2026 Parish Council Minutes of Meetings

CAYTHORPE AND FRIESTON PARISH COUNCIL

MEETING NUMBER 3

MINUTES OF THE PARISH COUNCIL MEETING HELD WEDNESDAY 9th SEPTEMBER 2026

Present:

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

SKDC Cllr Milnes, & LCC Cllr Bamford

There were 0 members of the public 

Clerk:  Mrs D Manderfield

Item 1 – Chairmans Remarks

Cllr Crawley welcomed the councillors and the public. 

Item 2 – Apologies for absence

Cllrs  Topley, Sandy, Stevenson, Pywowarczuk & Macer 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 Clayton expressed a declaration of interest as a member of the Allotment Association 

Item 4 - Approval of Minutes of meeting number 2 held on 8th July 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

Email entitled ‘share your feedback on the LALC 2026 Highway Sessions was forwarded to Cllr Manderfield

NALC Surveys for councils that have a Neighbourhood Plan was forwarded to Cllr Pywowarczuk

A free defibrillator resource was forwarded to Cllr Page

Request your winter salt bag by 30 September 2026 information was forwarded to Cllr Topley

Burial Ground

There has recently been quite a serious issue at the cemetery whereby the clerk had not been notified of a burial due to be performed imminently. Although it was the Funeral Directors who were at fault, it did bring it to my attention that if I am not around there is nobody else that can fulfil this role. It might be worth while a cllr knowing how to find the information? Cllr Macpherson showed an interest in this and will liaise with the Clerk

There have been 2 burials since the last meeting and 1 memorial request

Financials

I have spent a lot of time on the AGAR with the auditors determining the correct figures, the result of which can be found in the ‘Conclusion of Audit’ below

There is still no agreement with regard to the annual pay increase

There are current debtors of £1100

The total cost to the Parish Council in relation to the purchase of the CPO is £1216

Earmarked Accounts stand at:

Fireworks £2032.49

Allotments £2435

Village Trees £2000

Cost of Democracy £3000

I would like to remind all councillors that if they are to be absent from any of the meetings to which they are summoned then they must let the Clerk know prior to the meeting along with the reason why. The Clerk can then inform the councillors at the meeting who will either accept or decline the reasons given.

 S85 (1) of the Local Government Act 1972 provides that “if a member of a local authority fails throughout a period of six consecutive months from the date of his last attendance to attend any meeting of the authority, he shall, unless the failure was due to some reason approved by the authority before the expiry of that period, cease to be a member of that authority”. For the purposes of the legislation, ‘meetings of the authority’ includes Committee and Sub-Committee meetings.

If you attend other meetings on behalf of the PC then please make sure you put this in your reports, so that the Clerk is aware. 

The Clerk added that the NJC had now agreed payscales for 26/27 and these will be back paid from April 2026.

The Clerk went on to advise that the bugler and the British Legion Representative had been contacted with regard to Remembrance Day.

The Clerk also stated that work had started on the budget

The Clerks Appraisal will need to be diarised 

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 31.8.26 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 reported on budget matters and confirmed that sufficient funds were available to the Council.

6.4 Conclusion of Audit

The External Auditor concluded that

‘Information received from the smaller authority indicates that bar stock has been included in Section 2, box 9. Bar stock is not considered a fixed asset and the figure in box 9 for the current year should read £249671’

6.5 Allotment Accounts

The accounts for the year 25/26 had been previously circulated to all councillors. 

6.6 To obtain acceptance (signature) of – CFPC Disclosure of Personal Interests (cllrs who were not at previous meeting)

Item 7 – Update of IT policy and GDPR Security Compliance Checklist

7.1 Cllrs Macer & Farr

Neither Cllrs were present

7.2 DPI Forms – Cllrs Macer & Farr

Neither Cllrs were present

Item 8 Registers / Policies for Review

8.1 Complaints Policy 

The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. The first review will take place in September 2027

8.2 Data Protection Policy

The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. This policy supersedes GDPR. The first review will take place in September 2028

8.3 Data Retention Policy

The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. This policy supersedes GDPR. The first review will take place in September 2028

8.4 Freedom Of Information Policy

The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. This policy supersedes the Privacy Notice. The first review will take place in September 2028

8.5 Dignity At Work Policy

The Cllrs reviewed the policy and, finding it fit for purpose resolved to formally adopt it. The first review will take place in September 2027

8.6 Social Media Policy

The Cllrs reviewed the policy and, finding it fit for purpose resolved to re-approve the policy without changes. The next review will take place in September 2027

8.7 Maintenance Register – For Budgeting Purposes

The Cllrs reviewed the policy and, finding it fit for purpose resolved to accept it

Item 9 -  Project Register Update 

9.1 Emergency Plan 

As Cllr Topley was absent there was no update to this project

9.2 Burial Ground Plot Marking

This project is still ongoing, the gravedigger reported that the grass is now too dry but has promised to action ASAP. The Clerk will continue to expedite 

9.3 To support Speed Reduction to 50mph on A607

Cllr Bamford reported that this was under assessment with LCC

9.4 Purchase of CPO

This project has been completed

Item 10 - New Proposals. 

10.1 Flashing Speed Signs

Cllr Manderfield had produced a paper for the councillors that had been circulated previously. He explained that there had been serious complaints from parishioners and that he had sourced some flashing speed signs. After due discussion it was Resolved to earmark £6000 that had previously been budgeted for speed signs to fund this project. Cllr Bamford suggested that there may be funding available from LCC and Cllr Manderfield stated that he would invite LCC highways to have a ‘walk around’ and find suitable locations. The signs are mobile and there is the possibility of data collection. It may be necessary to budget for a second device in the 27/28 budget

10.2 Grass Cutting – Cllr Crawley

Cllr Crawley explained that there was the possibility of taking on the grass cutting maintenance from LCC. After much discussion surrounding costs involved, it was Resolved not to pursue this possibility

10.3 Keys for CPO and Pavilion – Cllr Crawley

Cllr Crawley explained that the Clerk holds keys, on behalf of the Parish Council, to the Village Hall.

It has become apparent, since the purchase of the CPO that the Trustee Owners should also hold the keys to the CPO and the Pavilion. This is also the advice of the Parish Council insurance brokers, Gallaghers. The Councillors fully supported Cllr Crawley in his endeavour to get copies of these keys in case of emergency

Item 11 – Planning Matters

11.1 Planning Issues

Cllr Milne explained that there had been dramatic changes to planning recently which could cause issues in the future. Full Report in Open Forum below

11.2 Report from Cllr Pywowarczuk – Planning Committee Chairman

There had been no requests for comment since the last meeting

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

12.1  Report by Cllr Crawley

12.1.1 Litter Picking

Our part time  litter picker continue to work diligently keeping litter at bay around the villages.

12.1.2 Environmental Sustainability

A local resident has written to Panda complaining of the rubbish on Caythorpe heath Lane. Their response is unknown. The road is currently closed for roadworks

12.1.3 Playing Fields

The purchase of the Old Police Office has been completed. There are issues to resolve with the Playing Field Committee, regarding costs incurred by CFPC and the usage of the building.

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 still being explored. 

The Gala is taking place today and will hopefully be a major fundraiser for the Playing Field

12.1.4 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. Sponsorship money is starting to be received.

12.1.5 Trees

A work party to clear some of the vegetation around newly planted trees on the A607 and Frieston footpath has taken place. Trees along the A607. , at Frieston and Millfield Crescent have been watered during the recent drought. Despite this it appears some have been lost and these will be replaced  in due course.

12.2 Report from Cllr Manderfield

12.2.1 Highways

Cllr Crawley and I had a walk around with Cllr Bamford and a representative of LCC Highways department. A number of areas were discussed including Caythorpe Heath Lane, Arnhem Drive Waterloo Road and Gorse Hill Lane. Work has been scheduled, with some of it being completed.

I have continued to report potholes via Fix My Street including A607, Arnhem Drive, and Caythorpe Heath Lane.

The uneven footpath outside The Old Rectory on Waterloo Road has been reported.

I have reported damaged road at the junction of Gorse Hill Lane and Brant Road and on the A607 opposite Woodwards Garage, and the damaged bus stop sign at Frieston.  

Additional 30mph reminder signs on Chapel Lane and Wheat Grass Lane have been installed with the help of Cllrs MacPherson and Topley. 

12.2.2 Village Hall

I was unable to attend the Village Hall AGM on Tuesday 25th of August.

The Village Hall Committee are continuing their efforts to improve the hall. 

The committee have acquired quotes for new doors to improve access the to the hall and are now working towards completing a grant application. 

The new LED uplighters have been installed, and the decorating of the main hall has been completed.

Pointing to an area of the outside wall has been carried out, additional areas require attention.

New signs have been installed to the exterior of the hall.

The village breakfast will return in October.

World Cinema Group will be on Saturday 19th of September, the film is I’m Still Here and is in Portuguese with English subtitles.  

The next film night is to be held on the 25th of September, the film is Mother’s Pride.

Savings account: £21,993.05

Current account: £3,043.12

The Village Hall Committee are doing great work in maintaining and improving the fabric of the building for the future and as a result are eating into their bank balance and have asked if the Parish Council would be willing to support the finances should any unexpected expense occur which would require immediate attention for the safety or useability of the hall.

It may therefore be prudent to discuss pre budget reserves for the village buildings.  this was discussed at length and it was Resolved to set up an Earmarked Reserve of £5000 as an Asset Emergency Fund

In my role as a parish councillor, I also attended the Local Government reorganisation briefings by SKDC on the 28th of July. 

12.4 Report by Cllr Stevenson

12.4.1 Allotments 

I attended the Allotment Association AGM on 16th July at which Gordon Grant was elected as the new Chair of the Committee. On behalf of the Parish Council I thanked Karen Pepper, the outgoing Committee Chair, for all her hard work in looking after this valued community asset during the years she has held the position. 

At the time of the meeting it was reported that the allotments were fully let, with 1 person from the Parish on the waiting list. 

The issue of overgrowing trees and shrubs along the border onto Gorse Hill Lane and the border onto the adjacent paddock has been some cause of concern to allotment holders. I met with the new Chair on site to look at the problem and have raised it with the Diocese. A forestry consultant from the Diocese is due to carry out an inspection in September.  

A meeting of the newly appointed Committee took place on 11th August. It was reported that the allotments remain fully let, with 7 people on the wider waiting list.  In light of the issues with overhanging vegetation, the Committee agreed a reduction in rent by 10% in 2027/2028 for  the plots most greatly affected. 

12.4.2 Gala Committee 

The Playing Field Gala took place on Saturday 5th September and was a great success despite competing with events being held at the Belton Estate and at Barkston on the same date.  It was the 2nd year that the event had been jointly organised by Carol Tointon and Kelly Pearce on behalf of the Playing Field Committee, and their time and effort in heading up the working party was greatly appreciated by all those involved. The proceeds from this event go to support Caythorpe and Frieston Playing Field.  

he Gala is a key event for Arnhem Weekend which once again has been supported by many local organisations, businesses and individuals to bring people together and continue the tradition which has become part of Caythorpe’s heritage. The team at the Red Lion hosted the Regimental Dinner for the first time this year, and a Sunday morning coffee morning for visiting servicemen and veterans. The Sunday morning procession along the High Street was well attended, as was the service St Vincent’s that followed.   

12.4.3 Public Transport 

The condition of the timber bus shelter on the High Street has been raised with LCC as a Highways issue

12.4.4 Footpaths 

No issues arising. 

Item 13 -  Items of Urgent Business

Cllr Page introduced a subject that was informally discussed and will be included on the next agenda

Item 14 - Arrangements for Next Meeting 

The next Parish Council Meeting Number 4 of 2026 will be held on Wednesday 11th November 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 Ken Bamford – LCC Councillor

LCC Updates. 

Key updates on LCC Councillor business are now consolidated centrally and available here.

As we all return from a well-earned Summer break, I wanted to take this opportunity to outline the way I would like us to continue to work together to resolve local issues going forward. Most of you know by now that I will always help if I can, but I need you to help me by ensuring local residents understand how their voices and involvement is critical in our collective success. Therefore please feel free to share this across your community noticeboards and village pages.

Working Together to Resolve Local Issues: A Shared Responsibility

As communities, we all want to see local problems addressed quickly and effectively. Whether the issue relates to highways, drainage, parking, street lighting, public rights of way or other local concerns, the most successful outcomes are usually achieved when residents, parish councils, and public bodies each play their part. 

Whilst Councillors can raise concerns and make enquiries on behalf of residents, we are not involved in operational decision-making, resource allocation or maintenance scheduling. 

Nor can we influence how operational teams prioritise their workloads or direct them to undertake particular works ahead of other reported issues. To attempt to do so would be constitutionally unethical and unfair. The best way to influence is to gather evidence and make a case for action.

Councillors are representatives and advocates for their communities, but should not be perceived or used as an extension of operational management, escalation or complaints teams.

Where residents believe that a situation presents an immediate danger or requires urgent intervention, they should contact the emergency services and / or council directly through the appropriate reporting channels. The LCC customer services contact number is 01522 552222.

They can also make a complaint directly to the council here if they feel they are not receiving the level of service expected: https://www.lincolnshire.gov.uk/comments-feedback/make-complaint

Start Local

Residents are encouraged to raise concerns through the appropriate reporting channels in the first instance. In many cases this is the quickest and most effective route to securing action.

Where an issue affects a wider community, the local Parish Council is often best placed to coordinate concerns, gather evidence, identify patterns, and present a collective view. Parish Councils have an important role as the first tier of local democracy and can often achieve greater influence when speaking on behalf of their community.

Residents should:

• Report faults or concerns directly to the relevant council service area.

• Use Fix My Street.

• Raise recurring issues with their Parish Council.

• Record evidence such as photographs, dates, times and incident locations.

• Encourage neighbours experiencing the same problem to contact LCC.

Multiple reports from affected residents frequently provide a stronger evidence base than a single complaint. Compile evidence, keep correspondence, challenge LCC directly.

Helping Ourselves as Communities

Communities are more influential than they realise. There are many legitimate ways for residents and local organisations to campaign for improvements, including:

• Submitting petitions.

• Participating in public consultations.

• Speaking at meetings where public participation is permitted.

• Engaging with Parish Councils and community groups.

• Working collectively to gather evidence and demonstrate the scale of a problem.

• Responding to surveys, consultations and policy reviews.

• Contacting the relevant service areas directly.

The stronger and broader the evidence, the easier it becomes for decision-makers to assess priorities and justify intervention.

My Commitment as Your County Councillor

My role is to represent communities, advocate on significant issues, and help residents navigate the appropriate processes when necessary.

However, councillor involvement should generally be the exception rather than the starting point. Most issues can and should be resolved through the normal service routes available to all residents.

Where established processes have been exhausted, where there is evidence of a serious unresolved issue, or where a matter has wider strategic implications for a community, I may be able to assist by making enquiries, seeking clarification, or ensuring concerns have been properly considered.

Practical Principles and Useful Rule of Thumb for Residents

Report locally

Raise collectively

Keep evidence and records

Escalate appropriately

Involve me as County Councillor only when normal channels have been exhausted.

By working together in this way, communities become stronger, local voices become more effective, and public resources and my time can be directed where they are needed most.

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 Penny Milnes – SKDC Councillor

Local Government Reorganisation (LGR)

You will probably have seen the Government’s original decision on how to divide Lincolnshire into Unitary Councils, replacing the District Councils.

SKDC falls into the larger ‘rural Lincolnshire’ area outside of the new ‘Lincoln doughnut.’

My original brief is now null and void only a few weeks after that decision was announced. On Monday 7 September Angela Rayner pronounced in Parliament that she was to PAUSE and REVIEW the LGR process in Lincolnshire (and several other shires) for legal reasons following several threats of Judicial Review). I have sent you the letter from Jim McMahon regarding this.

The implications are that there will not be Unitary Councils in Lincolnshire yet and therefore the elections in May 2027 will be for District Councillors only. There is no clarity on whether the original idea to cancel District elections was legal.

There is no timeline on how long this review will take despite Angela Raynor being explicitly asked.

Interestingly, North and North East Lincolnshire, who were assured that they would retain their existing Unitary status, are now included in the review and poses questions about any new reorganisational boundaries of the whole of Greater Lincolnshire.

All this will lead to ongoing uncertainty for SKDC, councillors and businesses among the many other areas affected in Lincolnshire and nationally.

However, is there ‘hope’ that we will eventually have a more sensible solution.

National Planning Policy Framework (NPPF) & National Scheme of Delegation (NSD)

At the same time the government has introduced a radically revised NPPF which came into force on 26 August 2026. There are impacts on how we judge planning applications for Housing, Gypsy and Traveller sites, Local and Neighbourhood Plans. The ‘tilted balance’ which affects SKDC due to increased Government housing targets, which has reduced our 5 year land supply and put our Local Plan out of date, creates a difficult presumption in favour of permission unless there is significant harm.

The Local Plan Review has been cancelled, and a new Local Plan will be created to comply with a new Government format. This will take up to 30 months and delay completion until the end of 2029 with implications for local policy input into future planning decisions.

Coupled with that the NSD, which comes into force at the end of October, delegates all decisions to Officers except for some high level strategic  applications or a select few others where discretion may be applied. This means that councillors can no longer ‘call-in’ applications to a Planning Committee for democratic oversight and very few applications will go to that committee for decision making.

Needless to say, Officers and councillors are all trying to get to grips with the new situation and I for one am not happy – I don’t think I am alone as many see it as an increasing lack of democracy in planning – particularly as we have no up to date Local Plan.

The Neighbourhood Plan will have to be reviewed at some point to match new policies

The Shoot

The application for 106 days has just been withdrawn. The applicant is to carry out a Noise Assessment on a revised shooting stand arrangement prior to submitting a fresh application potentially for 120 days or more. Noise is the main issue in determining how this will be received. 

I have been assured that whilst these planning changes are significant, they should not fundamentally alter the determination of any resubmitted application from the Shoot. i.e. noise and its associated impact remains an important material consideration in the revised NPPF and any new application that seeks to consolidate the planning unit and/ or increase the number of days shooting would be likely to meet the criteria for committee determination.

For information the new NSD states: 

For a Schedule 2 application to bypass the default officer delegation and be referred to a local planning committee under the 2026 regulations, it must pass a strict two-stage statutory gateway test. [1, 2]

This gateway mechanism replaces all traditional local triggers—such as high volumes of public objections or automatic ward councillor "call-ins"—which are legally void as of 31 October 2026. [1]

The statutory gateway test requires both a procedural agreement and the fulfilment of specific planning criteria: [1]

1. The Procedural Test: Mutual Leadership Agreement

An application cannot be referred to a committee by a single individual. It requires the joint, formal consent of two specific roles: [1, 2]

• The Nominated Officer: The Chief Planning Officer (or a designated senior planning manager acting as an alternative).

• The Nominated Member: The Chair of the Planning Committee (or the Vice-Chair if a conflict or absence arises). [1, 2]

Regulation 5 establishes a presumption for officer delegation unless both the nominated officer and member agree to a committee referral. A disagreement results in an automatic failure of the gateway test. For further details on the official regulation text, please refer to the documentation in. [1]

2. The Merits Test: Statutory Planning Criteria

Referral requires satisfying at least one of two statutory planning thresholds under Regulation 5(3): [1, 2]

• Criterion A: Local Material Significance: Addresses genuine economic, social, or environmental significance locally.

• Criterion B: Significant Planning Matter: Involves significant planning conflict or precedent regarding the local development plan. [1, 2]

National guidance treats this as an exceptional route, noting criteria may not be met if an application complies with site allocations or resolves statutory consultee objections. Councils must maintain a transparent audit trail recording discussions and rationale. [1, 2, 3, 4]

{Electronically signed}

D Manderfield 

Parish Clerk

Appendix A

Appendix B