Annual Meeting of the Council, 24 May 2023

HELMDON PARISH COUNCIL
MINUTES
of the meeting of Helmdon Parish Council, held in the Reading Room, Church
Street, Helmdon on Wednesday 24th May 2023 at 7:30pm.
Present: Cllrs Bearman, Gray, Harris, Hosea, Marchant (Vice-Chair), Moody (Chair),
Plunkett, Thorpe, Wheeler and Charmaine Jay (Clerk)
In attendance: 2 members of the public.
127. Election of Chair for 2022/23
Cllr Moody was proposed and seconded. All were in favour and Cllr Moody was duly elected Chair.
128.Signing of Chair’s Declaration of Acceptance of Office
Cllr Moody signed the Declaration of Acceptance of Office.
129.Election of Vice Chair for 2023/24
Cllr Wheeler was proposed and seconded. All were in favour and Cllr Wheeler was duly elected vice-chair.
130.Signing of Vice Chair’s Declaration of Acceptance of Office
Cllr Wheeler signed the Declaration of Acceptance of Office.
131.Apologies for absence
None.
132.Declarations of Interest
-Cllr Gray for item 146 as she is Chair of Governors.
-Cllr Moody for item 139a as he is CEO of NCALC
-Cllrs Hosea and Marchant for item 139a due to Community Larder.
133. To confirm members for the following committees:
The membership for Committees for 2023/24 was resolved as follows:
a. Finance: Cllrs Hosea, Marchant, Moody and Wheeler b. Planning: Cllrs Harris, Hosea, Marchant and Plunkett c. HR: Cllrs Hosea, Moody and Plunkett
134.To confirm Parish representatives:
RESOLVED: To appoint the following representatives for 2023/24:
a. Internal Controls Councillor -Cllr Wheeler b. Parish Paths Warden – Roger Miles c. Parish Highways Representative – Cllr Moody d. Neighbourhood Watch Co-ordinator – Cllr Marchant e. Police Liaison representative- Cllr Marchant f. Parish Council rep in Blackpits Monitoring Group- Cllr Bearman
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g. Health and Safety Officer -Cllr Hosea h. Tree Warden -Mike Birchall i. Flag Master and Deputy Flag Master-Geoff Abbey and John Coatsworth j. Webmasters- Richard Farqhuarson, Ross Vicars, Cllr Plunkett k. Recycling Warden – Cllr Hosea l. Speed Indicator Device Officer – Cllr Marchant m. Defibrillator Officer- Cllr Wheeler n. HS2 Liaison Officer- Cllr Marchant o. Priory Farm Working Group- Dissolved p. Allotment Working Group- Cllrs Hosea, Moody and Wheeler q. Any other representatives that may be considered necessary:
-Wellbeing Working group- Cllrs Hosea, Marchant, Moody and
Plunkett
-School Liaison Cllr- Cllr Bearman
135. Approval and signature of the minutes of the ordinary meeting of 23rd February
2023 and 22nd March 2023
RESOLVED: That the minutes be signed without amendment.
136. Matters arising
None
137. To receive feedback on the Annual Village Meeting and note any matters arising
The meeting was successful with around 40 attendees. Thanks went to Cllr Marchant for organising.
It was mentioned that the Parish Council should put on refreshments for next years
Annual Village Meeting.
138. Open Forum
None.
139. Finance a. To receive the financial statement: note payments received and consider invoices to be paid (Appendix a)
To note no schedule with payments received payments.
One payment was in question for NCALC due to no breakdown. Cllrs are to go through the Benefits & Membership leaflet circulated in the recent weeks.
RESOLVED: That the following payments be approved apart from INV- 2862
Company
Invoice
Reason
Cost
Reading Room
INV- 376
Reading Room Hire
£225.00
NCALC
INV-3027
Charmaine£36.00
Training
NCALC
INV- 2862
Membership Fees
£689.21
NCALC
INV- 3084
Charmaine£45.60
Training
Charmaine Jay
Stationary
Stationary
£3.00
Charmaine Jay
Stationary
Stationary
£9.00
HMRC
PAYE tax
Annual Fee
46.86
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Reading Room
R & G ( Grass
Cutting)
Charmaine Jay
Charmaine Jay
INV -376b
INV- 119711
Community Larder
Grass Cutting
£200.00
£211.20
Stationary
Stationary
USB
Printing paper
£5.99
£4.75
b. To review the effectiveness of the system of internal control
RESOLVED: The effectiveness of the system of internal control is noted and approved c. To receive and note the report of the Internal Auditor for the year ending 31
March 2023
RESOLVED: The report of the Internal Auditor for the year ending 31
March 2023 is received and noted d. To approve the Annual Governance Statement for the year ending 31 March
2023
RESOLVED: The Annual Governance Statement for the year ending 31
March 2023 is approved and signed e. To approve the Accounting Statements for the year ending 31 March 2023
RESOLVED: The Accounting Statements for the year ending 31 March 2023
is approved and signed f. To note the commencement date for the Period of the Exercise of Public Rights
RESOLVED: To set the Period of the Exercise of Public Rights as 5th June 2023
until 14th July 2023
140. To consider quote for maintenance on the flagpole requested by the flag master
The quote was incorrect due to a miscommunication. It was proposed work can be carried out up to £150 authorised by the clerk.
RESOLVED: The clerk can authorise work carried out on the flagpole up to
£150
141. To receive an update regarding gritting store on B4525
-It was ruled out that the gritting store be made into an official layby due to funding from West Northants council
– Fly tipping is continuing
– There is no update on installation of bins
RESOLVED: To note the update and report fly tipping
142. To consider HS2 funding for the village
It is felt that Helmdon are not benefiting from the HS2 funding proposal and should find out the conditions and timelines.
RESOLVED: Cllr Hosea to write to EKFB/ HS2 to get information
143. To consider steps necessary for exploring a Good Neighbour Scheme for
Helmdon
Cllrs Eastwood, Hosea and Marchant met up with ACRE (an organisation of Good
Neighbour Scheme)
Cllr Hosea reached out to organisations in the village to get any feedback.
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RESOLVED: To note the exploration of the Good Neighbourhood Scheme
144. To consider an IT library
It was proposed that there be an IT library on the Helmdon Parish Council website. In sub folder form.
It was discussed that it would be more beneficial to provide a link as it is up to date.
RESOLVED: To not approve an IT library on the Helmdon Parish Council website
145. To consider developing a new Parish Plan for Helmdon
There was general support from the council and it is proposed that there be a working group of at least 3 councillors to research current community-led planning techniques, prepare a scope, research costs, and develop a proposal to bring to a council meeting for consideration at a future meeting.
RESOLVED: Cllrs Bearman, Hosea, Moody and Plunkett formed a working group
146. To consider how to move forward with the play wall at the play field
Due to the play wall being purchased by Helmdon Primary School, there has been some resistance from the insurance. Clerk is to return to insurance and explain the licensing terms and conditions.
RESOLVED: Clerk to return to insurance and escalate if necessary
147. To consider Charmaine Jay up taking another employment for Turweston
Parish Council
RESOLVED: To approve Charmaine Jay up taking another employment for
Turweston Parish Council.
148. Close
The meeting closed at 21.25
Next meeting is on Wednesday 28th June 2023
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