2026 Parish Council Minutes of Meetings

CAYTHORPE AND FRIESTON PARISH COUNCIL
MEETING NUMBER 1
MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 13TH MAY 2026
Present:
Councillors: Sandy, Crawley, Manderfield, Stevenson, Pywowarczuk & Page 
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, Topley, Macer, Milnes & Bamford. These 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 Stevenson expressed a declaration of interest as a member of the Gala Working Group and the Allotment Committee 

Item 4 - Approval of Minutes of meeting number 6 held on 11th March 2026 and the Extraordinary Meeting held on 10th April 2026
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  

Theo Pywowarczuk has completed all the necessary documentation and the required forms have been forwarded to SKDC. He has been enrolled on a new councillor training course
The purchase of the new defibrillators was budgeted for the 26/27 financial year. However the Council managed to purchase them within S137 in the 25/26 financial year. CFPC now have a generic login and password for the defibrillators, and these details have been added to the list of logins held by the clerk
I have previously requested that councillors who have not done so complete the GDPR compliance checklist, and the IT Policy statement that was resolved at the September meeting. These will be completed at the APCM
Copies of insurance documents were forwarded to the relevant village committees and the premiums paid
The second order of 30mph signs ordered from Community Speedwatch has been paid but have not yet arrived
An Extra Ordinary meeting was called in order to discuss and progress the purchase of the CPO on behalf of the Playing Field Committee as the Parish Council are custodial trustees of the playing field. 
The APM took place in April and as the clerk was on holiday thanks go to Cllr Stevenson for taking the minutes
Direct PC Supplies performed its yearly inspection on the PC laptop and removed the outdated email address. A new  128gb USB was recommended as a further backup to the cloud
HK Headstones have been approached to repair the Love Lane memorial as the lettering has failed
A resident has pointed out that parish trees are overhanging his boundary. I have requested a quote off Sam Barrell as these were included in the tree report completed in 2024 by Nigel Sardesen. 
The Internal Auditor has completed the audit and the AGAR will be approved at the APCM
Communications
An email regarding Councillor Volunteering Scheme from LCC was forwarded to the Village Hall Committee
An email regarding ‘Foster Care Fortnight’ from LCC was forwarded to Cllr Clayton for inclusion on the PC facebook page
Planning
Responses have been submitted to SKDC
The clerk then added that although the pay review has not been decided it would appear that the increase will force the council into implementing a pension scheme. The clerk suggested that NEST would be used.
The clerk also introduced the new ‘document review schedule’ explaining that it made it easier to monitor and review all procedural  documents held by the council.
The clerk then proceeded to read out a report from LCC councillor Bamford in his absence;
Good evening everyone, please accept my apologies for being unable to attend this evening’s meeting in person. I would be grateful if this report could be read out to those present on my behalf.

I consider it an honour and pleasure to continue to represent Hough at County Council level, putting politics aside and working to try and do what’s best for our local community and our residents’.

Over the past year we have made progress on highways repairs, including potholes, surface dressing and major resurfacing schemes, most notably on the A607. Whilst I have tried hard to prioritise our issues, we are always competing with the rest of Lincolnshire who face similar issues, against the reality of finite funding and resourcing. Please continue to encourage residents to report issues using the Fix My Street tool to ensure issues and incidents are properly logged, prioritised and resolved as quickly as possible.

On flooding and drainage, we have secured additional investigations and maintenance work in the most vulnerable areas, with further improvements planned. It is fantastic to see volunteer residents’ using the Rivercare scheme to litter pick and tackle issues of overgrown foliage along our stretch of the Witham.

Speeding and parking continues to be a high priority and I am committed to strengthening enforcement, exploring appropriate traffic calming measures and supporting community speed watch initiatives. There has also been a noted increase in HGV using rat runs through our small villages on unsuitable roads, which I am currently looking at in more detail.

Looking back, the highlights for me and the best results we have achieved in the last year have been where Residents’, Parish, District and County Councillors work together with a shared sense of purpose. Looking ahead, I am optimistic and fully committed to our shared goals through building on this constructive engagement and community cohesion. Our greatest strength is our unity.

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.

I very much look forward to working closely with you all for the good and benefit of our community in the year ahead.

Call Outs

Hough Fest 2026: The very successful Hough Fest that local residents organised last year is back in 2026 (flyer attached). It is shaping up to be a great event with lots of confirmed craft stalls and will be a great opportunity for local businesses, community groups and residents to come together and share an afternoon of live music and entertainment. Your support to promote this event in your area would be welcomed.

Local Government Reorganisation (LGR): At the end of last week, LCC hosted a visit from the Ministry of Housing Communities and Local Government (MHCLG) to discuss our proposal for Local Government Reorganisation in Greater Lincolnshire. We were able to show how our model would work in practice - being able to offer strong services over our large county, but with local input, knowledge and delivery. We reinforced that our model would simplify council services, reduce duplication and offer greater investment in priorities that matter to our residents. Having finished their consultation exercise, MHCLG are now looking at all the proposed models for LGR in Greater Lincolnshire before taking a decision. They have also been visiting district councils to discuss their proposals too.
We have been told that every area is taken on a case by case basis as to what the best model is deemed to be, and we’re expecting to hear a decision from the government in early July. For more information, see:
https://www.lincolnshire.gov.uk/lincolnshire/local-government-reorganisation

Item 6 – Election of Members of the Planning Committee for 2026/27
It was Resolved that Cllr Pywowarczuk be elected  as  Chair of the Planning Committee and the members of the committee be as follows:
Cllrs Crawley, Stevenson, Manderfield, Page & Sandy. 

Item 7 – Election of Members of the Finance Committee for 2025/6
It was Resolved that Cllr Macpherson be elected  as  Chair of the Finance Committee and the members of the committee be as follows:
Cllrs Crawley, Sandy, Manderfield, Page, Pywowarczuk & Stevenson

Item 8 – Update of IT Policy and GDPR Security Compliance Checklist
Cllrs Pywowarczuk &  Page signed and completed the necessary documents. This item will remain on the agenda until all documents have been signed

Item 9 – Appointment of Portfolio Holders
It was decided that there would be no changes made

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 6th May 2026 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 2025/26
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) 2025/26 
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. It was Resolved that this document would be adopted for use by all members for the forthcoming year 2026/27

10.5 To obtain acceptance of – CFPC Financial Regulations
The Clerk had previously requested that all councillors re-familiarise themselves with this document. It was Resolved that this document would be adopted for use by all members for the forthcoming year 2026/27

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 A 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 – 14th July (30-day period) having announced this fact on the 2nd June 2026.
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 30.4.26 were circulated to all prior to the meeting. The clerk recommended a virement of £3000 from the Project budget to cover the expected increase in insurance. This was Resolved by the Council
Please see Appendix B below

10.10 Update from Finance Committee Chair
There was no report at this time, Cllr Crawley explained that the accounts were in good order for the new financial 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.
At this time there have been no postings to this register

Item 12 -  Project Register Update 
12.1 Emergency Plan 
No update on this project

12.2 Burial Ground Plot Marking
It is expected that this will be completed within the next month
 
12.3 Dog Bins
No update on this project

12.4 Restaining of Burial Ground gates 
The weather continues to be an issue, however the work needs to be done sooner rather than later

12.5 Support speed reduction on A607
There was no update on this project

12.6 30mph speed signs
The clerk continues to expedite this order with CSW

12.7 Fireworks donations
It was resolved to delete this project

12.8 New Defibrilators x3
The defibrillators have been delivered and are now in the possession of Cllr Page

12.9 Purchase of CPO
Chattertons have been instructed, ID checks completed, payment made for necessary searches and the client letter signed and emailed to Chattertons

Item 13 - New Proposals. 
12.1 Gift for Internal Auditor
After discussion it was Resolved that £25 be approved for a ‘thank you’ gift under clerks delegated powers

12.2 Trees at the Playing Field adjacent to Gresham Lodge – Sam Barrell quote
The clerk had been in contact with Sam Barrell and National Grid in relation to the trees. After due discussion it was Resolved to  take the advice of the professionals and wait until National Grid’s Vegetation Management team had assessed the trees themselves. The clerk will advise the homeowner

Item 14 – The Parish Environment

14.1 Planning
S26/0622 Proposal:  Submission of details reserved by conditions 3 (damp-proof course) and 4 (rooflights) of planning permission S25/1918 - Demolition of existing porch, single storey rear extension, addition of two roof lights, at 23 Church Lane Caythorpe. The status is currently Awaiting Decision. This was circulated to all, and no objections were raised to the proposal. S26/0727 Proposal: Crown lift to provide approximately 1 m clearance from the utility lines, in line with the EAS Tree Pruning Standard (2024), at 12 Old Lincoln Road Caythorpe. The status has been updated to Decided, and works allowed.

14.2 Other Planning Issues
Cllr Pywowarczuk suggested more information was needed on a new proposal with regard to access from the A607

Item 15 – Community Activities by Portfolio Councillor – the following are reports written by the individual councillors. 

15.1  Report by Cllr Crawley
15.1.1 Litter Picking 
Our part time litter picker continues to work diligently keeping litter at bay around the villages. 
15.1.2 Environmental Sustainability 
Monitoring of the Mid Uk (now Panda) site has revealed they are conducting regular litter picking patrols along Caythorpe Heath Lane. An issue has arisen regarding their vehicles using lanes around our parish and Councilors Bamford and Milnes have been in contact with the company about this. They have promised to speak with their drivers to get these routes stopped and request any further transgressions are reported to them.
15.1.3 Playing Fields 
Lincolnshire Police have finally agreed to sell the redundant police office on Old Lincoln Road at a very reasonable price.
An  offer to purchase the redundant Police Office on Old Lincoln Road, has been received from Lincolnshire Police. Liaison has taken place between the Parish Council and the Playing Field Committee and an extraordinary meeting was held on 10th March to discuss this project, It has been agreed that this will be a significant asset to purchase for the community and work is in hand to return the land and the building that it now contains to the Playing Field Committee. Chattertons solicitors have been instructed and are progressing the sale. Checks for money laundering are in hand and a number of searches have been ordered with a view to getting a good start before we formally accept the offer from LIncs Police.
The Renewable energy installation is working well and generating large amounts of electricity, although the Playing Field are still not  getting the maximum benefit from this as the electricity supplier has yet to change the meter to a smart meter so that excess power can be sold to the grid.
I will be unable to attend their meeting tonight, as this clashes with the CFPC meeting 
15.1.4 Fireworks Committee 
Galaxy Fireworks have been booked for the 2026 display on Saturday 7th November 2026 and a deposit paid. Donations have been made from the surplus funds to the scouts, playing field, and gratuities to key personnel. 
The damaged speaker that we had borrowed and overloaded is being repaired but at the time of writing, the cost is not known.
Planning meetings are continuing.
The large gazebo that was damaged during packing away after the fireworks is more extensively damaged than first thought. We have ordered a replacement at a cost of £229 and delivery is awaited.

16.2 Report from Cllr David Manderfield
16.2.1 Highways
I have continued to report potholes via Fix My Street including Frieston Heath Lane, Arnhem Drive A607, Waterloo Road, Caythorpe Heath Lane and Gorse Hill Lane.
Additional 30mph reminder signs have been ordered and will be installed once they have arrived.

16.2.2 Village Hall
I attended the Village Hall meeting on Tuesday 5th of May.
The Village Hall Committee are continuing their hard work to improve the hall. 
Quotes have been received for replacement of some of interior lighting in the main hall, further investigation is being carried out.
Installation of new toilet in the lady’s cloakroom should be completed on the 7th   of May.
The committee are seeking further quotes to improve access the to the hall and are hoping that this can be grant funded. 
The trolley for the large round tables that are kept in the storeroom has arrived. 
A replacement sign for the exterior of the hall has been ordered.
The village breakfast was held on the 3rd of May.
The last film night before the summer was held on the 1st  of May, the next film night is on the 18th of May.
A cream tea is being planned for the 20th of June.
  
16.3 Report from Cllr Caroline Stevenson
16.3.1 Allotments
 I attended a meeting of the Allotment Association Committee on 23rd March. At the time of the meeting it was reported that the allotments were fully let, and that whilst there were 5 applicants on the waiting list, there were none from within the Parish. At present, therefore, the demand for allotments from residents of the Parish is fully met. The running water supply at the allotments has been problematic for a period of time, with minor repairs to the standpipe carried out by the Committee where possible. Following a recent complete loss of pressure, work to replace the tap has been instructed by the Parish Council. 
At this point Cllr Stevenson informed the meeting that a quote had been received from Loveden Plumbing & Heating of £140 + VAT and the councillors Resolved to accept the quote

16.3.2 Public Transport 
LCC have recently installed digital bus stops in Caythorpe as part of a County wide roll out. These show details of bus journeys in real time providing accurate information about where buses are and when they are going to arrive at the stop. The information data about each bus is also available on a mobile phone and can be accessed at all Lincolnshire bus stops via QR codes whether there is a real time screen at the stop or not. 

16.3.3 Gala Working Party
 I attended a meeting of the Gala Working Party on the 29th April. The gala this year will be the 2nd organised by the working party on behalf of the Caythorpe and Frieston Playing Field Committee. The team leaders remain in place from 2025 which will be of great benefit in delivering what will hopefully prove another hugely successful community event. Plans are progressing for the event with a date of Saturday 5th September confirmed.
Cllr Stevenson added that there was to be an article in the next News & Views and there had been an issue with additional facebook pages which was being addressed

16.3.4 Footpaths 
No issues arising.

Item 17 -  Items of Urgent Business

As there were no matters arising Cllr Crawley thanked the councillors for their time and efforts and closed the meeting

Item 18 - Arrangements for Next Meeting 
The next Parish Council Meeting Number 2 of 2026 will be held on Wednesday 8th July 2025 commencing at 7.30 p.m. in the village hall.  (7.15 for open forum)

{Electronically signed}
D Manderfield 
Parish Clerk

Appendix A

 Appendix B