2026 Parish Council Minutes of Meetings

CAYTHORPE AND FRIESTON PARISH COUNCIL
MEETING NUMBER 2
MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 8th JULY 2026
Present:
Councillors: Crawley, Manderfield, Stevenson, Sandy, Pywowarczuk, Topley, Macpherson & Clayton & SKDC Cllr Milnes
There were no members  of the public
Clerk:  Mrs D Manderfield

Item 1 – Chairmans Remarks
Cllr Crawley welcomed the councillors to the meeting 

Item 2 – Apologies for absence
Councillors Macer & Page had notified the clerk and the council Resolved to accept the reasons for absence. Cllr Farr had not notified the Clerk, so his absence could not be included as accepted for the purpose of legislation . Cllr Bamford (LCC) notified the clerk of his absence and forwarded his report that can be seen below

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 & the Allotment Committee

Item 4 - Approval of Minutes of meeting number 1 held on 13th May 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  

Communications
The Lincolnshire Carers Service update, including promotional materials for optional use, was forwarded to all councillors.
LCC roadworks alerts were forwarded to Cllr Manderfield.
Lincolnshire bus information was forwarded to Cllr Stevenson.
An email was received from LALC requesting ideas for promotional material for the Lincolnshire Show.
An email was received from SKDC regarding Question Time on Local Government Reorganisation and forwarded to all councillors
An email from LALC about the AGM Zoom meeting on 9th July, together with the training bulletin, was forwarded to all councillors.
SKDC funding grant information was forwarded to all councillors and to the Village Hall Committee.

Burial Ground
A parishioner has asked to sell a burial plot back to CFPC. As ownership must first be verified, I am completing the statutory declaration and EROB reassignment process before the plot can be transferred back to CFPC.
GH Linnell has requested permission to install a memorial tablet, and I have confirmed that this would be acceptable.
Draper Memorials and E Gill & Sons have requested permission to install memorial stones, and I have confirmed that this too would be acceptable.

Audit
The AGAR has been submitted to PKF Littlejohn, and confirmation has been received.
The Notice of Public Rights has been displayed on the CFPC noticeboard and will be removed after 14th July.

Admin
New legislation requires the option of home addresses to be omitted from DPI forms published on District Council websites. As a result, SKDC has asked all councillors to submit updated DPI forms. I have emailed all councillors about this and have so far received one response. These will be completed at the meeting

The National Joint Council has not yet agreed this year’s annual pay increase, so the Clerk has moved up one SCP band. Any further pay increase will be backdated to April. As a result, CFPC must now operate a pension scheme. CFPC has joined NEST and submitted the first schedule, although I am still waiting for the direct debit to clear.

I have been in talks with our insurance brokers with regard to the Caythorpe Police Office. He has assured me that the insurance can be in place prior to purchase and from a date chosen by the council. As a rough estimate it was agreed between us that the approximate value of the CPO was £150k for insurance purposes. However it was agreed under clerks delegated powers to get a full desk top valuation from Cardinus. The quote for this has been received and is £180 + VAT

Following a report from a parishioner regarding a branch that had split from the trunk of the cherry tree on Frieston Green, I used the Clerk’s delegated powers to obtain a quote from Sam Barrell. The quote, for £150, also covered the removal of a dead holly tree. This work has now been completed. Sam, however did recommend further work be done to avoid possible damage during the windy season. Again I used the clerks delegated powers and agreed to a quote of £270 for this work. All funding for works to village trees is budgeted through earmarked accounts that is increased annually

Finances
We currently have debtors of £600
the £1000 each that was budgeted for earmarked village trees and allotments is shown as transferred in the accounts summary
the clerk added that there had been a cyber security training that morning and as such all passwords had been updated. A new list of passwords was handed to Cllr Crawley
   
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 30.6.26 were circulated to all prior to the meeting. It was Resolved to accept this report
Please see Appendix B below

6.3 Update from Finance Committee Chair
Cllr Macpherson advised that at the next, September meeting he would be expecting the Councillors to have identified any potential spending requirements  in time for the budget meeting in November
Action: All

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

Cllrs Topley, Macpherson & Clayton signed the document

At this point Cllr Milnes made her report to the Council, please see below. There was a short discussion regarding LGR (Local Government Reorganisation) briefings. Cllrs Crawley and Manderfield expressed a desire to attend the Grantham meeting on 28th July. The Clerk will respond to SKDC Cllr Milnes left the meeting
Action: Clerk

Item 7 Update of IT Policy and GDPR Security Compliance Checklist
Cllrs Macpherson, Topley & Clayton completed and updated these policies. 
All available Cllrs completed the updated DPI forms as requested by SKDC

Item 8 Registers/Policies for Review
All policies were forwarded to councillors for review prior to the meeting

8.1 The Code of Conduct
The Cllrs reviewed the policy and, finding it fit for purpose without amendments, formally re-approved it. the next scheduled review will take place in July 2027

8.2 Grievance Policy
The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. The first review will take place in July 2028

8.3 Disciplinary Policy
The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it The first review will take place in July 2028

8.4 Grants & Donations Policy
The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it The first review will take place in July 2028

8.5 Equality & Diversity Policy
The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. this policy supersedes the Equal Opportunities Policy The first review will take place in July 2028

All policies can be found on our website at https://caythorpe.parish.lincolnshire.gov.uk/

Item 8 -  Project Register Update 
8.1 Emergency Plan 
The Clerk had printed off a copy of the Emergency Plan and Cllr Topley advised that he should meet with the Clerk to advance this project

8.2 Burial Ground Plot Marking
The contractor had advised the clerk that everything was in hand

8.3 New Dog Bins
It was agreed that this project be deleted

8.4 Re-staining of Burial Ground Gates
The Clerk advised that the contractor had completed the task and the invoice had been paid. This project has been completed

8.5 to support speed reduction to 50mph on A607
At this point there was no update from Cllr Bamford, please see below for comment

8.6 30mph speed signs
Cllr Manderfield reported that, with assistance from Cllrs Topley and Macpherson, six of the ten 30mph speed signs had been erected. The remaining four signs will be held in reserve for use at alternative locations, should residents identify a need. 

8.7 3 New Defibrillators
The clerk advised that all defibrillators were fully installed, working and complete with wind up torches. This project has been completed

8.8 Purchase of CPO
Cllr Crawley reported that Chattertons had the purchase process in hand. The completion deadline is 29th July, and insurance cover is in place, ready to commence once the final date has been confirmed.

Item 9 - New Proposals. 
9.1 Meeting Dates for 2026
The Clerk explained that by showing future meeting dates helps ensure compliance with legislation. Cllr Crawley requested that all Cllrs diarise these dates

Item 10 – The Parish Environment

10.1 Planning Issues
Cllr Pywowarczuk explained that he had intended to raise LGR for discussion, but this was no longer required as Cllr Milnes had already done so.

10.2 Report from Cllr Pywowarczuk – Planning Committee Chairman
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 has been updated to DECIDED; Condition(s) discharged - ALL. 

S26/0375 Proposal: Submission of details reserved by conditions 3 (Historic Building Survey), 4 (Written Scheme of Archaeological Investigation), 5 (Method Of Demolition) and the statutory Biodiversity Net Gain condition of planning permission S25/0546 (Demolition of existing barn (with Class Q consent for conversion Ref S23/0173 ) and erection of 2 no replacement dwellings and associated works). Applicant: G R Ward & Co Mill Farm Caythorpe Heath Grantham Lincs NG34 3EZ Location: Robinsons Farm Caythorpe Heath Lane Caythorpe Lincolnshire NG32 3EZ App Type: Discharge of Conditions (Planning) The current status is Awaiting Decision. CFPC has not been asked for comment. 

S26/0958 Proposal: Sycamore tree (Acer pseudoplatanus) reduce by 4m/4.5m (yellow ring) Sycamore tree (Acer pseudoplatanus) remove (red ring) Yew (Taxus baccata) remove (blue ring) Date Valid: 5 June 2026 Applicant: Mrs Andrea Matavuso-Lowe Location: Pickworth House 31 High Street Caythorpe Lincolnshire NG32 3DR App Type: Trees in CA - Section 211 Notice CFPC has not been asked for comment 

S26/1087 Proposal: Section 211 notice to reduce Weeping Willow to a 4 m. Date Valid: 24 June 2026 Applicant: Mr William Thornhill Savills on Behalf of The Lincoln Diocesan Board of Finance Olympic House Doddington Road Lincoln Lincolnshire LN6 3SE Agent: Mr William Thornhill Savills Olympic House Doddington Road Lincoln LN6 3SE Location: Paddock off Waterloo Close, Caythorpe App Type: Trees in CA - Section 211 Notice CFPC has not been asked for comment

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
Our part time  litter picker continue to work diligently keeping litter at bay around the villages.
11.1.2 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.
I stopped and spoke to a driver of a coach going to PGL as he negotiated the bend in the village at Waterloo Road and advised him that he should not be using this route. He advised that his sat nav directed him that way but promised to use the preferred route in future
11.1.3 Playing Fields
The purchase of the Old Police Office is proceeding with Chattertons and we are due to complete the purchase by 29th July 2026
The Renewable energy installation is working well and generating large amounts of electricity. The meter has now been changed for a smart meter so the playing field are benefitting from the export to the grid. A scheme to install batteries is being explored
11.1.4 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 will continue in the near future.
The large gazebo that was damaged during packing away after the fireworks has been replaced.

11.1.5 Trees
Some work has been necessary to make the cherry tree on Frieston Lower Green safe, and at the same time, the dead holly tree was removed.
A work party to clear some of the vegetation around newly planted trees on the A607 and Frieston footpath is planned for the near future.

12.2 Report from Cllr David Manderfield

12.2.1 Highways
I have continued to report potholes via Fix My Street including High Dyke, Arnhem Drive, A607, Gorse Hill Lane, Waterloo Road and Caythorpe Heath Lane.
Additional 30mph reminder signs have been installed with the help of Cllrs MacPherson and Topley.

12.2.2 Village Hall
I attended the Village Hall AGM on Tuesday 6th of June.
All members of the existing committee agreed to carry on for the next year.
On behalf of the Parish Council I thanked the committee and volunteers for their continued hard work during the past year.  

The Village Hall Committee are continuing their efforts to improve the hall. 
The committee are seeking further quotes to improve access the to the hall and are hoping that this can be grant funded. 
New LED uplighters have been ordered for the main hall and will be installed in July before the decorating of the main hall.
A replacement sign for the exterior of the hall has arrived and is to be installed.
A cream tea was held on the 21st of June.
The last village breakfast before the summer break was held on the 5th of July.
The next film night is to be held on the 25th September.
Cllr Manderfield added that the VH had received a donation towards redecorating from the Open Gardens initiative

12.3 Report from Cllr Caroline Stevenson

12.3.1 Allotments 
I attended a meeting of the Allotment Association Committee on 18th May. At the time of the meeting it was reported that all plots remain taken, with 6 applicants on the waiting list from outside the Parish. 
The Chair of the Committee confirmed that she will be standing down at the forthcoming AGM, and the Committee are actively seeking new members, and potential candidates for the role of Chair. 
The AGM is due to be held on 15th July. Following an ongoing problem with the running water supply at the allotments, the Parish Council undertook to replace the mains water tap and the work was carried out in May. The tap is now fully operational again.

12.3.2 The Gala Working Party 
I attended a meeting of the Gala Working Party on the 10th June. 
The gala this year will again be organised by the working party on behalf of the Caythorpe and Frieston Playing Field Committee. Plans are progressing well for the event which is scheduled for Saturday 5th September. 
As in previous years the gala will be one of the main events in a weekend of activities organised by local groups, organisations and businesses to celebrate the unique shared history of the village of Caythorpe and the 216 Signals Regiment.
Cllr Stevenson added that there had since been a meeting with 216 Signals to discuss proceedings

12.4 Report from Cllr Andrew Page

12.4.1 Community Heartbeat
I have taken over the responsibility for this portfolio from Councillor Macer. 
We have replaced the 3 defibrillators in Caythorpe with new units.
We have replaced all the wind up torches with new units.
I am actively seeking to recycle the redundant defibrillators via a reputable route.

At this point the Clerk suggested that new defibrillator signs might be required

Item 13 -  Items of Urgent Business

Item 16 - Arrangements for Next Meeting 
The next Parish Council Meeting Number 3 of 2026 will be held on Wednesday 9th September 2026 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 Councillor
LGR
July 14 is the expected decision date from government of the new LGR boundaries. We will then await the fate of the District, County and Unitary elections in May 2027. Will they go ahead or will they be cancelled for a year – except for the election of new Unitary Councillors
Planning
The Shoot application for 106 days is potentially going to be heard at Planning Committee in early September. I am interested in knowing if the change in shooting direction away from Fenton has increased the noise impact in the parish where people are impacted.
The Poplar Farm Bridge, Grantham, which you may have seen in the press, comes back to committee tomorrow as the applicants have refused to sign a new Section 106 that includes the obligation to build the bridge but releases them from £8m of funding for affordable housing. The recommendation is to refuse as the committee deemed the bridge necessary. It is complicated but that means it has to be referred to the Secretary of State.
Stubton and the impact of the tilted balance. Yet another application comes to committee tomorrow to balance housing against harms with the tilted balance in favour of housing. This adds up to 16 new houses in a short space of time in this small village with no facilities not bus service. Councillors are put into an invidious position making these decisions which would not normally be approved. 
Caythorpe, a larger village, has so far not felt the pressure.
Fulbeck has another gypsy site application for 3 pitches on Brant Road, which awaits determination by committee.

Waste Service has been struggling with this high heat and will start collections earlier in the morning – 6 am- so please put bins out the night before.
Food waste appears to be successful so far and is collected weekly with every bin.

Report from Cllr Ken Bamford – LCC Councillor

Hough Councillor Report - July 2026

LCC Central Updates. Key updates from across the county are consolidated quarterly and available here.

Local Government Reorganisation (LGR): We await direction from central government on which model Lincolnshire will adopt. Details of our proposal are here www.lincolnshire.gov.uk/yourlincolnshire.

Highways Portal. Work continues on a new initiative I am leading to provide live updates directly from Fix My Street. This will allow real time tracking of issues within the portal, rather than chasing by e-mail.

Local Updates

A607 Speed Limit - No change - awaiting LCC speed survey report.

Holy Cross Gardens - No change - LCC working with developer to resolve. Awaiting update.

Football Club Vandalism - Incidents have been reported of children damaging equipment, with an unsatisfactory police response. I am engaging with the relevant contacts in LCC & police to explore options for action / intervention.

Village Walk - PCs are invited to join myself and LCC Highways for a walk around the village to call out issues that can be logged and tracked to resolution. Meeting at the church on Thursday 9th July at 13.30.

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.

{Electronically signed}
D Manderfield 
Parish Clerk

Appendix A

Appendix B