2025 Full Council Minutes

Full Council Minutes May 2025

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Minutes of the Full Council Meeting of Cherry Willingham Parish Council 

held at 19.00 on 19th May  2025 held at The Vine, Cherry Willingham

 

Present; Cllr A Burge, Cllr M Palmer, Cllr Mrs Burge, Cllr K Mellor, Cllr R Pitchford, Cllr D Pitchford, Cllr R Houghton, Cllr V Houghton, Cllr B Robsinson, Cllr J Robinson, Cllr P Bucke, Cllr I Fleetwood, Cllr J Trahearn, Cllr S Bates

 

Clerk; Mrs L Clinkscales, RFO; Miss K Sinclair, Admin Assistant; Mrs J Atkins.

 

  1. To elect a Chair and complete an acceptance of Office form.

RESOLVED unanimously to elect Cllr A Burge as Chair. Note that the acceptance of office form was signed and witnessed by the Clerk.

 

  1. To elect a Vice-Chair.

RESOLVED unanimously to elect Cllr M Palmer as Vice-chair.

 

  1. To note and record apologies and absences.

None

 

  1. To receive any declarations of interest in accordance with the Localism Act 2011 and 

consider any requests for dispensations in relation to Disposable Pecuniary Interests or 

other interests as outlined in the Council’s Code of Conduct.

None

 

  1. To receive the notes of the Council meeting held on 14th April 2025 and agree for them to 

be signed as a true record.

RESOLVED unanimously to approve the minutes from the  14th April 2025 as a true record.

 

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

Councillors (if any) and agree actions as required.

Police report previously circulated. Clerk to request as to whether they can narrow the figures down further. Nothing was reported from WLDC following the recent elections.

 

  1. To receive a report from the Chair.

Cllr Burge thanked everyone for re-electing him as chair for the third year. CWPC are working well as a team and are continuing to be pro-active. Cllr A Burge thanked all staff members for their continued support, and the Vice-chair Cllr M Palmer. The chair also went on to thank all the Chairs to the committees for doing a great job

The APM was a success and received positive feedback, 67 residents attended.

 

  1. To consider matters raised by residents at the Annual Parish Meeting and to resolve any 

actions accordingly.

The APM was a positive success with a lot of positive engagement. Nettleham Medical Practice was a massive success and it was felt that an update at next year's meeting would be welcomed, Cllr R Houghton was acknowledged for his articulate report for the neighbourhood plan.

The Clerk had followed up a request from a resident with an issued raised regarding hedge being planted at the back of there fence within St Pauls Play Park but not yet received a response,

 

  1. To discuss and resolve any necessary actions for CWPC to move over to a .org or .gov 

email domain.

DEFERRED until the June FC, more information and a definitive cost was requested, The Admin Assistant to collate the information,

 

  1. To review and approve the Standing Orders with the amendments in line with legislation 

2025. 

RESOLVED unanimously to approve with the recommended alteration. The Clerk to contact 

LALC for clarification on the amendment suggested.

 

  1. To receive a report from the Clerk.

Previously circulated

  1. To consider and approve adopting the GPC Localism Act 2011, sections 1 to 8.

RESOLVED unanimously to adopt the GPC. The council continues to meet the requirement to 

adopt the GPC.

 

  1. To receive an update from WLDC funding for CCTV & the National Grid Installation.

    1. To receive an update on the electric supply.

This is being installed on the 28th & 29th of May. Cllr R Pitchford and Cllr B Robinson to be on call and assist with access.

 

  1. To receive an update from WLDC for the pilot CCTV Camera system.

No response has been received, Cllr M Palmer to keep chasing for an update.

 

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

required.

  1. To receive a report following a meeting with Green Synergy to take over the tenancy, and agree to any action required. 

Green Synergy have sent their first proposal of terms of reference and tenancy through. Cllr B Robinson and Cllr J Trahearn had gone through and highlighted their suggested changes.

RESOLVED unanimously to submit CWPC changes as a starting point .

Clerk to source costing for legal advice/representation.

 

  1. Financial Matters

    1. To resolve to accept the Receipts and Payments since the April 2025 meeting. Copies of the document can be obtained by emailing the Clerk at cwparishcouncil@gmail.com. 

RESOLVED unanimously to approve the  Receipts and Payments since the April 2025 meeting.

 

  1. To receive the end of year internal audit report, if available, and resolve any actions if required.

The internal report has not yet been received but the notes from the audit had been previously circulated.

 

  1. To resolve to approve Section 1-Annual Governance Statement 2024/25. (Signature of Clerk and Chair to be added prior to forwarding to External Auditors).

RESOLVED unanimously to approve Section 1-Annual Governance Statement 2024/25.

 

  1. To resolve to approve Section 2- Accounting Statements 2024/25 (Signature of Chair to be added prior to forwarding to External Auditors) 

RESOLVED unanimously to approve Section 2-Annual Governance Statement 2024/25.

 

  1. To note the content of the Explanation of Variances document prior to forwarding to External Auditors.

This was presented at the FC and any questions were answered.

 

  1. To receive an update on any Grant applications.

The FCC grant has now been accepted and the Aerial Runway and installation can commence.

 

  1. To resolve to agree to adopt the Terms of Reference for all committees & sub-committees 

where available.

  1. Finance & General Purposes Committee. 

RESOLVED unanimously to approve the Finance & General Purposes Terms of Reference.

 

  1. Planning Committee. 

RESOLVED unanimously to approve the Planning Terms of Reference with the recommended amendments.

 

  1. Village Improvement Committee. 

RESOLVED unanimously to defer and to take to the Village Improvement Committee to make any necessary alterations to cater for the responsibilities of the Allotments and Tanfaine.

 

  1. Leisure & Amenities Committee.

RESOLVED unanimously to approve the Leisure and Amenities Terms of Reference.

 

  1. Cherry Fields Committee.

RESOLVED unanimously to approve the Cherry Fields Terms of Reference with the recommended amendments.

 

  1. Burial Ground Support Group Committee. 

RESOLVED unanimously to approve the Burial Ground Support Terms of Reference with the recommended amendments.

 

  1. Events & Fundraising Committee .

RESOLVED unanimously to approve the Events and Fundraising Terms of Reference with the recommended amendments.

 

  1. To resolve on appointments

 

  1. As of 19th May 2025 the following appointments are held:

 

  1. CWPC Website Organiser – Mrs Loo Clinkscales, Miss Kirsty Sinclair & Cllr J Trahearn.

RESOLVED unanimously to approve Mrs Loo Clinkscales - Clerk, Miss Kirsty Sinclair - RFO, Mrs J Atkins - Admin Assistant & Cllr J Trahearn.

 

  1. CWPC Facebook Organiser – Mrs Loo Clinkscales.

RESOLVED unanimously to approve, Cllr R Pitchford, Cllr S Bates, Mrs J Atkins - Admin Assistant, Mrs L Clinkscales  - Clerk.

 

  1. HSBC Cheque signatories/ Bank Payment authorisers.

RESOLVED unanimously to approve Cllr A Burge, Cllr J Robinson, Cllr J Trahearn.

 

  1. Nationwide Signatories.

RESOLVED unanimously to approve Cllr S Bates, Cllr A Burge, Cllr B Robinson, Cllr P Bucke.

 

  1. Unity Trust Bank Signatories.

RESOLVED unanimously to approve Cllr S Bates, Cllr A Burge, Cllr B Robinson, Cllr P Bucke.

 

  1. Certifier of bank statements.

RESOLVED unanimously to approve Cllr V Houghton & Cllr R Pitchford.

 

  1. Community Emergency Co-ordinator. 

RESOLVED unanimously to approve Cllr A Burge.

 

Deputy Community Emergency Co-ordinators.

RESOLVED unanimously to approve Cllr K Mellor, Cllr I fleetwood, Cllr B Robinson, & Cllr M Palmer.

 

  1. Community Speedwatch Co-ordinator.

RESOLVED unanimously to approve Cllr S Bates.

 

  1. Resolve the appointments of the following committees and groups

(Note: It is a requirement of the Annual Meeting that the Council elects Members to committees. Each Member must sit on at least one committee. Chairs of committees, apart from Finance, will be elected by committee at their first meeting following the Annual meeting.)

 

  1. Finance Committee – maximum of 8 members including the Chair & Vice-Chair and individual members to be appointed at their first committee meeting. 

To be elected at the first of each committee meeting.

 

  1. HR Committee – maximum of 5 members.

RESOLVED unanimously to approve Cllr K Mellor, Cllr J Trahearn, Cllr I Fleetwood, Cllr M Palmer & Cllr P Bucke.

 

  1. Planning Committee – maximum of 7 members.

RESOLVED unanimously to approve Cllr S Bates, Cllr R Houghton, & Cllr A Burge.

 

  1. Village Improvement Committee – maximum of 7 members.

RESOLVED unanimously to approve Cllr A Burge, Cllr K Mellor, I Fleetwood, Cllr B Robinson, Cllr S Bates, Cllr M Palmer, & Cllr S Bates.

 

  1. Leisure & Amenities Committee – maximum of 7 members.

RESOLVED unanimously to approve Cllr Mrs Burge, Cllr J Trahearn, Cllr V Houghton, Cllr R Pitchford, & Cllr J Robinson.

 

  1. Cherry Fields Committee - maximum of 10 members, made up of a maximum of 5 parish councillors and a maximum of 5 residents who are co-opted to committee.

RESOLVED unanimously to approve Cllr A Burge, Cllr J Robinson, Cllr B Robinson, Cllr P Bucke, & Cllr J Trahearn.

 

  1. Burial Support Group – 4 members.

RESOLVED unanimously to approve Cllr K Mellor, Cllr P Bucke, & Cllr J Trahearn.

 

  1. Events & Fundraising Sub-Committee/ Committee 

RESOLVED unanimously to approve Cllr M Palmer, Cllr R Pitchford, Cllr D Pitchford, Cllr A Burge, Cllr Mrs Burge, Cllr S Bates, & Cllrs J Robinson.

 

  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 the individual chairs or members outside of the full 

council meeting to expedite the meeting).

 

  1. Finance & General Purposes Committee (F&GP)

No meeting has taken place.

 

  1. Planning matters 

No meeting has taken place.

  1. To receive a report following the second Engagement meeting where all four groups were briefed with their tasks.

A meeting has been held and the four focus groups have all been introduced to the work and task involved. It is  hoped all the work required from the focus groups and their meeting will be completed by the end of July.

A questionnaire for the residents to engage will be published in the ‘Cherry News’ this will consist of 4 pages in the center of the magazine to fill out and post to the Clerk.

 

  1. Update on the progress of the neighbourhood plan.

As above in the first item.

No grant funding has become available yet.

 

  1. Update on the Marina

Marina presentation was held at the APM

 

  1. Leisure & Amenities Committee (L&A)

No meeting has taken place.

The zip wire funding has been confirmed and the project will commence.

6 members of the Council have attended Play ground inspection training, this will aid assisting the Admin assistant in carrying out weekly & monthly play inspections

 

  1. Cherry Fields Committee (CFC)

No meeting has taken place.

Drainage work will commence in July for the dog exercise area.

Repairs are due  to be carried out due to anti-social behaviour from the use of electric bikes, which are not permitted.

 

  1. Village Improvement Committee (VIC) 

To receive a report from the meeting held on the 8thMay 2025 and approve any actions 

including: 

  1. To approve the expenditure of the drainage at the allotments

RESOLVED unanimously to spend up to £2000.00 for drainage for the allotment site.

 

  1. Events & Fundraising Committee

To receive a report from the meeting held on the 6thMay 2025 and approve any 

actions including:

The Dog Show, and Gala there will be a fee of £10 for the venders plus a donation of a raffle prize, following further investigations CWPC are insured to hold these two events but it was felt that the insurance was a little restrictive when putting on an event that is inclusive of animals.

RESOLVED unanimously to spend up to £70 on a separate insurance policy for the Fun Dog Show so all eventualities were covered. It was reported that the Gala preparations were taking shape.

 

  1. Human Resources Committee 

To receive a report from the meeting held on the 7thMay 2025 and approve any actions including:

  1. To review and approve the Grievance Policy. 

RESOLVED unanimously to approve the Grievance Policy.

 

  1. To recommend that all policy updates and responsibilities are to be carried out by the proper officer(s) before recommending to their committee then to FC.

RESOLVED unanimously to approve the HR recommendation for the change in procedure.

 

TO RESOLVE TO MOVE INTO CLOSED SESSION IN 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:

 

  1. To approve a co-option application 

RESOLVED to elect Paul Moore on to Cherry Willingham Parish Council.

 

  1. To receive a report and approve any necessary action following the RFO 6 month 

probation.

The Chair of HR gave an explanation of the RFOs six months probation review.

She has a positive attitude and all task set have been completed in a busy time

of the year.

Resolved unanimously to accept her six months probation.

 

  1. To approve any necessary action on accrued time from the RFO.

RESOLVED unanimously that accrued hours should be paid up to a maximum of

10 hours.

 

  1. To receive a report from a line manager regarding staff welfare.

A Councillor asked if there was still a problem regarding teamwork. This

is now hopefully resolved.

There was also a question reference all documents being issued a week before

the Full Council meeting. This has also been addressed.

 

The Chairman gave thanks to Councillor Fleetwood for his services as the LCC

representative over many years.


 

  1. To confirm date of next meeting as Monday 16th June at 7.00pm (agenda items required by noon Thursday 5th June)

Copies of the receipts and payments document can be obtained by emailing the Clerk at cwparishcouncil@gmail.com.

RESOLVED unanimously to approve the next meeting date of the 16th June at 7.00pm.

 

Meeting Closed 21:10 











 

_______________________________________ __________

Cllr A Burge -  Chairman Date