Council Meeting, 22 March 2017

HELMDON PARISH COUNCIL
COUNCIL MEETING
All Councillors are summoned to the Ordinary meeting of Helmdon Parish Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 22nd March, 2017 at 7:30pm
Members of the public and press are welcome to attend this meeting. This meeting may be recorded, filmed or broadcast without prior notice to the Parish Council, provided that such activity does not impede the conduct or business of the meeting.
AGENDA
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 25th January, 2017.
4. Matters arising
5. Open Forum
6. To receive an update regarding flooding related issues.
7. Finance:
a. Financial statement b. To note payments received c. To consider invoices to be paid
8. To consider the a) Code of Conduct b) Risk Assessment c) System of Internal Control and d) Asset Register and confirm that all documents meet the needs of the council.
9. To note decisions of the Planning Committee since 25th January, 2017
10. To receive a report and recommendations from the working group on land transfer in
Station Road
11. To receive a report and recommendations from the Flag working group
12. To receive an update from the Blackpits monitoring group
13. To receive an update from the Health & Safety officers
14. To receive an update on the Speed Radar project
15. To consider a request from Acorns Pre-School for support for their application to the New
Homes Bonus to replace the outdoor play surface
16. To receive an update from the Playground Committee
17. To receive an update from the Allotment Committee
18. To consider taking part in the beacon tribute for the 2018 Battle’s Over commemoration
19. To confirm arrangements for this year’s Annual Parish Meeting
20. To receive an update on the War Memorial repairs and the garden renovation
21. To consider renewing the council’s membership of CPRE and ACRE
22. To consider Councillor attendance at the NACRE Neighbourhood Plan day, 25th May 2017
23. Councillor questions
24. Close
Signed__________________ dated______________
Helen du Bois
Clerk to Helmdon Parish Council [address removed] [phone number removed]

Helmdon Parish Council Finance Report 22/03/17
Accounts:
Balance of Unity Trust account as of 15/03/17:
Expected balance once payments and invoices settled:
£16,475.92
£14,627.87
Direct payments out since 23/11/16
2-Feb-2017
2-Mar-2017
1
2
OPUS
OPUS
Electricity Supply
Electricity Supply
DD
DD
Total
£79.00
£70.46
£149.46
Invoices to be settled on 22/03/17
PAYEE DESCRIPTION TYPE
1 NCC School License Fees 300076
2 Staff Wages BACS
3 Staff Expenses BACS
4 E.On Electricity Repairs BACS
5 S J Waldron Allotment Gate Repairs BACS
6 Linnell Bros Allotment Gate Post BACS
7 E.On Electricity Maintenance BACS
Total
AMOUNT STATUTORY PROVISION
£500
Open Spaces Act 1906, s14
£839.29
Local Government Act 1972, s112 (2)
£113.42
Local Government Act 1972, s112 (2)
£37.97
Parish Councils Act 1957, s3
£180.00 Small Holdings and Allotments Act
1908, part II, 26 (1)
£52.44 Small Holdings and Allotments Act
1908, part II, 26 (1)
£124.93
Parish Councils Act 1957, s3
£1848.05
2016/17 Day Book Current
2016
Transaction
Date
Current Account
Invoice No.
Invoice
Date
Transactio Cheque n No. Cleared date
Payee
16-Mar-17
03-Jan-17 61416535 18-Dec-16
11-Jan-17
25-Jan-17 101 01-Dec-16
25-Jan-17POL-2016-02101
25-Jan-17 71350 12-Dec-16
25-Jan-17
25-Jan-17
25-Jan-17 1885 05-Jan-17
25-Jan-17 1723 16-Jan-17
25-Jan-17 72210 17-Jan-17
02-Feb-17 61735409
25-Jan-17 179 11-Nov-16
25-Jan-17
02-Mar-17
22-Mar-17 317201 13-Feb-17
22-Mar-17
22-Mar-17
22-Mar-17 72732 09-Feb-17
22-Mar-17
22-Mar-17 185612 21-Feb-17
22-Mar-17 73606 14-Mar-17
Item Description
Totals
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
30075
30074
DD
CHEQUE
BACS
BACS
BACS
BACS
BACS
BACS
07-Feb-17
09-Feb-17
Opus
NCALC
Playmaintain
Get Mapping
E.On
Helen du Bois
Helen du Bois
Marcus Young
Helmdon.com
E.On
Opus
Reading Room
SNAST
Opus
NCC
Helen du Bois
Helen du Bois
E.On
S J Waldron
Linnell Bros
E.On
Balance B/Fwd 2015
Electricity Supply
Transparency Fund grant
Playground Repairs
Parish Online
Electricity maintenance
Wages
Wages (additional hours)
Bin empying
Website management fees
Electricity Repairs
Elecricity Supply
Room Bookings
Donation
Electricity Supply
School License Legal Fees
Wages
Expenses
Electricity repairs
Allotment gate post repairs
Allotment gate post
Electricity maintenance
16-Mar-17
Total
Received
Total Paid Balance
DR CR
32935.83 16959.91 15975.92
14128.24 14128.24
17616.96
18767.73
120.00 18647.73
33.60 18614.13
124.93 18489.20
839.29 17649.91
656.00 16993.91
67.20 16926.71
150.00 16776.71
56.33 16720.38
79.00 16641.38
85.00 16556.38
10.00 16546.38
70.46 16475.92
500.00 15975.92
839.29 15136.63
113.42 15023.21
37.97 14985.24
180.00 14805.24
52.44 14752.80
124.93 14627.87
77.66
1150.77

2016/17 Day Book Budget
Code EXPENDITURE
100 1. Lighting
101 Electricity Supply
102 Electricity repairs
103 Other
104 Electricity maintenance
200 2. Parks & Open Spaces
201 Grass cutting
202 Playground equip. inspection
203 School field rent
204 War memorial and pump garden bulbs
205 Bulbs
206 Specific projects from sinking funds
207 General maintenance
208 Other
300 3. Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Other
400 4. General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 NCALC training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Traffic calming measures
412 Other
500 Grants
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 6. Burial Grounds
601 Churchyard Maintenance
602 Contingency
Total Regular Expenditure
701 Transfer Out
702 To Deposit Account
703 Other
704 Vat Paid
Total Expenditure
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Newsletter
905 Grants+Prizes
906 Donations
907 Dividends
908 Village Hall – Reading Room
910 Vat Repayment
Budget
1,175.00
750.00
425.00
3,050.00
1,500.00
75.00
350.00
150.00
75.00
750.00
150.00
–
7,575.01
255.00
4,015.00
150.00
1,220.00
150.00
450.00
225.00
960.00
150.00
1,350.00
1,350.00
900.00
400.00
500.00
14,050.01
14,660.00
25.00
160.00
22,808.00
–
2015-2016
Actual Remaining
1,424.36 –
1,377.42 –
46.94
249.36
627.42
378.06
–
25,665.04 – 22,615.04
1,369.97 130.03
65.00 10.00
350.00 –
– 150.00
52.07 22.93
23,258.00 – 22,508.00
570.00 – 420.00
– –
–
– see
– sinking
– fund
– doc
–
–
6,461.71 1,113.30
255.00 –
3,415.63 599.37
173.27 – 23.27
39.00 – 38.99
1,099.43 120.57
298.33 – 148.33
462.39 – 12.39
127.50 97.50
431.16 528.84
150.00 –
– –
10.00 – 10.00
525.00 825.00
500.00 850.00
25.00 – 25.00
– –
400.00 500.00
400.00 –
– 500.00
34,476.11 – 20,426.10
–
–
–
701.62
35,177.73
14,660.00
20.81 –
– –
–
22,808.00
–
–
–
528.48
–
4.19
160.00
–
–
–
–
–
528.48
Budget
1,619.00
919.00
200.00
500.00
6,855.00
1,600.00
65.00
350.00
150.00
75.00
4,000.00
150.00
465.00
2,025.00
1900.00
2016-2017
Actual Remaining
1,336.03 282.97
817.54 101.46
102.05 97.95
416.44
2,797.84
1,596.25
54.00
850.00
26.94
20.95
249.70
2,078.40
2,078.40
125.00
83.56
4,057.16
3.75
11.00
-500.00
150.00
48.06
4,000.00
129.05
215.30
see sinking fund doc
11,948.00
400.00
4,480.00
150.00
8,579.38
402.00
4,923.47
245.26
3,368.62
-2.00
-443.47
-95.26
1,170.00
982.00
921.00
225.00
270.00
150.00
3,200.00
1,225.34
839.00
512.31
145.00
119.00
150.00
-55.34
143.00
408.69
80.00
151.00
2,050.00
1,350.00
200.00
500.00
400.00
400.00
18.00
2,050.00
2,050.00
3,200.00
-18.00
-700.00
200.00
500.00
400.00
400.00
24,897.00 17,241.65 7,655.35
996.86
24,897.00 18,238.51
16,142.00 16,142.00
25.00 4.82
100.00 110.00
8,165.00 2,150.77
400.00
Total Regular Income
909 Misc Transfers In
38,017.29
–
24,432.00 18,807.59
Total Working Income 38,017.29 18,807.59
Balance 2,839.56 -465.00 569.08
-20.18
10.00
-6,014.23
-400.00

HELMDON PARISH COUNCIL
CODE OF CONDUCT
Introduction
Pursuant to section 27 of the Localism Act 2011, Helmdon Parish Council (‘the Council’)
has adopted this Code of Conduct to promote and maintain high standards of behaviour by its members and co-opted members whenever they conduct the business of the
Council, including the business of the office to which they were elected or appointed, or when they claim to act or give the impression of acting as a representative of the Council.
This Code of Conduct is based on the principles of selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.
Definitions
For the purposes of this Code, a ‘co-opted member’ is a person who is not a member of the Council but who is either a member of any committee or sub-committee of the
Council, or a member of, and represents the Council on any joint committee or joint subcommittee of the Council, and who is entitled to vote on any question that falls to be decided at any meeting of that committee or sub-committee.
For the purposes of this Code, a ‘meeting’ is a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees.
For the purposes of this Code, and unless otherwise expressed, a reference to a member of the Council includes a co-opted member of the Council.
Page 1 of 6

Member obligations
When a member of the Council acts, claims to act or gives the impression of acting as a representative of the Council, he/she has the following obligations.
1. He/she shall behave in such a way that a reasonable person would regard as respectful.
2. He/she shall not act in a way which a reasonable person would regard as bullying or intimidatory.
3. He/she shall not seek to improperly confer an advantage or disadvantage on any person.
4. He/she shall use the resources of the Council in accordance with its requirements.
5. He/she shall not disclose information which is confidential or where disclosure is prohibited by law.
Registration of interests
6. Within 28 days of this Code being adopted by the Council, or the member’s election or the co-opted member’s appointment (where that is later), he/she shall register with the Monitoring Officer the interests which fall within the categories set out in
Appendices A and B.
7. Upon the re-election of a member or the re-appointment of a co-opted member, he/she shall within 28 days re-register with the Monitoring Officer any interests in
Appendices A and B.
8. A member shall register with the Monitoring Officer any change to interests or new interests in Appendices A and B within 28 days of becoming aware of it.
Page 2 of 6

9. A member need only declare the existence but not the details of any interest which the Monitoring Officer agrees is a ‘sensitive interest’. A sensitive interest is one which, if disclosed on a public register, could lead the member or a person connected with the member to be subject to violence or intimidation.
Declaration of interests at meetings
10. Where a matter arises at a meeting which relates to an interest in Appendix A the member shall not participate in a discussion or vote on the matter. He/she only has to declare what his/her interest is if it is not already entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it.
11. Where a matter arises at a meeting which relates to an interest in Appendix A which is a sensitive interest, the member shall not participate in a discussion or vote on the matter. If it is a sensitive interest which has not already been disclosed to the
Monitoring Officer, the member shall disclose he/she has an interest but not the nature of it.
12. Where a matter arises at a meeting which relates to an interest in Appendix B, the member shall not vote on the matter. He/she may speak on the matter only if members of the public are also allowed to speak at the meeting.
13. A member only has to declare his/her interest in Appendix B if it is not already entered in his/her register of interests or he/she has not notified the Monitoring
Officer of it or if he/she speaks on the matter. If he/she holds an interest in Appendix
B which is a sensitive interest not already disclosed to the Monitoring Officer, he/she shall declare the interest but not the nature of the interest.
14. Where a matter arises at a meeting which relates to a financial interest of a friend, relative or close associate (other than an interest in Appendix A), the member shall disclose the nature of the interest and not vote on the matter. He/she may speak on the matter only if members of the public are also allowed to speak at the meeting. If it is a ‘sensitive interest’ the member shall declare the interest but not the nature of the interest.
Page 3 of 6

Dispensations
15. On a written request made to the Council’s proper officer, the Council may grant a member a dispensation to participate in a discussion and vote on a matter at a meeting even if he/she has an interest in Appendices A and B if the Council believes that the number of members otherwise prohibited from taking part in the meeting would impede the transaction of the business; or it is in the interests of the inhabitants in the Council’s area to allow the member to take part or it is otherwise appropriate to grant a dispensation.
This Code of Conduct is based on the template produced by the National Association of Local Councils and was adopted by Helmdon Parish Council at its meeting held on 25 July 2012.
It was reviewed and approved on 23 March 2016:
Signed________________ dated______________
Councillor John Coatsworth, Chairman
Page 4 of 6

Appendix A
Interests described in the table below.
Subject Description
Employment, office, trade, profession or vocation
Any employment, office, trade, profession or vocation carried on for profit or gain.
Sponsorship Any payment or provision of any other financial benefit (other than from the Council)
made to the member during the 12 month period ending on the latest date referred to in paragraph 6 above for expenses incurred by him/her in carrying out his/her duties as a member, or towards his/her election expenses.
This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.
Contracts Any contract made between the member or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners (or a firm in which such person is a partner, or an incorporated body of which such person is a director* or a body that such person has a beneficial interest in the securities of*) and the Council —
(a) under which goods or services are to be provided or works are to be executed; and
(b) which has not been fully discharged.
Land Any beneficial interest in land which is within the area of the Council.
‘Land’ excludes an easement, servitude, interest or right in or over land which does not give the member or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners (alone or jointly with another) a right to occupy or to receive income.
Licences Any licence (alone or jointly with others) to occupy land in the area of the Council for a month or longer.
Corporate tenancies Any tenancy where (to the member’s knowledge)—
(a) the landlord is the Council; and
(b) the tenant is a body that the member, or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners is a partner of or a director* of or has a beneficial interest in the securities* of.
Securities Any beneficial interest in securities* of a body where—
(a) that body (to the member’s knowledge) has a place of business or land in the area of the Council; and
(b) either—
(i) the total nominal value of the securities* exceeds £25,000 or one hundredth of the total issued share capital of that body; or
(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the member, or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners has a beneficial interest exceeds one hundredth of the total issued share capital of that class.
*’director’ includes a member of the committee of management of an industrial and provident society.
*’securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society .
Appendix B
An interest which relates to or is likely to affect:
Page 5 of 6

(i) any body of which the member is in a position of general control or management and to which he/she is appointed or nominated by the Council;
(ii) any body—
(a) exercising functions of a public nature;
(b) directed to charitable purposes; or
(c) one of whose principal purposes includes the influence of public opinion or policy (including any political party or trade union)
of which the member of the Council is a member or in a position of general control or management;
(iii) any gifts or hospitality worth more than an estimated value of £50 which the member has received by virtue of his or her office.
Page 6 of 6

HELMDON PARISH COUNCIL RISK ASSESSMENT
The following control systems are in place to ensure that Helmdon Parish Council is doing everything possible to protect the electorate from financial risk and harm. The
Risk Assessment document will be reviewed annually.
F inancial Risks
Risk Mitigation Monitoring/Action
1. Risk of funds being unavailable due to employee’s unauthorised removal or mismanagement.
1. Fidelity Insurance up to £100,000.
2. All expenditure to be approved at council meetings, following inclusion within the agenda for that meeting (open to public inspection).
3. Requirement for two Councillors to sign all cheques, and to initial the cheque stub to confirm the details on both are the same.
4. The RFO will make regular returns to the Inland Revenue to ensure that they are kept informed of monies paid to the
Clerk, or any other employee.
5. Year-end accounts will be prepared by the RFO for circulation to the Parish
Council by the end of April following the st financial year-end on 31 March.
6. Appointment of Independent Internal
Auditor will be reviewed annually at the
AGM in May of each year.
7. Council to obtain employment references covering the previous three years for all new employees. Where employment references are not available, and having established an acceptable reason why, character references must be sought.
8. No petty cash to be kept.
9. Clerk to claim expenses at least quarterly.

2. Risk of accounting errors due to lack of financial control.
1. The RFO’s job description to be reviewed annually.
2. All financial documentation will be held by the Responsible Financial Officer, e.g. cheque books, paying in books, invoices, receipts, bank statements,
VAT reclaim papers, electronic receipts and payments accounting system.
3. Back up of computerised systems to be undertaken at least monthly and a disk passed to the Chairman of the Finance
Committee.
4. Cheques will be written and entered on the computerised receipts and payments system within one day of the meeting authorising payment.
5. Cash and cheques will be entered on the computerised receipts and payments system upon receipt and banked by the RFO as soon as

Page 1 of 3

Financial statement received at every parish council meeting.
The Finance
Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
The Finance
Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.

HELMDON PARISH COUNCIL RISK ASSESSMENT
reasonably practicable.
6. Bank statements will be reconciled with the computerised receipts and payments system.
7. VAT will be reclaimed at least annually.
8. A receipt will be issued for all monies received by the Council, except items received through BACS.
9. Appropriate training to be provided for
RFO as and when needs identified.
3. Risk of budget overspend
4. Risk of under insurance of parish council assets
1. A Budget meeting will be held annually to determine the budget for the following financial year and to determine the precept to be applied for.
2. There will be an annual review of contracts e.g. grass cutting, on each anniversary of the grant of the contract.
3. The Contract of Employment and salary of the Clerk, or any other employee, will be reviewed annually at the Budget meeting.

1. Insurance cover will be reviewed annually to ensure adequate cover is maintained.
2. An Asset Register will be maintained by the Clerk and updated at the time assets are added or removed, and will be presented annually to the Finance
Committee.

1. Public liability insurance up to £10
million.

The Finance
Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.
The Finance
Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.
Public Liability
5. Risk of harm to public using benches within the parish.

6. Risk of harm to public using play equipment on school field.
1. Public liability insurance up to £10
million.

7. Risk of harm to public from
1. Public liability insurance up to £10
million.
Page 2 of 3

Annual inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
Annual inspection by
RoSPA.
Bi-monthly inspection by Playground
Committee.
Records of inspection kept by the Clerk.
Playground Committee authorised to take appropriate action when damage is reported.
Annual inspection by
EON within

HELMDON PARISH COUNCIL RISK ASSESSMENT
streetlights within the parish.

8. Risk of harm to public from War
Memorial and surrounds.
1. Public liability insurance up to £10
million.

9. Risk of harm to public using
Allotments within the parish.
1. Public liability up to £10 million.

maintenance contract.
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
Annual inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
6-monthly inspection by
Allotments Committee.
Records of inspection kept by the Clerk.
Employer’s Liability
10. Risk of compensation claim from employee for malpractice or injury.
1. Contract of Employment issued to employee within 6 months of commencement of employment.
2. Job description of employee reviewed annually.
3. Appraisal carried out annually in
October by Chair & reported to council at the next council meeting.
4. Matters relating to employees to be discussed in confidence – (public and press to leave the meeting room as well as employee) and minutes recorded as confidential.
5. Appropriate training to be provided for all identified training needs necessary to carry out role.
6. Risk assessment carried out annually by designated member of the council on clerk’s/RFO’s working station and immediate working area (where working from home), risks identified and reported to council and action taken to reduce risks.
7. Appropriate equipment to be provided to ensure that employee can carry out role effectively and safely.
The Clerk to agenda items for annual review.
Adopted by Council (date) _______________ Signed (Chair) ______________________
To be reviewed (date) _______________________
Page 3 of 3

Helmdon Parish Council
Effectiveness of system of internal control and internal audit
1. SCOPE OF RESPONSIBILITY
Helmdon Parish Council is responsible for ensuring that its business is conducted in accordance with the law and proper standard, and that public money is safeguarded and properly accounted for, and used economically, efficiently and effectively. In discharging this overall responsibility, the Council is also responsible for ensuring that there is a sound system of internal control which facilitates the effective exercise of the Council’s functions and which includes arrangements for the management of risk and for reviewing the effectiveness of internal audit.
2.THE PURPOSE OF THE SYSTEM OF INTERNAL CONTROL
The system of internal control is designed to manage risk to a reasonable level rather than to eliminate all risk of failure to achieve policies, aims and objectives; it can therefore only provide reasonable and not absolute assurance of effectiveness. The system of internal control is based on an ongoing process designed to identify and prioritise the risks to the achievement of the Council's policies, aims and objectives, to evaluate the likelihood of those risks being realised and the impact should they be realised, and to manage them efficiently, effectively and economically.
3. THE INTERNAL CONTROL ENVIRONMENT
The Council : Achieved
The Council has appointed a Chairman who is responsible for the Yes smooth running of meetings and for ensuring that all Council decisions are lawful.
The Council reviews its obligations and objectives and approves the Yes budget and precept for the following year at the January meeting following detailed recommendations from the Finance Committee.
The Council carries out regular reviews of its internal controls systems Yes and procedures.
An Internal Control Councillor makes random checks on the accounts, Yes following an invoice from payment, through the finance and administration system to bank statement entries.
The Finance Committee meets regularly to review actual versus Yes budgeted expenditure, insurance details
Tenders are sought under the Finance Regulations rules to ensure that Yes the Parish Council offers value for money.
The Clerk/Responsible Finance Officer
The Council has appointed a Clerk to the Council who acts as the Yes
Council's advisor and administrator. The Clerk is the
Council's Responsible Financial Officer and is responsible for administ ering the Council's finances. The Clerk is responsible for the day to day compliance with laws and regulations that the Council is subject to and for managing risks. The Clerk also ensures that the
Council's procedures, control systems and polices are adhered to.
The Clerk should hold or be working towards a CiLCA certificate Yes, working towards
Year-end accounts will be prepared by the RFO for circulation to the
Parish Council by the end of April following the financial year-end on
Yes

31st March
Payments
All bills for payment are presented to the Council for approval. Two authorised signatories must sign each cheque and stub. Online banking is used wherever possible to produce BACS payments under a three stage process (input by the clerk and then dual authorisation by two Cllrs)
Risk Assessment Policy
The Parish Council has a comprehensive risk assessment policy which is reviewed regularly.
Internal Audit
The Parish Council has adopted Terms of Reference for the Internal
Audit which is reviewed every three years.
The Internal Audit is timed to comply with the Annual Return timescales
Full Rights of Access are given to the Internal Auditor regarding records and documentation
Independence – the Internal Auditor makes an independent report to the Parish Council.
The Report is reviewed by the Finance Committee and recommendations made to the next Parish Council meeting.
The Internal Auditor will follow up any actions required by review in subsequent audits.
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Approved at the meeting of Helmdon Parish Council on _________________
Signed __________________
(Chairman)

Helmdon Parish Council – Asset Register
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
Supplier
Last updated 22/03/2017
Asset Value (based on original purchase cost where known)
Insurance
Value
Market
Value
£365,000
Title/Possesion Date disposed
BL001 Reading Room, Church Street 1887 – – £1
Insured by
RRMC
BL002 Unknown – – £1 £40,124 –
11/08/2010 – – £349 – – Clerk 22/01/2014
AD002
SF001
SF002
War Memorial, Wappenham Road
Laptop PC, Acer F456, Serial No.
992364726
Printer
Waste bin on Station Road
Waste bin on Church Street
Charity asset held by council as custodian trustee
–
11/08/2010
Unknown
Unknown
–
–
–
–
–
–
£200
–
–
–
–
–
–
–
–
01/09/2015
–
–
BL003 Acorns Nursery, Hintons Close ? – – £1
Insured by
Acorns
?
PE001
SF004
LD001
LD002
LD003
SF005
SF006
SF007
PE002
BL004
Playground Equipment*
Street Furniture*
Allotments behind The Green
Jenner's Piece, Wappenham Road
Pump Garden, Church Street
Notice board – Reading Room
Notice board – The Green
Notice board – The Square
Jubilee Wood Information Sign
Jubilee Wall, Station Road
Laptop PC, Packard Bell, Serial No.
33902572166
Play Area Slide steps
Scanner/Printer HP Envy 5646
Various*
Various*
?
?
?
30/01/2013
30/01/2013
30/01/2013
26/11/2013
22/01/2014
–
–
–
–
–
500316
500316
500316
500370
500381
–
–
–
–
–
Greenbarnes
Greenbarnes
Greenbarnes
P Ward
P Gartside
£15,465
£58,545
£10,000
£1
£1
£962.60
£1,123.04
£1,123.04
£65.00
£3,876.50
?
?
?
?
?
£1,155.13
£1,347.65
£1,347.65
£65.00
£4,000.00
?
?
?
?
?
£1,155.13
£1,347.65
£1,347.65
£65.00
–
Clerk
–
–
Charity asset held by council as custodian trustee
–
–
–
–
–
–
–
–
–
–
22/01/2014 500377 E Hart £459.99 £459.99 £459.99 Clerk –
20/11/2015
15/03/2017
500396
–
LR Brown
H du Bois
Total Asset Value
£5,494.80
£69.95
£97,190
£5,494.80
£69.95
£5,494.80
£69.95
–
Clerk
–
–
AD001
AD003
PE003
AD004
*See schedule for detailed description of individual items
Key
BL
AD
SF
PE
IN
LD
Buildings and monuments
Administration and business
Street Furniture
Park Equipment
Long term investments
Land holdings
–
–
–
–
–
–
–
–
–
–
–
–
–

Schedule of Playground Equipment
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
PE101
PE102
PE103
PE104
PE105
PE106
PE107
PE108
PE109
PE110
PE111
Slide
Toddler Swing
Children's Swing
Bench table
Seating Area
Chain bridge
Equipment Item 1
Equipment Item 2
Equipment Item 3
Bin by bench table
Bin by top playground
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
?
?
Supplier
–
–
–
–
–
–
–
–
?
?
Total Asset Value
Asset Value (based on original purchase cost where known)
?
?
?
?
?
?
?
?
?
?
?
£15,465
Insurance
Value
Market
Value
Title/Possesion
Date disposed
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–

Schedule of Street Furniture
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
SF101
SF102
SF103
SF104
SF105
SF106
SF107
SF108
SF109
SF110
SF111
SF112
SF113
SF114
SF115
SF116
SF117
SF118
SF119
SF120
SF121
SF122
SF123
SF124
SF125
SF126
SF127
SF128
SF129
Streetlight No.1
Streetlight No.2
Streetlight No.3
Streetlight No.4
Streetlight No.5 & pole
Streetlight No.6
Streetlight No.7 & pole
Streetlight No.8
Streetlight No.9
Streetlight No.10
Streetlight No.11
Streetlight No.12
Streetlight No.13
Streetlight No.14
Streetlight No.15
Streetlight No.16
Streetlight No.17
Streetlight No.18
Streetlight No.19
Streetlight No.20
Streetlight No.21
Streetlight No.22
Bench on Jenner's Piece
Bench on Pump Garden
Bench on The Green
Bench on Station Road
Old notice board – Reading Room
Old notice board – The Green
Old notice board – The Square
Unknown
Unknown
Unknown
Unknown
30/09/2015
Unknown
30/09/2015
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
?
Unknown
Unknown
Unknown
Unknown
Unknown
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
?
–
–
–
–
–
Supplier
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
?
–
–
–
–
–
Total Asset Value
Asset Value (based on original purchase cost where known)
–
–
–
–
£10
–
£10
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
?
–
–
£150
£150
£150
£58,545
Insurance
Value
Market
Value
Title/Possesion
Date disposed
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
31/01/2013
31/01/2013
31/01/2013

Helmdon Parish Council – Asset Register – Schedule of Disposals & Acquisitions
Year Ending 31 March 2013
Ref No. Description/Location/Identification Asset Value Date acquired Date disposed
Opening Asset Value at 1/4/12 £84,994
SF127 Old notice board – Reading Room £150 – 31/03/2013
SF128 Old notice board – The Green £150 – 31/03/2013
SF129 Old notice board – The Square £150 – 31/03/2013
SF005 Notice board – Reading Room £963 30/01/2013 –
SF006 Notice board – The Green £1,123 30/01/2013 –
SF007 Notice board – The Square £1,123 30/01/2013 –
Closing Asset Value at 31/3/13 £87,753
Date acquired Date disposed
Year Ending 31 March 2014
Ref No. Description/Location/Identification Asset Value
Opening Asset Value at 1/4/13 £87,753
PE002 Jubilee Wood Information Sign £65 26/11/2013 –
BL004 Jubilee Wall, Station Road £3,877 22/01/2014 –
AD003 Laptop PC £460 22/01/2014 –
AD001 Laptop PC, Acer F456 £349 – 22/01/2014
Closing Asset Value at 31/3/14 £91,805
Asset Value
£91,805
£91,805
Date acquired Date disposed
Asset Value
£91,805
£200
£10
£10
£5,495
£97,120
Date acquired Date disposed
–
30/09/2015
30/09/2015
20/11/2015
01/09/2015
–
–
–
Asset Value Date acquired Date disposed
Year Ending 31 March 2015
Ref No. Description/Location/Identification
Opening Asset Value at 1/4/14
Closing Asset Value at 31/3/15
Year Ending 31 March 2016
Ref No.
AD002
SF105
SF017
PE003
Description/Location/Identification
Opening Asset Value at 1/4/15
Printer
Streetlight No 5 & Pole
Streetlight No 7 & Pole
Play Area Slide Steps
Closing Asset Value at 31/3/16
Year Ending 31 March 2017
Ref No. Description/Location/Identification

AD004
Opening Asset Value at 1/4/15
Scanner/Printer HP Envy 5646
Closing Asset Value at 31/3/16
£97,120
£70
£97,190
15/03/2017 –

Transfer of Land on
Station Road and The Green from
South Northants Homes to
Helmdon Parish Council
March 2017

1. Background
South Northants Homes (SNH) has freehold of two parcels of open green space in
Helmdon, including land on Station Road and land at The Green, Helmdon. SNH
expressed a desire to transfer the freehold of the land on Station Road to Helmdon
Parish Council (HPC) and, in the course of negotiations, also agreed to include the land at The Green, should HPC be interested.
2. Benefits
HPC would have control over the land and its future use. Whilst neither parcel of land appears to be immediately developable the prospect cannot be completely ruled out. As freehold owner HPC would have the ultimate decision over how the land is used. HPC
may also be able to make better amenity use of the land and maintain it to a higher standard than is currently the case.
3. Disadvantages
HPC would be entirely responsible for the land, including maintenance and repair, grass cutting and tree works. Both parcels of land have metalled pathways across or round them, which may need resurfacing from time to time.
4. Description of Land
4.1. Station Road
The land on Station Road is the green open space to the west of Station Road opposite
Hintons Close fronting Nos. 42 to 52 Station Road. The land is the green space between the row of houses and the layby. It comprises three sections of level amenity grass.
There is a young tree (approx. 5m in height), a bench and two telegraph poles. A tarmac path runs around the edge of the land, with two tarmac paths dividing the sections of grass.
The land that is proposed for transfer also includes Hintons Close and the grassed areas at the splay to Hinton’s Close. Hinton’s Close is an adopted highway and the repair and maintenance of it is the responsibility of Northamptonshire County Council (NCC).
Figure 1. Land on Station Road

4.2. The Green
The land at The Green is a square area of level amenity grass. The land is surrounded on three sides by Nos. 1 to 11 The Green and on the fourth side there is a layby off
Station Road. There are five mature trees on the land, as well as a bench (owned by the parish council), a street light and a metal telegraph pole.
Figure 2. Land at The Green
5. The Legal Transfer
It is proposed that the freehold title of the land on Station Road (Title Nos. NN259313
and NN285502 (part)) and the freehold title of the land at The Green (Title No. tbc) be transferred from SNH to HPC (See “Sales Plans” at Appendix 1).
Solicitors Wright Hassall LLP (Leamington Spa) acting for SNH has produced a Sale and
Purchase Agreement to be signed and sealed by the two parties: SNH (1) and HPC (2).
The document is a reasonably standard transfer document but it does contain a schedule on “commercial conditions”, which is unfathomable. A legally trained resident has had sight of the document and commented that “All in all, it seems a fairly straightforward Transfer. The preliminary Agreement, however, is not very impressive and I therefore suggest that you sign just the TR1 on closing day and forget about the preliminary Agreement which is very largely superfluous.” The council would need to confirm with SNH whether this approach is satisfactory.
6. Working Group
HPC established a working group (Minute Ref: 270116/4) to investigate the transfer and to gather together information for the council’s consideration. The working group comprised Cllrs Moody, Thorpe and Vicars. The working group met regularly to review information and liaise with Annabel Ellis at SNH
([email address removed]) and Natalie Owen at Wright Hassall
([email address removed]).
The working group provided several progress reports to the council (Minute Refs:
270716/11, 290916/13 & 231116/14).

7. Considerations
7.1. Cost
It is intended that each parcel of land is transferred for the sum of £1. HPC will need to decide whether or not to seek legal representation to complete the transfer, which could cost several hundred pounds (another parish council in Northamptonshire spent £2K
+VAT on legal advice). The most significant cost is likely to be the annual maintenance of the land. The land is mostly grass and the cutting of it would need to be added to
HPC’s mowing contract. It is estimated that the mowing costs may be in the region of
£200 per year. The pathways could cost up to £6,000 to resurface but the pathways at
Station Road are in a reasonably good state of repair, and the ones at The Green were resurfaced by SNH in 2015. The trees on the land at The Green will need regular maintenance, but they are not large trees and the costs are not likely to be significant.
7.2. Liability
As landowner HPC will be liable for the safe use of the land. Potential risks include trips and falls on the pathways and damage caused by trees (e.g. root damage, falling branches). It is not thought that there are any risks that present an unacceptable liability to HPC, assuming the land is properly maintained.
8. Timescale
The transfer of land was proposed by SNH in July 2015. The time taken since then is largely down to the confusing information supplied by Wright Hassall (e.g. incorrect maps and transfer documents) and the desire of the council to take a cautious approach in order to be able to demonstrate due diligence. SNH has confirmed that there is no deadline to the proposed transfer.
9. Actions Required on Transfer
9.1.
9.2.
9.3.
9.4.
Add the land to the council’s insurance schedule
Add the land to the council’s mowing contract
Add the land to the council’s asset register (at value £1 per parcel)
Carry out a risk assessment and add the land to the risk register
This list is not exhaustive and other actions may come to light after the transfer.
10. Conclusion & Recommendation
The proposed transfer of land is not without risk and will result in additional liability to
HPC as landowner. However, in the opinion of the working group the benefits of these parcels of open space in the village being in the control of HPC outweighs the risks. It is therefore recommended that:
10.1. HPC agrees to the propose transfer from SNH of the land at Station Road and
The Green (Recommendation 1).
10.2. HPC does not seek paid legal advice on the documentation but does instruct a solicitor to act on its behalf for the conveyance (Recommendation 2).
10.3. Upon completion HPC carries out the actions at para 9.

Appendix 1
Figure 3. Sales Plan – Station Road & Hintons Close

Figure 4. Sales Plan – The Green

Flag Working Party – Report to Helmdon Parish Council – 22 March 2017
Background
The parish council was awarded £1,000 in prize money when Helmdon won the Best Village in Northamptonshire competition in 2016. Ideas were sought for what to spend the money on and one of the most popular ideas was a flagpole. The parish council advertised on www.helmdon.com for a volunteer Flag Master and two members of the public came forward. At its meeting held on 25 January 2017 the parish council established a working group to investigate the purchase and operation of the flagpole and report back to the March meeting.
Working Group
The working group comprised Cllrs Duncombe and Moody and the two potential volunteer
Flag Masters, Mr G Abbey and Mr M Smith. The working group met on 8 March 2017 at the
Bell, Helmdon to discuss the project.
Location of Flagpole
The locations considered were Station Road (on the green space opposite Hinton’s Close), the school, The Green, the war memorial, and Jenner’s Piece. The working group was unanimous in its preference for siting the flagpole at the war memorial. Flags and war memorials go very well together and it is a central location that would give maximum visibility to the flag. The War Memorials Trust recommends that additions such as flagpoles are “incorporated into the wider setting of the memorial” so as not to
“detract from the focus of the memorial and its original design intention”. The precise location of the flagpole on the war memorial green has not been determined and it is proposed to seek guidance from the flagpole supplier.
Flagpole Purchase
Flagpoles come in a wide range of sizes, types and materials. It is proposed to purchase a 6
metre, heavy duty, glass fibre flagpole with a hinged base and internal halyard system. 6
metres is the height of a typical two-story house and will be appropriate for the setting. The internal halyard system is important to a) prevent noise nuisance from the ropes knocking against the flagpole in the wind and b) to deter vandalism (the internal system is accessed via a lockable hatch). The flagpole is installed on a metal bracket fixed into concrete. The lead time for flag supply and installation is around 2 – 3 weeks from receipt of order. A buying guide is available at https://www.flagpoles.co.uk/assets/Uploads/Flagpole-Buying-Guide-
2017.pdf.
Costs
The clerk obtained an indicative quotation for a 6m glass fibre flagpole. The flagpole itself is
£265 +VAT and professional installation by the supplier is £327 +VAT (Total £592 +VAT).
Flags (180cm x 90cm) cost between £35 and £70 +VAT and the working group proposes purchasing three flags initially: Union flag, Northamptonshire flag, Saint George flag. Other flags may be purchased (e.g. Armed Forces Day Flag) as desired. There will also be ongoing costs of maintenance (an annual service of the flagpole is recommended) and repair or replacement of the flags. The council’s financial regulations, para 11.1(h) state that
“where the value [of an order] is below £3,000 and above £100 the Clerk or RFO shall strive to obtain 3 estimates.” so two more quotations should be obtained, if possible.

Flag Master
Flying a flag is not an onerous task but it is important. There are many rules and regulations regarding flag flying, some of which require prompt action, for example flying a flag at half-
mast on the death of a monarch. Consequently, the Flag Master needs to be committed and willing to act when required. The working group proposes that the council formally appoints a volunteer Flag Master and a Deputy Flag Master on an annual basis at the annual meeting of the council in May. The role of the Flag Master is to fly flags in accordance with the council’s written Flag Policy (see below) and to maintain the flagpole, flags and any other equipment. The Deputy Flag Master has the same role in the absence of the Flag Master.
In the absence of both members of the parish council should be authorised to hoist or take down flags as appropriate.
Helmdon Flag
The working group proposes that a special Helmdon flag be created. This flag would be flown year-round except when any other flag is being flown in accordance with the council’s written Flag Policy. The working group proposes that the children at the school be asked to create the design concept. Any current child would be allowed to enter a design concept and the parish council could then shortlist 3 or 4 for a public vote. The winning design would be drawn up and stylised professionally by a graphic artist. There are relatively strict guidelines for flag design (see http://www.flaginstitute.org/wp/wp-
content/uploads/2013/08/Creating_Local_and_Community_Flags.pdf) and any design should be simple, bold and meaningful. Engaging the school in the project would provide an opportunity for the children to think about, for example, meanings of local place names, local legends and folklore and local industries (past and present). The winning child could be invited to be the first person to hoist the Helmdon flag.
Flag Policy
It will be necessary for the council to adopt and keep under review a Flag Policy. The clerk has research flag policies and provided the working group with a number of samples to consider. A flag policy specifies things such as what flags to fly and when and who is responsible for the flags. A suggested Flag Policy is attached at Appendix 1 for the council’s consideration.
Celebrations
The working group proposes that a ceremony be held to mark the commissioning of the flag pole and the first hoisting. A dignitary or local person (e.g. eldest resident) could be invited to hoist the first flag. There is no particular date in mind for the first flag flying… the Queen’s birthday is 21 April, but that might be a bit too tight…Coronation Day is 2 June. When the
Helmdon flag is first hoisted a similar ceremony could be held. It is hoped that the flagpole will become a central and important focus of national and village celebrations.
Outstanding questions
The working group had a couple of questions that need to be addressed:
1. Do all flag pole designs allow for flags to be flown at half-mast (especially those with internal lanyard systems?
2. Is it recommended to have an anti-vandal/anti-climb device?
3. What is the approximate cost of annual maintenance?
4. How many keys come with the flagpole as standard, and can additional keys be provided?
5. Are there any insurance concerns and what requirements, if any, does the council’s insurance provider have?

Recommendations
Having considered all aspects of the project the working group recommends that:
R1. The council instructs the clerk to obtain, if possible, three quotations for a 6m glass fibre flagpole with internal lanyard system and authorises the clerk to place an order as soon as reasonably possible within a maximum budget of £300 +VAT.
R2. The council instructs the clerk to obtain, if possible, three quotations for installation of the flagpole and authorises the clerk to place an order as soon as reasonably possible within a maximum budget of £350 +VAT.
R3. The council instructs the clerk to obtain, if possible, three quotations for flags (Union flag, Northamptonshire flag, Saint George flag) and authorises the clerk to place an order as soon as reasonably possible within a maximum budget of £200 +VAT.
R4. The council appoints Mr M Smith as Flag Master and Mr G Abbey as Deputy Flag
Master with immediate effect.
R5. The council adds “To appoint a Flag Master and Deputy Flag Master” to its list of appointments at every annual meeting of the council.
R6. The flagpole be installed on the war memorial green, the precise location on the green to be determined in consultation with the supplier.
R7. Helmdon Primary School be invited to hold a competition to create a design concept for a Helmdon Flag.
R8. The Flag Policy at Appendix A be adopted.
R9. A celebration be organised in the spring or early summer to commission the flagpole and hoist the first flag.
Other considerations
The working group feel that it is important to engage with homeowners adjacent to the war memorial green at the earliest opportunity in order that any concerns can be addressed in the early stages. Subject to the above, the working group also recommends that the village be informed (via www.helmdon.com) of the plans as soon as is reasonably practicable in order that any concerns can be addressed in the early stages.
11 March 2017

Appendix A
Draft Flag Policy
Helmdon Parish Council
1. The Council owns a flag pole on the war memorial green.
2. The Council may at any time and at its sole discretion decide on the use of the flag pole and the flags it flies within the constraints of this policy. Nevertheless, it will endeavour to settle an Annual Flag Plan at the March parish council meeting. This plan will include the intended dates for flying flags and the flags to be flown.
3. At the Annual Meeting of the Parish Council in May, a volunteer Flag Master and Deputy
Flag Master will be appointed. The primary duty of the Flag Master will be to oversee the safe operation of the flag pole (including proper maintenance), to fly flags according to the Annual Flag Plan, to manage the quality and condition of the flags and to liaise with parish residents and bring any issues concerning the flags to the Chairman and Council.
4. In the absence of the Flag Master, the Deputy Flag Master may do anything the Flag
Master may do.
5. The Union Flag will be flown at half-mast at times of national mourning or at times of disaster which, in the opinion of the Chairman of the Council and Flag Master, merit this.
6. Flags will not be flown during severe weather e.g. (predicted winds in excess of 45mph).
7. Flags may only be hoisted by persons authorised by the Council.
8. Flags will be kept at the home of the Flag Master (or Deputy Flag Master). Keys to the flag pole will be held by the Flag Master, Deputy Flag Master, Chairman of the Council and Clerk to the Council.
9. All flag-flying will comply to the national rules and regulations in force, without exception.
10. This policy will be reviewed on an annual basis.
Adopted on: _________________________
To be reviewed on: ___________________
Signed: _____________________________
(Chairman)

Request from Helmdon Acorns Pre-School
Dear Councillors,
Helmdon Acorns Pre-School moved into its new building in January 2011 and since then it has gone from strength to strength in terms of the service it offers to the community, and the corresponding growth in children’s numbers and staff. We have now reached capacity and currently have no plans to expand further as we wish to preserve the setting as a community in which we know and support our families well.
Our building is now showing signs of wear and tear, we have redecorated it twice more since opening and new flooring was installed throughout in the summer at substantial cost.
We keep our fees as low as possible aiming to cover standard overheads and wages with fees and we fundraise regularly to provide additional equipment. This year we would like to refurbish the outside play surface under the canopy. It is an area of almost 70 square metres and the current surface of shredded tyres is not fit for purpose. It is now peeling away and not suitable for the children to use for ride on toys. We are awaiting quotes for a new surface of Wetpour, Wicksteed have indicated that the price will be approx. £10,000, We used all our reserves last year on the new flooring (£7k). We are asking the Parish Council to support us in an application to SNC for £5,000 of
New Homes Bonus funding towards the project. The reminder we aim to fundraise ourselves and also make an application to the National Lottery. We would be making the application, but are aware that the Pariah Council needs to agree support in order for the application to be considered.
Kind regards,
Liz Hart,
Setting Manager,
Helmdon Acorns Pre-School

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 22nd March, 2017.
Present : Cllrs Coatsworth, Moody, Wheeler, Thorpe, Garner, Vicars, R. Duncombe, Cllr
Hart and the Clerk (Helen du Bois)
In attendance: 5 members of the public
1. Apologies for absence
Apologies were accepted from Cllr P. Duncombe.
2. Declarations of Interest
Cllr Hart declared an interest in agenda item 15.
3. Approval and signature of the minutes of the meeting of 25th January, 2017
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 4 (Item 22): Cllr Coatsworth confirmed that the council’s application to the New
Homes Bonus for the Pump Garden renovations had been approved. It was resolved to move forward with the project.
Action: Cllr Coatsworth/the Clerk to contact the contractors.
Item 5: Outstanding Actions:
Cllr Coatsworth has contacted the War Memorials Trust for advice on the two names missing from the War Memorial and is awaiting a response.
Item 11: Cllr Coatsworth explained that the restored Helmdon sign had been put back in place. It was agreed that Mr Lee had done an excellent restoration job. Cllr Coatsworth has taken the Helmdon sign from the Sulgrave Road village entrance to Mr Lee for similar work.
Item 12: Cllr R Duncombe confirmed that he has surveyed the two benches and felt that it will require a telehandler to transport them up to the top of the playing field. He recommended that we wait until the weather has warmed and the field dried out as it is water logged at present.
Item 15: It was agreed that the litter pick had been a success. Over 40 people volunteered, many sacks of litter were collected and the refreshments provided by the team from the village café were very much appreciated. It was suggested that the event is held at least annually.
Cllr Coatsworth expressed thanks to the team at Blackpits for collecting litter around the crossroads and asked Phillip Ward to pass on the Council’s thanks.
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk
Page
5. Open Forum
The Chairman invited questions on any subject.
 A member of the public asked if there was a way to keep the verges leading from
Station House to the Welsh Road clear of litter. It was agreed that another litter pick should be organised for the autumn to keep on top of the litter along that road. Cllr
Hart explained that she does litter pick along the road from Station House up to the bridge and is happy to keep doing so.
46
Item 21: Cllr Moody confirmed that NCC personnel had undertaken a site inspection of the area up near the Jubilee wall and that he should receive a response shortly.








A question was raised as to whether SNC could be asked to install a public litter bin up at the Jubilee wall. It was agreed to raise this once we have received a response about creating a formal layby in that area.
A member of the public enquired as to the progress of the Asset of Community value application for the pub and the Clerk explained that this had been granted last year and was in place.
Concern was expressed about the state of the verges on the road up to Falcutt – they have been greatly damaged by large vehicles and are making passing very difficult in some places. Cllr Moody stated that for action to be taken, the council needs evidence of the damage being caused. Action: Cllr Moody to notify Street Doctor.
A member of the public asked if the new grass cutting team could be reminded not to cut any of the flowering bulbs. The Clerk confirmed that this requirement had already been added to the grass cutting contract.
A member of the public expressed concern that the church graveyard may need more funding this year to support the maintenance work done by volunteers. Cllr Coatsworth confirmed that the regular £400 payment had already been secured in the 2017/18
budget as it has been in previous years. He also explained that the Friends for Helmdon
Churchyard are very welcome to submit a grant application when the small grants process opens later in the year, as they have done in previous years. The member of the public also questioned how the grants were allocated in 2016/17 and Cllr
Coatsworth ran through a summary of the grants provided.
A member of the public asked for an explanation into the 4% rise in precept for
2017/18 and Cllr Coatsworth agreed to go through the budget with them. Action: The
Clerk to provide Cllr Coatsworth with full details of the 2017/18 budget.
Finally, it was suggested that the sign on The Green would also benefit from restoration from Mr Lee. Cllr Coatsworth agreed that the council would consider it.
6. To receive an update regarding flooding related issues
Cllr Thorpe gave a summary of the flood prevention work that had been successfully carried out at Grange Lane recently. It was agreed that the Parish Council should send written thanks to the Tims family who have been extremely helpful throughout the process.
Action: Cllr Coatsworth to write a letter of thanks.
Cllr Coatsworth has spoken to Matt Grant of Badnell Properties who has confirmed that he is arranging to meet with the Tims family shortly and is planning to have the work done by the end of June. Cllr Coatsworth will continue to contact Mr Grant on a regular basis and will provide further information when possible.
Cllr Hart asked if anyone was aware of why the land owned by Badnell Properties had been surveyed recently but it was not known.
7. Finance:
a. Financial statement
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £16,475.92 on 15th March, 2017 and an expected balance once payments and invoices have been settled of £14,627.87
b. To note payments received
There have been no payments received since 25th January, 2017
Page
47
c. To consider invoices to be paid
It was resolved to pay the following invoices:
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk

PAYEE DESCRIPTION TYPE
1 NCC School License Fees 300076
2 Staff Wages BACS
3 Staff Expenses BACS
4 E.On Electricity Repairs BACS
5 S J Waldron Allotment Gate Repairs BACS
6 Linnell Bros Allotment Gate Post BACS
7 E.On Electricity Maintenance BACS
Total
AMOUNT
£500
£839.29
£113.42
£37.97
£180.00
£52.44
£124.93
STATUTORY PROVISION
Open Spaces Act 1906, s14
Local Government Act 1972, s112
(2)
Local Government Act 1972, s112
(2)
Parish Councils Act 1957, s3
Small Holdings and Allotments Act
1908, part II, 26 (1)
Small Holdings and Allotments Act
1908, part II, 26 (1)
Parish Councils Act 1957, s3
£1848.05
8. To consider the a) Code of Conduct b) Risk Assessment c) System of Internal
Control and d) Asset Register and confirm that all documents meet the needs of the council.
It was agreed that the Code of Conduct meets the needs of the Council and a copy was signed by the Chairman.
The Risk Assessment and System of Internal Control documents were reviewed. It was felt that they should be reviewed fully by the Finance Committee and it was resolved to add them to the agenda for the next meeting of the Finance Committee in May. Action: The
Clerk to add a review of both documents to the agenda for the next meeting of the Finance
Committee.
The Asset Register was reviewed and updated. Action: The Clerk to update the register and provide to Cllr Coatsworth for his signature.
9. To receive an update from the Planning Committee
Cllr Coatsworth provided a summary of the planning applications considered during the two planning meetings that have occurred since 25th January 2017.
10. To receive a report and recommendations from the working group on land transfer in Station Road.
A report from the Station Road Land working group had been circulated prior to this meeting (see http://www.helmdon.com/parishcouncil/hpc_meeting_papers_22MAR17.pdf)
and Cllr Moody gave a brief summary. It was resolved to accept all the recommendations made and progress with the purchase of the land. Action: The Clerk to move forward with the land purchase.
Page
12. To receive an update from the Blackpits monitoring group.
Mr Phillip Ward gave a summary of progress. Last year over 120 complaints about odours were made. The monitoring group met with Material Change in November and since then there have been significant changes made to improve the management of the composting facility at the plant. Phillip Ward felt hopeful that these changes should result in fewer odours this summer. 48
11. To receive a report and recommendations from the Flag working group.
A report from the Flag working group had been circulated prior to this meeting (see http://www.helmdon.com/parishcouncil/hpc_meeting_papers_22MAR17.pdf) and Cllr
Moody gave a brief summary. It was resolved to accept all the recommendations made.
Action: The Clerk to action recommendations from the report.
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk

13. To receive an update from the Health and Safety Officers
Cllr Coatsworth confirmed that a Health and Safety check had been carried out and there were no areas of risk. However, every item on the report has a recommended maintenance requirement of varying degrees. It was resolved to obtain quotes for the work required.
Action: Cllr Coatsworth and the Clerk to obtain quotes.
14. To receive a report on the Speed Radar project
A report from Cllr Vicars had been circulated prior to this meeting (see appendix B) and he gave a brief summary. It was resolved to accept the report’s proposal for a solar powered speed radar, and to accept location one, subject to agreement from Steve Barber
(KierWSP) Actions: The Clerk to contact Steve Barber (KierWSP)
15. To consider a request from Acorns Pre-School for support for their application to the New Homes Bonus to replace the outdoor play surface
A statement from the Acorns manager had been circulated prior to this meeting. It was resolved to support Acorn’s application to the New Homes Bonus for a £5,000 grant on the condition that if the final quote for the work exceeds £15,000, Acorns look to apply for funding from the community fund rather than Helmdon’s allowance.
16. To receive an update from the Playground Committee
Cllr Wheeler presented the new safety sign that will be displayed in the playground.
Action: Cllr Wheeler to install the sign at the playground.
He explained that a recent safety check from Universal (Helmdon Primary School’s play equipment inspector) had highlighted damage to the climbing net and the toddler swings.
Cllr Wheeler has repaired both items and does not consider that they needed replacing at this stage. It was agreed that no further action was required at present – the council’s annual safety inspection from Wicksteed is due in June 2017.
17. To receive an update from the Allotment Committee
Cllr Coatsworth confirmed that the repair to the allotment gate had been carried out, at a cost of over £200. It was also highlighted that the council had arranged for the grass access way to be mowed on a fortnightly basis from April – October 2017. Due to these new costs, it was resolved to increase the annual rental for each plot from £10.00 to
£15.00. Cllr Hart queried whether tenants should be given 12 months’ notice of a rental increase. Action: The Clerk to check the tenancy agreement before sending out invoices for 2017/18.
Cllr Garner suggested that the tenants be asked to volunteer a representative who can attend meetings of the Allotment Committee on behalf of all tenants. Action: The Clerk to contact the tenants with this suggestion.
18. To consider taking part in the beacon tribute for the 2018 Battle’s Over commemoration.
It was resolved to take part in the commemoration and suggested that the beacon could be sited at the sports field. Actions: The Clerk to notify the beacon committee of Helmdon’s wish to get involved. Cllr Coatsworth to speak to the Sports Club about the location of the beacon.
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk
Page
20. To receive an update on the War Memorial repairs and the garden renovation
Cllr Coatsworth will be submitting a grant application for the repairs to the War Memorials
Trust by the end of March, 2017. Action: Cllr Coatsworth to submit the grant application.
49
19. To confirm arrangements for this year’s Annual Parish Meeting
The Clerk confirmed that both Cllr Morris and Cllr Marinker had agreed to speak at the meeting. It was agreed that Cllr Vicars and Cllr Garner would give a presentation on the
Speed Radar project.
The Police Crime Commissioner, Stephen Mold has not yet confirmed his attendance and it was decided that that if he is unable to attend then Cllr Moody will give a presentation on the Flag Pole project, and the Station Road land purchase.
Actions: The Clerk to contact Stephen Mold again.

Cllr Coatsworth confirmed that the council’s application to the New Homes Bonus fund for a grant for the war memorial garden design, plants procurement and planting had been successful. It was resolved to proceed with the project. Action: The Clerk to contact
Helen Tims.
21. To consider renewing the council’s membership of CPRE and ACRE
It was resolved to renew the membership for both of these organisations but to make the payment in the next Ordinary meeting on May 24th 2017.
22. To consider Councillor attendance at the NACRE Neighbourhood Plan day, 25th
May 2017
Cllr Vicars volunteered to attend and this was supported. It was resolved that Cllr Vicars attend this day and report back to the council in the next meeting. Action: The Clerk to reserve a place for Cllr Vicars.
23. Councillor Questions
 Cllr Wheeler confirmed that he has now been fully registered with the Neighbourhood
Watch scheme and would keep the council updated.
 Cllr Vicars enquired as to whether the small road leading off Church Street past numbers 4 and 4a is a public or private road. The residents there have expressed concern about the number of people using the road to turn their vehicles around.
Action: Cllr Moody to check with Highways.
24. Close
The meeting closed at 9:45 pm
Signed________________ dated______________
Page
50
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 22/03/17
Accounts:
Balance of Unity Trust account as of 15/03/17:
Expected balance once payments and invoices settled:
£16,475.92
£14,627.87
Direct payments out since 25/1/17
2-Feb-2017
2-Mar-2017
1
2
OPUS
OPUS
Electricity Supply
Electricity Supply
DD
DD
Total
£79.00
£70.46
£149.46
Invoices to be settled on 22/03/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 NCC School License Fees
3000
76
£500 Open Spaces Act 1906, s14
2 Staff Wages BACS £839.29
3 Staff Expenses BACS £113.42
4 E.On Electricity Repairs BACS £37.97
5 S J Waldron
Allotment Gate
Repairs
BACS £180.00
6 Linnell Bros Allotment Gate Post BACS £52.44
7 E.On
Electricity
Maintenance
BACS £124.93
Total £1848.05
Local Government Act 1972, s112 (2)
Local Government Act 1972, s112 (2)
Parish Councils Act 1957, s3
Small Holdings and
Allotments Act 1908, part
26 (1) and Small II, Holdings
Allotments Act 1908, part
II, 26 (1)
Parish Councils Act 1957, s3
2016/17 Day Book Current
Invoice No.
Invoice
Date
Transactio Cheque n No. Cleared date
Payee Item Description
16-Mar-17
03-Jan-17 61416535 18-Dec-16
11-Jan-17
25-Jan-17 101 01-Dec-16
25-Jan-17POL-2016-02101
25-Jan-17 71350 12-Dec-16
25-Jan-17
25-Jan-17
25-Jan-17 1885 05-Jan-17
25-Jan-17 1723 16-Jan-17
25-Jan-17 72210 17-Jan-17
02-Feb-17 61735409
25-Jan-17 179 11-Nov-16
25-Jan-17
02-Mar-17
22-Mar-17 317201 13-Feb-17
22-Mar-17
22-Mar-17
22-Mar-17 72732 09-Feb-17
22-Mar-17
22-Mar-17 185612 21-Feb-17
22-Mar-17 73606 14-Mar-17
16-Mar-17
Totals
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
30075
30074
DD
CHEQUE
BACS
BACS
BACS
BACS
BACS
BACS
07-Feb-17
09-Feb-17
Opus
NCALC
Playmaintain
Get Mapping
E.On
Helen du Bois
Helen du Bois
Marcus Young
Helmdon.com
E.On
Opus
Reading Room
SNAST
Opus
NCC
Helen du Bois
Helen du Bois
E.On
S J Waldron
Linnell Bros
E.On
Balance B/Fwd 2015
Electricity Supply
Transparency Fund grant
Playground Repairs
Parish Online
Electricity maintenance
Wages
Wages (additional hours)
Bin empying
Website management fees
Electricity Repairs
Elecricity Supply
Room Bookings
Donation
Electricity Supply
School License Legal Fees
Wages
Expenses
Electricity repairs
Allotment gate post repairs
Allotment gate post
Electricity maintenance
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017
Total
Received
Total Paid Balance
DR CR
32935.83 16959.91 15975.92
14128.24 14128.24
17616.96
18767.73
120.00 18647.73
33.60 18614.13
124.93 18489.20
839.29 17649.91
656.00 16993.91
67.20 16926.71
150.00 16776.71
56.33 16720.38
79.00 16641.38
85.00 16556.38
10.00 16546.38
70.46 16475.92
500.00 15975.92
839.29 15136.63
113.42 15023.21
37.97 14985.24
180.00 14805.24
52.44 14752.80
124.93 14627.87
77.66
1150.77
Author: Helen du Bois, Clerk
51
Transaction
Date
Current Account
Page
2016

2016/17 Day Book Budget
1,175.00
750.00
425.00
3,050.00
1,500.00
75.00
350.00
150.00
75.00
750.00
150.00
–
7,575.01
255.00
4,015.00
150.00
1,220.00
150.00
450.00
225.00
960.00
150.00
1,350.00
1,350.00
900.00
400.00
500.00
14,050.01
14,660.00
25.00
160.00
22,808.00
–
2015-2016
Actual Remaining
1,424.36 –
1,377.42 –
46.94
249.36
627.42
378.06
–
25,665.04 – 22,615.04
1,369.97 130.03
65.00 10.00
350.00 –
– 150.00
52.07 22.93
23,258.00 – 22,508.00
570.00 – 420.00
– –
–
– see
– sinking
– fund
– doc
–
–
6,461.71 1,113.30
255.00 –
3,415.63 599.37
173.27 – 23.27
39.00 – 38.99
1,099.43 120.57
298.33 – 148.33
462.39 – 12.39
127.50 97.50
431.16 528.84
150.00 –
– –
10.00 – 10.00
525.00 825.00
500.00 850.00
25.00 – 25.00
– –
400.00 500.00
400.00 –
– 500.00
34,476.11 – 20,426.10
–
–
–
701.62
35,177.73
14,660.00
20.81 –
– –
–
22,808.00
–
–
–
528.48
–
4.19
160.00
–
–
–
–
–
528.48
Budget
1,619.00
919.00
200.00
500.00
6,855.00
1,600.00
65.00
350.00
150.00
75.00
4,000.00
150.00
465.00
2,025.00
1900.00
2016-2017
Actual Remaining
1,336.03 282.97
817.54 101.46
102.05 97.95
416.44
2,797.84
1,596.25
54.00
850.00
26.94
20.95
249.70
2,078.40
2,078.40
125.00
11,948.00
400.00
4,480.00
150.00
8,579.38
402.00
4,923.47
245.26
3,368.62
-2.00
-443.47
-95.26
1,170.00
982.00
921.00
225.00
270.00
150.00
3,200.00
1,225.34
839.00
512.31
145.00
119.00
150.00
-55.34
143.00
408.69
80.00
151.00
2,050.00
1,350.00
200.00
500.00
400.00
400.00
18.00
2,050.00
2,050.00
3,200.00
-18.00
-700.00
200.00
500.00
400.00
400.00
24,897.00 17,241.65 7,655.35
996.86
24,897.00 18,238.51
16,142.00 16,142.00
25.00 4.82
100.00 110.00
8,165.00 2,150.77
400.00
Total Regular Income
909 Misc Transfers In
38,017.29
–
24,432.00 18,807.59
Total Working Income 38,017.29 18,807.59
Balance 2,839.56
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017
83.56
4,057.16
3.75
11.00
-500.00
150.00
48.06
4,000.00
129.05
215.30
see sinking fund doc
-465.00
-20.18
10.00
-6,014.23
-400.00
569.08
Author: Helen du Bois, Clerk
52
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Newsletter
905 Grants+Prizes
906 Donations
907 Dividends
908 Village Hall – Reading Room
910 Vat Repayment
Budget
Page
Code EXPENDITURE
100 1. Lighting
101 Electricity Supply
102 Electricity repairs
103 Other
104 Electricity maintenance
200 2. Parks & Open Spaces
201 Grass cutting
202 Playground equip. inspection
203 School field rent
204 War memorial and pump garden bulbs
205 Bulbs
206 Specific projects from sinking funds
207 General maintenance
208 Other
300 3. Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Other
400 4. General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 NCALC training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Traffic calming measures
412 Other
500 Grants
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 6. Burial Grounds
601 Churchyard Maintenance
602 Contingency
Total Regular Expenditure
701 Transfer Out
702 To Deposit Account
703 Other
704 Vat Paid
Total Expenditure

Appendix B
Speed Radar for Helmdon – Cllr Vicars
Update and Questions for the Parish Council
At the previous meeting on the 25th January, it was agreed that in the absence of any meeting with Coeval Limited, we would proceed with a single potential supplier, Traffic Technology (TT)
of Buckingham.
Harry Shaw of TT had met with Cllrs Vicars, Garner and the Parish Clerk a few days before that meeting to demonstrate a battery-operated unit and to discuss possible locations for siting a unit. This demonstration took place in Station Road, just above Hintons Close and was primarily aimed at vehicles entering the village from the South.
In summary, the unit was clear and appeared to be effective in that most (but not all) vehicles did noticeably slow down when the unit was spotted. It was also apparent at that demonstration that the unit would need to be on the Hintons Close side of Station Road as visibility on the other side is restricted by trees.
In an earlier Council Meeting, we had agreed that units powered by batteries were to be avoided due to the overhead of changing/charging power units and we were leaning towards mains-powered units. However, following that demonstration and a later email exchange with
Graeme Hill of Western Power, it seems that a solar powered unit might be preferable as it would:
(a) offer more versatility in terms of location in that the location is not dependent upon a nearby power supply…
(b) not incur the connection charge or running costs associated with mains power, albeit the solar powered unit is slightly more expensive – around £300 more per unit.
A solar unit would need to be sited slightly further down Station Road than we first considered owing to the tree canopy at that end of Station Road.
Next Steps
The next action is for the Parish Clerk to apply for the “Section 50 Street Works Licence”; this is the process to obtain permission to place new apparatus on a public verge. However, before the Clerk can proceed with that application, the Parish Council need to address the following:
1)
2)
3)
Page
53
4)
The type of unit must be agreed – the recommendation is solar powered.
The location – see following page
Whether we use an existing post or require a new post to be installed – in all likelihood, a new post will be necessary.
The Section 50 application requires the signature of residents fronting (and thereby potentially affected by) the new unit. We may need to rethink should this not be forthcoming
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk

Suggested locations (see orange circle) are, of course, subject to Highways and resident approval
1) The unit would be unobstructed by the trees and would be visible to cars as they reach the houses.
Page
54
2) Just below Hintons Close – but is this too far down? Will cars already be at the houses before seeing / activating the display?
Minutes of the Ordinary meeting of Helmdon Parish Council, 22nd March 2017 Author: Helen du Bois, Clerk