Council Meeting, 21 May 2008

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 Wednesday 21st May 2008, commencing at 7.30 pm. This meeting will be followed by an Ordinary Meeting of the Parish Council.
Members of the public and Press are invited to attend both meetings and to participate in the Open Forum
AGENDA – Annual General Meeting
1. Election of Chairman for 2008/2009
2. Signing of Chairman’s declaration of acceptance of office
3. Apologies for Absence
4. Election of Vice Chairman for 2008/2009
5. To appoint the Responsible Financial Officer
6. To appoint an Internal Auditor
7.
a)
b)
c)
d)
e)
8.
To appoint members for committees
Finance (5 plus RFO)
Planning (5 plus Clerk for Minutes)
Road Safety (5)
Playground (3)
Allotment ( 4)
To appoint parish representatives
Parish Paths Warden
Parish Highways Representative
Neighbourhood Watch Co-ordinator
School Liaison Councillor e) PC Rep on Reading Room Committee f) PC Reps (2) on Parish Plan Monitoring Group g) Poppy Organiser h) PC Reps (2) on Blackpits Monitoring Group a)
b)
c)
d)
9. Updating of Register of Interests
10. Approval and signature of the Minutes for the AGM held on 14th May 2007
11. Matters arising from the minutes of 14 May 2007 th
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 26 March 2008 and the Extra Ordinary Meeting of 7th April 2008
3. Matters Arising from the Minutes of 26 March 2008 and 7 April 2008
4. Open Forum
5. Finance th th th a) Financial statement b) Bills for Payment c) Payments Received d) Fencing tenders e) To consider proposal from Cllr Turner to purchase two bins for the Playing
Area (three quotes for review)
f) Annual Return – Approval of Statement of Accounts g) Annual Return – Approval of Annual Governance Statement
Field
6. Correspondence
7. Training Courses – update from the Clerk on CiCLA course
8. Village of the Year 2008 – report from Cllr Burns on judges’ visit
9. Consideration of report from Blackpits Monitoring Group regarding poor quality of green waste received from Helmdon Parish at Blackpits Recycling Centre
10. Consideration of request from Brackley Town Football Club to use the School Playing Field every other Saturday for next year’s Under 10s
11. To determine whether to reinstate the lay-by at the top of Station Road when resurfaced
12. Annual Parish Meeting report – Cllr Burns
13. Update on the outcome of the PPMG meeting at the Sports Club in May
14. Ongoing maintenance of the Pump Garden – Cllr Thorne
15. Consideration of Request from Carnival Committee to enter a Float in the Procession
16. School Playground a) Review of Licence agreement b) Review proposals for new equipment c) Annual RoSPA inspection
17. Planning:
a)To receive decisions of Planning committee on applications since 26/03/08
b) To consider response to BT’s proposal to remove pay phone on The Green
18. Allotments – reports on progress to date regarding :
a) tree clearance b) implementation of manual pump c) new plot for the school d) condition of ash tree
19. Update on Issues regarding preventative Flooding measures
20. Risk Assessments
21. Councillors’ Questions
Signed _______________________
Dated________________________
Liz Hart, Parish Clerk
[address removed]

08/4
HELMDON PARISH COUNCIL
Draft Minutes of the Ordinary meeting of Helmdon Parish Council held on Wednesday 21st May 2008
in the Reading Room, Church Street, Helmdon at 8:00pm
Present: Councillors Barnes, Burns, Crouch, Duncombe, England, Stothard, Thorne
Parish Clerk: Liz Hart
Action
1 Apologies
Cllr Turner and Coatsworth had sent apologies due to other commitments.
2th Approval and Signature of the Minutes for the Ordinary Meeting held on 26 March th 2008 and the Extra Ordinary Meeting held on 7 April 2008
26th March Minutes th Cllr Thorne requested an amendment to the Draft Minutes of 26 March regarding item no
13 include a mention of the Flooding Report and his original proposal. Cllr Stothard proposed, seconded by Cllr Barnes that the amendment be made. Six in favour, one abstention. Cllr Thorne proposed seconded by Cllr Stothard that the Ordinary Minutes of th 26 Minutes be approved once the above amendment had been inserted. All were in favour.
7th April
Cllr Duncombe proposed, seconded by Cllr Stothard, that the Extra Ordinary Minutes of 7th
April2008 be approved. All were in favour and Cllr Burns duly signed the minutes.
3th th Matters Arising from the Minutes of 26 March and the Extra Ordinary Meeting of 7
April 2008
None.
4 Open Forum
It was commented that members of the public found it difficult to hear the Councillors; the tables were re-arranged into a semi-circle to improve the acoustics.
5 Finance a) Financial statement
Cash & Investments
Current Account (Coop)
Nottingham Bond
Total
31,159.95
500.00
31,659.95
Cllr Duncombe proposed, seconded by Cllr Stothard, that the financial statement be accepted. All were in favour.
b) Bills for Payment
Cllr Stothard proposed, seconded by Cllr Barnes, that all bills presented for payment be paid. All were in favour.

08/5
Accounts Payable NET
Northants CALC (Membership) 175.00
Northants CALC (Internal Audit 2008-9)
GROSS Cheque
0.00 175.00 500061
132.30 0.00 132.30 500062
ABB Ltd (lantern repair) 160.68 28.12 188.80 500063
Clerk’s Wages (March and April including 5 hours CiLCA)
411.70 0.00 411.70 500064
Clerk’s Expenses (petrol, childcare stationery, phone)
82.11 0.00 82.11 500064
Northants CALC (Training for Cllr Thorne
£29+£65 and Cllr Barnes £29)
123.00 0.00 123.00 500065
Brackley Cottage Hospital (1/4) 250.00 0.00 250.00 500066
Reading Room 36.00 0.00 36.00 500067
Helmdon.com 100.00 0.00 100.00 500068
Helmdon Parochial Church Council 300.00 0.00 300.00 500069
Allianz Insurance 1247.96 0.00 1247.96 500070
Playground Supplies 6295.00 1101.63 7396.63 500071
Acorn Tree Work 745.00 130.40 875.40 500072
Machine Mart Ltd 44.21 7.74 51.95 500073
Eon 151.41 7.57 158.98 500074
Total 10254.37
c) Payments Received
The following payments have been received:
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08/6
Receipt Accounts Received (all in headline total)
Nottingham Bond Dividend
Empowering Councillors Grant
9.38
3927.25
Interest April /May (inc in statement ) 58.45
Inland Revenue (VAT reclaim) 500.50
Allotment rent – J Cairns 5.00 A/022
Allotment rent – R Wray 10.00 A/023
Allotment rent – Mr Drew 10.00 A/024
Allotment rent – S Dunn 5.00 A/025
Allotment rent – J Glenham 5.00 A/026
Allotment rent – C Ruffley 5.00 A/027
Allotment rent – S Loveday 5.00 A/028
Allotment rent – P Salmon 5.00 A/029
Allotment rent – Mr and Mrs Bradford 5.00 A/030
Allotment rent – E Shepherd 6.25 A/031
Allotment rent – Mrs D Mountford 5.00 A/032
Allotment rent – Mrs Blake 5.00 A/033
Total 4566.83
d) Fencing tenders
The Clerk reported that NCC had still not forwarded the contractor’s tender despite chasing up.
e) To consider proposal from Cllr Turner to purchase two bins for the Playing
Area (three quotes for review)
Field
All three quotes were reviewed; it was felt that the most appropriate choice would be the
Barent Steel Bin from Neptune Outdoor Furniture however as the cost per unit was £498
plus VAT it was felt that the Playground Committee should present a proposal to the
Finance Committee before the Parish Council make a final decision.
f) Annual Return – Approval of Statement of Accounts
The statement of accounts was presented. Cllr Duncombe proposed, seconded by Cllr
Stothard these be approved. All were in favour and Cllr Burns and the Clerk as Responsible
Financial Officer signed Section 1.
g) Annual Return – Approval of Annual Governance Statement
Cllr Burns read out each statement from the Annual Return. All statements were answered in the affirmative with the final trust funds statement being not applicable. Cllr Duncombe proposed, seconded by Cllr Thorne that these be approved. All were in favour and Cllr
Burns and the Clerk signed Section 2.

08/7
6 Correspondence
See Appendix A.
Regarding the letters from pupils of Helmdon Primary School requesting a skate park, the
Clerk will respond stating that the Parish Council will investigate the matter in particular with regard its location and with regard to insurance cover.
The Clerk will respond to Susan Hope inviting her to attend the July meeting (Housing
Needs Survey).
7 Training Programme – update from the Clerk on CiCLA course
The Clerk updated the meeting on the first CiLCA course session which she had attended; she felt it to be a well run course which would prove beneficial. Cllr Barnes had also attended a course recently; he recommended the “Off to a Flying Start” session to all new
Councillors.
8 Village of the Year – report from Cllr Burns on judges’ visit
Cllr Burns presented a report to the meeting – the visit was felt to have been well attended and the judges seemed to have been impressed by the contributions made by the parishioners. A full report will be on the website.
9 Consideration of report from Blackpits Monitoring Group regarding poor quality of green waste received from Helmdon Parish at Blackpits Recycling Centre
There was general discussion regarding the reasons for the poor quality of green waste with possible causes being deliberate sabotage, or a need for improved education. SNC are preparing a leaflet drop to target areas with poor quality green waste. It was noted that poor quality loads must either be hand picked through or rejected and sent to landfill at additional cost to the ratepayers. Cllr Barnes highlighted the need for the parish itself to take action;
Roger Miles will contact Cllr Burns to arrange a public meeting to address the issue. The
Blackpits Monitoring Group will soon be producing its annual newsletter; it was felt that the
PC could either produce a leaflet to be delivered at the same time or that the information could be incorporated on the newsletter itself.
10 Consideration of request from Brackley Town Football Club to use the School Playing
Field every other Saturday for next year’s Under 10s
Cllr Stothard proposed, seconded by Cllr England that that Parish Council raise no objections. All were in favour and the Clerk will correspond with NCC.
11 To determine whether to reinstate the lay-by at the top of Station Road when resurfaced
Cllr England proposed, seconded by Cllr Crouch that the layby remain at the top of Station
Road. All were in favour.
13 Update on the outcome of the PPMG meeting at the Sports Club in May
Cllr Barnes, as PPMG representative, reported that the meeting had been rather disappointing. He pointed out that the PPMG has no Executive Power and that its task is to pick up ideas from the Parish plan and identify groups of people to carry ideas forward. The meeting held in November 2006 had suggested that a substantial majority were in favour of a new village amenity. It had appeared that Dave Bridger (representing the Sports Club)
was enthusiastic however at the recent meeting the PPMG was taken aback by the cool reception of the Sports Club.
Cllr Burns spoke as a representative of the Sports Club; he agreed with Cllr Barnes that the outcome of the meeting was not positive but did not consider that any proposals had yet
Clerk
Clerk

08/8
been discounted. He himself had been unaware that he was expected to make a presentation and therefore was able to speak only how a proposal would go through the
Sports Club. He confirmed that meetings with SNC had emphasised the no significant increase in the footprint of the building would be acceptable. There may also be no funding available to achieve any proposal.
In order to drive things forward Cllr Barnes will ask the PPMG to invite representatives of the
Sports Club to a meeting.
Cllr Barnes
Cllr Crouch left the meeting at 9:30pm.
14
15
Ongoing maintenance of the Pump Garden – Cllr Thorne
Cllr Thorne advised that the Hardimans are unable to continue tending the garden; the Clerk will write a letter of thanks for their efforts. Cllr Thorne will call on the owners in the new houses on Church Street asking if they would like to help and the Clerk will advertise for volunteers on the notice boards.
Consideration of Request from Carnival Committee to enter a Float in the Procession
This was deferred to the July meeting pending confirmation of insurance being available.
16
Cllr Thorne
Clerk
Clerk
School Playground a)Review of Licence agreement
This had still not been received by the Clerk who will continue to chase it.
b)Review proposals for new equipment
The school is hoping to have a trim trail installed. It is hoped that the proposals and tenders will be available for consideration at the July meeting after being put to a Finance
Committee meeting.
c)Annual RoSPA inspection
This will be completed in June. Cllr Barnes advised the meeting that it is considered prudent for a visual check to be completed on a weekly basis. The Clerk will see if there is a proforma available and pass it to Cllrs Coatsworth and Turner.
17 Planning:
a)To receive decisions of Planning committee on applications since 26/03/08
Application No: S/2008/0430/P
Location: 52 Station Road Hill Helmdon
Proposal: Two storey extension to side & rear & single extension to rear
The Committee supported the application.
To be considered for observation:
Application number: S/2008/0314/P
Location: Jeffs Coaches Station Road Helmdon
Proposal: Single storey temporary building
The Committee had no objections to the application but wished to query the extent to which the building is temporary as described in the application (i.e. is there a requested time limit?). Tree screening to the eastern side (where there is a footpath) is also recommended
Application number: S/2008/0279/P
Location: Pear Tree Cottage 56 Wappenham Road Helmdon
Proposal: Two storey extension to side (Renewal of S/2003/0070/P)
The Committee supported the application noting the slight modifications to the previous
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08/9
application.
Application number: S/2008/0276/P
Location: 4 Wrightons Hill Helmdon
Proposal: Single storey rear extension.
The Committee supported the application.
Application number: S/2008/0376/P
Location: Astwell Park Bungalow Astwell (Helmdon Parish)
Proposal: Single storey extension at rear with chimney
The Committee supported the application.
b) To consider response to BT’s proposal to remove pay phone on The Green
It was proposed by Cllr England, seconded by Cllr Duncombe that objections be raised due to a) the recommendations that a land line phone be available in emergencies b) the belief that the usage figures for the phone are distorted as it has been out of order for long periods of time.
All were in favour.
18 Allotments – reports on progress to date regarding :
a) tree clearance
This had been completed.
b)implementation of manual pump
The cheque for this purchase had been raised as a bill for payment.
c)new plot for the school
50% of the plot had been cleared The tree roots had been dug out.
d)condition of ash tree
The Clerk had requested South Northants Home to make an inspection of the tree.
19 Update on Issues regarding preventative Flooding measures
One meeting had been held and lots of ideas and issues raised. A site meeting with NCC
was to take place the following week. The Clerk was asked to let Val Eyre know.
20
Clerk
Risk Assessments
None were available to comment on.
21 Councillors’ Questions
Cllr Barnes raised the issue of NCC poor performance. The Clerk was asked to feed back issues via Andrew Grant.
Clerk
Cllr Stothard raised the issue of enquiring whether it is feasible to turn off street lights in the core night hours. The Clerk will investigate this and report back to the next meeting.
Clerk
The meeting closed at 9:22pm.

08/10
Appendix A Correspondence Received – 27th March – 22nd May 2008
South Northamptonshire Council

Weekly Planning Application listings
Planning Applications:
o S/2008/0279/P – Pear Tree Cottage, 56 Wappenham Rd – permission notice o S/2008/0376/P – Astwell Park Bungalow – permission notice o S/2008/0276/P – 4 Wrightons Hill – permission notice o S/2003/0176/P – Manor Barn Farm – temporary stop notice – circulated o S/2008/0672/P – 10 Bell Close – plans for consultation
Register of Electors – Monthly Alterations
Concessionary Bus Passes Update –circulated
Village Directory Review – responded
Landlord News and Views – Spring newsletter
South Northants Homes – confirmation of stock condition surveys beings carried out on all homes, copy of invitation to Open Days
Request from Susan Hope to attend July Parish Council meeting to raise issue of Housing Ned
Survey
Northamptonshire County Council
•
•
•
Rights of Way Improvement Plan CD – forwarded to Cllr Barnes
Notification of contact details for Rights of Way Officers
Notice of Temporar0079 Road Closure – Station Road – 9th June 2008 for up to four weeks
NCALC
•
•
Update – March-April
Membership form, press release concerning NCALC and ACRE, internal audit order form, LCR
order form
Miscellaneous

Oxfordshire Playing Fields Association (OPFA) details of a Play and Sports Seminar on
Wednesday 14th May – circulated
Environment Agency – Living on the Edge booklet x 20
Alzheimer’s Society – April newsletter
Stowe House Preservation Trust – request for article in Parish Magazine forwarded to Cllr Thorne
RoSPA – confirmation that the annual inspection will take place in June
Allianz – renewal for £1620.21 and amended renewal of £1247.96
Came and Company – quote for insurance of £1314.35
Coop bank statement – April, May
SNVB – April/May newsletter
Audit Commission – confirmation of BDO as our External Auditor
BDO – Annual Return Pack, details of extranet
Village of the Year – confirmation of the timing of the Judges’ visit – circulated
28 letters from Helmdon Primary school pupils requesting that the Parish Council consider building a skate park
BT – proposal to remove the payphone from The Green – on Agenda
Carnival Committee – invitation to enter a float in the Carnival Procession – on Agenda
Invitation from Will Adams to attend Welcome Service for Colin Simpson – circulated
David Powell, Blackpits Monitoring Group -Photos of contents of Green Wheelie Bins at Blackpits
– on Agenda
Notification from Helmdon Primary School of a request by Brackley Town FC to use the playing field.
CPRE Planning Road Show – update and matters arising – circulated

08/11

Email from resident on Church Street requesting a speed restriction and mirrors on the church bend – forwarded.
Northampton Borough Council – details of Venezia cultural festival – forwarded
Accounts received
•
•
•
•
•
•
•
•
Northants CALC (Membership) – £175.00
Northants CALC (Internal Audit 2008-9) – £132.30
ABB – lantern repair – £188.80
Reading Room – £36.00
Helmdon.com – £100.00
Playground Supplies – £7396.63
Acorn Tree Work – £875.40
Eon – 1 Jan – 31 March – £158.98