Council Meeting, 22 July 2020

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held as a virtual meeting1
on Wednesday 22nd July 2020 at 7:30pm.
Present: Cllrs Coatsworth, Moody, Stott, Garner, Wheeler, Gray, Thorpe and the Clerk (Helen du
Bois).
In attendance: there were 5 members of the public
1. Apologies for absence
None.
2. Declarations of Interest
None
3. Approval of the minutes of the Extraordinary meeting of 1st July 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.
4. Matters arising
None
5. Open Forum
A member of the public expressed concern about item 9b. They explained that they felt that a decision to fly any flag other than the Union Flag, St George Cross or Northamptonshire County flag from the flag pole could open the Council up to requests for fly flags representing many different groups and events and that it would be difficult for the Council to know where to draw a line.
6. To receive the Financial statement: payments received and invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £30,212.66 on 15th July 2020 and an expected balance of £29,172.12 once invoices have been paid. It was resolved to pay the following invoices:
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1 4 Corner th
Landscaping
Corner
2 4
Landscaping
[address removed]
Council
Grass Cutting (June 2020)
Grass Cutting (July 2020)
BACS
BACS
£248.57
£248.57
Banbury Bus (March 2020)
BACS
£95.00
Open Spaces Act 1906, s14
Open Spaces Act 1906, s14
Transport Act 1985, s106A
(1)
4
AGU Treecraft
Ash Tree removal at allotment
BACS
£264.00
5 Northants CALC
Training (Zoom 101)
BACS
£38.00
6 Playsafety Ltd
Play Area Inspection
BACS
£86.40
7 Northants CALC
Training (PAYE & payroll)
BACS
Total
£55.00
£1040.54
Open Spaces Act 1906, s14
7. To review and approve the following documents:
a. Complaints policy b. Expenses policy c. Draft Co-option policy
1
Local Government Act 1972, s111 (1)
Open Spaces Act 1906, s14
Local Government Act 1972, s111 (1)
Invoice
No.
Meeting held using www.zoom.us
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Author: Helen du Bois, Clerk
219
th
Invoi
Date
Page
PAYEE
HELMDON PARISH COUNCIL
MINUTES
The Complaints policy and Expenses policy were approved without amendment. Some changes were requested to the draft Co-option policy.
Action: Clerk to amend the draft Co-option policy as requested and provide to Cllr Coatsworth for signature.
8. To consider the best approach to funding the streetlight upgrade project
It will cost approximately £2915 to upgrade the remaining 23 streetlights to LED bulbs. It was agreed to use the £1837.70 already budgeted for this project and fund the remainder of the cost from the CIL funds.
Action: The Clerk to instruct Aylesbury Mains
9. Flagpole:
a. To approve the quote for the flagpole service
A quote of £173.00 was approved.
Action: The Clerk to instruct Harrison Flagpoles b. To consider a request to fly a Black Lives Matter flag from the village flagpole
It was agreed that the request to fly a guest flag on the flagpole did not comply with the existing
Flag Flying policy. It was also agreed that with hindsight, the Council’s decision on 22nd April 2020
to agree to the request to fly the Thank You NHS and Key Workers flag had also contravened the
Flag Flying policy and it will be replaced with the Northamptonshire County flag at the next opportunity.
c. To review and approve the Flag Flying policy
This was reviewed and approved without amendment.
10.To receive an update on the project to transfer land on Station Road to the Parish
Council from South Northants Homes
The Clerk had received what South Northants Homes (now Grand Union Homes) considered to be the final Transfer document and plan. Unfortunately, despite agreement from South Northants
Homes in July 2019 to remove Hintons Close from the transfer, it is still included in the Transfer document and plan. It was agreed to request the agreed amendment.
Action: The Clerk to repeat the request to remove Title No. NN285502 (Hintons Close) from the transfer.
11.To note the decisions of the Planning Committee since 27th May 2020
Cllr Coatsworth provided a summary of the decisions made in the Planning Committee meetings of
28th May 2020 and 23rd June 2020.
12.Village Facility Project:
a. To consider the Terms of Reference for the Community Fields Project Committee
It was resolved that the committee should be dissolved and re-established as a working group.
The previously agreed budget of £500 will be delegated to the Clerk.
It was agreed to purchase a 1 x 2 cubic meter bag of hardwood chips, to ensure that any exposed roots under the Multi Activity Unit are suitably covered.
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Author: Helen du Bois, Clerk
Page
13.To review the 2020 Playground Safety Inspection report and consider the recommended works
The Clerk explained that the inspection report had not identified any high risk faults. Some of the medium risk areas could be repaired quickly and it was resolved to accept the quotations from
Mobile Caretaking (to concrete the bin securely) and Steve Wheeler (cut back overgrown vegetation and weed underneath the Multi Activity Unit and Chain Bridge).
220
b. To receive an update from the Community Fields Project Committee
It was agreed that the working group would meet on Monday 27th July, 7:30pm.
HELMDON PARISH COUNCIL
MINUTES
The report had identified 4 wooden posts on the Multi Activity Unit and Chain Bridge that were showing signs of rot – it was agreed to include the costs to replace them in the 2021/22 budget planning, with a view to carry out the replacement work in Spring 2021.
Cllr Coatsworth expressed thanks to Cllr Gray and the Clerk for completing the Covid-19 Risk
Assessment and ensuring that the play area was opened to the public again as safely and quickly as possible.
Action: The Clerk to instruct Mobile Caretaking and Steve Wheeler. The Clerk to purchase the hardwood chips.
14.To receive the bi-annual Health & Safety report and consider any recommended works
There were no health & safety issues related to any of the Council’s assets except for the following:
• Streetlight no. 10: there is a missing safety guard on one of the cables.
• Streetlight no. 27: the adjacent trees require pruning.
Actions: The Clerk to notify Western Power of the missing cable guard at no. 10 and Cllr
Coatsworth to ask the Parish Tree Warden if he could cut back the trees at no. 27 in the autumn.
15.To consider holding future Council meetings in the Reading Room
Cllr Moody explained that current guidance is that Parish Councils should not yet meet in person. It was agreed to continue meeting via Zoom and revisit the decision in the next meeting.
16.Councillor questions
Cllr Moody gave a brief overview of the Superfast Broadband options potentially available to the village and explained that he would provide more details to the Council at a later date.
The Clerk raised a query from Syresham Parish Council enquiring if Helmdon was experiencing a increased number of tractors coming through the village. It was agreed that at certain times of the year a large number of tractors do come through the village but that it was no more than usual.
17.Close
The meeting closed at 9.22 pm. The next meeting will be held via Zoom at 7:30pm on Wednesday
23rd September 2020.
Signed________________
dated______________
Page
221
Councillor John Coatsworth, Chairman
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
Appendix A
FINANCE REPORT 22/7/20
This report was presented by the Clerk for approval by the Council on 22nd July 2020.
Balance of Unity Trust account as of 15/07/20:
£30,212.66
Expected TOTAL balance once invoices settled:
£29,172.12
Payments out since 27/5/20
1
2
3
4
5
6
7
8
9
1
01
1
1
2
1
3
1-Jun-20
1-Jun-20
1-Jun-20
1-Jun-20
1-Jun-20
1-Jun-20
2-Jun-20
15-Jun20
16-Jun20
16-Jun
20
30-Jun20
2-Jul-20
15-Jul20
Helmdon Sewing Club
Helmdon School
Helmdon Sports Club
Friends of St Marys
Friends of Helmdon
Churchyard
St
Mary Magdalene PCC
OPUS
H du Bois
Lloyds (Debit Card)
Lloyds (Debit Card)
Unity Trust
OPUS
H du Bois
Village Grant
Village Grant
Village Grant
Village Grant
Village Grant
Village Grant
Electricity Supply
Staff Wages
Zoom subscription
Service charge
Service charge
Electricity Supply
Staff Wages
BACS
BACS
BACS
BACS
BACS
BACS
DD
SO
DD
DD
DD
DD
SO
Total
£250.00
£250.00
£250.00
£180.00
£400.00
£325.00
£103.05
£556.25
£14.39
£3.00
£18.00
£93.95
£556.25
£2999.8
9
50% share of Zoom subscription
BACS
Total
£23.96
£23.96
Credits since 27/5/20
1
9-Jul-20
[address removed]
Invoices to be settled on 22/7/20
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1 4 Corner
4th Corner
2 Landscaping
Landscaping
[address removed]
Council
Grass Cutting (June 2020)
Grass Cutting (July 2020)
BACS
BACS
£248.57
£248.57
Banbury Bus (March 2020)
BACS
£100.00
Open Spaces Act 1906, s14
Open Spaces Act 1906, s14
Transport Act 1985, s106A
(1)
4
AGU Treecraft
Ash Tree removal at allotment
BACS
£264.00
5 Northants CALC
Training (Zoom 101)
BACS
£38.00
6 Playsafety Ltd
Play Area Inspection
BACS
£86.40
7 Northants CALC
Training (PAYE & payroll)
BACS
Total
£55.00
£1040.54
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Open Spaces Act 1906, s14
Local Government Act 1972, s111 (1)
Open Spaces Act 1906, s14
222
th
Local Government Act 1972, s111 (1)
Page
PAYEE
Author: Helen du Bois, Clerk
Invoice
Invoi
HELMDON PARISH COUNCIL
MINUTES
2020/21 Day Book Current
2020
Authorisation
Date
Current Account
Invoice No.
Invoice
Date
Transaction
No.
Transaction or
Cheque
Cleared date
Payee
Item Description
15-Jul-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
68482767
18-May-20
17-Jun-20
7875
20-Jun-20
306002
03-Jun-20
INV-0584
49779
INV-03639
06-Jul-20
13-Jul-20
Total Paid
Balance
DR
36621.10
CR
7448.98
29172.12
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
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
BACS
BACS
BACS
BACS
BACS
BACS
Lloyds (Debit Card)
DD
SO
68664017
Total
Received
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
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
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)
K WILLIAMS (Helmdon Sewing Club) Village Grant
Helmdon School
Village Grant
Helmdon Sports Club
Village Grant
Friends of St Marys
Village Grant
Friends of Helmdon Churchyard Village Grant
St Mary Magdalen
Village Grant
Opus Energy
Electricity Supply
H DU BOIS
Staff Wages
403.26
180.00
44.00
36.00
700.00
22.00
248.57
248.57
250.00
250.00
250.00
180.00
400.00
325.00
103.05
556.25
14.39
3.00
18.00
93.95
DD
DD
DD
DD
BACS
SO
BACS
BACS
BACS
BACS
Lloyds (Debit Card)
Zoom subscription
Lloyds (Debit Card)
Monthly charge
Unity Trust
Service Charge
Opus Energy
Electricity Supply
[address removed]
50% share of Zoom subscription
H DU BOIS
4th Corner Landscaping
4th Corner Landscaping
[address removed]
AGU Treecraft
Staff Wages
Grass Cutting (June 2020)
Grass Cutting (July 2020)
Banbury Bus (March 2020)
Allotment ash tree
BACS
Northants CALC
Training (Zoom 101)
38.00
BACS
Playsafety Ltd
Play Area Inspection
BACS
Northants CALC
Payroll and PAYE for Clerks
86.40
55.00
23.96
556.25
248.57
248.57
100.00
264.00
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
32938.59
32688.59
32438.59
32258.59
31858.59
31533.59
31430.54
30874.29
30859.90
30856.90
30838.90
30744.95
30768.91
30212.66
29964.09
29715.52
29615.52
29351.52
29313.52
29227.12
29172.12
Bank
Rec
Code
Bank
30838.90
71
72
72
72
72
72
72
72
72
72
72
72
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
73
74
75
75
75
75
903
101
903
402
412
411
903
93.95
-23.96
556.25
248.57
248.57
100.00
264.00
38.00
86.40
55.00
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
501
501
501
501
601
501
101
402
412
411
411
101
1001
402
201
201
413
208
406
202
406
Page
223
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
20-May-20
20-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
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
01-Jun-20
02-Jun-20
15-Jun-20
16-Jun-20
16-Jun-20
30-Jun-20
02-Jul-20
09-Jul-20
15-Jul-20
22-Jul-20
22-Jul-20
22-Jul-20
22-Jul-20
22-Jul-20
22-Jul-20
22-Jul-20
Totals
15-Jul-20
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
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
1820.56
11856.74
400.00
6808.74
250.00
3293.91
407.41
407.41
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
828.56
72.00
700.00
220.00
210 Noticeboards
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
2214.51
43.75
137.00
439.26
62.50
27.00
89.89
100.00
1255.00
1255.00
400.00
400.00
Total Regular Expenditure 20306.74
7176.88
1200.00
1200.00
272.10
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
272.10
5837.70
1837.70
1000.00
3000.00
500.00
1000.00
1000.00
Total Expenditure inc VAT 28344.44
7448.98
22791.00
22471.00
11495.50
320.00
260.00
Total Regular Income 22791.00
11495.50
198.00
78.00
120.00
23.96
Total Working Income 22989.00
11519.46
Total carried forward at beginning of this financial year
Current income minus expenditure
Unity Account balance
£4,070.48
£29,172.12
Sinking fund balance
Resulting General reserves
£6,794.76
£22,377.36
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
1000 MISCELLANOUS INCOME
23.96
£25,101.64
Page
1001 Misc Transfers In
1002 Vat Repayment
11235.50
224
900 INCOME
Minutes of the meeting of Helmdon Parish Council 22nd July 2020
Author: Helen du Bois, Clerk