Council Meeting, 22 November 2006

HELMDON PARISH COUNCIL
All Councillors are summonsed to a meeting of Helmdon Parish Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 22nd November 2006, commencing at 7.30 pm
Members of the public and Press are invited to attend this meeting and to participate in the Open Forum
AGENDA
1. Apologies for Absence
2. Approval and Signature of the Minutes for the Ordinary Meeting held on 27 September 2006
and the Special Meeting held on 1st November 2006.
3. Matters Arising from the Minutes of 27 September and 1 November 2006
4. New Councillor – Declaration of Acceptance of Office and agreement to be bound by the Code of Local Government Conduct
5. Open Forum
6. Finance h th st a) Financial statement c) Bills for Payment d) Payments Received e) Report on new account f) Consideration of action regarding Yorkshire deposit account g) VoY – to consider how to spend £125 prize money
7. Correspondence
8. To consider proposal to implement a Group Tree Preservation Order on Ambleside
9. Update from PPMG on Village Amenity Consultation
10. Proposal by Cllr Moody to buy a strimmer for the parish
11. Feedback from training courses
12. Update on Recycling Site
13. Neighbourhood Watch
14. School Playground update a) Lease agreement -Outcome of meeting between all interested parties b) Update on outstanding repairs/improvements
15. Land Registry for Jenner’s Piece – update
16. To receive the decisions of the Planning committee on applications since 27th September
17. Allotments Update
18. Risk Assessments
19. Parish Paths a) Helmdon information board
20. Notice Boards and benches – repair schedule update
21. Proposal by Cllr Spendlove to replace litter bins
22. Councillors’ Questions
Signed _______________________
Liz Hart, Parish Clerk
[address removed]

06/23
HELMDON PARISH COUNCIL
Draft Minutes of the meeting of Helmdon Parish Council held on Wednesday 22nd November 2006
in the Reading Room, Church Street, Helmdon at 7:30 p.m.
Present: Councillors Bearman, Brookhouse, Burns (Chair), Earl, England, Moody, Spendlove.
John Watson as a member of the public until 4. Declaration of Office; Cllr Watson thereafter.
Parish Clerk: Liz Hart
Seven members of the public were present.
Action
1. Apologies
Cllr Smith due to a prior commitment.
2 Approval and signature of the Minutes of the Ordinary Meeting held on 27th st September and the Special Meeting held on 1 November 2006.
Cllr Moody proposed, seconded by Cllr England, that the above sets of Minutes be signed as a true and correct record with the following amendments:
th 27 September Minutes:
9) “a” corrected to “as”
10) Cllr Mood – corrected to Moody. “Whom” corrected to “who”
All in favour.
Cllr Burns duly signed the Minutes.
3. th Matters arising from the Minutes of the meeting held on 27 September
Clerk confirmed all her action points, bar one letter of thanks, had been completed
3a) Cllr Bearman confirmed that two emails regarding the white lines had been unanswered.
Carried forward.
Cllr Bearman th Matters arising from the Minutes of the meeting held on 27 September
None.
4.
Cllr Brookhouse proposed, seconded by Cllr Bearman that in future the itemised correspondence be circulated with the agenda and not copied into the Minutes. Four in favour, two against.
Clerk
Cllr Earl proposed, seconded by Cllr England, that the Draft Minutes be passed to the Chair for proof reading and corrections, prior to general circulation; any further amendments would then be made by the Council at the point of Sign-Off. Six in favour, 1 abstainer.
Clerk
Acceptance of Office
John Watson signed the declaration of Acceptance of Office form, accepting the Code of
Conduct before the Clerk who countersigned. His Register of Interest was also submitted.
Cllr Burns warmly welcomed Cllr Watson to the Council.

06/24
5. Open Forum
The following points were raised by members of the public:
Correspondence – interesting for public to see this.
Clerk to produce extra copies. Clerk
Neighbourhood Watch – good to see this as an Agenda item. A NW representative at
January’s meeting would be beneficial. The potential advantage of CCTV at the school was raised.
Cllr Brookhouse gave an update on local crimes, highlighting that it is difficult to raise awareness without scaremongering. The signs and stickers originally erected in the village are still in place. Northants Police would stress we live in a relatively crime-free area and that resources need to be moved into Brackley and Northampton. Cllr Spendlove commented on the feelings of victims and highlighted the benefits of getting to know your neighbours, especially the elderly who are most vulnerable.
Recycling Site – is the Environment Agency aware of Parish Councils concerns? Public would be grateful if they were. Transport movements are causing rutting.
Cllr Burns informed the public that he and Cllr Brookhouse had visited the site after a complaint was received regarding the smell. There is an email contact on the message board of the website to allow the public to correspond with the site owners. A planning application regarding expansion is likely to be submitted in the near future; Cllr Burns will call a full public meeting at that time. Cllr Brookhouse commented that the application would go through the NCC rather than SNC and that the County Councillor has invited the
Planning Committee to visit two sites where similar operations are already in place.
Cllr Watson – welcomed by the public.
Amenity Consultation – was the recent meeting a necessary expense, given a questionnaire was carried out two years ago?
Cllr Moody confirmed the cost as approx £15; no Council funding had been made for the Parish Plan.
Strimmer purchase – is this a necessary expense?
Cllr Moody confirmed all points would be covered later in the meeting.
Precept for next financial year – will it be lower due to savings made this year?
Cllr Burns confirmed the full budget proposal would be made at the next Council
Meeting in January.
Water leak opposite Anglian Water Plant – ongoing issue.
Clerk to write to Anglian Water requesting a completion date for the job.
6. Finance a) To receive the financial statement
Clerk
Cash & Investments
Current Account (in transit between Yorkshire Bank and Co-op)
To Be Presented
Deposit Account (Yorkshire)
13358.89
14.38
8,222.94

06/25
Nottingham Bond 500.00
Total b)
22096.21
Annual Return 2005/6
Clerk confirmed final documentation from BDO Stoy Hayward had been received. The
Notice of the Conclusion of Audit had been duly displayed. Cllr Earl proposed, seconded by
Cllr England, that the Annual Return be approved and accepted by the Council. All in favour.
The content of the Issues Arising Report was noted by the Council. Cllr Earl proposed, seconded by Cllr England that as the report contained points identical to those in the
Internal Auditor’s Report (from which the Finance Committee had already drawn up an action plan – point 2 of Minutes of Finance Meeting held on 2nd August 2006), no further action was necessary. All in favour.
c) Bills for Payment
Accounts Payable Cheque
Reading Room – premises hire 48.00 500001
BDO Stoy Hayward – Annual Return audit 141.00 500002
C & E Grass Cutting (final invoice) 261.00 500003
Clerk’s Wages (Sept and October) 337.38 500004
3.78 500004 Clerk’s expenses
Total 791.16
Clerk queried whether the tender period for the grass cutting (currently April to September)
should be extended. Cllr Earl proposed, seconded by Cllr Burns that the cutting period be extended by one calendar month to include October. Tenders to be sought ready for the
January meeting.
d) Payments Received
Accounts Received e)
Dividend – Nottingham Bond 9.38
Allotment key deposit – receipt no A/001 Mr and Mrs
Bradford
5.00
Total 14.38
Report on New Bank Account
The Clerk confirmed that the Yorkshire current account has been closed, the Coop account opened and that the monies are in transition between the two accounts.
Clerk

06/26
f) Action regarding Yorkshire deposit account
Cllr Moody proposed, seconded by Cllr Earl, that we move all deposit funds from the
Yorkshire into our new Coop account, giving Council the option to open further deposit accounts in the future. All in favour.
g) VoY prize money
Various suggestions were mooted; it was decided to carry forward this item to January’s agenda.
Clerk
Cllr Bearman proposed, seconded by Cllr Earl, that Council accept the financial statement as a whole as a true and accurate record. All in favour.
7. Correspondence
Listed separately: Appendix A.
Cllr Moody commented on the poor scheduling timing (4 – 8pm) of the forthcoming Local
Govt White Paper Conference and enquired if anyone was able to attend. There is a possibility of Cllr Burns being able to.
8. Brackley/Towcester Parking Consultation
Council reviewed the information and noted the contents were rather vague. Cllr Spendlove proposed, seconded by Cllr Earl, that Clerk respond with a general letter of support general the continuation of free parking in the town as it is vital both to shoppers and for small businesses. 5 in favour, 2 abstained.
9.
Clerk
Proposed Tree Preservation Order – Church Street
Cllrs Moody and Bearman declared an interest in the proposal.
Clerk noted that a petition signed by 77 people in support of the TPO had been received from Jane Keys. Cllr Brookhouse felt there was no need for action as there were planning approval constrictions on the development which had been applied after the contractors had started work. Cllr Spendlove commented that a TPO conveyed an expression of public attide towards the trees and proposed Council support the application. Cllr Moody seconded the proposal. 3 votes in favour and 2 against, 2 abstentions – proposal carried.
10. Update from PPMG on Village Amenity Consultation
Cllr Moody updated Council on the well-attended consultation meeting and confirmed that the report would be submitted to the Sports Club in January in time for the meeting with
SNC. He emphasised the importance of having an impartial co-ordinator for the scheme and confirmed to Cllr Brookhouse that the Group’s involvement with the project would cease with the submission of the report.
11. Proposal to purchase a strimmer for the Parish
Cllr Moody outlined the potential usefulness to Parish Groups of a strimmer which he had proposed the Council could purchase on the understanding that a donation for the net cost be received from HYHO. However, after advice from Cllr Earl regarding potential onerous
Health and Safety issues, the proposal was withdrawn.
12 Feedback from Training Courses
Clerk

06/27
a) Code of Conduct- attendee Cllr Moody
Cllr Moody emphasised how beneficial he felt the course had been and highlighted the following key areas which need to be borne in mind constantly by Councillors:
Register of interests – must contain home address (regardless of ownership), membership of all organisations and village groups.
Declaring interests- must be properly recorded in the Minutes, difference between personal and prejudicial was clarified.
“Councillors at all times” – need to bear this in mind in potentially informal situations, ensuring that it is made clear whether you are responding in a personal capacity or not.
All
Clerk
Cllr Moody highlighted two forthcoming changes:
The removal of the “whistleblower” clause
Prejudicial interest – Councillors will be permitted to remain in the room to make representations and must then withdraw.
b) Clerk’s Surgery – attendee Clerk
Clerk commented that she felt the course had been beneficial but as it was only an evening session, only key points had been discussed.
13 Update on Recycling Site
No further update – all comments made under 5.Open Forum.
14 Neighbourhood Watch
No further update – all comments made under 5.Open Forum.
15 School Playground Update a) Lease Agreement
Clerk read out the letter sent to Philip Brawn regarding Heads of Terms; unfortunately no lease agreement had yet been received so no further considerations were possible.
Clerk to carry forward to next meeting’s Agenda.
b)
Outstanding Repairs/Improvements
Cllr Bearman, seconded by Cllr Earl, proposed that all repair classed as “medium” risk in the
RoPSA report be carried out. All in favour.
16 Land Registry – Jenner’s Piece
Clerk informed the meeting that she was collecting evidence to submit to a solicitor in order for a statutory declaration to be formulated.
17 Planning Applications
S/2006/1194/P – [address removed]- Two storey extension to rear –
Supported
(All Councillors at the planning meeting had declared a personal interest in this application)
S/2006/1297/P – Land at Church Street Helmdon – Detached dwelling alteration to application S/2004/520/P – Design & Access statement – no objections but the following comments: The council are concerned with regard to the number of springs on the site.
These springs supply a number of ponds on adjacent land and we would like to bring to the authority attention that the quality and volume of water is maintained to the satisfaction of the environment agency. The materials used in building the development be of stone or type to fit in with the surrounding area.
S/2006/1296/PR
Two detached dwellings (details pursuant to S/2004/1246/PO) Land Off Church Street – no objections but comments identical to those above regarding springs and materials.
Clerk

06/28
18 Allotments Update a) Cllr Watson volunteered to become a member of the allotments committee. Clerk to forward details of the paperwork and her recent communications to Cllr Watson. Allotments
Committee to consider how to best to run the procedure regarding involvement of the Clerk and report back to the next meeting.
Clerk
Allmts
Cttee
Clerk reported that three vacant plots were being taken over; only plots 7 and 7A remain unlet.
19 Risk Assessments
Cllr Earl commented that once new wood for the picnic table arrived, he would replace it. He queried why the inspection of shacklebolts was not the responsibility of the RoSPA – Clerk to confirm responsibility.
Cllr Bearman proposed, seconded by Cllr Brookhouse, that the content of the risk assessments be accepted by Council. All in favour; Cllr Burns signed off the risk assessments.
20 Parish Paths – Information Board
Cllr Spendlove proposed, seconded by Cllr Moody that the size of the board be A1 rather than A0. All in favour.
21
Clerk
Clerk
Notice Boards and Benches Update
Clerk reported that Bernie Wadeson anticipated carrying out the work w/c 27/11/06.
22 Litter Bins
Cllr Burns has a spare litter bin which can be utilised. Clerk to contact SNC – Dept of
Environment.
23
Clerk
Councillor’s Questions
Cllr Moody commented on the length of the meeting due to the amount of subjects to be covered and noted than meeting 9 times per year (monthly excluding Dec, Aug and April)
may be beneficial. Cllr Spendlove highlighted the cost implications of implementing this.
Cllr Earl informed the meeting the Poppy Appeal raised £250.35, less than last year. He highlighted the broken barrier at the junction of Gravel Path with Station Road. Clerk volunteered to contact NCC Highways Dept.
The meeting closed at 9:55 p.m.
The date of the next meeting is
Wednesday 24
th
January 2007
Clerk