Annual Meeting of the Council, 19 May 2021

HELMDON PARISH COUNCIL
MINUTES
of the Annual meeting of Helmdon Parish Council, held in the Reading Room, Church Street,
Helmdon on Wednesday 19th May 2021 at 7:30pm.
Present: Cllrs Coatsworth (outgoing Chair), Moody (Chair), Garner, Gray, Thorpe, Wheeler,
Harris, Bearman and the Clerk (Helen du Bois).
In attendance: 6 members of the public.
1. Election of Chairman for 2021/22
Cllr Moody was proposed and seconded. All were in favour and Cllr Moody was duly elected
Chairman.
2. Signing of Chairman’s Declaration of Acceptance of Office
Cllr Moody signed the Declaration of Acceptance of Office.
3. Apologies for absence
None.
4. Declarations of Interest
Cllr Moody declared an interest in item 15a.
5. Election of Vice Chairman for 2021/22
Cllr Garner was proposed and seconded. All were in favour and Cllr Garner was duly elected Vice
Chairman.
6. To fill the two casual vacancies on the Council by co-option
The Council had received applications from John Marchant and Robert Duncombe. The candidates gave a brief introduction to themselves and both were nominated and seconded by members of the
Council. After a vote by a show of hands, both applicants were co-opted on to the Council.
7. To receive all Councillor’s Declaration of Acceptance of Office
These were received.
8. To consider if the Council is eligible to use the General Power of Competence in accordance with the Localism Act 2011 s1-6
It was resolved that the Council meets the criteria to use the General Power of Competence as more than two thirds of its members were elected on 6th May 2021 and the Clerk has obtained a
CiLCA qualification.
9. To confirm member for the following committees:
The membership for Committees for 2021/21 was resolved as follows:
a. Finance:
Cllrs Garner, Moody, Thorpe and Duncombe b. Planning:
Cllrs Garner, Wheeler, Thorpe and Bearman c. Playground:
Cllrs Gray and Bearman (Cllr Gray responsible for weekly inspections)
d. Allotment:
Cllrs Garner, Moody, Wheeler and Bearman
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
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10.To confirm Parish representatives:
The following were appointed:
a. Internal Controls Councillor – Cllr Thorpe b. Parish Paths Warden – Roger Miles c. Parish Highways Representative – Cllr Moody d. Neighbourhood Watch Co-ordinator – Cllr Wheeler e. School Liaison Councillor – Cllr Gray
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
f. Police Liaison Representative – Cllr Wheeler g. Parish Council rep in Parish Plan Monitoring Group – not required h. Parish Council rep in Blackpits Monitoring Group – Cllr Marchant i. Health and Safety Officer – Cllr Marchant j. Tree Warden – TBC
k. Flag Master and Deputy Flag Master – Geoff Abbey (Flag Master) and John Coatsworth l. Webmasters – Cllr Duncombe, Richard Farquharson and Ross Vicars m. Recycling Warden – Phillip Ward n. Speed Indicator Device Officers – Cllr Wheeler and John Coatsworth o. Defibrillator Officers: Cllrs Wheeler and Gray p. Any other representatives that may be considered necessary: None q. Priory Farm Working group: Cllrs Garner, Harris, Moody, Duncombe, Bearman, the Clerk and John Coatsworth.
Action: The Clerk to confirm the appointment of the Tree Warden.
11.Approval and signature of the minutes of the Ordinary meeting of 24th March 2021
Cllr Garner requested an amendment which was approved; the amended minutes were signed.
12.Matters arising
Item 5: Cllr Wheeler informed the Council that he had met with Helen Tims and Claire Nash to discuss the project and it was decided to trial wildflower planting around the tree on Jenners Piece and on the corner of War Memorial grass nearest the bridge.
Action: The Clerk to notify the grass cutters to ensure these areas are left alone.
Item 8: Outstanding Action: The Clerk to instruct a new maintenance contractor.
Item 11 (4): Outstanding Action: The Clerk to create the Council’s procedural document for these circumstances
Item 12: Outstanding Action: John Coatsworth to request a quote from Mike Barnes regarding the amendments to the Village of the Year signs.
Item 18: The Clerk notified the Council that the latest offer of a suitable location for the defibrillator had been withdrawn. It was agreed that the Council should leaflet all properties in the Wappenham
Road area that would be within an acceptable range for the defibrillator.
Action: The Clerk to produce the leaflet and organise distribution.
Cllr Moody expressed the Council’s thanks to residents and Councillors who attended the village litter pick in April.
13.Open Forum
A resident expressed concern at the condition of the verge area near the Helmdon wall on Station
Road. This land is owned by Highways. It was agreed that this would be added to the agenda for the July meeting for further consideration.
A resident asked for an update on their complaint to the Clerk about three waste bins that are in need of repair/replacement in the village. The bins are owned by West Northamptonshire Council and have been reported.
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
Page
14.To receive an update on the Finance Committee meeting of 5th May 2021 and to consider any recommendations
The Finance Committee Terms of Reference, System of Internal Control and Internal Audit and
Internal Controls Checklist were signed.
2
A resident raised a complaint about large stones that had been placed on a verge along Station
Road, and a builders sack left on a pavement in Shortlands Close.
HELMDON PARISH COUNCIL
MINUTES
It was noted that the Village Small Grants Scheme would be open for applications from 1st – 30th
June, for consideration by the Finance Committee on 8th July 2021 and approval at the main meeting of the Council on 28th July.
15.Finance a. To receive the Financial Report and consider the invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £37,696.26 on 13th May 2021 and an expected balance of £36,894.41 once invoices have been paid. It was resolved to pay the following invoices:
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1 TexPrep
Election leaflets
BACS
£49.70
Local Government Act 1972, s111 (1)
Audit Commission Act 1998 s7 (3)
2 Northants CALCS
Internal Audit
BACS
£185.00
3 Northants CALCS
Subscription (21/22)
BACS
£398.76
4 2commune
Pop up
BACS
Local Government Act 1972, s111 (1)
5 H du Bois
Expenses (Apr/May)
BACS
£60.00
£98.39
BACS
£10.00
Local Government Act 1972, s111 (1)
Total
£801.85
6 Reading Room
Room hire
Local Government Act 1972, s143
LGA (Financial Provisions) 1963, s5
Action: The Clerk to submit the payments.
b. To receive an update from the Internal Controls Councillor
Cllr Thorpe stated that on 17th May 2021 he scrutinized the accounts using the ICC checklist. He confirmed that all was in order, the checklist will be signed as soon as practicable.
c. Bank Reconciliation: to close off accounts for y/e 31st March 2021
The Clerk presented the End of Year statement and bank reconciliation (see Appendix B).
d. Annual Return: to receive the report from the Internal Auditor
The report from the Internal Auditor had been circulated prior to the meeting. The Internal Auditor reported that they are “satisfied that effective policies and procedures together with systems to manage, monitor and control the Council’s business are in place” and has signed the Annual
Return.
e. Annual Return: consideration and signature of the Annual Governance Statement
The Annual Governance Statement was considered. It was agreed that all responses were in the affirmative with the final trust funds statement marked as not applicable. Cllr Moody and the Clerk as Responsible Finance Officer signed Section 1 of the Annual Return.
f. Annual Return: approval and signature of the Statement of Accounts
It was resolved to approve the statement of accounts. Cllr Moody and the Clerk as Responsible
Finance Officer signed Section 2 of the Annual Return.
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
Page h. To note the commencement date for the Period of the Exercise of Public Rights
The Period of the Exercise of Public Rights will be from Thursday 3rd June 2021 – Thursday 15th
July 2021.
Action: The Clerk to display the notice for the Period of the Exercise of Public Rights.
3
g. Annual Return: signature of the Certificate of Exemption
It was noted that in 2020/21 the Council’s gross expenditure was £22,703.37 and gross income was £24,103.94. As neither exceeded £25,000, the Council is entitled to certify itself as exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities)
Regulations 2015, and it was resolved to do so. Cllr Moody and the Clerk as Responsible Finance
Officer signed the Certificate of Exemption.
Action: The Clerk to submit the Certificate of Exemption to PKF Littlejohn by 30th June 2021
HELMDON PARISH COUNCIL
MINUTES
16.To consider a letter from Helmdon Primary School regarding their plans to install a
MUGA on the playing field
Concerns were raised about the loss of grass and possible impact on the environment. Cllr Gray confirmed that the MUGA surface would be porous. It was resolved to write to the school to say that the Council had did not object to their plans.
Action: The Clerk to send the letter.
17.Councillor questions
Cllr Wheeler explained that the water pump at the allotments had failed over the winter and was not fit for purpose. The Clerk had previously notified the Chairman of the failure and a replacement pump was purchased at a cost of £138.99 on 6th May 2021.
•
An update was requested regarding an allotment plot which had been left in a poor state by a previous tenant. The Clerk confirmed that the outgoing tenant had been contacted and had returned to clear up the majority of their rubbish. It was agreed that the Allotment Committee should consider steps that could be taken to prevent outgoing plot holders leaving their plots in an unacceptable state.
Action: The Clerk to organise a meeting of the Allotment Committee.
•
Concerns were raised about the positioning of the roadworks signs at the crossroads with the
B4525 which obstruct the views of drivers waiting to turn onto or cross the B4525.
Action: The Clerk to contact Highways to ask for them to be safely repositioned.
18.Close
The meeting closed at 8.27pm. The next meeting will be held at 7:30pm on Wednesday 28th July
2021, location to be confirmed.
Signed________________
dated______________
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Councillor Moody, Chairman
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
APPENDIX A
This report was presented by the Clerk for approval by the Council on 19th May 2021.
Balance of Unity Trust account as of 13/05/21:
Expected TOTAL balance once invoices settled:
£37,696.26
£36,894.41
Payments out since 24/3/21
1
31-Mar-21
Unity Trust
Service Charge
DD
£18.00
2
6-Apr-21
OPUS
Electricity Supply
DD
£55.30
3
15-Apr-21
H du Bois
Staff Wages
SO
4
20-Apr-21
Lloyds (Debit Card)
Office Supplies
DD
£571.98
£7.58
5
20-Apr-21
Lloyds (Debit Card)
Virtual Landline
DD
£8.95
6
20-Apr-21
Lloyds (Debit Card)
Monthly fee
DD
£3.00
7
4-May-21
OPUS
Electricity Supply
DD
£73.64
£738.45
Total
Credits since 23/4/21
1
1-Apr-21
TURNER
Allotment fees (2021-22)
BACS
£20.00
2
1-Apr-21
VINCENT
Allotment fees (2021-22)
BACS
£20.00
3
1-Apr-21
WHITE
Allotment fees (2021-22)
BACS
£20.00
4
6-Apr-21
SHEPHERD
Allotment fees (2021-22)
BACS
£20.00
5
12-Apr-21
CLARKE
Allotment fees (2021-22)
BACS
£40.00
6
19-Apr-21
WILLIAMS
Allotment fees (2021-22)
BACS
£20.00
7
20-Apr-21
WHEELER
Allotment fees (2021-22)
BACS
£20.00
8
21-Apr-21
BEARMAN
Allotment fees (2021-22)
BACS
9
4-May-21
WNC
Precept
BACS
£20.00
£11,734.5
0
£11,914.
Total
50
Invoices to be settled on 19/5/21
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1 TexPrep
Election leaflets
BACS
£49.70
Local Government Act 1972, s111 (1)
2 Northants CALCS
Internal Audit
BACS
£185.00
Audit Commission Act 1998 s7 (3)
Local Government Act 1972, s143
3 Northants CALCS
Subscription (21/22)
BACS
£398.76
4 2commune
Pop up
BACS
Local Government Act 1972, s111 (1)
5 H du Bois
Expenses (Apr/May)
BACS
£60.00
£98.39
BACS
£10.00
Local Government Act 1972, s111 (1)
Total
£801.85
Room hire
Page
5
6 Reading Room
LGA (Financial Provisions) 1963, s5
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
2021/22 Day Book Current
Authorisation
Date
Invoice No.
Invoice Date
Transaction
No.
14-May-21
70280403
70448599
18-Mar-21
17-Apr-21
25152
INV-1080
INV-1080
3129
31-Mar-21
01-Apr-21
01-Apr-21
284
31-Mar-21
BACS
BACS
BACS
DD
BACS
BACS
SO
BACS
BACS
DD
DD
DD
BACS
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Transaction or
Cheque
Cleared date
Payee
Item Description
Totals
Balance B/Fwd 31st March 2021
Allotment fees
TURNER
Allotment fees
VINCENT
Allotment fees
WHITE
Electricity
Opus energy
Allotment fees
SHEPHERD
Allotment fees
CLARKE
SALARY
H DU BOIS
Allotment fees
WILLIAMS
Allotment fees
WHEELER
Office supplies (Amazon)
Lloyds Bank
Virtual Landline (Buzz Networks)
Lloyds Bank
Monthly Fee
Lloyds Bank
Allotment fees
BEARMAN
Electricity
Opus energy
Precept
WNC
Election leaflets
Texprep
Subscription
Northants CALC
Internal Audit
Northants CALC
Website pop up
2communue
Expenses
H DU BOIS
Helmdon Community Foundation Reading Room hire
Total Received
Total Paid
DR
CR
38416.71
26502.21
20.00
20.00
20.00
1522.30
55.30
20.00
40.00
571.98
20.00
20.00
7.58
8.95
3.00
20.00
73.64
11734.50
49.70
398.76
185.00
60.00
98.39
10.00
Balance
36894.41
26502.21
26522.21
26542.21
26562.21
26506.91
26526.91
26566.91
25994.93
26014.93
26034.93
26027.35
26018.40
26015.40
26035.40
25961.76
37696.26
37646.56
37247.80
37062.80
37002.80
36904.41
36894.41
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01-Apr-21
01-Apr-21
01-Apr-21
06-Apr-21
06-Apr-21
12-Apr-21
15-Apr-21
19-Apr-21
20-Apr-21
20-Apr-21
20-Apr-21
20-Apr-21
21-Apr-21
04-May-21
04-May-21
19-May-21
19-May-21
19-May-21
19-May-21
19-May-21
19-May-21
14-May-21
Current Account
2021
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
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2021/22 Expenditure vs Budget
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
APPENDIX B
Helmdon Parish Council
Year Ending 31st March 2021
Bank Reconciliation
Unity Bank Tailored Account balance 31st March 2021
£26,502.21
Less Unpresented payments
None
Total
£0.00
£0.00
Add payments not yet credited
None
Total
£0.00
£0.00
Total £26,502.21
Cash Book Balance at 31st March 2021
£26,502.21
Difference between bank account and cash book
£0.00
Summary of Accounts and Holdings
Value at
31.03.20
Value at
31.03.21
Asset Register
£104,364.27
£25,101.64
£0.00
Unity Bank Tailored Account (less unpresented payments)
Unity Bank Deposit Account
£26,502.21
£0.00
£129,304.43
Total
£130,866.48
Page
8
£104,202.79
Minutes of the Annual meeting of Helmdon Parish Council 19th May 2021
Author: Helen du Bois, Clerk