Council Meeting, 14 May 2007

HELMDON PARISH COUNCIL
All Councillors are summoned to the Annual General Meeting of Helmdon Parish
Council to be held in the Reading Room, Church Street, Helmdon on Monday 14th May 2007, commencing at 7.30 pm. This meeting will be followed by an Ordinary Meeting of the Council.
Members of the public and Press are invited to attend both meetings and to participate in the Open Forum
AGENDA – Annual General Meeting
*****Declarations of Acceptance of Office*****
1. Election of Chairman for 2007/2008
2. Signing of Chairman’s declaration of acceptance of office
3. Apologies for Absence
4. Election of Vice Chairman for 2007/2008
5.
a)
b)
c)
d)
e)
To appoint members for committees
Finance (5 plus RFO)
Planning (5 plus Clerk for Minutes)
Road Safety (5)
Playground (3)
Allotment ( 4)
a)
b)
c)
d)
e)
f)
To appoint parish representatives
Parish Paths Warden
Parish Highways Representative
Neighbourhood Watch Co-ordinator
School Liaison Councillor
PC Rep on Reading Room Committee
PC Reps (2) on Parish Plan Monitoring Group
6.
7. To appoint the Responsible Financial Officer
8. To appoint an Internal Auditor
9. Updating of Register of Interests
10. Approval and signature of the Minutes for the AGM held on 24th May 2006
11. Matters arising from the minutes of 24th May 2006
12.
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Committee & Representative Reports
Finance
Planning
Road Safety (Parish Highways Representative)
Playground
Allotments
Helmdon Parish Plan
Parish Paths Warden
Neighbourhood Watch
School Liaison
Reading Room

AGENDA – Ordinary Meeting following the AGM
1. Apologies for Absence
2. Approval and Signature of the Minutes for the Ordinary Meeting held on 28th March
2007 and the Extra Ordinary Meeting of 12th April 2007
3. Matters Arising from the Minutes of 28th March 2007 and 12th April 2007
4. Open Forum
5. Finance a) Financial statement b) Bills for Payment c) Payments Received d) Fencing tenders e) New Bank Signatories f) Audit – y/e 2007
6. Correspondence
7. Training Courses
8. Blackpits Recycling Site – nomination of 2 Parish Council Reps for Monitoring Group
9. Village of the Year 2007 – judges’ visit
10. School Playground update a) Lease agreement b) Update on outstanding repairs/improvements
11. To receive the decisions of the Planning committee on applications since 28th March
2007
12. Allotments
13. Risk Assessments
14. Notice Boards and benches
15. Councillors’ Questions
Signed _______________________
Dated________________________
Liz Hart, Parish Clerk
[address removed]

07/4
HELMDON PARISH COUNCIL
Draft minutes of the meeting of Helmdon Parish Council held on Monday 14th May 2007
in the Reading Room, Church Street, Helmdon at 8 p.m.
Present: Councillors Barnes, Burns, Crouch, Coatsworth, Duncombe, England, Thorne, Turner.
Parish Clerk: Liz Hart
Approximately sixteen members of the public were present.
Action
1 Apologies
Cllr Stothard was absent due to a prior holiday arrangement.
2 Approval and Signature of the Minutes for the Ordinary Meeting held on 28th March 2007
and the Extra Ordinary Meeting of 12th April 2007
th Cllr Burns proposed, seconded by Cllr England that the Minutes for the 28 March be accepted as a true record. All were in favour; Cllr Burns duly signed the Minutes.
Cllr Thorne proposed, seconded by Cllr Barnes that the Minutes for the 12th April be accepted as a true record. All were in favour; Cllr Burns duly signed the Minutes.
3. Matters arising from the Minutes of the Ordinary Meeting held on 28th March 2007
5d) Fencing Tenders – the clerk clarified for which fence Council is seeking tenders for repair.
th Matters arising from the Minutes of the Ordinary Meeting held on 12 April 2007
None
4. Open Forum
The following points were raised by members of the public:
School Security – Council should pursue its course of action regarding the suggestion of erecting a fence as discussed as the March meeting.
Condition of Pavements and Roads – there was much comment regarding this issue and the frustration felt regarding shortfalls in NCC’s budget and the lack of any remedial works being carried out. Cllr Burns confirmed that the Clerk is to write to Cllr Andrew Grant on the issue. There was also a blocked drain in Wappenham Road where building work is being carried out – the clerk will contact the builders.
New Village Amenity
Support was shown for the fact that the new amenity was not a Parish Council issue in itself;
Cllr Barnes felt that the council had not been proactive in leading the discussions for an improved meeting place. Cllr Burns referred him to the Consultation Meeting held on 15th
November where there was an overwhelming endorsement for the Sports Club facility. He explained that the planning application had been delayed as a new lease agreement needed to be negotiated with SNC prior to submission. Sadly one of the trustees had also recently passed away.
Jenners’ Piece
Clerk confirmed that the registration was still outstanding.
Parking on the Green
Clerk

07/5
The clerk stated she would contact NCC regarding introducing white lines on the Green.
Audibility
It was stated that it is difficult to hear for members of the public to hear what all the
Councillors are saying.
5. Finance a) To receive the financial statement
Cash & Investments
Current Account (Coop) 23536.11
Nottingham Bond 500.00
Total 24036.11
Cllr England proposed, seconded by Cllr Duncombe that the financial statement be accepted. All were in favour.
b)
Bills for Payment
Accounts Payable Cheque
Insurance 1332.40 500016
Friends of Helmdon Churchyard 250.00 500017
NALC Internal Audit Charge – y/e 2007 126.00 500018
Reading Room 48.00 500019
Clerk’s Wages (March and April) 337.38 500020
Clerk’s admin (paper and telephone) 27.58 500020
Helen Cook (refund of allotment key deposit) 5.00 500021
Helmdon Women’s Club – APM expenses 5.55 500022
Total 2131.91
Cllr England proposed, seconded by Cllr Barnes that the bills for payment be accepted as a whole. All were in favour.
c)
Payments Received

07/6
Accounts Received (all reflected in current balance above)
Nottingham Bond 9.38
Allotment rent – Mrs J Cairns – receipt A/0015 5.00
Allotment rent – Mr R Wray – receipt A/0011 10.00
Allotment rent – Mr Drew – receipt A/0012 10.00
Allotment rent and key deposit – Mr Dunn – receipt A/0010 10.00
Allotment rent – Mrs D Mountford – receipt A/016 5.00
Allotment rent – Mr Francis – receipt A/0013 5.00
Allotment rent – Mr J Glenham – receipt A/009 5.00
Allotment rent – Mr and Mrs Bradford – receipt A/0014 1.25
Interest – April 26.78
Interest – May 25.48
Precept 4962.50
Total 5075.39
It was proposed by Cllr Coatsworth, seconded by Cllr Turner that the accounts received be accepted. All were in favour.
d)
Fencing tenders
The clerk reported that she had still received only one updated quote; Cllr Burns proposed, seconded by Cllr Barnes that this decision be held in abeyance until the next meeting and if no more quotes were received the tender be accepted at that point. All were in favour.
e)
New Bank Signatories
In order to comply with the regulations of the bank for changing the cheque signatories, Cllr
Burns read out the following declarations:
•
•
•
•
•
•
•
•
The Cooperative Bank Plc shall continue as our bankers
The Bank shall be authorised to honour all cheques and all other documents made or accepted on our behalf even if such payment causes any Accounts to be overdrawn or increase any existing overdraft, provided that such documents are signed in accordance with the specimen signatures shown in the Account Signatories Section (6)
The Bank shall act on all specimen signatures in accordance with any instruction, notice, request or other document in writing concerning our account (including the opening of new accounts)
affairs or property, as shown in the Account Signatories Section (6)
The Bank shall be sent a copy of any future resolutions which affect the terms of these resolutions;
The Bank shall be sent a copy of any changes in our Rules;
The Bank shall be notified in writing of any change of Members;
The Bank shall be notified in writing of any change of official authorised to sign on our behalf;
The Bank shall otherwise continue to operate our Account in accordance with the Business
Account Mandate

07/7
•
•
The Bank shall be notified in writing of any overall change of control in the business.
All signatories to the Account are aged 18 or over.
Cllr Thorne proposed, seconded by Cllr England that the above resolutions be accepted. All in favour.
f)
Audit y/e 2007
Clerk confirmed that everything was in hand for preparation for this year’s audit.
6 Correspondence
Listed separately: Appendix A. No further comments.
7 Training Courses
Clerk has circulated details of the courses available to all Cllrs and requests that they respond with any courses they wish to attend.
8 Blackpits Recycling Site – nomination of 2 Parish Council Reps for Monitoring Group
Cllr Turner and Cllr Burns volunteered to become Representatives. All were in favour.
David Powell was invited to explain the background of the group to all present.
9 Village of the Year 2007 – judges’ visit
The Clerk informed the meeting that the visit will take place on 24th May at 10am until noon at the Bell, Church Street.
10
a)
School Playground update
Lease agreement
Playground Committee to review lease in light of Philip King’s comments.
b) Update on outstanding repairs/improvements
These remain outstanding.
.
11 To receive the decisions of the Planning committee on applications since 28th March
Application number: S/2007/0354/LB
Location: 35 Wappenham Road, Helmdon
Amendment: Conversion of an existing storage building into a self contained annex. Works include the creation of new door and window openings, the construction of a mezzanine floor and the replacement of the existing roof structure
The Committee agreed to support the application as laid out in the plans but, in highlighting the location of the storage area, it questioned the impact that this may have on any future planning applications regarding the site of the Chapel.
Location: land off Church Street, Helmdon
Proposal: Two storey dwelling
Cllr Bearman declared an interest in this application.
The Committee raised no objections to the application as laid out in the plans but, Council expresses concerns regarding the water levels, natural springs and the feeding of the ponds below and trust that this will be addressed properly given the problems seen recently at the site.
th The Blackpits applications were discussed by the full Council on 12 April.

07/8
12 Allotments
Issues covered in the AGM report.
13 Risk Assessments
To be submitted at the next meeting by the new Representatives.
14 Noticeboards and Benches
Clerk is awaiting a response from the insurance company of Parcel Force regarding a replacement for Jenners Piece bench.
Bernie Wadeson has been requested to prioritise repairing the bench on The Green.
15 Councillors’ Questions
Cllr Burns clarified the various timescales of the Council meetings and Committee meetings.
The meeting closed at 9 p.m.
Future Meeting Dates:
19
th
June 2007 – EOM
25
th
July 2007
26
th
September 2007
28
th
November 2007

07/9
th th Appendix A: Correspondence Received – 29 March 2007 – 13 May 2007
South Northamptonshire Council
Weekly Planning Application listings – 22/03/07 – 09/05/07
Notice of Poll – displayed
Notice of Candidates and Election – displayed
Notice of results of poll – displayed
Monthly Electoral Register Updates
Declaration of Acceptance of Office, registration of interests forms for AGM
SNC Observations on Blackpits planning applications
Appeal Decision – 26 Station Rd – dismissed
Council Tenants Newsletter
Letter regarding new code of conduct
Northamptonshire County Council
Police Authority – invitation to Clerk and Chair regarding Parish Council Conference on 24th May
2007 – for Chair after election
Aktins Partnership Open Day invitation – 30 June 2007– for new Highways Rep
The Waymarker
New Model Code of Conduct th
NALC/ACRE
Confirmation of VoY judges’ visit – Thursday 24th May – 10:00 – 12:00
Internal Audit form – y/e 2007
Update March 2007 – Course Details for New Councillors and Chair’s courses
Miscellaneous
BDO – Audit Package
BDO – Local Council Briefing Package
SNVB – April vacancy notices and information regarding Rural Reach April, May vacancies –
posters displayed, outreach worker attended APM
Parish meeting reports – WI and Revd Adams
Postwatch – request for contact details
Police – request for meeting details
Environment Agency – Blackpits Audit Report
Clerks and Councils Direct
Les Finn – valuation of War Memorial – £35 000 plus VAT
Northamptonshire NHS – request for members for NHS Foundation Trust
RoPSA – confirmation of playground inspection in June 2007
Coop Bank – 13th April statement

07/10
Coop – new signatories form
Accounts received
Friends of Helmdon Churchyard – £250.00
Reading Room Invoice – 48.00
Allianz Insurance Renewal – 1332.40
Allotments Payments:
o Mrs J Cairns – receipt A/0015 5.00
o Mr R Wray – receipt A/0011 10.00
o Mr Drew – receipt A/0012 10.00
o Mr Dunn – receipt A/0010 10.00
o Mrs D Mountford – receipt A/016 5.00
o Mr Francis – receipt A/0013 5.00
o Mr J Glenham – receipt A/009 5.00
o Mr and Mrs Bradford – receipt A/0014 1.25
Interest – April 26.78
Interest – May 25.48
Nottingham Bond 9:38
Helmdon Women’s Club – £5.55 – expenses for the Annual Parish Meeting
Key for allotment number 6 – Helen Cook – £5.00
Precept – 4962.50