Cherry Fields Committee Minutes 2026

Minutes of Cherry Willingham Parish Council’s Cherry Fields Committee held on Wednesday, 1 st April 2026 at 19.00 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. Bucke, J. Trahearn, and co-opted members: C. Bochel, A Gardner, N. Hooper, D. Leonard and H. McCowan. (Initials used in minutes below.) 1. To note and record apologies and absences Apologies were received from Cllr Burge. 2. 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. Nothing to record. 3. To receive the draft notes of the Cherry Fields Committee Meeting held on Wednesday, 4th February 2026 and approve as Minutes. It was resolved to accept the Minutes. 4. To note the purchase of a wacker plate and agree a schedule of maintenance and checks for this and any other council owned machinery used by CFC. The PC confirmed approval of the purchase of a wacker plate at their last FC meeting and BR took delivery of it last week. The issue of checking and maintaining the pump, strimmer, mower and wacker plate had been raised. Following discussion, it was resolved that BR would produce a checklist as per the manufacturers’ recommendations and a separate list for each time these machines are used. It was suggested that PW would be good at general maintenance, and DL said he would assist if required. PW to be asked. Action: BR 5. To note the purchase of new volunteer Hi-Vis Gilets by the Parish Council. The PC has purchased new gilets, some of which are for the use of CF volunteers. 6. To receive a report on the Expenditure v Budget figures to date. (NH) *NH presented the Project and Maintenance budgets. The “carry over” figures are as follows: Grants and donations £1,696, Orchard £531, Behind the Hedge Path £2,370. The maintenance budget is underspent. It was noted that the dog area drainage figures differ from those of the RFO due to different accounting techniques, but we are not overspent. 7. To receive an update on matters relating to potential grant applications and donations, including the potential offer of a new bench with a memorial plaque. (HM) NH/HM have written the request for a Wickes donation, and this will be submitted in the next few days. We are asking for donations of wood preservation treatment and gloves. JR and HM met with the man who had requested a memorial for his wife. He was very amenable to the idea of the bench and was happy for it to be installed on the BHP route, so we will not have to move one of the existing benches. Details of the bench cost and how to order the plaque will be sent to him by the Clerk, who will order the bench. CWPC CFC Minutes 01/04/2026 Page 2 of 8 8. To receive an update on the “behind the hedge” path and agree any actions and expenditure as required, including the purchase of seed and a sand carrier/spreader. (NH/BR) BR reported that the final version of the lease has been received. He will check through it again. Once signed we can get on with further work. NH said the hedge plants are already growing. NH/BR will walk the length of the path next week and look at what can be done next, plus a longer-term solution for drainage issues. The bridge over the dyke is nearly ready. The gate for the farmland access track needs moving further away from the road. The problem of rubbish being deposited there was discussed. Gates will need installing in the fence at the Fenland Hideaway entrance. A digger with an auger will be required for the farmland access posts and to do levelling of the path at the same time. This is already in the budget and was resolved up to £200. NH suggested using a general-purpose wildflower seed rather than grass in a 1 metre wide strip for the path, which would be spread using sand as a carrier. This was approved up to £200. Signs for the path required by the EA have been approved and will be ordered soon. NH/BR also reported that the EA have selected this area, from the marina to Greetwell, as a promising front runner for the “Lower Witham Pilot flood storage and resilience project”. They have offered to meet with the CWPC as an affected party. NH/BR (as the members appointed by Full Council to represent the PC at meetings of the Sustainable Recovery Pilot project) are to meet with the EA. 9. To receive an update regarding the Oasis area and: a) Agree any short-term actions required b) Discuss potential long term plans It was reported that, at the March Full Council meeting, it was unanimously resolved not to go ahead with the Green Synergy lease. The solicitor who is acting for the PC was asked to inform the GS solicitors of this decision. Ideas for the future use of the Oasis area were discussed. These included a contemplative area, a community garden, a metal storage container for equipment, an extension of the bike track and planting more trees. It was generally felt that it should be a dog free area. It was agreed to have a site meeting for CFC members on Wednesday, 8th April, meeting at 9.30am at the Oasis. Action: All 10. To receive an update on actions taken to show the main track from the road to the river as a permissive path on OS Leisure maps and agree any actions as required. BR has sent emails to the LCC Public Rights of Way and Access Manager confirming that the PC have agreed to a permissive path and asking him to confirm his approval in writing to the clerk. He is due to see the manager at a meeting tomorrow and will chase a reply. Action: BR 11. To receive an update on the LCC’s Countryside Walks for All series walk leaflet for Cherry Fields. LS has received a proof of the leaflet from Ruddocks, but there are some amendments required. After this it will go to print. The chair recorded her thanks to LS for her hard work. 12. To receive an update on the new signage and agree any actions as required. JR showed the signs which are due to be ordered. It was resolved to replace the damaged “Keep dogs on a lead” sign by the main entrance. This will be added to the order for the BHP signs. (It was noted that the EA had also required an additional no parking sign.) Action: JR 13. To receive a report on work undertaken since the last meeting. (NH/BR) After doing a lot of work on the BHP area, volunteers have returned to maintenance work. The NE entrance has recently been rebuilt from the bottom up to a high standard. NH reported that several lumps of garden daffodils and snowdrops have been dug out recently, as they are not native plants and must have been planted by visitors. Some pond plants have also been found in the lagoon. It was noted that it is a criminal offence, under the provisions of the 1981 Wildlife and Countryside Act, to plant cultivated species in the countryside without the owner’s permission. CWPC CFC Minutes 01/04/2026 Page 3 of 8 The number of volunteers has increased over the last year. Thanks were recorded to all the volunteers. 14. To review any matters arising from recent H & S inspections and agree any actions still required. JR/BR have just done an inspection and CB will do the next one. JR suggested reducing the size of some notices in the main noticeboard which would allow room for a plan of the site. Ideally this would be drawn so that the Southern end is at the top and the main entrance at the bottom. The tyres at the entrance need cutting and removing. 15. To review the programme of works for the forthcoming months and agree associated expenditure, including:(NH/BR) a) Purchase of bacterial blanket weed control - approx. cost of £199. (Last purchased Feb 2023) More blanket week control is required. The previous supply lasted 3 years. This was resolved at a cost of £200. It was also proposed to purchase 4 x 5 litre cans of wood preservative which is currently on offer at £40 per can. This was resolved at a cost of £160 (including vat). JR/BR to organise the purchase. Action: JR/BR 16. To discuss plans for celebrating 10 years of Cherry Fields in 2026 and agree actions as required. This is to be held on the weekend of 4th and 5th July. JR reported that a Wild Church session (aimed at children and their families) and a Forest Church reflective walk (aimed at adults) have been arranged. Children’s games and a Bike time trials are also being planned. NH will run two nature walks, each taking around 45 minutes. The 3V Art group have done some paintings of Cherry Fields which they proposed to laminate and hang at various places around the site. The schools and scouts could be asked if they would like to do something similar. It is proposed to hold a ceremony to officially open the bridge and BHP at 11.30am. It was resolved to ask Anne Welburn to open it, with two children who came to both hedge planting days to hold the bow at either end. If AW is unavailable, it was agreed that NH could do this. JR to continue to work on the plan of activities. The advert for the weekend will suggest bringing a picnic if the weather is fine. There will be an accessible Portaloo for both days. Action: JR It was noted that there will also be a dog show in the Cherry Fields Dog Exercise area on 6th June. 17. To receive an update concerning the description of Cherry Fields on the DogPack website The Clerk had written as requested to the administrators of this site about their description. No amendment has been made so far. HM to keep checking. Action: HM 18. To receive an update on matters relating to the roe deer and future sculptures and agree any actions required. One of the antlers is severely broken. JC is proposing to purchase some real antlers and attach them with a steel rod. 19. To receive brief reports from members on actions/issues arising since the last meeting and resolve actions required (if not itemised on agenda above and dealt with already): a) Health and Safety (AG/NH/BR) – The disclaimer sheet for volunteers needs reviewing and reprinting for them to sign. JR suggested that there should be a place to record anything that we needed to be aware of, in order to keep volunteers safe, plus an emergency contact. b) Grants (HM) – Nothing further to report c) Dyke maintenance (AG) – AG said that although the drains may appear to be full of weeds, the water is still flowing well and does not need attention. d) Pond maintenance (NH/BR) - Nothing further to report CWPC CFC Minutes 01/04/2026 Page 4 of 8 e) General path/track and site maintenance (BR/NH) – CB reported that there was a hole in the path near the SE corner pond which needs attention. f) Grass Cutting (NH/BR) – this will be starting soon, and the contractor needs reminding to keep off the woodland walk. g) Woodland and Meadow Project (NH) - Nothing further to report. h) Orchard (NH) – NH said the advert for a volunteer to manage the Community Orchard needs re-running in the Cherry News. He will send it to JT. Action: NH i) Dog exercise area and off lead strip – Nothing to report. j) Wildlife Camera (BR) – BR will move the camera again soon. Action: BR k) Bike Track (BR) – this is holding up and has been well used. l) Car Park and Gate-opening and closing (BR) – BR reported that there is now a WhatsApp group for the gate-openers. This enables members to find cover when required and it is working well. The closing time was changed to 8pm last Sunday. m) Oasis (CB) – Nothing further to report 20. General: Any other matters to report for inclusion in the next agenda. Nothing further to add. 21. To confirm the date of the next meeting as Wednesday 13th May at 7pm and agree a date for a short meeting in June. (Further meetings already planned: 8th July, 26th August, 11th November.) The next meeting will be held as normal on Wednesday, 13th May at 7pm. Committee members will be decided at the Full Council meeting on 18th May, when new committee members may be elected to the CFC. It was resolved to hold a short CFC meeting on Wednesday, 17th June to co-opt additional members and elect Chair, Vice-chair etc. JR asked current co-opted members to email her and say if they are willing to be co-opted again. The meeting closed at 9.00pm Signed …………………………………. Date: ………………………………. *Additional documents follow as appendices Appendix A: Projects budgets update Available project funds :- PC projects :- Projects £1,000 Total PC funded projects £1,000 Grants and donations :- - Carried forward £1,335 - Cherry News donation for wildflowers £50 - Larcombe donation for wildflowers £50 Total grants and donations £1,435 Orchard budget :- - Carried forward £576 - Additional sponsorship (£45 and £50) £95 Total Orchard funds £671 "Behind the hedge" path :- £3,220 CWPC CFC Minutes 01/04/2026 Page 5 of 8 Spent Available Total Expenditure of PC projects funds - Allocated to dog area drainage £948 - Unallocated £52 Total PC funded projects £948 £52 £1,000 Expenditure of grants or donations:- Purchase of woodland and meadow bulbs and plugs £339 Unallocated £1,096 Total grant and donation funded projects £339 £1,096 £1,435 Expenditure of Orchard funds:- 2 replacement cherry trees ( subsequently died in drought) £18 Grease bands etc £100 Second replacement trees £57 20 stakes £30 20 additional stakes £30 Unallocated £431 Total community orchard funded projects £135 531 £666 Expenditure of "behind the hedge" project funds :- Legal fees £1,600 First cut of existing hedge £600 Permit to construct a culvert £50 Advisory signs £193 Digger hire £120 Culvert (woodwork and fixings) £45 Landscape fabric for hedge £412 Wildflower and meadow grass seed and sand £200 £655 £2,565 £3220 Appendix B: Maintenance budgets update Regular PC allocations :- Allocation for contract mowing £1664 Allocation for inspections £100 Allocation for general maintenance £3,000 Total £4,764 Dog area drainage allocations :- Earmarked 2024/5 dog drainage funds £358 Allocation from 2025/26 Projects budget for dog area drainage £948 CIL monies for dog area drainage £1,700 Total £3,006 CWPC CFC Minutes 01/04/2026 Page 6 of 8 Item Actual Estimate Total Contract mowing (paths and picnic areas):- May £208 June £208 June £115 July £208 July £189 August £208 September £208 September £34 October £208 October £34 Unallocated £44 Total contract mowing £1,620 £44 £1,664 Inspections:- Annual safety inspection £100 Total inspections £100 £100 Other maintenance:- Witham Third drainage rates £100 Volunteer fuel costs remaining budget (£900 allocated):- BR fuel claim Sept £60 BR claim £13 BR claim (March) £100 Purchase of 10Kg bacterial blanket weed control £111 Fence posts (Oasis fence) £88 Meadow mowing and tedder hire £280 Replacement gate post (oak) including delivery £150 Digger (inc auger) hire for gate post replacement £70 Gate furniture £14 Replacement wheelbarrow inner tube £6 Digger and wacker hire for NE corner path £130 Stone (20 tons) for NE corner path £336 Loppers £41 Wacker plate purchase £299 Updated signs £50 Bacterial blanket weed killer £199 Unallocated £953 Total other maintenance £1,748 £1,252 £3,000 Expenditure of PC dog area funds :- - Plastic drains (Plastics express) 151 - Plastic drains (Sky plastics) 301 - Landscaping fabric (Easy Merchant) 361 - Gravel 1135 - Screwfix 6 - Screwfix spray paint 28 - Digger and wacker hire 350 - AB (fuel for digger) 32 CWPC CFC Minutes 01/04/2026 Page 7 of 8 - PT claim for tractor use 310 - PT claim for tractor use 50 - PT claim for tractor use 29 - BR claim for tractor use 180 - Wildflower seed to reinstate horseshoe shaped mound 73 Total dog area drainage work £3,006 £0 £3,006 NB Digger hire to reinstate drain clearance damage (£115) recharged to W3IDB Appendix C: Note of volunteer work undertaken between 26 January and 25 March 2026 Project development No further project development work was undertaken within Cherry Fields. Maintenance During the last 8 weeks the volunteer group has completed a range of maintenance tasks including :- • Repairing wear and tear on the wooden xylophone • Patching sections of path that are showing signs of wear (particularly at the entrance and car park approach) • Raising the dog area approach path which had subsided and become prone to flooding • Two doses of blanket weed treatment in the lagoon • Checking and tightening picnic bench fixings • Sowing a wildflower seed mix on the new subsoil that had been used to raise the horseshoe shaped mound • Pruning all developing trees to remove multiple apices • Adjusted the dog area pedestrian gate posts • Replaced a rotten viewing mound step • Removed a number of clumps of invasive garden plants (daffodils, snowdrops, irises and decorative grass) which had been planted along the woodland walk. * A major task has involved completely rebuilding the woodland walk at the northeast entrance, which had originally been constructed without a landscape membrane and consequently was becoming increasingly muddy. Community orchard No further work has been required Behind the Hedge Path As the ground has remained extremely wet, work has focussed on building sections of 5 short lengths of fence and a tractor gate (to join the new sections of hedge to the existing field boundaries) and constructing the culvert crossing for the main drain. Volunteer input (between 26 January and 25 March 2026) Project development 0 person days Maintenance 18 person days Gate opening 3.5 person days Total Cherry Fields 21.5 person days Behind the Hedge Path 4.5 person days Volunteer input over the financial year 2025/26 The maintenance work at Cherry Fields has required 148 days of volunteer input over the 2025/26 financial year. This is an increase on the recent average of 110 and may reflect increasing volunteer numbers (which has enabled more work to be undertaken and a higher quality result to be achieved) rather than an increasing maintenance workload. CWPC CFC Minutes 01/04/2026 Page 8 of 8 Work to date on the Behind the Hedge Path has added 36.5 person days to this total. *It should be noted that, although this activity may appear harmless, it is a criminal offence, under the provisions of the 1981 Wildlife and Countryside Act, to plant cultivated species in the countryside without the owner’s permission. Depending on seriousness, penalties can include an unlimited fine or up to two years in prison. Appendix D: Project and maintenance work required over the coming months Maintenance The plastic inlet drainage pipe for the new dog area drainage pond is rather unsightly and, as soon as the water level falls, a stone revetment will be constructed using material donated by the W3IDB. The recent hot dry summers have led to seasonal growth of blanket weed in the lagoon. This is unsightly, can smother native plants and deprive wildlife of oxygen. Treating it a couple of times a year with a bacterial weed killer has proved very successful control mechanism. Stocks have now become depleted and will need to be replaced before the summer. A large tub (which should last several years) would cost £199 and can be paid for from unspent funds in the maintenance budget. It would be prudent to protect the timber of the Delph bridge and riverbank steps with preservative during the coming months. Previously donated stocks of preservative are running low and it may be necessary to acquire more. Sections of the cycle track have begun to sink into the peaty soil of Cherry Holt and have become wet and muddy. These will need raising by adding more road material from existing stocks. Once the BHP is open the volunteers will be turning their attention to constructing the proposed downhill cycle track alongside the main access track using existing stocks of subsoil. The main access track is the most used section of the Cherry Fields path network and sections have begun to wear out. This may require a significant resurfacing effort over the summer involving a significant amount of fresh sweepings and hire of a roller. Costs will be presented to a future meeting. Project development Although the first stage of the Behind the Hedge Path (BHP) project, planting a hedge, has been completed, a number of additional requirements of the lease will need to be put in place before the path can be opened to the public. These include :- • Cutting back the inside face of the roadside hedge • Relocating the agricultural double gates • Ordering and installing relevant signage • Installing a pedestrian gate in the Fenland Hideaway fence • Completing the culvert crossing for the main Cherry Fields drain During preparation for the hedge planting it became apparent that several lengths of the leased land, particularly in the field next to Cherry Fields, were extremely wet. This is likely to be seasonal, but unless addressed, will limit winter use of the path. It would therefore be prudent to discuss the drainage options with the Environment Agency and adjoining tenant farmer. It may be necessary to raise short sections of path with suitable hardcore. The cost of this work will become clearer once the preferred drainage approach has been agreed. The culvert, crossing the main drain near the wooden gate, will require the purchase of timber and fixings to construct safety rails, using the established BHP budget, has already been agreed by the committee. In places over half of the 5 metre width of the lease has been ploughed and sown with a brassica crop. Rather than allowing this bare land to be colonised by hedgerow weeds, the opportunity of having bare soil could be taken to sow a strip of wildflower meadow. Seed and a sand carrier could be purchased for £200 and savings already made on estimated costs would allow this to be funded from the BHP allocation. Community orchard Broken stakes on the deer protection baskets will continue to be replaced from the stock purchased in 2026.