Annual Meeting of the Council, 27 May 2020

HELMDON PARISH COUNCIL
MINUTES
of the Annual meeting of Helmdon Parish Council, held as a virtual meeting1
on Wednesday 27th May 2020 at 7:30pm.
Present: Cllrs Coatsworth, Moody, Garner, Wheeler, Gray, Thorpe and the Clerk (Helen du Bois).
In attendance: there were two members of the public.
1. Election for Chairman for 2020/21
It was proposed that Cllr Coatsworth remain as Chairman for 2020/21. All were in favour and Cllr
Coatsworth was duly elected Chairman.
2. Signing of Chairman’s Declaration of Acceptance of Office
Cllr Coatsworth signed the Declaration of Acceptance of Office.
3. Apologies for absence
Apologies were accepted from Cllr Stott.
4. Declarations of Interest
None
5. Election of Vice Chairman for 2020/21
It was proposed that Cllr Moody remain as Vice Chairman for 2020/21. All were in favour and Cllr
Moody was duly elected Vice Chairman.
6. To appoint members for committees:
The membership for Committees for 2020/21 was resolved as follows:
a. Finance:
Cllrs Coatsworth, Garner, Moody, Thorpe b. Planning:
Cllrs P. Duncombe, Coatsworth, Garner, Wheeler, Thorpe c. Playground:
Cllrs R. Duncombe, Stott and Gray (Cllr Stott resp. for weekly inspections)
d. Allotment:
Cllrs Coatsworth, Garner, Moody, Wheeler
7. To appoint Parish representatives:
The following were appointed with all in favour:
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 – Cllrs Gray, R. Duncombe, Stott f. Parish Council rep on Reading Room Committee – Cllr Moody g. Parish Council reps in Parish Plan Monitoring Group – Cllrs Coatsworth, Moody,
Wheeler, Thorpe h. Parish Council rep in Blackpits Monitoring Group – Cllr Coatsworth i. Health and Safety Officer – Cllrs Coatsworth, Garner j. Tree Warden – to be confirmed k. Flag Master and Deputy Flag Master – Geoff Abbey (Flag Master), Cllr Coatsworth l. Webmaster – Cllr R. Duncombe, Richard Farquharson, Ross Vicars m. Recycling Warden – Phillip Ward n. Speed Indicator Device Officers – Cllrs Coatsworth, Wheeler o. Defibrillator Officers: Cllrs Wheeler, Gray p. Any other representatives that may be considered necessary: None
Action: Cllr Coatsworth to check with Cllrs R.Duncombe and Stott regarding the role of Lead
School Liaison Councillor. Cllr Coatsworth to speak to Mike Birchall regarding the Tree Warden role.
1
Meeting held using www.zoom.us
8. Updating of Register of Interests if necessary
Cllr Moody indicated that he needed to update his Register of Interests.
Action: The Clerk to send a copy.
9. Approval of the minutes of the Extraordinary meeting of 22nd April 2020
The minutes were approved without amendment – as this was a virtual meeting the minutes will be signed by the Chairman at a suitable time.
10.Matters arising
None
11.Open Forum
A member of the public commented that they felt the virtual Annual Parish Meeting had been interesting and worth doing. They also asked if the date of future council meetings could be more prominently displayed on the noticeboards to encourage public attendance.
Action: The Clerk to consider how Council meetings could be more widely advertised.
A member of the public was granted permission to speak to the Council at item 18.
12.To consider any further action required in the Parish in response to Covid-19
Cllr Coatsworth gave a summary of the assistance that local volunteers are providing to residents at present. It was considered that there is no additional support required for residents at present.
The Clerk confirmed the NCC Volunteer leaflets had been delivered to every property in the Parish.
13.To receive the Clerk’s report
None
14.Finance:
a. To receive the Financial statement and consider invoices to be paid.
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £35,077.90 on 21st May 2020 and an expected balance of £33,188.59 once invoices have been paid. It was resolved to pay the following invoices:
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
Northants CALC
Subscription
BACS
£403.26
Local Government Act 1974, s143
2
Northants CALC
Internal Audit
BACS
£180.00
Audit Commission Act 1998 s7 (3)
3
Northants CALC
Training
BACS
£44.00
Local Government Act 1972, s111 (1)
4
CPRE
Subscription
BACS
£36.00
Local Government Act 1972, s111 (1)
5
Mobile Caretaking
Playground repairs
BACS
£700.00
Open Spaces Act 1906, s14
£22.00
LGA (Financial Provisions) 1963 s5 Open
Spaces LGA 1972, S111 (1)
£248.57
Open Spaces Act 1906, s14
Open Spaces Act 1906, s14
6
H DU BOIS
Expenses
BACS
7
4th Corner Landscaping
Grass Cutting (April 2020)
BACS
8
4 Corner Landscaping
Grass Cutting (May 2020)
BACS
£248.57
Total
£1882.40
th b. To receive an update from the Internal Controls Councillor
Cllr Thorpe stated that he had scrutinized the accounts using the ICC checklist on 26th May 2020. He confirmed that all was in order.
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk
Page 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 has stated 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 as required.
212
c. Bank Reconciliation: to close of accounts for y/e 31st March 2020
The Clerk presented the End of Year statement and bank reconciliation (see Appendix B).
e. Annual Return: consideration and approval of the Annual Governance
Statement
The Annual Governance Statement was considered. All responses were in the affirmative with the final trust funds statement marked as not applicable – it was resolved to approve the Annual
Governance Statement. Cllr Coatsworth and the Clerk as Responsible Finance Officer will sign
Section 1 of the Annual Return when possible.
f. Annual Return: consideration of the Statement of Accounts
It was resolved to approve the statement of accounts. Cllr Coatsworth and the Clerk as Responsible
Finance Officer will sign Section 2 of the Annual Return when possible.
Action: The Clerk to submit the Annual Return form.
g. 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 Monday 15th June 2020 – Friday 24th July
2020.
Action: The Clerk to display the notice for the Period of the Exercise of Public Rights.
15.To receive an update on the Finance Committee meeting of 5th May 2020 and to consider any recommendations including:
a. Request for additional bank signatory
Cllr Wheeler volunteered to become the 5th signatory.
Action: The Clerk to submit the additional signatory application b. Recommended response to a request for grant funding from the Helmdon Reading
Room
The Council had recently received a request for significant grant funding from Reading Room
Management Committee. Cllr Coatsworth informed the Council that the RRMC had since been successful in their application for Business Relief Funding and that their application to the Council was now not required.
c. Allocations for applications to the 2020 Small Grants Program
The Council had received 6 applications requesting a combined total of £1,655. The Council’s budget for this year is £1750 and all 6 applications were granted in full, as recommended by the
Finance Committee. It was resolved to authorise immediate payment of the following grants:
St Mary Magdalene Church
Friends of St Marys
Helmdon Primary School
Helmdon Sports & Social Club
Helmdon Sewing Club
Friends of Helmdon
Churchyard
Replacement heating controls
Cotswold chippings for footpath in churchyard
Nature information boards for the playground
Support for loss of income during the Covid-19 pandemic
To build a stock of sewing patterns
Support towards the costs of maintaining the churchyard
£325
£180
£250
£250
£250
£400
Total
£1655
17.To consider steps the Parish Council could take to mitigate the effects of climate change, including looking into possible cycle routes and a public EV charging point.
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk
Page
16.To review and approve the following documents a. Finance Committee Terms of Reference b. System of Internal Control c. Internal Controls Checklist d. Standing Orders e. Data Protection Policy f. Subject Access Request Procedure g. Data Breach Policy h. Records Retention Policy i. Allotment Tenancy Agreement 2020
These were all approved without amendment.
213
Action: The Clerk to inform the applicants and organise the payments.
The historic project to investigate opening up the old railway line as a cycle path to Brackley were discussed and it was agreed to speak about it with Mike Barnes.
Action: Cllrs Coatsworth and Gray to speak with Mr Barnes.
It was agreed to consult with residents to investigate if there might be a need for a public EV
charging point in the village, either now or in the future. Cllr Gray asked that the Council ensure that the new village facility be designed with environmentally friendly features which could include a public EV charging point.
Action: Cllr Gray to request feedback from residents via the village Facebook groups about the potential need for a public EV charging point.
Cllr Wheeler explained that there were plans in place to trial wildflower planting around the trees in
Jubilee Wood.
18.To consider a request to cut down an ash tree on allotment plot no.9
The plot holder explained that the tree was dominating their plot and overhanging a neighbouring garden on The Green, and that large quantities of leaves and seeds dropped in the autumn. The tree also meant that a proportion of the plot was in continuous shade and the roots taking water from the plot. The plot owner kindly offered to pay for the removal costs.
It was agreed that the tree should be removed, and that it should be done professionally at the
Council’s cost – it was resolved to accept the quote provided from A.G.U. Treecraft Ltd.
Action: The Clerk to instruct A.G.U. Treecraft Ltd.
It was also agreed that the Allotment Committee would organise an inspection of the other trees on plots and at the allotment boundaries.
Action: The Allotment Committee to organise a review of the council owned trees at the allotments.
19.To review the recent Annual Parish Meeting.
This year the Annual Parish Meeting was held remotely on May 6th 2020. There were approximately
20 members of the public in attendance and it was felt that it had been worth holding the meeting in this way. The presentation given by Phillip Ward (Recycling Warden) was praised as a highlight of the evening.
20.To note the decisions of the Planning Committee since 22nd April 2020
There have been no planning meetings since then.
21.To receive an update on the Village Community Project
Cllr Coatsworth had previously circulated information received from SNC Development Management regarding the need for the Council to provide evidence of public support in the village for the housing development. It was agreed that a public consultation could be held during the pandemic but should not be launched until the Council has been provided with more detailed information about the housing plans included in the outline planning application. It was agreed to request a virtual meeting with the landowner, architect, and developer to gather more information about the development plans.
Action: Cllr Coatsworth to organise the meeting.
22.Councillor questions
Cllr Thorpe raised a query about the hedgerow which has grown over the pavement leading up to the bridge near the allotments – Cllr Wheeler kindly agreed to cut it back. There is a similar problem with the hedgerow on the bench side of the War Memorial.
Action: Cllr Wheeler to cut the hedgerow on the Station Road side of the bridge, Cllr
Coatsworth to talk with the landowners of the hedge near the bench.
Page
214
23.Close
The meeting closed at 9.10pm.
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk dated______________
Councillor John Coatsworth, Chairman
Page
215
Signed________________
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk
Appendix A
FINANCE REPORT 27/5/20
This report was presented by the Clerk for approval by the Council on 27th May 2020.
Balance of Unity Trust account as of 21/5/20:
Expected TOTAL balance once invoices settled:
£35,070.99
£33,188.59
Payments out since 22/4/20
1
4-May-20
OPUS
Electricity Supply
DD
£108.01
2
15-May-20
H du Bois
Staff Wages
SO
£556.25
3
18-May-20
Lloyds (Debit Card)
Zoom subscription
DD
£14.39
4
18-May-20
Lloyds (Debit Card)
NHS Flag
DD
£40.49
5
18-May-20
Lloyds (Debit Card)
Office expenses
DD
£21.34
6
18-May-20
Lloyds (Debit Card)
Service charge
DD
£3.00
Total
£743.48
£20.00
Credits since 22/4/20
1
23-Apr-20
S WHEELER
Allotment fees
BACS
2
24-Apr-20
K CLARKE
Allotment fees
BACS
£40.00
3
28-Apr-20
SNC
Precept
BACS
£11,235.50
4
5-May-20
M SPENCELEY
Allotment fees
BACS
£20.00
5
6-May-20
D SHEPHERD
Allotment fees
BACS
£20.00
6
18-May-20
H DU BOIS
Allotment fees
BACS
£20.00
7
19-May-20
A BRINKLOW
Allotment fees
BACS
£40.00
8
20-May-20
K WILLIAMS
Allotment fees
BACS
£20.00
9
20-May-20
A MORSE
Allotment fees
BACS
£20.00
Total
£11,435.5
0
Invoices to be settled on 27/5/20
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
Northants CALC
Subscription
BACS
£403.26
2
Northants CALC
Internal Audit
BACS
£180.00
Local Government Act 1972, s143
Audit Commission Act 1998 s7 (3)
3
Northants CALC
Training
BACS
£44.00
Local Government Act 1972, s111 (1)
4
CPRE
Subscription
BACS
£36.00
Local Government Act 1972, s111 (1)
5
Mobile Caretaking
Playground repairs
BACS
£700.00
Open Spaces Act 1906, s14
H DU BOIS
Expenses
BACS
7
4th Corner Landscaping
Grass Cutting (April 2020)
BACS
£248.57
LGA (Financial Provisions) 1963 s5
Open Spaces Act 1906, s14
8
4th Corner Landscaping
Grass Cutting (May 2020)
BACS
£248.57
Open Spaces Act 1906, s14
Total
£1882.40
Page
216
6
£22.00
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk
2020/21 Day Book Current
2020
Authorisation
Date
Current Account
Invoice No.
Invoice
Date
Transaction
No.
Transaction or
Cheque
Cleared date
Payee
Item Description
21-May-20
68125189
269
68302637
18-Mar-20
30-Mar-20
17-Apr-20
INV-0403
INV-0403
INV-0302
03-Apr-20
03-Apr-20
03-Feb-20
INV-0441
14-May-20
7713
7791
20-Apr-20
20-May-20
Total
Received
Total Paid
Balance
DR
36597.14
CR
3408.55
33188.59
Bank
25101.64
25101.64
25121.64
24998.87
25018.87
24473.11
24458.72
24455.72
24475.72
24400.72
24378.97
24398.97
24438.97
35674.47
35566.46
35586.46
35606.46
35050.21
35009.72
34988.38
34973.99
34970.99
34990.99
35030.99
35050.99
35070.99
34667.73
34487.73
34443.73
34407.73
33707.73
33685.73
33437.16
33188.59
-20.00
122.77
-20.00
545.76
14.39
3.00
-20.00
75.00
21.75
-20.00
-40.00
-11235.50
108.01
-20.00
-20.00
556.25
40.49
21.34
14.39
3.00
-20.00
-40.00
-20.00
-20.00
403.26
180.00
44.00
36.00
700.00
22.00
248.57
248.57
BACS
DD
BACS
DD
D WHITE
Opus Energy
D TURNER
H DU BOIS
Balance B/Fwd 31st March 2020
Allotment fees
Electricity Supply
Allotment fees
Staff Wages
BACS
Lloyds (Debit Card)
Zoom subscription
14.39
BACS
Lloyds (Debit Card)
Monthly charge
3.00
BACS
M VINCENT
Lloyds (Debit Card)
Allotment fees
Room rental
Office Expenses
Allotment fees
Allotment fees
Precept
Electricity Supply
Allotment fees
Allotment fees
Staff Wages
Flag (thank you NHS)
Office supplies
Lloyds (Debit Card)
Zoom subscription
Lloyds (Debit Card)
Monthly charge
H DU BOIS
Allotment fees
20.00
A BRINKLOW
Allotment fees
40.00
K WILLIAMS
Allotment fees
20.00
A MORSE
Allotment fees
20.00
Northants CALC
Northants CALC
Northants CALC
CPRE
Mobile Caretaking
Expenses
4th Corner Landscaping
4th Corner Landscaping
Subscription
Internal Audit
Training
Subscription
Playground repairs
Office Expenses
Grass Cutting (April 2020)
Grass Cutting (May 2020)
BACS
BACS
24-Apr-20
24-Apr-20
Reading Room
H DU BOIS
BACS
S WHEELER
BACS
K CLARKE
BACS
SNC
DD
Opus Energy
BACS
M SPENCELEY
BACS
D SHEPHERD
SO
H DU BOIS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Lloyds (Debit Card)
25101.64
20.00
122.77
20.00
545.76
20.00
75.00
21.75
20.00
40.00
11235.50
108.01
20.00
20.00
556.25
40.49
21.34
14.39
3.00
403.26
180.00
44.00
36.00
700.00
22.00
248.57
248.57
Bank
Rec
Code
903
101
903
402
412
411
903
408
403
903
903
901
101
903
903
402
412
412
412
411
903
903
903
903
407
401
406
407
203
403
201
201
Page
217
01-Apr-20
02-Apr-20
03-Apr-20
15-Apr-20
16-Apr-20
16-Apr-20
16-Apr-20
22-Apr-20
22-Apr-20
23-Apr-20
24-Apr-20
28-Apr-20
04-May-20
05-May-20
06-May-20
15-May-20
18-May-20
18-May-20
18-May-20
18-May-20
18-May-20
19-May-20
19-May-20
19-May-20
27-May-20
27-May-20
27-May-20
27-May-20
27-May-20
27-May-20
27-May-20
27-May-20
Totals
21-May-20
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk
2020/21 vs Budget
2020-21
Code
EXPENDITURE
100 Lighting
101 Electricity Supply
102 Streetlight repairs
Budget
980.00
780.00
200.00
Spend to date
5500.00
3200.00
50.00
500.00
350.00
250.00
100.00
600.00
200.00
250.00
1114.28
11856.74
400.00
6808.74
250.00
1955.42
219.79
219.79
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance (War Memorial/Pump Garden/Wall)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
414.28
700.00
211 War Memorial
212 Land Purchase
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
600.00
300.00
680.00
250.00
100.00
1000.00
108.00
60.00
1300.00
1570.00
1350.00
50.00
170.00
400.00
400.00
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
413 Banbury Bus
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
180.00
1102.01
43.75
44.00
439.26
62.50
6.00
77.90
Total Regular Expenditure 20306.74
3289.49
1200.00
1200.00
119.06
700 Miscellaneous
701 Vat Paid
800 Projects for 2019/20
801 Street Light upgrade
802 Village Hall Project
803 Flood Mitigation
804 Helmdon Wall Improvements
300 Spending from Sinking Fund for 2019/20
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
308 Village Hall Project
119.06
5837.70
1837.70
1000.00
3000.00
500.00
1000.00
1000.00
Total Expenditure inc VAT 28344.44
3408.55
22791.00
22471.00
11495.50
320.00
260.00
Total Regular Income 22791.00
11495.50
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
Total Working Income 22989.00
11495.50
Total carried forward at beginning of this financial year
Current income minus expenditure
Unity Account balance
£8,086.95
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
£25,101.64
£33,188.59
Author: Helen du Bois, Clerk
218
198.00
78.00
120.00
1001 Misc Transfers In
1002 Vat Repayment
Page
1000 MISCELLANOUS INCOME
11235.50
Appendix B
Helmdon Parish Council
Year Ending 31st March 2020
Bank Reconciliation
Unity Bank Tailored Account balance 31st March 2020
£25,101.64
Less Unpresented payments
None
Total
£0.00
£0.00
Add payments not yet credited
None
Total
£0.00
£0.00
Total £25,101.64
Cash Book Balance at 31st March 2020
£25,101.64
Difference between bank account and cash book
£0.00
Summary of Accounts and Holdings
Value at
31.03.19
Value at
31.03.20
Asset Register
£104,202.79
£16,145.68
£0.00
Unity Bank Tailored Account (less unpresented payments)
Unity Bank Deposit Account
£25,101.64
£0.00
£120,538.14
Total
£129,304.43
Page
219
£104,392.46
Minutes of the Annual meeting of Helmdon Parish Council 27th May 2020
Author: Helen du Bois, Clerk