2024 Parish Council Minutes of Meetings

CAYTHORPE AND FRIESTON PARISH COUNCIL 
MEETING NUMBER 1 
MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 8th May 2024 
Present: 
Councillors: Sandy, Farr, Topley, Middleditch, Crawley, Manderfield & Stojanovic 
Mr Andrew Page, Cllr Maughan and Cllr Milnes 
There were 3 members of the public 
Clerk:  Mrs D Manderfield 

Item 1 – Election of Chairman and Vice- Chairman 
It was Resolved that Cllr Crawley be elected as Chairman and that Cllr Sandy be elected as 
Vice-Chair. Both councillors signed the Acceptance of Office 

Item 2 – Apologies for absence 
Cllrs Macpherson, Macer & Roberts. All councillors had notified the clerk and the council 
Resolved to accept the reasons for absence 

Item 3 – Declaration of Interests under the Local Government Act 
Cllr Crawley expressed a declaration of interest as a committee member of the Playing Field 
Committee   
Cllr Manderfield expressed a declaration of interest as a committee member of the Village 
Hall Committee 
Cllr Topley expressed a declaration of interest as a member of the Allotment Association 

Item 4 - Approval of Minutes of meeting number 6 held on 13th March 2024 
Copies of the minutes were circulated prior to the meeting. It was Resolved to accept the 
minutes as  a true record of events. They were signed by the chairman, Cllr Crawley 

 
Item 5 - To receive written applications for the office of Parish Councillor and to Co-opt a 
candidate to fulfil the existing vacancy – 1 
After due deliberations it was Resolved that Mr Andrew Page be elected. Cllr Page duly 
signed the Acceptance of Office forms and Cllr Crawley welcomed him to the Parish Council 

Item 6 – Parish Clerk’s Update on Matters Arising Since Last Meeting       
Since the last meeting I have drafted a T’s & C’s and the updated burial charges to be 
considered at  this meeting for uploading to the website 
As the invoice for the church clock has not yet been received this project is still in progress. 
The clerk informed the council that Time Assured had received the incorrect sized sprocket 
from the suppliers which had delayed them further. The sprocket is expected to be fitted 
9th/10th May and the clock will be set at the correct time. it will stay like this possibly for a 
couple of weeks when it will start to settle and slow. At this point the automatic regulator 
will be fitted and the time corrected 
I have spent a lot of time trying to resolve the authorising problems with Unity Bank. 
Currently we have only one councillor being able to authorise payments and the minimum 
required is two. Cllr Middleditch agreed to be the second, Tim Dudfield has been removed 
but as yet Cllr Middleditch has not been added to the list. Therefore as it stands the PC is 
unable to make payments since then Unity Bank have made everything right and Cllr Sandy 
is now able to authorise again. Cllr Middleditch is still not listed as authoriser on the bank 
but I have been assured that she  is able to do so 
Posters have been put on the noticeboards and website detailing the upcoming meeting 
with the landowner with regard to the public footpath in front of Caythorpe Hall 
I have instructed the arborist and he should be in Caythorpe to inspect the parish trees 
during April/May 
I have been liaising with the residents of Frieston Greens with regard to the mulching 
machine request. The contractor has ordered one but it is yet to arrive 
The Village Roof project has been completed and the Completion Report sent  
The Financial Year end has been completed and the AGAR (Annual Governance and 
Accountability Return) begun 
The VAT Return has been submitted to HMRC to the tune of £7106.45 
There has been quite a lot of liaison with our insurers with respect to the new Gala 
Committee and if it comes under the umbrella of the Parish Council as the Village Hall, 
Playing Field and Social Club do. This will be discussed and resolved at the meeting today 
I have been in contact with Sam Barrell, the local tree surgeon and he has submitted a quote 
for the work required, 2 further quotes will be required 
The Internal Audit has been completed and the AGAR is expected to be resolved at this 
meeting 

Item 7 – Election of Members of the Planning Committee for 2024/25 
It was Resolved that Cllr Page be elected  as  Chair of the Planning Committee and that ALL 
councillors would be members 

Item 8 – Election of Members of the Finance Committee for 2024/25 
It was Resolved that Cllr Stojanovic be elected  as  Chair of the Finance Committee and that 
ALL councillors should be members. 

Item 9 – Appointment of Portfolio Holders 
There was some discussion surrounding this, a full listing of the new portfolio positions, as 
they stand is published as Appendix A below 

Item 10 - Financial Matters 
10.1 Approval of the Parish Council Annual  Internal Audit Report 
It was confirmed that a satisfactory internal audit had been concluded on 13th April 2024 by 
Bruce Nelson (FCA).  This section of the Annual Return AGAR page 3 had been completed, 
dated, and signed on this date by the auditor and would be submitted to PKF Littlejohn for 
external auditing. 

A copy of the AGAR had been circulated for review to all members in advance of the meeting. 
It was Resolved that this section of the AGAR be approved and sent to the external auditor 
PKF Littlejohn 
Action: Clerk 
10.2 Approval of Annual Governance Statement (section 1) for 2023/24 
It was Resolved that this section of the AGAR be approved and recorded on page 4 of the 
AGAR as minute 10.2.  
The document was signed by the Parish Clerk and the Chairman (of this meeting) and the 
completed AGAR document would be sent to the external auditor PKF Littlejohn.  
Action: Clerk 
10.3 Approval of Accounting Statements (section 2) 2023/24  
It was Resolved that this section of the AGAR be approved and recorded on page 5 of the 
AGAR as minute 10.3  
The document was signed by the Parish Clerk and the Chairman (of this meeting) and the 
completed AGAR document would be sent to the external auditor PKF Littlejohn.  
Action: Clerk 
10.4 To obtain acceptance of – CFPC Standing Orders 
The document had been issued to all members prior to the meeting and it was confirmed that 
no anomalies had been identified. As such it was Resolved that this document would be 
adopted for use by all members for the forthcoming year 2024/25 
10.5 To obtain acceptance of – CFPC Financial Regulations 
it was Resolved that this document would be adopted for use by all members for the 
forthcoming year 2024/25  The clerk added that New Model Financial Regulations had been 
recently released by NALC that the PC may look to adopt in the future 
10.6 To obtain acceptance (signature) of – CFPC Disclosure of Personal Interests 
This document was circulated during the meeting and signed by those Cllrs present. Those 
absent will be asked to sign as soon as possible after the meeting. 
Action: Clerk 
10.7 Authorisation of BACS/Cheque payments.  
Councillors considered the list, previously circulated, and Resolved to accept the payments 
Please see Appendix B below 
10.8 End of Year Accounts and Audit Requirements – Submission of Public Rights 
A copy of this document had been circulated for review to all members in advance of the 
meeting.  
The document was complete and a copy would be sent to PKF Littlejohn the External Auditor, 
in due course.  The Notice of Public Rights and the publication of unaudited AGAR will be 
published on the Parish Website and on the main village notice board for the period 3rd June – 12th July (30-day period) having announced this fact on the 29th May 2023. 
In addition to this document a copy of the accounts for the year end will be published on the 
Parish Website 
Action: Clerk 
10.9 Review of CFPC accounts. Bank rec & management accounts.  
Bank reconciliations and management accounts as at 30.4.24 were circulated to all prior to 
the meeting. 
Please see Appendix C below 
10.10 Update from Finance committee Chair 
There was no report at this time, Cllr Crawley explained that the accounts were in good for 
the new year 

Item 11 Registers  
11.1 Risk Register – this was distributed previously. 
It was Resolved to approve this document,  
11.2 Maintenance Register – this was distributed previously and reviewed. 
It was Resolved to approve this document 

Item 12 -  Project Register Update  
12.1 Caythorpe Hall Footpath Re-Route 
The landowner had contacted Cllr Middleditch following the meeting. Cllr Middleditch 
explained that the landowner should now contact LCC but also requested that the PC be 
kept informed and be made aware of the final results of the survey  
12.2 Armada Beacon 
Cllr Crawley reported that the local vicar had requested that the PC honour the D Day 
celebrations event by way of a wreath and a flag. Cllr Crawley proposed that approx. £50 
would be needed and it was Resolved to approve the spend using the Clerks delegated 
powers under consultation with the Chair 
Action: AC 
Cllr Crawley went on to suggest that the Paras visit the local school, as new Children and 
Childcare portfolio holder Cllr Farr agreed to contact the headteacher for her views 
12.3 Fireworks 
There is nothing to add at this stage 
12.4 Tree Survey 
Survey has been concluded and the clerk is procuring quotes from local tree surgeons 
12.5 Burial Ground Levelling Contract 
There was continued discussion surrounding this topic, as there appeared to be a lot of 
confusion around the quotes that had been submitted. As new Finance Chair, Cllr Stojanovic 
agreed to contact the contractors to agree quantities of top soil required. In a previous 
meeting Cllr Farr agreed to contact Fineturf for a quote. He agreed to do this ASAP 
12.6 Grit Bin – Arnhem Drive 
Cllr Maughan requested that Cllr Topley forward the email chain to him and he would 
expedite 
12.7 Police Office 
Cllr Crawley reported that this project would be put on hold for the time being 
12.8 Electrification of the Church Clock 
Time Assured reported that all work should be completed by the end of June 
12.9 2 Historical Books 
Cllr Stojanovic reported that he was still investigating the possibilities 

Item 13 - New Proposals.  
13.1 Burial Ground T’s & C’s and prices for website 
The clerk had previously distributed the Terms and Conditions and the updated prices for the 
councils consideration to add them to the policies on the website. It was Resolved to accept 
this document 
Action: Clerk 
13.2 For the Parish Council to accept the Gala Committee volunteer group as part of the 
council 
After necessary discussion it was Resolved to take on responsibility for Gala committee 
events subject to them providing the Parish Council with all the risk assessments 
beforehand. It was believed by most councillors that this was already the case as Cllr Farr is 
the PC representative on the Gala Committee and has access to the bank account 
13.3 Litter Picker 
Cllr Crawley and Cllr Sandy had previously interviewed 3 individuals for the post. After much 
discussion it was Resolved to offer the position to Darran Gibson 
13.4 Gift for Internal Auditor 
After discussion it was Resolved that £25 be approved for a ‘thank you’ gift under clerks 
delegated powers 

Item 14 – The Parish Environment 
14.1 Planning 
Nothing to report 
14.2 Other Planning Issues 
Cllr Middleditch reported noticing a fence had been erected in front of a listed building and 
wondered if planning permission was necessary. Cllr Middleditch agreed to liaise with Cllr 
Milnes 

Item 15 -  Community Safety.  
March figures are now available: 
6 Violence & Sex Offences  
1 Criminal Damage & Arson 
2 Public Order 
1 Anti-Social Behaviour 
Cases recorded within our parish 

Item 16 – Community Activities by Portfolio Councillor – the following are reports written by 
the individual councillors. This was originally omitted from the agenda 
16.1  Report by Cllr Crawley 
16.1.1 Litter Picking and the Big Clean 
The litter picker employed by the Council has handed in his resignation in order to continue 
with his studies. An advert has been placed and a number of applicants have applied and 
been interviewed. A proposal for the post will be discussed in this meeting. 
16.1.2 Environmental Sustainability 
Sites for new tree planting are sought as I have a number of trees that have been raised by 
myself and volunteers that currently have no destination. 
Mid UK have agreed to look in to complaints about their vehicles and the redundant 
chimney and fire damaged building. 
16.1.3 Playing Fields 
The AGM took place on 1st May . It was reported that The Playing Field showed a loss for the 
year of £5782, but has cash reserves of £33458.76 as at 31st March 2024. Questions were 
raised about the need for fundraising as there is substantial expenditure which will probably 
be needed in the next year. The secretary (Tom Mountain) is standing down and a new 
secretary will be appointed at their next meeting which is being held on 8th May. 
Following the receipt of quotes for replacing the bark on the play area with a rubberised 
material, it was apparent that the cost was prohibitive. The bark surface will be topped up in 
the spring /early summer. Alternative quotes have obtained for the supply of suitable 
material and an order placed. 
An extension to the patio area outside the Sports and Social club is wanted and contractors 
have been approached, and several quotes have been obtained. It appears that Lincolnshire 
Cricket are unable to help with funding this work. Alternative sources of funding are being 
explored. No progress to date. 
The grant application for replacing the windows and doors at the Hammond Pavilion 
through the FCC Communities Fund has been declined. A recent committee meeting 
decided that without grant, this project was not affordable nor achievable, and alternative 
costs for replacing two sets of double doors and repairing and repainting the remainder of 
the doors and windows are being sought. A further quote has been obtained which is only 
marginally cheaper than the one already obtained. Work in abeyance for the time being. 
The solar project is still under discussion. 
Planning for the Gala is proceeding for this year’s event in September. 
A second Firework event is being planned for 2nd November 2024. A subcommittee has met 
to discuss and agree the way forward and will continue to do so as necessary. Galaxy 
Fireworks have been booked and a deposit paid. 
It is believed that the old Police Office has been mothballed by Lincolnshire Police. A letter 
has been composed and sent to the Police and Crime Commissioner expressing our interest 
in acquiring this site should they decide to sell it. Nothing has been heard from the PCC 
although he was recently  on the news, saying that any decision to dispose of police 
buildings will be taken by the new Chief Constable. The result of the elections held on 2nd 
May may influence decision making on this item. 
16.1.4 Christmas Celebrations 
Sleaford brass band have reserved a spot for the Carols around the tree at a date to be 
arranged. 
16.2 Report from Cllr David Manderfield 
16.2.1 Highways 
The High Street is due for resurfacing with a provisional start date of mid-August.  The extent 
of the resurfacing is from the Junction with Frieston Road to the Church Lane. See below. 
I have asked Cllr Maughan if it is possible to extend the resurfacing to the junction with the 
A607, we are waiting for feedback from Highways. 
I have continued to report potholes via Fix My Street including Gorse Hill Lane, High Street, 
Arnhem Drive, Caythorpe Heath Lane, Chapel Lane and the A607. LCC have conducted an 
inspection of the A607 and reported that although deteriorating, it is not in need of repair as 
resurfacing of this section of road is planned for spring 2025. A section of sunken road on the 
west bound carriageway of Gorse Hill Lane which had previously been repaired has been 
reported to Highways by Cllr Maughan and repair has now been planned. 
The blocked drain causing standing water outside the Waggon and Horses has been cleared. 
The wonky street name sign on the A607 at the Love Lane junction has been repaired. I have 
reported the Unsuitable for HGV’s sign at the junction of the A607 and Frieston Heath Lane 
and repair is now scheduled. 
I have contacted SKDC regarding several streetlights around the village which are still awaiting 
repair. 
16.2.2 Village Hall 
I attended the village hall meeting on 30th April. 
The committee have moved forward with several improvements. The floor covering in the 
two storerooms has been replaced and a new external door fitted to the larger store room. 
The walls in the foyer have been painted by a volunteer and new glass has been fitted to the 
front door creating a more welcoming environment.  
The committee continue to try to find a plasterer to carry out work in the kitchen areas, 
although is proving difficult. A painter is also required to paint the exterior woodwork of the 
front door now that it has been reglazed.  
A fund raiser for the Village Hall and the local Scout group was held on the 9th of March which 
raised approx. £500.00, however this was mainly from the Scouts parents and families. The 
next fundraiser is planned for the end of September. 
The next village breakfast will be held on the 5th of May.  
Cream teas will be served from 2-4pm on the 9th of June to coincide with The Big Help Out.  
The Village Hall committee declined the offer of the portrait Of King Charles  
Bank balance as of the 27th of Feb 2024 
Savings ac - £27,117.83 
Current ac - £4,260.28 
Date of next meeting is 21st of May.  
The AGM will be held on the 18th of June. 
16.2.3 Beacon  
Cllr Macer and I are planning to meet at the Beacon on Saturday 11th of May to carry a final 
assessment and make the final plans for the lighting on the 6th of June. 
16.3 Report from Cllr Stojanovic  
16.3.1 War Memorial  
No update. 
16.3.2 Skills Sharing  
No update. 
16.3.3 News & Views 
I met with the editorial team last month. We have agreed that I will write an article (A4SP) 
for the next edition of the publication. Copy deadline is May 17. Ideas to be discussed in 
meeting. 
16.4 Report from Cllr Macpherson 
the tap is leaking on the allotments. According to the agreement we are responsible for 
maintenance so I have requested that they get 2 estimates for repair. 

Item 17 -  Items of Urgent Business 
There were no matters arising  

Item 18 - Arrangements for Next Meeting  
The next Parish Council Meeting Number 2 of 2024 will be held on Wednesday 10th July 2024 
commencing at 7.30 p.m. in the village hall.  (7.15 for open forum) 
Cllr Crawley thanked everyone for coming and closed the meeting 

Open Forum 
Report from Cllr Penny Milnes – SKDC 
Bins 
To date, the paper and card collections from the purple lidded bins has been incredibly 
successful with a 99% collection rate which yields high quality, clean and dry material. 
However, there was a 30% contamination within the silver bin which needed addressing. 
After two days in February there were numerous issues, and it was agreed that the 
rejections would be halted temporarily.  
It was clear that the contamination campaign had been successful in reducing the 
contamination rate which fell from 30% to 17%.  
It was therefore agreed to restart the campaign with a different approach using data 
collected by crews allowing more targeted ac ons. 
Star ng 13 May brightly coloured ‘Ooops’ advisory tags will identify contamination by paper, 
card and plastics. 
10 June rejections will re-start with a more relaxed approach of up to 10 wrong items being 
accepted. This will con nue through the summer with the more targeted, data driven 
approach. Additional support will be provided to Parish Councils and community groups to 
help cascade the message. 
SKDC Local Plan Review 
The Local Plan consultation is closed, with over 1,000 representations collected. These will 
now be collated and reviewed by the Planning team ready for the next stage of the process.  
SKDC Economic Development Strategy 
On Tuesday, a consultation will be launched on the Council’s  Economic Development 
Strategy. This will be available via the website. 
South Kesteven Prosperity Fund 
This fund is s ll open for applications albeit many applications have already been submitted. 
If you have a project in mind don’t waste time! 
Code of Conduct Complaints 
These have escalated mainly due to disrespectful social media posts. 

Cllr Alexander Maughan – LCC 
Cllr Maughan reported that there were to be 2 reconstruc on schemes in our parish. Firstly 
the whole of the High Street should be completed this year (please see above report by Cllr 
Manderfield). 
Cllr Maughan also reported that there were to be 3 stretches on the A607 that need 
resurfacing and that this would cause logis cal problems going forward, night me working 
could be an answer but this would take longer, and closing the whole of the A607 was 
problematic
The new Mayor of Greater Lincolnshire will be elected next year 
There were 3 members of the public present: 
1 resident was interested to know if the PC had any plans to resurrect the hospital car 
scheme 
A representative of Quickline spoke about the internet infrastructure that was planned, and 
Fiona Monk ,the Sleaford Area mental health community connector spoke in relation to the 
possibility of a well being cafe in Caythorpe, and the thoughts of the councillors with respect 
to this 
{Electronically signed} 
D Manderfield  
Parish Clerk 

Appendix A

Appendix B

Appendix C