2025 Parish Council Meeting Minutes

CAYTHORPE AND FRIESTON PARISH COUNCIL

MEETING NUMBER 6

MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 12th MARCH 2025

Present:

Councillors: Page, Manderfield, Crawley, Farr, Macpherson, Clayton & Sandy

There were 12 members of the public

Clerk:  Mrs D Manderfield

Item 1 – Chairmans Remarks

Cllr Crawley welcomed the councillors and the public. 

Please see below public discussions under Open Forum

Item 2 – Apologies for absence

Cllrs Macer, Topley, Milnes & Stojanovic. 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

Item 4 - Approval of Minutes of meeting number 5 held on 15th January 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 – Parish Clerk’s Update on Matters Arising Since Last Meeting      

New Councillors have been provided with copies of CFPC Standing Orders, the Risk Register, and The Good Councillors Guide.

The website is continually updated; please notify me if you observe any inaccuracies.

Prior to the insurance renewal, the asset registers for the Village Hall, Playing Fields, Social Club, and CFPC have all been updated. They are currently consolidated into one register. However, our insurance company has raised the issue that each committee should have its own insurance. Our Client Director has referred this to the underwriting team, and I am expecting a definitive answer before the meeting.

CFPC received a note of appreciation from the Village Hall Committee for the grant provided.

A tree fell in the Cemetery, and under the Clerk's designated powers, I instructed Sam Barrell to undertake the necessary work.

Councillor Manderfield and Councillor Stevenson have both completed the advised training.

A parishioner contacted me regarding the solar farms planned for our area. I forwarded this information to Councillor Page. Following an email from Councillor Ron Bailey, CFPC is now supporting the campaign for new regulations concerning Lithium Batteries. All relevant information is available on the website.

I will request all councillors to resolve all Policies and Risk Assessments at the Annual Parish Council Meeting in May. Please familiarize yourself with them. I am in the process of adding them all to the website.

I have produced a Firework Committee Terms of Reference for your review at this meeting.

I have recently undertaken further End of Year training and, as a result, have revised the Asset Register and will need to ‘restate’ last year's AGAR. I have yet to receive a response from the parishioner who typically serves as CFPC Internal Auditor.

Lastly, please ensure that any instructions are communicated through the Clerk.

Cllr Crawley confirmed that our Internal Auditor had agreed to carry out the audit as required

The Clerk explained the advised insurance procedure (see Financial Matters) and reminded Cllr Clayton that a signed GDPR form was still outstanding. The clerk advised councillors that the Social Media Policy only allows the portfolio holder to post to Facebook on behalf of the Council

Item 6 - Financial Matters

6.1 Authorisation of BACS/Cheque payments. 

Councillors considered the list, previously circulated, and Resolved to accept the payments

Please see Appendix A below

6.2 Review of CFPC accounts. Bank rec & management accounts. 

Bank reconciliations and management accounts as at 31.3.25 were circulated to all prior to the meeting.

Please see Appendix B below

6.3 Insurance

The Clerk explained that the insurance broker Gallaghers recommends individual policies for the Village Hall Committee, Playing Field Committee, Social Club, and Parish Council. This ensures all volunteers are covered by Public Liability Insurance and avoids the possibility of unpaid claims.

The recommendation was to resolve the policy in principle and use the 30-day grace period for amendments. The Parish Council and Clerk will manage all policies, with the Clerk as the point of contact. The Clerk will liaise with the three committees once new policies are received. The Parish Council Resolved to accept these terms. 

Item 7 Registers 

7.1 Risk Register – this was distributed previously.

It was Resolved to approve this document, 

7.2 Maintenance Register – this was distributed previously and reviewed.

It was Resolved to approve this document

Item 8 -  Project Register Update 

8.1 Emergency Plan

There is no update to report on this project

8.2 Ownership of The Village Hall

Ownership has been registered with Land Registry and Official Documents received from Chattertons. This project is now complete

8.3 2 Historical Books

There is no change to this project

Action: Cllr Stojanovic

8.4 Allotment Lease – expires 20.3.25

Cllr Macpherson explained that Cllr Crawley and himself had had several meetings with CFAA and Savills with respect to the new lease. There are two issues here, the first one being the lease between Savills and the Parish Council which initially was proposed at £345 annual rent, £1000 + VAT fees, and £1750 for registration with The Charities Commission for a 10 year lease. After discussion Lincolnshire Diocese agreed to reduce the cost to £300 annual rent and shorten the lease to 7 years to avoid registration to the Charities Commission. The current price will remain unchanged for a period of five years, after which it will be adjusted according to the rate of inflation.

The second issue is the lease between the Parish Council and Caythorpe & Frieston Allotment Association. It appears that the boundary fence will require replacing within the 7 years of the lease. 

Cllr Macpherson stated that, although he appreciated that the CFAA were set on keeping costs to plot holders down and therefore accessible to all, it was short sighted not to increase fees as all costs are rising. He added that a local farmer had offered to put in support posts within the boundary fence at a minor cost and that the car park was in good order. 

Cllr Crawley stated that the question of CFPC purchasing the land off the Diocese had been broached

Please see New Proposals and Open Forum

Action: Cllr Macpherson/ Crawley

8.5 VE Day 80

Cllr Manderfield advised that he and Cllr Macer had everything in hand to light the beacon on 8.5.25. Cllr Macpherson offered his help. Firewood has been sourced from a local farmer and Cllr Crawley advised that he would liaise with a parishioner in regard to raising the flag. A previous risk assessment will be used

8.6 Burial Ground Plot Marking

The Clerk has not been able to contact the gravedigger and so has nothing to report. This project is ongoing

8.7 Love Lane Memorial

Cllr Crawly advised that Shephards Memorials in Grantham have been asked to provide a second quote and Cllr Milne had made suggestions regarding possible grants, he also confirmed that the Australian families were interested in making donations

8.8 New Dog Bins

Cllr Farr advised that there is a possibility of placing a new bin on the track between Caythorpe and Fulbeck Parishes. The suggestion is to place it on the post in Fulbeck Parish

8.9 Thank You Gift

Cllr Farr advised that the gift had been delivered to the parishioner in thanks for his help at the Firework display. 

8.10 Hospital Car Scheme

Councillor Page indicated that the local resident who had volunteered to assess interest has not responded. Consequently, Councillor Page can only infer that there is currently no demand for action.

Item 9 - New Proposals. 

9.1 Fencing at the Burial Ground – Cllr Sandy

This was Resolved retrospectively under clause 5.15 of the Financial Regulations due to the urgency and lead time for the gate. The order was placed with AR Siddans Ltd in accordance with their quote 39126 for a timber gate and posts to the sum of £685 + VAT.

Action: Cllr Sandy

9.2 Allotment Committee – New Lease

After due discussion it was Resolved to renew the lease between Lincolnshire Diocese and Caythorpe and Frieston Parish Council, set at £300 per annum with a review after 5 years and costs at £1000+VAT

Action: Cllr Macpherson

After further discussion it was Resolved that Caythorpe and Frieston Parish Council would invoice Caythorpe and Frieston Allotment Association £300 per annum to cover the rent. CFAA would continue to be responsible for water rates, insurance and membership to the National Allotment Society. CFPC continue to be responsible for the boundary fencing, gates, car park  and water supply  (CFAA responsible for cost of water used) . A contract will be drawn up between CFPC and CFAA

Action: Cllr Macpherson

Cllr Crawley proposed that an annual amount would need to be budgeted for and earmarked for future maintenance. It was Resolved to add £2000 to the earmarked accounts for the year 25/26

Action: Clerk

9.3 News & Views Laptop

Cllr Crawley explained that the former editor had requested to keep the laptop. After discussion, it was Resolved that all the files would need to be removed and saved on a memory stick to be handed over to the Clerk. Due to the age of the laptop, it was Resolved that the former editor could keep it as a token of appreciation.

Action: Cllr Crawley

9.4 Fireworks Committee Terms of Reference

This paper had been circulated previously and it was Resolved to accept it. Cllr Crawley stated that the Firework Committee had read it and were also happy with the content

Action: Clerk

9.5 Burial Ground Risk Assessment

This paper has been circulated previously and it was Resolved to accept it

Action: Clerk

9.6 Volunteers of VH being included in PC PLI

This has been covered previously. Please see 6.3

Item 10 – Planning Matters

10.1 Planning Issues

Councillor Page stated that despite significant interest in solar farms, CFPC had not been requested to provide any comments.

10.2 Report from Cllr Page – Planning Committee Chair

The Parish Clerk received a communication from a resident of Caythorpe regarding the proposed solar farm west of Navenby. The request is copied below:

As a resident of Caythorpe and a clerk to neighbouring Councils, I am aware of the two solar farm applications - Springwell and Leoda.  If both these go ahead we will lose all our countryside from Navenby (and beyond) across to Brant Broughton.

Could you please let me know how Caythorpe Parish Council is dealing with these applications and their views?

Since these are not in our Parish,I replied that we are not consulted on these applications rather than become embroiled in matters that are not CFPC concern.

S24/2138 – Application for a large extension. We had no objections but asked for consideration be given to remove windows in North Elevation to protect privacy of neighbouring property

S24/2186 an application for tree work – applicant is a serving councillor. Work proposed is to remove low level growth to allow inspection of main trunk for safety reasons. We had no objections

S25/0054 – Single storey extension in keeping with the restroom of property. We had no objections

S25/0089 – Retrospective application for conversion of storage building in the rear garden of a property in the conservation area to provide self contained accommodation for an elderly relative. We had no objections to the proposal but request that a condition of the grant of planning permission is that the annex is only occupied by family members and cannot be sold off separately.

S25/0115 – Reduction in height of Lime Tree off Back Lane . We had no objections

S25/0134 – noted this application is for necessary tree work at St Vincent’s church to protect the fabric of a boundary  wall. We had no objection

S25/0204 Application to deal with a tree damaged by recent storms

Item 11 – Community Activities by Portfolio Councillor – the following are reports written by the individual councillors. 

11.1  Report by Cllr Crawley

11.1.1 Litter Picking

I received a complaint from a member of the public about the litter on Station Road from Mid Uk to PGL and raised this concern with the new representative of Mid UK. Following my complaint the litter was cleared promptly and they are carrying out maintenance picks.

11.1.2 Environmental Sustainability

Additional trees will be planted along the A607 when the weather allows. I need to purchase some more tree stakes and guards from the cash held in the tree fund

11.1.3 Playing Fields

Costs are being carefully monitored and enquiries are taking place regarding the electricity tariff which is due to expire in November this year. 

The wicket mower needs replacement, and a reconditioned replacement has been sourced. The cost of this will be shared between the Playing Field Committee and the Cricket Club

Rents and charges for usage are being reviewed and negotiations will take place with relevant parties.

An order has been placed for painting the external joinery and this will be carried out when the weather improves.

It is believed that the DASH running fund raiser will not take place this spring, which will leave a gap in funding.

Ideas for fund raising are being sought and considered and a quiz night is planned for the pavilion. A grant from the Parish Council has been paid. Some of the money from the 2024 Gala has now been paid over to the playing field.

The organization of the 2025 Gala is unknown at the time of writing, but there is a Playing Field Committee meeting on 11th March when this item will be considered as part of the agenda.

11.1.4 Fireworks Committee

The committee has met twice so far and Galaxy are booked for Saturday 1st November 2025. A deposit has been paid to Galaxy and planning is well underway for many aspects of this event.

11.2 Report from Cllr Manderfield

11.2.1 Highways

I have continued to report potholes via Fix My Street including the A607 between Love Lane & Fulbeck, Frieston Heath Lane, Waterloo Rd, Gorse Hill Lane between Waterloo Rd & the Cemetery and the gravel from the edge of the road on Gorse Hill which has been washed out by the rain. I have also reported standing water on the High Street which is causing the cellar at the Red Lion to flood. 

I have written a letter to our local MP Gareth Davies asking him to lobby the government for more money to spend on the county’s roads.

I have completed the NHT (National Highways & Transport) survey.

I have chased Cllr Maughan for an update on Waterloo Road resurfacing and have been informed that resurfacing is in the plan for 2025/26. See map below:

11.2.2 Village Hall

I attended Village Hall meeting on Tuesday 21st January.

The Village Hall Committee were very grateful that the PC had agreed to award the grants for 2024/2025 & 2025/2026 and will send a letter of thanks to the PC Clerk.

The VH are funds are as follows. Savings - £27,627.63, Current - £3,708.36.

The committee are continuing with their great work planning general maintenance and improvements to the hall and organising events.

A new sign is being sourced to replace the sign that came down in one of the storms. 

The gentleman who carried out the film nights is selling the business due to ill heath, so the committee are investigating the possibility of purchasing the necessary equipment to enable them to carry out their own film nights and possibly race nights.

I have been asked by the VH committee to raise the issue of public liability insurance for VH volunteers with the PC. The volunteers are an integral part of the events put on by the VH committee.

On 11th February I completed the online councillor training, Planning System introduction.  

11.3 Report from Cllr Macpherson

11.3.1 Social media

Nothing to report

Cllr Macpherson added that the former councillor has been removed from Facebook Admin 

11.3.2 Allotments

This will also be a separate discussion at the PC Meeting.

Please see 8.4, 9.2 and Open Forum

11.4 Report from Cllr Stojanovic

Nothing to report

11.5 Report from Cllr Farr

Nothing to report

11.6 Report from Cllr Topley

Nothing to report

11.7 Report from Cllr Page

Cllr Page suggested that the Finance Chair position needs addressing

11.8 Report from Cllr Macer

All defibrillators are in full working order 

11.9 Report from Councillor Sandy

The good news I have to report is that the replacement gates for the rear of the burial ground has been completed and looks very professional it will need to be added to maintenance register to be treated at the same time as the main entrance gate, other than that it has been fairly peaceful.

11.10 Report from Councillor Stevenson

11.10.1 Footpaths

I met with Peter Sowerby at Caythorpe Hall to get a better understanding of his plans for landscaping in the area of the Caythorpe / Fulbeck footpath. Plans include adding hedging to the footpath that crosses the meadow in the area between the ponds and the ditch, and additional tree planting throughout the meadow. The proposed removal of stiles across the length of the footpath and lowering of the gantry over the ditch will improve accessibility .   

11.10.2 Shops, Businesses and Employment

Nothing to report

11.10.3 Public Transport

Nothing to report

Cllr Stevenson agreed to contact the local bus company with regard to re-routing the public bus down Old Lincoln Road but only after  public consultation 

Item 13 -  Items of Urgent Business

There were no items of urgent business 

Item 14 - Arrangements for Next Meeting 

The next Parish Council Meeting Number 1 of 2025 will be held on Wednesday 14th May 2025 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

{Electronically signed}

D Manderfield 

Parish Clerk

Report from Cllr Penny Milne (SKDC)

This year has been one of change and confusion with changes to the National Planning Policy Framework, Devolution and Local Government Reorganisation.

NPPF.

The major change requiring Councils to uplift the amount of land for housing is being addressed through the ongoing Local Plan Review which should be ‘made’ by November 2026. Extra land for housing will need to be allocated in the plan and include urban extensions around the 4 towns and increases in the larger villages. Caythorpe is a larger village which could support development, and the Local Plan policies will remain similar. No land has yet been put forward in Caythorpe parish for consideration in the allocations.

District wide and for the allocations, the Government target to build 1.5m homes to build nationally equals a higher housing target locally from 895 with the addition of 208 per annum. Affordability indicators mean that if it is a problem then more housing is needed. SK will use local needs evidence to determine proportions for housing in, for example, affordable/market housing/ age groups.

The Council have to ensure a 5-year land supply. Effectively, it means that additional land has to be found for a further 2,800 homes across plan period plus a buffer of 20%. However, 5-8% may be more realistic increasing the pressure. 

Looking forward 15 years until 2043 even more houses will be needed.  There will be questions on deliverability and how land is used within the allocations for example, densities/heights/types.

Good design is imperative with open spaces and walks around. This will be on a site-by-site basis.

SK will soon be completing a new Design Code which will be more prescriptive, please engage with the last consultations. 

Basically, the Local Plan Review is back at draft stage now and therefore delayed.

Consultations with Parish Councils and the public will take place Summer 2025 for submission Dec 2025 to be made Nov 2026 – a short timescale.

Solar Farms

Applications are increasing and on a larger scale, utilising farmland and impacting on our countryside. Unfortunately, the push for net zero ties our hand at the planning stage with a presumption in favour. A recent Inspector’s report allowed solar on Garde 2 land on the basis that it is not lost and will be returned in 40 year’s time. Therefore, mitigation of the impacts is extremely important with a new landscape strategy and use of landscaping and habitat areas alongside the required biodiversity net gain.

Devolution

The new Mayoral Combined Counties Authority (MCCA) is being implemented as we speak. The elections for the new Mayor will be on 1 May. The MCCA encompasses Lincolnshire County Council, N Lincolnshire Unitary and NE Lincolnshire Unitary.

The contentious challenge currently is Local Government Reorganisation within the MCCA. The Government wants the area has to be divided into unitary councils of 500,00 population on a business case basis. This is being done to us. It means the dissolution of District Councils and possibly only 2 Unitary Councils. The Leaders are engaged in the difficult task of formulating some viable proposals to be submitted by the 21 March. The letter from Jim McMahon MP, Minister of State for Local Government and Devolution, arrived 6 February– an extremely tight timeline.  The potential aim is for the shadow Unitary Councils to be in place in 2 years with elections to mandate in May 2027 for delivery by April 2028. 

SK Budget

A 2.98% rise in Council Tax has been agreed bringing a Band D property to £189.37. 

A balanced budget based on the Corporate Plan has been set. There are budget pressures over the next 2 years.

A1 Litter

Clearing litter on the A1 started on 3 March in collaboration with National Highways. This is a difficult and dangerous job which the street scene staff have risen to, been trained and properly equipped. It may seem odd but SK have a responsibility to do this task, and could be legally challenged for not doing so, and a fund of £60,000 was set up. 

New Waste Depot

This is planned to open in November 2025.

Bin Collection Review

Please note that as a result days could change.

New Fix My Street App 

To cover SK and LCC can be downloaded onto a phone- fly-tipping, dead animals, streetlights etc 

Environmental Crime:

continues to be a challenging issue which costs the tax-payer and work is always underway to find the culprits and prosecute. Our Head of Environmental Protection set up and Chairs a District wide panel of agencies involved – Councils, Environment Agency, Defra etc

Arnhem Tulips

Please look for the tulips as they bloom in Fulbeck and Caythorpe. SK won funding to continue with developing a new trail called ‘Soldiers from the Sky’.

Report from Cllr Alexander Maughan (LCC)

Cllr Maughan did not attend this meeting

Open Forum

There were 12 members of the public, 3 of which made comments

A CFAA member expressed appreciation to the PC for their efforts on the new lease agreements and acknowledged a former councillor who compiled the original agreement and contributed significantly to establishing the allotments. He stated that there are 20 plots and during the last 10 years 59 households have benefited. He stressed that as an association they try to keep costs to a minimum and donate excess produce to foodbanks and local charities. The current charges are £48 for a large plot and £28 for a half plot. They are planning to celebrate 10 years of the CFAA this year.

Another member of the public stated that while the allotments were originally intended for parish residents, there is insufficient demand, so the plots are now offered to residents in neighbouring villages.

The new editor of News & Views introduced himself and mentioned that he is being assisted by a small group of individuals responsible for distribution. Westgate printers continue to produce the magazine, and details of the accounts will be transferred from the former editor to another volunteer as soon as possible.

Cllr Crawley thanked the CFAA for all that they do for the plot holders and he thanked and congratulated the new editor on his first issue

Appendix A

note all payments are authorised by Cllrs Crawley & Sandy

Appendix B

Accounts Summary