Robinson, B. Robinson, P. Burke and J. Trahearn and co-opted members:
N. Hooper, C. Bochel, D. Leonard, A. Gardner and H. McCowan. (Initials used in minutes below.)
1A. To note and record apologies and absences.
Apologies were recorded from Cllr A. Burge.
1B. To record declarations of interest in accordance with the Localism Act 2011 and consider
any requests for dispensations in relation to Disclosable Pecuniary Interest or other interests
as outlined in the Council’s Code of Conduct.
There were no declarations of interest.
2. To receive notes of the Cherry Fields Committee Meeting held on Monday 11th November
2024 and approve as Minutes.
The Minutes of the meeting on Monday, 11th November were approved.
3. To note the purchase and installation of the bench for the Dog Exercise Area.
The purchase of the new bench was noted.
4. To note the purchase of fence posts as agreed.
The purchase of 32 fence posts was noted.
5. To receive a report on the recent purchase of a night vision wildlife camera (funded by a
specific donation) and agree any further actions as required. (BR)
BR reported that the camera has been trialled in various positions on the site to see where it works
best. It gives very clear images, and the solar battery is working well. A temporary sign has been
erected to warn that cameras are working on site, but more permanent ones will be erected.
6. To note the donation received from Cherry Willingham Gardening Club, following the club’s
closure and the distribution of their remaining funds.
It was noted that a donation of £423 has been received from the Gardening Club. They distributed
their funds to three local charities on closing last year, and it was agreed that HM should draft a
letter of thanks to be sent by the Clerk Action: HM
7. To receive a report on Expenditure v Budget, including to note that full council has agreed to
the virement of unspent grass cutting monies to the maintenance budget. (NH)
*NH presented the current state of the maintenance and project budgets for this year.
We have been prudent with spending but much of the maintenance budget has been allocated.
A virement of £316 has been agreed by the PC from the grass cutting budget as there were less
cuts last year. NH will amend both reports to reflect decisions made at this meeting before they are
sent out with these minutes. Action: NH
8. To receive a report on the watercourse maintenance along the west side of Cherry Fields,
which was undertaken by the Witham Third Drainage board in December, and agree any
actions required.
On November 27th
 
, JR and BR met with members of LCC and the Witham Third Drainage Board to
discuss the proposed works and express concerns about possible damage to the site. The
representatives of LCC and WTDB agreed to reinstate the ground if any damage occurred.
Unfortunately, the work did not start until December 11th, by which time the ground was very
waterlogged. The weed cutter got stuck on the 10m stretch and required two tractors to get it out.
There was considerable rutting to the ground where the cutter had got stuck, the corner by the
culvert bridge and the full length of the wildflower strip alongside the main track. The operatives
 
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attempted to make good and said they would come back in the Spring to reinstate the ground where
the cutter had got stuck. It was noted that the operatives had been told to keep the entrance gate
shut and locked but failed to do this on at least three occasions. The engineer in charge of the works
was informed of this twice by phone at the time.
Over Christmas, the culvert by the bus shelter was blocked with cut materials, which had washed
down, and the dyke backed up to the storage area.
(PB left the meeting at 14.25.)
The WTDB foreman, with assistance from BR, unblocked the culvert on Boxing Day.
The trackside strip needs re-seeding as the perennial wildflowers will have been damaged and
aggressive weeds will be likely to recolonise. A new mixture of seeds, sand and yellow rattle is
required at a cost of £172. It was resolved to spend up to £180 on seed and materials. It was further
resolved to ask LCC to reimburse the cost of these. It was also resolved that we do the ground
reinstatement works ourselves if LCC would pay for the cost of a day’s digger hire. It was therefore
resolved to request £300 to cover the cost of purchasing the seeds and hiring a digger to undertake
the groundworks. JR is to draft a letter for the Clerk to send to LCC/WTDB expressing
disappointment that the operatives had failed to follow instructions about the gate closing and
detailing the damage done to the site and requesting £300 as above. Action: JR
AG advised that future dyke maintenance should be considered in September 2026 in time for
setting the 2027/28 budget.
9. To note the damage caused by motorbikes at Cherry Fields and agree any actions required.
Motorbikes were seen causing damage on 3 occasions during the school holidays, after which it
stopped. Notices are already posted on site about what vehicles cannot be used there. It was
agreed to take no further action at present.
10. To note an email received from a user of the Dog Exercise Area expressing concerns about
dog owners with reactive dogs using the area and agree any actions required
An email received from a local resident about use of the dog area was discussed. It was noted that
there is a temporary sign at both entrances asking users to check if a dog owner in the exercise
area wishes to put their dog on a lead before they enter. A new permanent sign is currently being
designed, and it was agreed that it should also state that the area is for shared use and should not
be used by aggressive dogs. Action: JR
11. To receive a report on work undertaken since the last meeting. (NH/BR)
*A list of work undertaken since the last meeting was presented and received.
NH said the hay is a continual problem and should be cut in late Summer rather than late Autumn,
which happened last year. BR to have a word with the contractor and ask if this year he can deal
directly with the person who has expressed an interest in using the hay. Action: NH/BR
JR thanked all the volunteers for their continued hard work.
12. To receive an update on matters relating to potential grant sources
HM reported that an application had been submitted to Wickes for spades, secateurs and tree saws.
She also reported on which other companies had been looked at, plus WLDC. It was noted that
Igas is now Star Energy but still operates in the Welton oil field.
DL suggested exploring funding for a small ladder. DL to investigate potential ladders and HM to
investigate funding sources and also ask the RFO for an update on applications by other
committees. Action: DL/HM
13. To receive an update on the purchase of new signage and agree any expenditure as required.
JR reported on the designs which had been produced for the signs agreed at the previous meeting.
Various options were discussed for the sign stating what could and couldn’t be brought onto Cherry
Fields. JR to advise Signs Express of the amendments. Action: JR
14. To receive an update on the cloud identification board. (NH)
NH brought two full-sized versions of the proposed board which were discussed. It was agreed to
go with the version approved by the Met. Office, with height in feet. It was suggested that a photo of
contrails should be used instead of an aeroplane. JR to send NH the CWPC logo for use on the
board if possible. Various errors will be rectified. Action: NH/JR
15. To consider purchasing some dog agility equipment with either remaining project funding or
donations and agree any actions as required.
If funds are available, it was suggested that money would be better spent by installing drainage
pipes in the area rather than on agility equipment. It was resolved that no plans would be made to
purchase equipment at this time. There is £200 in the project budget for dog equipment. This can
 
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part fund the purchase of pipes in the current financial year so that work can begin. Further pipes
would be required to finish the job next financial year.
16. To review any matters arising from recent H & S inspections, agree any actions still required
and agree the rota for forthcoming inspections.
Any actions required will be listed under item 17.
The following inspections rota was agreed: NH w/c 10th February.
March – DL, April – CB, May – AG, June – HM.
17. To review the programme of works for the forthcoming months and agree associated
expenditure. (NH/BR)
*The programme of works was presented.
The purchase of meadow seed has been approved under item 8.
Water currently encroaches onto the 10m strip from the adjoining field. It was resolved to allocate
up to £100 for the purchase of piping to drain the encroaching water into the dyke. Action: BR
It was resolved to spend up to £55 on purchasing a manure drag, to assist in unblocking the culverts
and dykes in the future. Action: BR
A post driver is required for the repair of the fence alongside the 10m strip, plus installing other
posts. It was resolved to purchase a post driver for up to £40. Action: BR
Discussion followed on the security of the shed for items of equipment. Anything which will not be
used on a regular basis can go into the PC storage container.
18. To discuss installing drainage in the Dog Exercise Area to increase its usability for dog
owners during the winter months and agree any actions required.
It was agreed that this drainage work was much needed and should be undertaken. This will be a
Summer job and would require the purchase of pipes and pebbles. Water would drain into a pond on
the south side of the exercise area. It was noted that the Dog show is on Saturday, 7th June so the
area has to be in good condition at that time. It was resolved to purchase up to £400 worth of
materials for draining the dog exercise area using money in the project budget. Action: BR
19. To note the offer from Rototek to help with a short term project and also the Co-op
Community Team’s offer to help with green space/clean up initiatives and agree any actions
required.
Rototek had approached BR to offer help as part of their staff community work. It was agreed that
we could ask them for help with the drainage project.
The Co-op Community Team have also offered help with local projects. It was suggested that they
could help with hay raking later this year. BR will respond to Rototek. JR will respond to the Co-op.
Action: BR/JR
20. To consider the Environment Agency’s response to our letter about the adjoining field and
agree any further actions.
The committee received a letter confirming that the EA have purchased the adjacent fields and
asking if we would like to be part of the Sustainable Recovery Pilot (SRP) project which covers this
area. It was resolved that we should accept the offer to be part of the SRP and that NH should
represent the CFC/CWPC, subject to the agreement of Full Council. Discussion with the EA was
also suggested for access to the land and footpaths to amenities. Action: JR
21. To receive an update on matters relating to the roe deer and future sculptures and agree any
actions required.
JC has identified various items of work needed on the deer, which are weather dependant. She has
asked how the corgi sculptures would be fixed. It was agreed that they need to be fastened to
slabs. JR will email JC. Action: JR
22. To note the budget allocations for Cherry Fields for 2025/2026 as agreed by Full Council
The budget requests for 2025/26 which the committee submitted were approved by the PC.
23. To note that the CWPC Fun Dog show will be held in the Dog Exercise Area on Saturday 7th
June.
The volunteers will need to make the area and car park ready for this event.
It was resolved to suspend Standing Orders so that the meeting could continue.
 
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24. To note the cancellation of the work party day on Saturday Dec 7th due to bad weather and
review plans for engaging with new/younger volunteers.
The cancellation was noted. It was suggested that dog owners could be asked to help with draining
the exercise area. Hedge laying is another possibility for new volunteers to join in with but is
weather dependent again. When the weather is looking more settled, notices can be posted on
Facebook to advertise the event. Action: BR/NH
25. To receive brief reports from members on actions/issues arising since last meeting and
resolve actions required (if not itemised on agenda above and dealt with already):
a) Health and Safety (AG/NH/BR) – Nothing further to report.
b) Grants (HM) – Nothing further to report.
c) Dyke maintenance (AG) – Nothing further to report.
d) Pond maintenance (NH/BR) – Silt needs digging out of the widened dyke area.
e) General path/track and site maintenance (BR/NH) – It was noted the tracks have held up better than
expected during the wet weather.
f) Grass Cutting (NH/BR) – Nothing further to report
g) Woodland and Meadow Project (NH) – Nothing further to report.
h) Orchard (NH) – Chipped bark is still needed. BR to ask TB if he still has spare chippings. The Co-op
volunteers could be asked to help move them. Action: BR
i) Dog exercise area and off lead strip – Nothing further to report.
j) Bike Track (BR) – Nothing further to report.
k) Car Park and Gate-opening and closing (BR) – BR is handing over organising the rota to another
volunteer, although he is still the contact for locked-in vehicles. The car park surface is muddy and
needs more surface dressing. Closing time will change to 6.30pm on 9th March and then to 8pm on
30th March.
l) Oasis – CB reported that a small event was held for Christmas which went well.
26. General: Any other matters to report for inclusion in the next agenda.
There is no Community Picnic this year, but plans need to start being made for events which are not
so weather dependant to celebrate 10 years of Cherry Fields in 2026.
27. To confirm the dates of the next meetings.
The next meeting will be on Monday, 7
 
th April at 7.00pm.
 
A short meeting was agreed for Tuesday 20th May 2025 at 7.00pm to elect members.
The following meeting will be on Wednesday, 16th July at 7.00pm.
The meeting finished at 16.16
 
Signed________________________________ Date __________________
*Additional documents follow as appendices.
 
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Appendix A: Maintenance budgets update
Allocation for contract mowing (£1258 less £316 vired to general maintenance) £942
Allocation for inspections £100
Allocation for general maintenance (£2700 plus £316 vired from mowing) £3,016
Total £4,058
 
Item
 
Actual
spend Estimate Total
 
Contract mowing (paths and picnic areas):-
April £157
May £157
June £157
July £157
August £157
September £157
Total contract mowing £942 £0 £942
Inspections:-
Annual cycle track inspection £95
Unallocated £5
Total inspections £95 £5 £100
Other maintenance:-
Witham Third drainage rates £76
Plant hire (April 3 days dumper and wacker hire) £120
Volunteer fuel costs remaining budget (£800 allocated):- £129
BR fuel costs April/May £180
DR fuel costs April/May £130
DR fuel costs May/June £100
DR fuel costs July £50
BR fuel costs May/July £60
Fuel for mower and strimmer £24
Fuel for pump £14
DR fuel costs August/September £40
DR fuel costs November/December £50
Materials (20 tons planings in April) £240
Materials (20 tons planings in May) £220
Replacement strimmer head £42
Drain maintenance £0
Meadow mowing and tedder hire £295
Hedge maintenance £0
Studs and paint for car park £18
First aid box £28
Heavy duty pump and hose £394
Safety helmet with fitted ear defenders and visor £40
Replacement fence posts £200
Replacement and upgraded signs £200
Wildflower and yellow rattle seed (inc delivery) and sand £172
 
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Timber and fixings for NE corner (chicane and railing) £15
Drainage pipes and connector £80
Manure drag £50
Post driver £35
Unallocated £14
Total other maintenance £2,121 £895 £3,016
Total £4058
Appendix B: Maintenance budgets update amended after the meeting
Allocation for contract mowing (£1258 less £316 vired to general maintenance) £942
Allocation for inspections £100
Allocation for general maintenance (£2700 plus £316 vired from mowing) £3,016
Total £4,058
Item
 
Actual
spend Estimate Total
 
Contract mowing (paths and picnic areas):-
April £157
May £157
June £157
July £157
August £157
September £157
Total contract mowing £942 £0 £942
Inspections:-
Annual cycle track inspection £95
Unallocated £5
Total inspections £95 £5 £100
Other maintenance:-
Witham Third drainage rates £76
Plant hire (April 3 days dumper and wacker hire) £120
Volunteer fuel costs remaining budget (£829 allocated):- £158
BR fuel costs April/May £180
DR fuel costs April/May £130
DR fuel costs May/June £100
DR fuel costs July £50
BR fuel costs May/July £60
Fuel for mower and strimmer £24
Fuel for pump £14
DR fuel costs August/September £40
DR fuel costs November/December £50
Materials (20 tons planings in April) £240
Materials (20 tons planings in May) £220
Replacement strimmer head £42
Drain maintenance £0
Meadow mowing and tedder hire £295
 
CWPC CFC Minutes 03/02/2025 Page 7 of 10
Hedge maintenance £0
Studs and paint for car park £18
First aid box £28
Heavy duty pump and hose £394
Safety helmet with fitted ear defenders and visor £40
Replacement fence posts £205
Replacement and upgraded signs £195
Wildflower and yellow rattle seed (inc delivery) and sand £172
Drainage pipes and connector £80
Manure drag £50
Post driver £35
Unallocated £0
Total other maintenance £2,521 £495 £3,016
 
Appendix C: Projects budgets update
 
Available project funds :-
PC budget allocation £2,000
Grants and donations :- £1,421
- Carried forward from previous years £602
- LWT 2024 Environment award £300
- Donation for wildlife camera £96
- Gardening Club donation £423
Orchard funds (carried forward) £726
 
Expenditure of PC funds :-
 
Actual
spend Estimate Total
Cloud identification board £1,250
Bench seat for dog exercise area £312
Wildflower seed to restore trackside strip £250
Additional hawthorn plants for SE corner hedge £25
Unallocated £163
Total Parish Council funded projects £312 £1688 £2,000
Expenditure of grants or donations:-
Dog agility equipment £200
Wildlife camera and signs £96
Unallocated £1,125
Total grant and donation funded projects £96 £1,325 £1,421
Expenditure of Orchard funds:-
Two replacement cherry trees £38
Replacement Catillac pear £32
Grease bands etc £100
Unallocated £556
Total community orchard fund projects £32 £694 £726
 
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Appendix D: Projects budgets update amended after the meeting
 
Available project funds :-
PC budget allocation £2,000
Grants and donations :- £1,434
- Carried forward from previous years £602
- LWT 2024 Environment award £300
- Donation for wildlife camera and signs £109
- Gardening Club donation £423
Orchard funds (carried forward) £726
 
Expenditure of PC funds :-
 
Actual
spend Estimate Total
Cloud identification board £1,250
Bench seat for dog exercise area £312
Additional hawthorn plants for SE corner hedge £25
Dog area drainage materials £400
Unallocated £13
Total Parish Council funded projects £337 £1,663 £2,000
Expenditure of grants or donations:-
Wildlife camera and signs £92
Unallocated £1,342
Total grant and donation funded projects £92 £1,342 £1,434
Expenditure of Orchard funds:-
Two replacement cherry trees £38
Replacement Catillac pear £32
Grease bands etc £100
Unallocated £556
Total community orchard fund projects £32 694 £726
 
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Appendix E: Note of volunteer work undertaken between 3 November 2024 and 26 January 2025
Project development
No further project development work has been undertaken.
Maintenance
During the last three months a wide range of maintenance tasks have been completed by the volunteer group
including :-
• Gathering up the “hay” from the three wildflower meadow areas with a Tedder, collecting it into piles and
spreading it beneath the trees in the copse roundels
• Thinning the trees in the first woodlands to be planted and coppicing some of the willows so they can
bush out when they regrow
• Continuing to collect stakes and tall deer protection tubes from trees which have outgrown them
• Putting additional deer protection on the smaller trees in the roundels
• Completing the outline design for the proposed cloud identification board and sending it off to the
designers
• Putting an extra drainage pipe to help reduce winter flooding on the path to the delph
• Rectifying some of the extensive damage caused to the tracks and grass areas by the Drainage Board’s
work on the main drain
• Clearing the blockages to the bus shelter culvert arising from the vegetation cut by the Drainage Board
• Planting a length of new hedge to discourage people from crossing the drain into the horse field
• Commencing coppicing willows that surround the roundels
• Clearing the bike track of sticks and minor repairs to sections of the surface.
• Cutting back brambles around the dog exercise area gate
 
Orchard
Most of the orchard trees have been comprehensively pruned to remove weak growth, avoid crossing branches
and improve fruiting potential. (Members of the prunus family (plums, gages, cherries etc) will be pruned in the
summer in order to avoid silver leaf disease.
The replacement Catillac pear tree has now been planted.
Volunteer input (between 3 November 2024 and 26 January 2025)
Project development 0 person days
Maintenance 21.5 person days
Gate opening 2 person days
Total 23.5 person days
 
Appendix F: Project and maintenance work required over the coming months
 
Maintenance
During the winter there has been extensive damage to the wildflower meadows and community picnic area and
grass strip to the Delph.
The motorcycle ruts in the picnic area can be reseeded using the Parish Council’s existing stock of amenity grass
seed.
 
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The track-side wildflower meadow was damaged by Drainage Board machinery and large areas have been
destroyed. Unless this is addressed it will probably regenerate as coarse grasses and weeds. It is therefore
proposed to reseed the affected areas with a “restore and refresh” 100% wildflower seed mix containing annuals
and perennials. It would be prudent to add yellow rattle to the seeding and use builders’ sand as a carrier. The
estimated cost will be £172 ex VAT (£133 ex VAT 1Kg “restore and refresh” mixture, £29 ex VAT, 100gms Yellow
rattle and £4 ex VAT delivery, a single bag of sand should cost around £6 ex VAT).
There remain a number of other areas where the Drainage Board machinery created holes or deep ruts. The
Foreman offered to return in the spring with a digger to reinstate the ground.
Additional drainage is required to reduce the chances of water from the adjacent field flowing over the path to
the south of the culvert bridge and so improve its winter useability. It is suggested that, whilst the Drainage
Board are there, they could excavate a trench to allow us to install the additional drainage. Two 6m long 150mm
wide pipes plus joiner will need to be purchased. Estimated Cost £95 inc VAT, £79.17 ex VAT.
The Drainage Board excavation of the main drain has also dumped a large amount of sandy silt into the reservoir,
reducing its capacity by up to 33%. Whenever a digger becomes available for other work, the material should be
removed in order to restore the capacity of the reservoir. When the Drainage Board attend to deal with the ruts
etc they could also be asked to dig out the reservoir.
In order to deal with future blockages at the Delph culvert, it is proposed that a manure drag (2m long pole with 4
prongs) is purchased. Cost £50 ex VAT.
The replacement fence posts on 10m strip etc and the posts to prevent vehicles driving round both the main
entrance gate and the second wooden vehicle gate need to be installed. It is proposed to purchase a manual post
driver for posts up to 125mm. Cost £35 ex VAT.
Additional lengths of scaffolding pole are still required to secure the reservoir fence in place (to reduce risk of
vandalism).
In the dog area the volunteers will need to excavate holes and install the tractor tyre obstacles. The heavy clay
soil probably means that an excavator may need to be hired, ideally to coincide with other Council projects.
The northern willow tunnel requires trimming and, as they have been gradually increased in height over the
years, the winter may be a good time to give both tunnels a more radical reshaping.
The access track hedge is getting quite tall and it is planned to lay it this winter. Recycled tree stakes can be used
so there should be no cost involved.
The ongoing task of coppicing willows to avoid them overwhelming nearby trees and to encourage them to bush
out will continue until the spring.
Work will be undertaken to improve safety around the eastern entrance to the woodland walk using funds
already agreed by the committee.
Project development
No further project development work is planned at the current time.
Community orchard
A stockpile of bark mulch still requires to be collected by trailer from a source in the village. Opportunities to
acquire additional free material should however also be taken if tree surgeons are working in the village.