Annual Meeting of the Council, 27 May 2015

HELMDON PARISH COUNCIL
ANNUAL MEETING of the PARISH COUNCIL
To be held in the Reading Room, Helmdon
On Wednesday 27 May 2015 at 7.30pm
Members of the public and press are welcome to attend this meeting, and are permitted to record, film or broadcast the meeting without reference to the Parish Council
AGENDA
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To elect a Chairman for 2015/16
To receive the Chairman’s declaration of acceptance of office.
Apologies for absence
To elect a Vice – Chairman for 2015/16
To receive the Vice-Chairman’s declaration of acceptance of office
To consider the co-option of councillors to fill vacancies
To appoint an Internal Auditor
To update the Register of Interests
To confirm electronic circulation of documentation
To appoint members of Committees and Working Groups
10.1 Finance
10.2 Planning
10.3 Playground
10.4 Road safety
10.5 Allotments
10.6 Any other committees or working parties as may be deemed necessary
To appoint Parish Representatives
11.1 Tree warden
11.2 Footpaths warden
11.3 Neighbourhood Watch Co-ordinator
11.4 Highways Representative
11.5 School Liaison Councillors
11.6 PC Reps on Reading Room Committee
11.7 PC Rep(s) on Parish Plan Group
11.8 PC Rep(s) on Blackpits Monitoring Group
11.9 Health & Safety Officer (s)
11.10 Any other representatives as may be considered necessary
Committee & Representative Reports
12.1 Finance
12.2 Planning
12.3 Highways/Road Safety
12.4 Playground
12.5 Allotments
12.6 Parish Plan
12.7 Footpaths
12.8 Neighbourhood Watch
12.9 School Liaison Councillors
12.10 Reading Room
12.11 Tree Warden
Simon Loake
Clerk to Helmdon Parish Council
21 May 2015

HELMDON PARISH COUNCIL
MEETING of the PARISH COUNCIL
to be held in the Reading Room, Helmdon directly after the Annual Meeting on Wednesday 27 May 2015
Members of the public and press are welcome to attend this meeting, and are permitted to record, film or broadcast the meeting without prior reference to the Parish Council
AGENDA
1 Apologies for absence
2 Declarations of interest in agenda items
3 Approval of the minutes of the meetings held on 25 March and 31
March
4 Matters arising from the minutes not covered elsewhere in this agenda
4.1 Pump garden access/grant application
4.2 Rats at allotments
4.3 Update re Anglian Water/ Flooding
4.4Transfer of ownership of posts in Wappenham Road
4.5Transfer of ownership of land in Station Road
5 Update re grant for drainage of school field
6 Finance
6.1 Finance report
6.2 To note amounts received
6.3 To consider applications for grants from village organisations
6.4 To approve payments listed by the Clerk
6.5 To approve transfer of funds to Unity Trust bank account
6.6 To review bank signatories
7 Review of correspondence
8 Councillor questions
Simon Loake
Clerk to Helmdon Parish Council
21 May 2015

HELMDON PARISH COUNCIL
MINUTES
ANNUAL MEETING of the PARISH COUNCIL
held in the Reading Room, Helmdon
On Wednesday 27 May 2015 at 7.30pm
Present: Cllrs Moody, Hart, Duncombe, Vicars, Garner, Adhemar, Coatsworth.
In attendance: S Loake (Clerk)
In the absence of Mr Peter Burns, who is unwell, Cllr Coatsworth took the chair
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It was proposed by Cllr Duncombe, 2nd Cllr Adhemar, that Cllr Coatsworth be chairman of the Council for the year. This was unanimously agreed.
Cllr Coatsworth signed the declaration of acceptance of office.
Apologies for absence – there were none
It was proposed by Cllr Garner, 2nd Cllr Hart and unanimously agreed that Cllr Moody be elected vice-chair for the year.
Cllr Moody signed the declaration of acceptance of office
It was proposed by Cllr Moody, 2nd Cllr Garner, and unanimously agreed that Mr
Steve Wheeler be co-opted as a Councillor to fill one of the vacancies. Mr Wheeler agreed to the co-option.
It was unanimously agreed that Lyn Lavender, an NCALC auditor, be appointed as the Internal Auditor for the Council
Register of interest forms were distributed to Councillors and completed. The Clerk offered to deliver these to SNC offices if required.
All Councillors completed information required to be published on the website, and signed a form to confirm their acceptance of the electronic circulation of council minutes, agendas, and other documentation.
It was agreed that Councillors would serve on Committees and Working Groups as follows
10.1 Finance – Cllrs Coatsworth, Moody, Garner, Hart, Vicars
10.2 Planning – Cllrs Coatsworth, Duncombe, Garner, Adhemar, Vicars, Hart
10.3 Playground – Cllrs Adhemar, Wheeler
10.4 Road safety – it was agreed that this group would be disbanded
10.5 Allotments- Cllrs Coatsworth, Garner, Moody, Adhemar, Wheeler
10.6 School Liaison – Cllrs Hart, Wheeler
10.7 No other committees or working groups were deemed necessary
It was agreed that Parish Representatives would be as follows:
11.1 Tree warden – Philip Ward
11.2 Footpaths warden – Roger Miles
11.3 Neighbourhood Watch Co-ordinator – Bill England to be asked to continue to serve
11.4 Highways Representative – Cllr Moody
11.5 Parish Plan Group – Cllrs Coatsworth, Moody, Adhemar, Wheeler
11.6 PC Reps on Reading Room Committee – Cllr Moody
11.7 PC Reps on Blackpits Monitoring Group – Cllrs Coatsworth, Vicars
11.9 Health & Safety Officer – Cllr Moody
11.10 Webmaster – Cllr Moody
11.11 Website editor – Audrey Forgham
11.12 Helmdon Voice editor – Simon Loake
Committee & Representative Reports – because of lack of time, it was agreed to defer reports from committees and working parties.
There being no further business, the Chairman closed the meeting at 8.26pm