Council Meeting, 22 November 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, NN13 5QJ at 7:30pm on Wednesday 22nd November, 2017
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 27th September, 2017
4. Matters arising
5. Open Forum
6. To receive an update regarding flooding related issues including:
a. Grange Lane b. Groundwater monitoring c. Pathfinder 2 project
7. To receive the Clerk’s report
8. Finance:
a. Financial statement b. To note payments received and consider invoices to be paid c. To receive a statement from the Internal Controls Councillor
9. To receive an update from the Finance Committee meeting of 2nd November 2017 including:
a. Review of the next steps for the Station Road/The Green land purchase b. Consideration of the quotes provided for a replacement noticeboard c. To review and approve the draft tender for works to the Jenner’s Piece laurel
10. To review and approve the current Document Retentions policy
11. To note the decisions of the Planning Committee since 27th September, 2017
12. To receive an update from the Blackpits Monitoring group
13. To consider the recruitment of a new Flag Master
14. To agree the process and timetable for the community flag competition
15. To consider next steps following the resignation of the Webmaster
16. To confirm the purchase and location of three dog bins
17. To consider the proposal from Northamptonshire Highways re: urban highway grass cutting
18. To consider the implications to the village of the NCC’s proposal to withdraw the County
Connect bus service
19. To consider an approach to managing local crime
20. To receive an update from the Communications Working Group
21. Councillor questions
22. Close
Signed_________________ Dated______________
Helen du Bois, Parish Clerk
[address removed] [phone number removed]

Helmdon Parish Council Finance Report 22/11/17
Accounts:
Balance of Unity Trust account as of 16/11/17:
Expected balance once payments and invoices settled:
£22,140.68
£20,553.17
Credits since 27/09/17
1 27-Oct-17 HMRC VAT reclaim BACS
Total
£1018.59
£1018.59
Electricity Supply
Electricity Supply
DD
DD
Total
£80.24
£90.48
£170.72
Direct debits out since 27/09/17
2-Oct-17
2-Ma-y 2-Nov-17
1
2
OPUS
OPUS
Invoices to be settled on 22/11/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Staff Expenses BACS
£54.04 Local Government (Financial Provisions)
Act 1963, s5
2 E.On Streetlight Maintenance BACS
£124.80
Parish Councils Act, 1957, s3
3
4th Corner
Landscaping
Grass Cutting (Sept &
Oct)
BACS
£392.56
Open Spaces Act 1906, s10 (b)
4 Reading Room Rental CHEQUE
£137.50
Local Government Act 1972, s112 (1)
5 Staff Wages BACS
£878.61
Local Government Act 1972, s112 (2)
Total £1,587.51
2017/18 Day Book Current
2017
Transaction
Date
Current Account
Invoice No.
Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
16-Nov-17
27-Sep-17
27-Sep-17 5172 20-Jul-17
27-Sep-17
27-Sep-17 2079383 02-Aug-17
27-Sep-17 5243 20-Aug-17
27-Sep-17
27-Sep-17 1652686 42988.00
27-Sep-17
27-Sep-17
27-Sep-17 6501 07-Sep-17
27-Sep-17POL-2017-2010117-Aug-17
02-Oct-17 62898235 17-Sep-17
27-Oct-17
02-Nov-17 63064416 18-Oct-17
22-Nov-17
22-Nov-17 77891 22-Sep-17
22-Nov-17 5303 20-Sep-17
22-Nov-17 199 16-Oct-17
22-Nov-17 5363 20-Oct-17
22-Nov-17
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
DD
BACS
BACS
BACS
CHEQUE
BACS
BACS
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
Steve Wheeler
4th Corner Landscaping
H du Bois
Came & Company
4th Corner Landscaping
SNAST
BDO
H du Bois
S Waldron
NCALC
Parish Online
OPUS
HMRC
OPUS
H du Bois
E.On
4th Corner Landscaping
Reading Room
4th Corner Landscaping
H du Bois
Item Description
Totals
Balance B/Fwd 2016
Expenses – turf for playground
Grass Cutting
Expenses
Insurance
Grass Cutting
Subscription
External Audit
Staff wages
Pump garden ramp
Councillor Training
Parish Online subscription
Electicity Supply
VAT repayment
Electricity Supply
Expenses
Streetlight Maintenance
Grass Cutting
Room rental
Grass Cutting
Staff wages
16-Nov-17
Total
Received
Total Paid Balance
DR CR
34013.36 13460.19 20553.17
14609.87 14609.87
28.00 25076.94
196.28 24880.66
32.79 24847.87
1272.57 23575.30
196.28 23379.02
20.00 23359.02
120.00 23239.02
878.61 22360.41
950.00 21410.41
84.00 21326.41
33.60 21292.81
80.24 21212.57
1018.59 22231.16
90.48 22140.68
54.04 22086.64
124.80 21961.84
196.28 21765.56
137.50 21628.06
196.28 21431.78
878.61 20553.17
Bank
Reco nciled
Code
Bank
22140.68
33
33
33
33
33
33
33
33
33
33
33
33
33
54.04
124.80
196.28
137.50
196.28
878.61
203
201
403
405
201
407
401
402
806
406
407
101
1002
101
403
103
201
408
201
402

2017/18 Day Book Budget
2017-2018
Code EXPENDITURE Budget Actual Remaining
100 Lighting 1416.44 846.52 569.92
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
900.00
100.00
416.44
638.41
208.11
261.59
100.00
208.33
200 Parks & Open Spaces 3525.00 1912.99 1612.01
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Other
1800.00
45.00
300.00
350.00
1144.99
45.00
168.00
350.00
655.01
50.00
680.00
200.00
100.00 205.00
50.00
680.00
200.00
-105.00
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
8647.98
282.00
5251.48
150.00
6105.06
267.00
3514.45
135.32
2542.92
15.00
1737.03
14.68
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00
1272.57
84.00
618.22
137.50
27.43
116.00
-118.22
5.00
100.00
150.00
36.00
460.00
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1400.00
1350.00
50.00
1342.08
1342.08
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
15389.42 10606.65 Total Regular Expenditure
36.00
40.00
700 Miscellaneous 713.69
701 Vat Paid 713.69
Total Expenditure inc VAT 15389.42 11320.34
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
57.92
7.92
50.00
4782.77
4782.77
Total in fund
3006.49
1000.00
504.46
1416.67
1800.00
1100.98
500.00
120.00
100.00
800 Projects for 2017/18
801 War Memorial Repairs
802 War Memorial Garden Renovations
803 Flagpole & Bench Project
804 Flood Prevention
805 Speed Radar
806 Pump Garden Renovations
807 Dog Waste Bins
132.00
2041.04
1200.00
525.00
1000.00
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
Total Regular Income
495.00
754.37
5000.00
950.00
660.00
791.67
17074.00 17074.00
160.00
7210.00
240.00
495.00
17809.00
1000 MISCELLANOUS INCOME 1594.49
1001 Misc Transfers In
1002 Vat Repayment
60.50
1533.99
Total Working Income 19403.49
Balance 8083.15
1200.00
30.00
245.63
5000.00
158.33
660.00

HELMDON PARISH COUNCIL
RETENTION OF DOCUMENTS AND RECORDS MANAGEMENT
POLICY
Helmdon Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the Parish Council. This document provides the policy framework through which this effective management can be achieved and audited.
SCOPE OF THE POLICY
This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by the Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically.
RESPONSIBILITIES
The Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Clerk to the Parish Council.
The Clerk will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely.
Individual staff and employees must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with the Parish Council’s records management guidelines.
RELATIONSHIP WITH EXISTING POLICIES
This policy has been drawn up within the context of the Parish Council’s Freedom of Information policy and its Data Protection policy.

RETENTION SCHEDULE
Under the Freedom of Information Act 2000, the Parish Council is required to maintain a retention schedule listing the record series which it creates in the course of its business. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use.
Members of staff are expected to manage their current record keeping systems using the retention schedule and to take account of the different kinds of retention periods when they are creating new record keeping systems.
The retention schedule refers to record series regardless of the media in which they are stored.
RETENTION OF DOCUMENTS REQUIRED FOR THE AUDIT OF PARISH COUNCIL
Document Minimum retention period Reason
Signed minutes of council Indefinite Archive meetings (Hard copy)
Scale of fees and charges 6 years Management
Receipt and payment accounts Indefinite Archive
(Hard copy)
Receipt books of all kinds 6 years VAT
Bank statements including Last completed audit year Audit deposit/savings accounts
Bank paying-in books Last completed audit year Audit
Cheque book stubs Last completed audit year Audit
Quotations and tenders 6 years Limitation Act 1980 (as amended)
Paid invoices 6 years VAT
Paid cheques 6 years Limitation Act 1980 (as amended)
VAT records 6 years VAT
Petty cash, postage and 6 years Tax, VAT, Limitation Act 1980 (as telephone books amended)
Timesheets Last completed audit year Audit
Wages books/Payrollrecords 12 years Superannuation
Insurance policies While valid Management
Certificates for insurance 40 years from date from when The Employer’s Liability against liability for employees insurance commenced or was (Compulsory Insurance)
renewed Regulations 1998 (SI. 2753),
Management
Investments Indefinite Audit, Management
Title deeds, leases, Indefinite Audit, Management agreements, contracts
Members allowances register 6 years Tax, Limitation Act 1980 (as amended)
Health and Safety
Accident books 25 years from closure Management
Equipment Inspection Records 25 years Management
Premises Inspection records 25 years Management
Risk assessment 3 years from last assessment Management
Members
Register of members interests 18 months after individual Management ceases to be a Member

Miscellaneous
Complaints
Press releases
Public consultation – survey and returns
Register of Officer interests
Reports, newsletters etc
Parish Council Newsletter
Planning
Planning applications where granted, plans and decision letters
Appeal decision notice
5 yrs after closure of case
6 years
5 years
Management
Management
Management
Indefinite
Retain as long as useful
Own copy as long as wish
Management
Management
Management
Until development completed Planning and enforcement
Until development completed, maybe longer as may set a precedent
Until period in which appeal can be made expires
Planning and enforcement
Planning applications where refused, plans and decision letters
Structure plans, Local Plans As long as in force and similar documents
Documentation for Legal purposes (unless extended)
Negligence 6 yrs
Defamation 1 yr
Contract 6 yrs
Sums recoverable 6 yrs
Leases 12 yrs
Personal injury 3 yrs
To recover land 12 yrs
Rent 6 yrs
Breach of Trust None
NOVEMBER 2017
Signed:
Date:
Planning and enforcement
Planning and enforcement
Limitation Act 1980 (as amended)
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended
Limitation Act 1980 (as amended

Report of the Blackpits Monitoring Group
The relatively low level of odour reports during the year has meant that the monitoring
Group has met only twice this year and had one meeting with Material Change.
Following the meeting with Material Change in 2016 and on the basis of the complaints received in that year, Material Change has made a number of improvements to the composting site and its management arrangements:
They have invested in improvements to the concrete composting pad to prevent standing water under the compost. Coupled with this there is a pumping system to remove water from the pad to a storage tank which is emptied and taken off site for treatment.
• They have changed the management arrangements on site so that one experienced employee is now in charge of the composting operation with a clear remit to avoid odour issues. Previously the site manager had responsibility for both the compost and the development and commissioning of the larger Anaerobic digestion unit.
• They have brought a shredder permanently on site. This means that garden waste does not now sit for many days without being treated until a shredder is available.
This gives the local site manager flexibility over the timing of shredding so that it can be done when the wind conditions are best for avoiding nuisance to local people.
• The odour suppression equipment has been upgraded and extended.
• There has been a change of policy which means that certain waste materials with a risk of odour – eg wheat based materials- are no longer accepted for composting despite the loss of income for Material Change that has involved
• Larger stockpiles of woody material are being kept on site to be added to garden waste which is comprised of too much “green” material, especially wet grass clippings. This leads to more balanced composting and should reduce the incidence of odours.
• Instructions have been given to haulage contractors taking material to and from the site to limit journeys through the village – especially at school opening and closing times and to regulate speed.
• Advice has been given to farmers about how to store finished compost off site so as to reduce secondary odour risks.
The outcome has been an approximate halving in the number of recorded complaints, although we don’t know whether that includes any change in reporting behaviour.
•
It is important that we continue to encourage those who are upset about odours to report incidences and reassure them that notice is being taken of their reports – sometimes immediately in that specific operations are halted – and certainly as part overall efforts to identify the causes of problems and find solutions.
The Managing Director of Material Change has stated that his objective is to have no complaints about odours. This is obviously welcome but means that further improvements to the site or composting practice need to be identified:

•
•
•
They will investigate a further extension of the concrete pad, not to increase volume, but to give more flexibility on the timing of turning operations, which can release odours and to reduce the height of the windrows which can in some conditions lead to odours being generated.
They will talk to Dial a Bin who have a separate waste operation on site about keeping the doors of their building closed more often to avoid the release of the quite different odours from residual waste which were noticeable when the
Monitoring Group visited.
They will look again at the options for handling loads which are predominantly wet grass clippings. They cannot be turned away because of contractual obligations to
South Northants Council so improved handling arrangements are the only option.
We have raised the question of whether putting the operation inside a large shed would deal with the odour issue once and for all. This is currently not seen as a realistic solution. It would require South Northants Council to be prepared to pay significantly more for the treatment of the district’s garden waste and they have made it clear that in current circumstances they could not afford that. Also it might not work. Sheds of that sort would need bio-filters to deal with the emissions from within the shed and they are not infallible.
Material Change clearly want to be seen as a good neighbour. They were keen to point out that this year they have:
•
•
•
•
Supported the Parish Council’s litter pick
Made free compost available to village gardeners and to the scholl
Sponsored the Flower and Produce Show; and are
Open to other suggestions.
Unfortunately, I think I will not be in Helmdon for the next Council meeting but I would be happy to respond to any questions or suggestions on my return.
Phillip Ward
Chair
Blackpits Monitoring Group

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 22nd November, 2017 at 7:30pm
Present : Cllrs Coatsworth, Moody, Wheeler, Thorpe, M. Garner, Vicars, R. Duncombe, P.
Duncombe and the Clerk (Helen du Bois)
In attendance: 2 members of the public
1. Apologies for absence
Apologies had been received from Cllr E. Garner which were accepted.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the meeting of 27th September, 2017
The minutes were approved and signed without amendment.
4. Matters arising
Item 4 (18): Outstanding Action: Cllrs Coatsworth to arrange.
Item 4 (16): Outstanding Action: Cllr Wheeler to confirm when all plot holders have been contacted then the Clerk to amend the tenancy agreement for 2018/19
Item 17 (b): Cllr Coatsworth read out a further email received recently from Roger Coy – it was agreed to contact the SNC Development team for advice before responding.
Action: Cllr Coatsworth to contact Alan Munn (SNC)
Item 18: Cllr Coatsworth confirmed that the grant contract had been signed and returned to the
Ware Memorials Trust and he is waiting for Harborough Stone to return the signed the Method
Statement. The SNC Conservation Officer has requested photographs of the areas to be repaired.
Action: Cllr Coatsworth to obtain the signed copy of the method statement from Harborough
Stone for onward submission to War Memorials Trust by the Clerk and photographs of the damaged areas to the SNC Conservation Officer.
Item 20: The Clerk mentioned two suitable options for online storage solutions. It was agreed to wait until the purchase of the new laptop to see if the OneDrive facility within Office 365 was suitable.
A member of the public has requested that the Parish Council send a letter to NCC in response to the current budget consultation.
Action: Cllr Coatsworth to send a response.
 In view of the Webmaster’s recent resignation, a member of the public wished to express gratitude to the Webmaster and Mrs Audrey Forgham for the “fantastic job” that they have both done for the village website of the past 19 years.
Page

86
5. Open Forum
The Chairman invited questions on any subject:
 A member of the public expressed concern over a blocked gully outside their property on the
Wappenham Road which leads to flooding in their cellar after heavy rainfall. Cllr M. Garner agreed that this happens at other places along the Wappenham Road when the gullies are not cleared frequently.
Action: The Clerk to report blocked gullies to Street Doctor.
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk

6. To receive an update regarding flooding related issues including a. Grange Lane
Badnell Properties have not completed the outstanding work. Cllr Coatsworth has offered to liaise with the Tims family to agree a date for the work to be carried out and Badnell Properties have made a commitment to send a works team on the chosen day.
Actions: Cllr Coatsworth to confirm a date to both parties.
b. Groundwater Monitoring
Cllr Coatsworth explained that the Council had recently been contacted by an officer from the Flood and Water Management Team at NCC regarding a project to monitor groundwater levels in the village. They are looking for land in specific areas in which to set a 150mm borehole in which a water level sensor will be fitted as part of a 2 year research project.
Action: Cllrs Coatsworth and P. Duncombe to contact appropriate local landowners on the south side of Helmdon Parish.
c. Pathfinder 2 Project
Cllr Coatsworth and Cllr Thorpe met recently with the NCC Floodwatch team to discuss the
Pathfinder 2 Flooding Resilience Project. Helmdon fits the eligibility criteria as a community at risk of surface water flooding – there is no cost to join and Helmdon will benefit from a flood survey, training for flood wardens and community events. It was agreed that Helmdon will sign up to be part of the project.
Action: The Clerk to apply for Helmdon to be included in the project.
7. To receive the Clerk’s report
The Clerk gave a brief summary of recent progress:
 The Speed Indicator Device display and solar panel are ready and the timer is being programmed. It should be ready for installation in the next 2-3 weeks. The Clerk will ensure that the installation date enables both Cllrs Vicars and E. Garner to be present.
 The Grass Cutting tender for 2018/19 has been sent out to 5 different contractors – responses are required by 19th January, 2018.
 Posters highlighting the current NCC budget consultation have been displayed on the village noticeboards and on tables in the village café in order to reach those residents who don’t have access to www.helmdon.com.
 The Council’s application for a Multipay card from Unity Trust has been submitted and is being processed. Once it has arrived the Clerk will purchase the two cradle swing seats and a new laptop as previously agreed.
8. Finance:
a. Financial statement:
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £22,140.68 on 16th November, 2017 and an expected balance once invoices had been settled of
£20,553.17.
The Clerk explained that since the report was created the Council had received a payment of
£791.51 for the Pump Garden Ramp so the account balance is currently £22,932.19 to date. Next week the council will also receive a further payment of £363.56 from the Transparency Code fund.
b. To note payments received and consider invoices to be paid
The following payments have been received since 27th Sept 2017:
27-Oct-17 HMRC VAT reclaim BACS £1018.59
Total £1018.59
Page
87
1
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk

It was resolved to pay the following invoices:
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Staff Expenses BACS £54.04
Local Government (Financial
Provisions) Act 1963, s5
2 E.On Streetlight Maintenance BACS £124.80 Parish Councils Act, 1957, s3
3
4th Corner
Landscaping
Grass Cutting (Sept & Oct) BACS £392.56 Open Spaces Act 1906, s10 (b)
4 Reading Room Rental CHEQUE £137.50 Local Government Act 1972, s112 (1)
5 Staff Wages BACS £878.61 Local Government Act 1972, s112 (2)
Total £1,587.51
c. To receive a statement from the Internal Controls Councillor
Cllr Thorpe explained that he met with the Clerk on 16th October 2017 and scrutinized the accounts using the ICC Checklist. He confirmed that all was in order.
9. To receive an update from the Finance Committee meeting of 2nd November 2017
including:
a. Review of the next steps for the Station Road/The Green land purchase
Following advice from both LGSS Law Ltd and Mr King it was resolved to instruct LGSS Law Ltd to carry out the conveyancing for the land purchase. It was also agreed to enquire as to whether the council could apply to the New Homes Bonus fund for a grant to cover the legal costs.
Action: The Clerk to instruct LGSS. The Clerk to investigate applying to the New Homes Bonus for grant funding.
b. Consideration of the quotes provided for a replacement noticeboard
The Clerk had obtained quotes from 3 companies and it was resolved to accept the quote originally provided by Greenbarnes. Action: The Clerk to contact Greenbarnes and accept their quotation.
c. To review and approve the draft tender for works to the Jenner’s Piece laurel
Cllr Coatsworth has obtained one estimate and it was agreed to secure two further quotes. The
Clerk has arranged to meet a recommended contractor on site to understand more about the work required – the final job specification will then be issued.
Action: The Clerk to continue putting the tender document together and then issue to contractors.
10. To review and approve the current Document Retentions policy
It was requested that the section on planning documents can be removed as all planning documents are available on the SNC Development portal. This was agreed.
Actions: The Clerk to make amendments and present to Cllr Coatsworth for his signature.
11. To note the decisions of the Planning Committee since 27th September 2017
Cllr Coatsworth gave a summary of the decisions made at the meeting of the planning committee on 11th November, 2017.
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk
Page
13. To consider the recruitment of a new Flag Master
Mr. Geoff Abbey has volunteered to take on the role of Flagmaster so the role of Deputy Flagmaster is vacant. It was agreed to advertise for expressions of interest on www.helmdon.com.
Action: Cllr Moody to advertise the Deputy Flagmaster role on the website.
88
12. To receive an update from the Blackpits Monitoring Group
A report from the Blackpits Monitoring Group had been circulated prior to the meeting (see appendix B).
Cllr Vicars commented that Materials Change do take notice of odour complaints and changes have been made as a result of past complaints. The Council to encourage residents to continue report any odours via www.helmdon.com.

14. To arrange a process and timetable for the community flag competition
A report to council from Cllr Moody had been circulated prior to the meeting. Cllr Moody explained that he had contacted the Flag Institute about the competition who have been very encouraging and had volunteered to join the judging panel. The competition timetable was approved and Cllrs
Moody, Duncombe and Wheeler volunteered to join the judging panel. Mrs Audrey Forgham also volunteered to join the panel on behalf of the Local History Group.
Action: Cllr Moody to launch the competition on www.helmdon.com by the end of November
2017. The Clerk to advertise the competition on the village noticeboards and on tables at the village café.
15. To consider the next steps following the resignation of the Webmaster
Cllr Vicars gave a summary of the challenges facing the village website and explained that a working group has been formed to decide how to take the website forward. This group are meeting again on 30th November, 2017 and will report back to the Council.
The Council expressed thanks for the enormous contribution that Cllr Moody and Mrs Forgham have made to www.helmdon.com since it was started.
16. To confirm the purchase and location of three dog bins
Cllr Coatsworth confirmed that the grant application to the New Home Bonus had been successful and it was resolved to purchase three dog waste bins from Marcus Young Landscapes.
The Council had previously cast their votes for the nine locations suggested by residents. It was agreed that the bins would be located at:
a. The footpath adjacent to 25 Church Street b. The footpath leading to the viaduct opposite the school c. Ambleside footpath on Church Street
These locations ensure that there will be an even spread of general waste and dog waste bins throughout the village.
The Clerk explained that the Council will need a license to install the bins on land owned by NCC
and as part of this written permission from owners of land adjacent to the locations must be provided.
Actions: Cllr P Duncombe to speak to David Brookhouse (location 1), Cllr Coatsworth to speak to Ms Brown (location 2) and the Clerk to speak to Cllr Thorpe (location 3).
The Clerk to place the order for 3 bins with Marcus Young Landscapes.
17. To consider the proposal from Northamptonshire Highways re: urban highways grass cutting
Northamptonshire Highways had sent a proposal offering the Council the opportunity to take on responsibility for cutting the grass within the boundaries of the village in 2018 for a fee. The
Council considered the offer and resolved to decline.
Actions: The Clerk to contact Northamptonshire Highways and decline the offer.
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk
Page
19. To consider an approach to managing local crime
Cllr Coatsworth had designed a leaflet giving details of the steps that residents can take to help reduce the risk of crime and who to contact if a crime is committed. Cllr Thorpe agreed to ask for a review of the leaflet at the Community Safety Event on 23rd November before it is delivered to all residents.
89
18. To consider the implications to the village of the NCC’s proposal to withdraw the
County Connect bus services
It was agreed that the potential loss of the County Connect bus services will have significant implications on several residents and the Council are committed to considering if anything can be done to minimise the effect of the changes. It was agreed to request anyone that uses a NCC
service that is due to be cut to make themselves known to the Council or the Clerk so that the
Council can understand the needs. Cllr Thorpe commented that we must use other communication methods than the website as some regular County Connect users do not have access to the internet and it was agreed to draft a letter to be delivered to the known users.
Cllr Moody suggested that the delivery be delayed until after 1st December 2017 when NCC are dues to release information on Phase 2 of the budget proposals, which was supported.
Actions: Cllr Moody to draft the letter to regular NCC service users.

Cllr Moody gave details of a pilot being run in the Daventry district which recruits police liaison representatives from villages who will have direct contact with the Daventry Neighbourhood
Policing Teams. If successful the program may be rolled out across the county.
Actions: Cllr Thorpe to review the leaflet at the Community Safety Event, Cllr Coatsworth to organise the delivery throughout the village.
20. To receive an update from the Communications working group
Cllr Coatsworth explained that the Communications working group had met with Mr & Mrs
Underwood to investigate if there are better ways for the Council to communicate around the village. The working group will meet again in January 2018 and will report back to the Council in the meeting on 24th January, 2018.
21. Councillor questions
Cllr M Garner enquired about progress of the Helmdon Sports & Social club project for improvements to the clubhouse and offered to help.
Cllr P. Duncombe raised the issue of a broken streetlight at the top of Field Way (streetlight no. 5)
which was still broken despite numerous reports to Street Doctor. The Clerk confirmed that it has also been reported directly to the Councils streetlight maintenance contractor.
Action: The Clerk to contact the maintenance contractor again.
Cllr Coatsworth mentioned that Mr P. Burns had kindly donated the Parish Council’s wreath for
Remembrance Sunday.
Action: The Clerk to write a letter of thanks to Mr. Burns.
The Clerk was requested to contact NCC to report the damage done by Heyfordian Coaches to the salt bin at the bottom of Church Street.
Action: The Clerk to report the damage to NCC
Cllr Coatsworth explained that Mr & Mrs Abbey have plans to replace the old bench on Station Road with a new bench in memory of Chon Abbey. They have asked if it is possible for the bin to be relocated elsewhere and it was agreed to enquire about costs for the relocation.
Action: The Clerk to contact Marcus Young Landscapes for a quote.
22. Close
The meeting closed at 9:40pm.
Signed________________ dated______________
Page
90
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 22/11/17
Accounts:
Balance of Unity Trust account as of 16/11/17:
Expected balance once payments and invoices settled:
£22,140.68
£20,553.17
Credits since 27/09/17
1 27-Oct-17 HMRC
Direct debits out since 27/09/17
1 2-Oct-17 OPUS
2-Ma-y 2 2-Nov-17 OPUS
VAT reclaim BACS
Total
£1018.59
£1018.59
Electricity Supply
Electricity Supply
DD
DD
Total
£80.24
£90.48
£170.72
Invoices to be settled on 22/11/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Staff Expenses BACS £54.04
Local Government (Financial Provisions)
Act 1963, s5
2 E.On Streetlight Maintenance BACS £124.80 Parish Councils Act, 1957, s3
3
4th Corner
Landscaping
Grass Cutting (Sept &
Oct)
BACS £392.56 Open Spaces Act 1906, s10 (b)
4 Reading Room Rental CHEQUE £137.50 Local Government Act 1972, s112 (1)
5 Staff Wages BACS £878.61 Local Government Act 1972, s112 (2)
Total £1,587.51
2017/18 Day Book Current
2017
Transaction
Date
Current Account
Invoice No.
Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
16-Nov-17
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
DD
BACS
BACS
BACS
CHEQUE
BACS
BACS
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
03-Oct-17
Steve Wheeler
4th Corner Landscaping
H du Bois
Came & Company
4th Corner Landscaping
SNAST
BDO
H du Bois
S Waldron
NCALC
Parish Online
OPUS
HMRC
OPUS
H du Bois
E.On
4th Corner Landscaping
Reading Room
4th Corner Landscaping
H du Bois
Total
Received
Item Description
Totals
Balance B/Fwd 2016
Expenses – turf for playground
Grass Cutting
Expenses
Insurance
Grass Cutting
Subscription
External Audit
Staff wages
Pump garden ramp
Councillor Training
Parish Online subscription
Electicity Supply
VAT repayment
Electricity Supply
Expenses
Streetlight Maintenance
Grass Cutting
Room rental
Grass Cutting
Staff wages
Total Paid Balance
DR CR
34013.36 13460.19 20553.17
14609.87 14609.87
28.00 25076.94
196.28 24880.66
32.79 24847.87
1272.57 23575.30
196.28 23379.02
20.00 23359.02
120.00 23239.02
878.61 22360.41
950.00 21410.41
84.00 21326.41
33.60 21292.81
80.24 21212.57
1018.59 22231.16
90.48 22140.68
54.04 22086.64
124.80 21961.84
196.28 21765.56
137.50 21628.06
196.28 21431.78
878.61 20553.17
Bank
Reco nciled
Code
Bank
22140.68
33
33
33
33
33
33
33
33
33
33
33
33
33
54.04
124.80
196.28
137.50
196.28
878.61
203
201
403
405
201
407
401
402
806
406
407
101
1002
101
403
103
201
408
201
402
Page
91
27-Sep-17
27-Sep-17 5172 20-Jul-17
27-Sep-17
27-Sep-17 2079383 02-Aug-17
27-Sep-17 5243 20-Aug-17
27-Sep-17
27-Sep-17 1652686 42988.00
27-Sep-17
27-Sep-17
27-Sep-17 6501 07-Sep-17
27-Sep-17POL-2017-2010117-Aug-17
02-Oct-17 62898235 17-Sep-17
27-Oct-17
02-Nov-17 63064416 18-Oct-17
22-Nov-17
22-Nov-17 77891 22-Sep-17
22-Nov-17 5303 20-Sep-17
22-Nov-17 199 16-Oct-17
22-Nov-17 5363 20-Oct-17
22-Nov-17
16-Nov-17
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017 Author: Helen du Bois, Clerk

2017/18 Day Book Budget
2017-2018
EXPENDITURE Budget Actual Remaining
100 Lighting 1416.44 846.52 569.92
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
900.00
100.00
416.44
638.41
208.11
261.59
100.00
208.33
200 Parks & Open Spaces 3525.00 1912.99 1612.01
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Other
1800.00
45.00
300.00
350.00
1144.99
45.00
168.00
350.00
655.01
50.00
680.00
200.00
100.00 205.00
50.00
680.00
200.00
-105.00
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
8647.98
282.00
5251.48
150.00
6105.06
267.00
3514.45
135.32
2542.92
15.00
1737.03
14.68
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00
1272.57
84.00
618.22
137.50
27.43
116.00
-118.22
5.00
100.00
150.00
36.00
460.00
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1400.00
1350.00
50.00
1342.08
1342.08
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
15389.42 10606.65 Total Regular Expenditure
36.00
40.00
700 Miscellaneous 713.69
701 Vat Paid 713.69
Total Expenditure inc VAT 15389.42 11320.34
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
57.92
7.92
50.00
4782.77
4782.77
Total in fund
3006.49
1000.00
504.46
1416.67
1800.00
1100.98
500.00
120.00
100.00
2041.04
1200.00
525.00
1000.00
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
495.00
754.37
5000.00
950.00
660.00
791.67
17074.00 17074.00
160.00
7210.00
240.00
495.00
Total Regular Income
5000.00
158.33
660.00
17809.00
1000 MISCELLANOUS INCOME 1594.49
1001 Misc Transfers In
1002 Vat Repayment
60.50
1533.99
Total Working Income 19403.49
Balance 8083.15
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017
1200.00
30.00
245.63
Author: Helen du Bois, Clerk
92
800 Projects for 2017/18
801 War Memorial Repairs
802 War Memorial Garden Renovations
803 Flagpole & Bench Project
804 Flood Prevention
805 Speed Radar
806 Pump Garden Renovations
807 Dog Waste Bins
132.00
Page
Code

Appendix B
Report of the Blackpits Monitoring Group
The relatively low level of odour reports during the year has meant that the monitoring Group has met only twice this year and had one meeting with Material Change.
Following the meeting with Material Change in 2016 and on the basis of the complaints received in that year, Material Change has made a number of improvements to the composting site and its management arrangements:








They have invested in improvements to the concrete composting pad to prevent standing water under the compost.
Coupled with this there is a pumping system to remove water from the pad to a storage tank which is emptied and taken off site for treatment.
They have changed the management arrangements on site so that one experienced employee is now in charge of the composting operation with a clear remit to avoid odour issues. Previously the site manager had responsibility for both the compost and the development and commissioning of the larger Anaerobic digestion unit.
They have brought a shredder permanently on site. This means that garden waste does not now sit for many days without being treated until a shredder is available. This gives the local site manager flexibility over the timing of shredding so that it can be done when the wind conditions are best for avoiding nuisance to local people.
The odour suppression equipment has been upgraded and extended.
There has been a change of policy which means that certain waste materials with a risk of odour – eg wheat based materials- are no longer accepted for composting despite the loss of income for Material Change that has involved
Larger stockpiles of woody material are being kept on site to be added to garden waste which is comprised of too much
“green” material, especially wet grass clippings. This leads to more balanced composting and should reduce the incidence of odours.
Instructions have been given to haulage contractors taking material to and from the site to limit journeys through the village
– especially at school opening and closing times and to regulate speed.
Advice has been given to farmers about how to store finished compost off site so as to reduce secondary odour risks.
The outcome has been an approximate halving in the number of recorded complaints, although we don’t know whether that includes any change in reporting behaviour.
It is important that we continue to encourage those who are upset about odours to report incidences and reassure them that notice is being taken of their reports – sometimes immediately in that specific operations are halted – and certainly as part overall efforts to identify the causes of problems and find solutions.
The Managing Director of Material Change has stated that his objective is to have no complaints about odours. This is obviously welcome but means that further improvements to the site or composting practice need to be identified:



They will investigate a further extension of the concrete pad, not to increase volume, but to give more flexibility on the timing of turning operations, which can release odours and to reduce the height of the windrows which can in some conditions lead to odours being generated.
They will talk to Dial a Bin who have a separate waste operation on site about keeping the doors of their building closed more often to avoid the release of the quite different odours from residual waste which were noticeable when the
Monitoring Group visited.
They will look again at the options for handling loads which are predominantly wet grass clippings. They cannot be turned away because of contractual obligations to South Northants Council so improved handling arrangements are the only option.
We have raised the question of whether putting the operation inside a large shed would deal with the odour issue once and for all. This is currently not seen as a realistic solution. It would require South Northants Council to be prepared to pay significantly more for the treatment of the district’s garden waste and they have made it clear that in current circumstances they could not afford that. Also it might not work. Sheds of that sort would need bio-filters to deal with the emissions from within the shed and they are not infallible.
Page
Unfortunately, I think I will not be in Helmdon for the next Council meeting but I would be happy to respond to any questions or suggestions on my return.
Phillip Ward
Chair, Blackpits Monitoring Group
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd November 2017
93
Material Change clearly want to be seen as a good neighbour. They were keen to point out that this year they have:
 Supported the Parish Council’s litter pick
 Made free compost available to village gardeners and to the school
 Sponsored the Flower and Produce Show; and are open to other suggestions.
Author: Helen du Bois, Clerk