2025 Parish Council Meeting Minutes

CAYTHORPE AND FRIESTON PARISH COUNCIL
MEETING NUMBER 4
MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 12TH NOVEMBER 2025
Present:
Councillors: Crawley, Manderfield, Stevenson, Page, Sandy, Topley, Farr, & Clayton
SKDC Cllr Milnes, LCC Cllr K Bamford (late)
There were 2 members of the public 
Clerk:  Mrs D Manderfield

Item 1 – Chairmans Remarks
Cllr Crawley welcomed the councillors and the public. 
Cllr Crawley expressed gratitude to all the volunteers who assisted with the Remembrance Day Parade and the Fireworks Display, noting that these events would not be possible without their help.

Item 2 – Apologies for absence
Cllr  Macpherson had notified the clerk and the council Resolved to accept the reasons for absence. Cllr Bamford informed the clerk that he may be late to the meeting

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 Stevenson and Cllr Farr expressed a declaration of interest as a member of the Gala Working Group 
Cllr Topley expressed a declaration of interest as a member of the Allotment Society

Item 4 - Approval of Minutes of meeting number 3 held on 10th September 2025
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 fill the existing vacancy

The Clerk reported that there had been no applications. 

Item 6 – Parish Clerk’s Update on Matters Arising Since Last Meeting  

All planning submissions have been forwarded to councillors, and decisions have been submitted accordingly.

Communications
Email to all regarding ‘Handling Difficult Situations’ training session
Email to all regarding ‘Finance Seminar’ sessions
LALC monthly training bulletins and newsletters
Several emails discuss the .gov email account and how it relates to the AGAR, under Assertion 10. 
Email to all regarding ‘Help shape the future of healthy lifestyle support in Lincolnshire’
A winter salt bag request has been emailed to Cllr Topley
Funding for fruit trees email was forwarded to Cllr Crawley
Martyns Law webinar email was forwarded to Cllr Crawley
Email to all concerning meetings and survey re Local Government re-organisation
An invitation from SKDC to attend a re-organisation briefing was circulated and Cllrs Crawley, Manderfield, Macpherson & Paige agreed to attend
Contact has been made by a parishioner concerned with overflowing/ not enough dog bins. All correspondence was forwarded to Cllr Farr
Contact has been made by a parishioner with a dead wild animal in their garden, a suitable solution was found
The clerk@caythorpeandfriestonparishcouncil.gov.uk email address is now working. An automatic reply has been added to the ‘old’ address to this effect. I will shortly be removing this email address
Cllr Macpherson enrolled in induction and refresher training.
Various local businesses requested ‘request for donations’ for the Fireworks display 
Tony Shaw from LALC was most helpful in the setting up of the .gov email address, I have added an amount , on the back of this, to the budget for IT support
Newgate was contacted to provide a quotation for repairs to the allotment gate. Willwoods were also approached; however, they were unable to undertake the work. Other contractors have been contacted locally but as yet further quotes have not been forthcoming
A budgeting meeting was held with the Finance Chair to prepare the budget for fiscal year 26/27.
The clerk added that statements had been sent to outstanding debtors; GH Linnell & Shephards Memorials, a d/d has been set up for HMRC PAYE payments as there is no longer credits on the account. The clerk explained that payment for the Wreaths and wooden crosses were due, by donation, to the RBL, it was explained that in previous  years a donation of £30 per wreath was donated. After due discussions it was Resolved to donate  a further £40 for the wooden crosses, making the total donation £100
Action: Clerk

Item 7 - Financial Matters
7.1 Authorisation of BACS/Cheque payments. 
Councillors considered the list, previously circulated, and Resolved to accept the payments
Please see Appendix A below

7.2 Review of CFPC Accounts. Bank rec & Management Accounts. 
Bank reconciliations and management accounts as at 31.10.25 were circulated to all prior to the meeting. It was Resolved to accept this report
Please see Appendix B below

7.3 Update from Finance Committee Chair
I met with the Clerk in mid-October to review the accounts to-date and look ahead to next years budget setting. We will be presenting the options to the meeting on 12th November 2025. In summary we remain in a strong financial position with healthy reserves against our known obligations and risks.

7.4 Budget Proposal including Annual Grants to Playing Field Committee and Village Hall Committee 
There was a lot of discussion surrounding the budget proposal, especially the annual grants to the 2 committees. The activities and fundraising activities of both committees were discussed and applauded. It was felt that an increase to the grant was necessary as it hadn’t seen an increase in a number of years. Cllr Crawley proposed to grant £4500 to each committee and this was Resolved. 
Cllr Clayton asked that at the end of the 25/26 year, the Parish Council discuss any reserves accumulated during the year and consider making additional donations to the committees. Cllr Clayton would be required to make this proposal at the first meeting after 31.3.26 once the final figures are known
Action: Cllr Clayton

Cllr Crawley suggested that the Parish Council may, in the future, have the opportunity to purchase the allotment land and/or the Police Office. After further discussions and due deliberations, it was Resolved to accept the budget in principle. See Appendix C below

7.5 To obtain acceptance (signature) of – CFPC Disclosure of Personal Interests (cllrs not present at previous meeting)

Cllr Topley signed the document 
At this point Cllr Bamford joined the meeting

Item 8 Registers 
8.1 Risk Register – this was distributed previously.
It was Resolved to approve this document, 

8.2 Maintenance Register – this was distributed previously and reviewed.
It was Resolved to approve this document

Item 9 -  Project Register Update 
9.1 Emergency Plan 
Cllr Topley reported that he was building a strategy around the Emergency Plan with the aim of completing all the personal details of local volunteers. The clerk provided Cllr Topley with a printed version which had been updated with some relevant information. Cllr Manderfield volunteered to assist.
Action: Cllr Topley

9.2 Burial Ground Plot Marking
The Clerk was unable to reach the gravedigger for an update.
Since the meeting the gravedigger has responded and the clerk can report that the ground needs to be very dry for the application of the herbicide 

9.3 New Dog Bin/s
The Clerk reported that there had been a further complaint from a resident with regard to the dog bins’ smell and that there was one in particular that was causing an issue. Cllr Farr agreed to identify possible new sites for the bins and also the possibility of more bins in some locations. 
Action: Cllr Farr
9.4 Re-staining of Burial Ground gates and staining of new gate
The Clerk stated that while the job is scheduled, progress depends on the weather.

9.5 Martyns Law
Cllr Crawley reported that this had been completed and the document was kept in the CFPC-Key documents folder. He explained that it would be necessary for large village events; ie the gala and the fireworks display. This project is completed

9.6 To Support speed reduction to 50 mph on A607 
Cllr Bamford stated that, although the initial proposal was rejected, he intends to challenge the decision after a recent incident at the crossroads.
Action: Cllr Bamford
At this point Cllr Bamford introduced the issue of a migrant in the village who seemed to be struggling. After discussions it was determined that the man had possibly been been housed in the village by SKDC. Cllr Milne agreed to investigate
At this point Cllr Crawley invited Cllr Milnes to speak. Please see report below in Open Forum
Cllr Crawley reported that an email had been received from a parishioner who was concerned that a neighbour was sweeping a massive amount of leaves from their garden on to the pavement, which in due cause could be hazardous. Cllr Bamford agreed to investigate
Action: Cllr Bamford

Item 10 - New Proposals. 
10.1 Speed Signs – Cllr Manderfield
Cllr Manderfield explained that there were old and faded 30mph signs around the village that needed replacing. The proposal was to purchase 15 @£20 each from Lincs Road Partnership. After due deliberation it was Resolved to allow a spend of up to £300
Action: Cllr Manderfield
10.2 Allotment Gate
The proposal was to consider quotes received, however only one company came back with the capability to complete the job. After due discussion it was Resolved to accept the quote from Newgate of £1020
Action: Clerk
10.3 Police Building – Cllr Crawley
See 7.4

Item 11 – The Parish Environment

11.1 Planning Issues
There were no specific issues

11.2 Report from Cllr Page – Planning Committee Chairman
There have been very  few  applications submitted in the period 

S25/2038 – an application to do tree work at The Old Bells on the corner of High Street and Chapel Lane. I have to declare an interest in this as the applicant is a personal friend and someone I work with from time to time. We had no objections to the proposals.

S25/1918 - Demolition of existing porch, single storey rear extension, addition of two
roof lights at 26 Church Lane. We had no objections to the application.

S25/1703 – Regrettably I missed the deadline to get our reply to the clerk on this one for which I apologise. However, this application was for the reduction in height of two trees and the removal of a leaning Walnut tree in the grounds of 1 Orchard Drive, which forms part of the conservation area.
The two trees marked for height reduction have outgrown their location and the walnut tree is leaning and overhanging the surgery car park. We had no objections to the proposal.

Item 12 – Community Activities by Portfolio Councillor – the following are reports written by the individual councillors. 

12.1  Report by Cllr Crawley
Our part time  litter picker continue to work diligently keeping litter at bay around the villages.
12.1.1 Environmental Sustainability
No new issues
12.1.2 Playing Fields
I was successful in getting a grant from the UK Shared Prosperity Fund for all of the cost of the solar and battery  installation. At the time of submission it was thought that the Playing Field Committee would qualify for zero rate VAT on the installation. Subsequent enquiries have revealed that this is not the case and VAT is payable at 20%.We have negotiated with UKSPF and agreed that if we omit the battery installation then we can use the saving to pay for the VAT on the solar installation. We will look at installing batteries at a later date when it is hoped that further grants may be available. This means the solar installation will be entirely grant funded at no cost to the Playing Field whatsoever! 
An order has been placed, and works need to be completed by 21st February 2026 to comply with the terms of the grant.
A memorial bench with a plaque bearing the insignia of the 216 Parachute Regiment was ordered and installed before the Arnhem weekend.
The 2025 Gala   was a resounding success by the new Gala Committee.  There was a very good turnout and many new stalls and attractions. The event has made a substantial profit and planning is underway for the 2026 event.
12.1.3 Fireworks Committee
The annual firework display took place on 1st November 2025 following months of planning by the Firework Committee. Galaxy provided a superb display and the event was well supported despite the weather. Although there are still sponsorship pledges to be paid and a few bills to settle, it appears that the event has more than covered our costs. Donations will be made from the surplus funds to the scouts, playing field, and gratuities to key personnel.
At this point Cllr Crawley proposed making donations to The 1st Caythorpe & Dukes Covert Scout Group, The Playing Field Committee, and also a parishioner. Cllr Farr countered this with a second proposal, as above, and to include the local Pre-School.
After due deliberations it was Resolved to make donations of £300 to the scouts, £300 to the Playing Field and £100 to the pre-school for reading books for the children. It was also Resolved to acknowledge the efforts of one particular parishioner to the value of £25 from Chairmans Allowance
Action: Clerk/ Cllr Farr
We will then begin planning for the 2026 event.
12.1.4 Local Government Reorganisation
I have attended two presentations by SKDC on the progress and planning for the Local Government Reorganisation at the Council Chamber.

12.2 Report from Cllr Manderfield

12.2.1Highways

I have continued to report potholes via Fix My Street including Gorse Hill Lane, the A607, Caythorpe Heath Lane, Waterloo Road and Frieston Heath Lane.
Since the last meeting the resurfacing works on the A607 between Caythorpe and Fulbeck have been completed.

I have contacted Lincolnshire Road Safety Partnership with regard to replacement 30mph reminder signs which a local resident reported as in need of replacement.
See paper attached.

I have had a follow up from LRSP regarding the flashing road signs for the school.
Response below.

‘I also passed your previous email onto a colleague in the Education Team, but I can’t see that he replied to you regarding the school flashing lamps, so apologies for that. I have just been in touch with him so that I can add some comments on that particular issue.
 
So, school flashing lamps are mainly used in association with a School Crossing Patrol (lollypop person) to give advance warning to drivers that there will likely be someone stepping out into the road to cross the children and parents. Such lamps can also be used in specific locations where a school may be isolated or perhaps situated on a busy A road to highlight the location and to act as a road safety measure where there may be high volumes of traffic or traffic speed.
 
In terms of Caythorpe, the school does not have a School Crossing Patrol and so I’m afraid it is highly unlikely that school flashing lamps can be justified. In addition, the road layout is such that the traffic is likely to be associated with the school at start and finish times, rather than through traffic.
 
Speaking to colleagues, we do not have any concerns raised from the school itself and they do have regular contact with them as they deal with some Education there.
 
Having said all of that, my colleague will visit the site shortly to see if there are any other measures we can offer. I suspect one of the main issues – like many schools – is the amount of parking at school times. This can be a nuisance, but at the same time it tends to keep traffic speed low.
 
I hope all of that helps, please come back to me if you wish to consider the reactive speed signs and I’d be happy to pay a visit sometime and look at locations and chat things through.’

12.1.2 Village Hall

I was unable to attend the Village Hall meeting on Tuesday 14th of October.
I will attend the next meeting on the 11th of November.

The Village Hall Committee are continuing their hard work to improve the hall, quotes are being sought for repainting of the main hall and replacement of some of interior lighting.
A replacement sign for the exterior of the hall is also required, and prices have been requested.
The committee have carried a couple of tidying sessions including the shed in the garden and the upstairs storage room. 
The first film night run using the new screen and projector was held on the 10th of October.
The village breakfast in October was attended by more than 90 people with some turned away due to capacity being exceeded. 
The first race night will be held on the 29th of November.
The VH are funds are as follows. Savings - £25,596.75 Current - £3,256.45

Cllr Manderfield added that at the VH meeting there were various projects that were discussed including; improving disabled access from the High Street; adding acoustic panels in the committee room; developing the garden and adding solar panels and a battery to reduce running costs. The Parish Council resolved to extend its full support to the committee's initiatives and, accordingly, granted the requested permission.

In my role as a parish councillor, I attended the local government reorganisation meeting on the 4th of November at the SKDC Council Chamber. 

12.3 Report from Cllr Macpherson

Nothing to report

12.4 Report by Cllr Stevenson
Nothing to report
At this point Cllr Clayton reported that the overhanging bushes on the footpath from Old Lincoln Road to the doctors were causing a nuisance. Cllr Stevenson agreed to investigate
Action: Cllr Stevenson

12.5 Report by Cllr Topley
12.5.1 Grit Bins and salt
Grit Bin survey complete, all are at the acceptable level of over half full, I will tie up with Ben Ullyot and top up the one at the end of Arnhem drive owned by the Parish council 
12.5.2 Emergency Plan
Please see 9.1

12.6 Report by Cllr Sandy
I have very little to report this time, I am chasing getting the soil heap removed from the rear of the burial ground which has not been done yet and I have asked for the cracks caused by tree roots to be filled before the frost gets here.

12.7 Report from Cllr Farr
Nothing to report

12.8 Report from Cllr Macer
Didn’t attend meeting

12.9 Report from Cllr Clayton
Nothing to repot

Item 13 -  Items of Urgent Business

There were no matters of urgent business

Item 14 - Arrangements for Next Meeting 
The next Parish Council Meeting Number 5 of 2025 will be held on Wednesday 14th January 2026 commencing at 7.30 p.m. in the village hall.  (7.15 for open forum)

Cllr Crawley thanked everyone for coming, wished them all a happy Christmas and closed the meeting

Open Forum

Report from Cllr Ken Bamford – LCC Councillor

I have now conducted a number of village walks across our patch, which have been very productive. Seeing and discussing local issues first hand with the Parish and LCC officers is definitely the way ahead and is helping to get things done, so these will continue.

I am continuing to work with LCC to try and progress ongoing broader issues such as speeding, parking and flooding, which are recurring themes across Hough. If anyone has ideas or proposals for how we can tackle these issues please let me know. By now you should be seeing how I work, nothing is off the table, so let’s be bold and get creative.

I am also looking at ways we can try to encourage more young people to get involved in voluntary community activities and local government, as Parish, District or indeed County councillors. Again, any ideas you have to support this would be welcomed.

I have access to a small amount of funding and resourcing support for local projects that benefit the community. So if you have ideas, please do let me know and I will see if I can help. Cllr Clayton asked if it were possible to garner £154.60 from this fund to support the Christmas thank you gift for the volunteers who distribute News & Views to many of the villages in Hough Ward. Cllr Bamford agreed to investigate this
Action: Cllr Bamford

Local Updates

Gonerby Moor Development
A meeting took place recently with county and parish councillors and a developer to talk through a proposal. It was very productive meeting and all involved have agreed to maintain an open dialogue. The position of local Lincs county councillors in the impacted area is one of unity and collaboration, to ensure early engagement and any approved development works in the interests of local residents and the community.

A607 Speed Limit
Following their initial dismissal of the proposal to reduce the speed limit to 50mph, I have now reopened this discussion with LCC Highways following an accident at the crossroads last week. Updates to follow as and when they present.

Holly Cross Gdns
I have engaged LCC on this and they and the developer have agreed to investigate this after Christmas to hopefully progress a resolution. Updates to follow when they present.

All new issues that are proposed for LCC intervention should be logged in the PC meeting minutes and shared with Cllr Bamford. They will then be updated on in this report at the next meeting.

Thank you for your selfless service and continued vigilance in our community, we need everyone’s eyes and ears to help ensure our area remains a safe and well cared for place to live.

Report from Panny Milnes – SKDC Councillor

Local Government Reorganisation
It will have been announced this afternoon that the proposal for South Kesteven/North Kesteven/South Holland now does not include Rutland. The risk is too great that they do not agree to join us and our proposal is compromised.
On the 20 November the proposal will be discussed and voted on by Full Council prior to Cabinet approval and final submission on 28 November. The timetable is that Government will suggest their decision as to which proposals go forward in Spring 2026 with a final decision in July 2026.
Planning
The appeal for a proposed house at Fulbeck Heights, Fulbeck which was refused by planning committee, will be heard by a planning inspector on Tuesday.

The Shoot may be heard by the planning committee on 27 November

Additionally, there is generally considerable concern about the increase in Houses of Multiple Occupation (HMO’s) coming for planning permission. It is much talked about in the news and currently impacts Grantham. Smaller HMO’s, under 4 people do not need planning permission.
 A Licence is also separately required by the Council’s private housing section of Environmental Protection. 
ASB or other nuisances are often associated with these properties and need to be dealt with by other agencies. 
The elephant in the room about use by the Home Office for asylum seekers, whist causing public concerns, are not something we can control.

Appendix A

Appendix B

Appendix C