Council Meeting, 23 January 2019

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 23rd January, 2019 at 7:30pm.
Present: Cllrs Coatsworth, Moody, Wheeler, Thorpe, Gray, Garner, Duncombe, Stott and the Clerk
(Helen du Bois).
In attendance: 4 members of the public
1. Apologies for absence
Apologies had been received from Cllr P. Duncombe which were accepted.
A presentation was given by Joanne Maddams (NCC) and Richard Jones (David Smith Associates)
for the NCC Pathfinder Project, updating the Council on the results of their recent flood survey.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the Ordinary meeting of 28th November,
2018
The minutes were approved and signed without amendment.
4. Matters arising
Item 4 (18): Outstanding Action: Cllrs Coatsworth and R. Duncombe to arrange for the telegraph poles to be capped.
Item 4(5): Outstanding Action: Cllrs Coatsworth and Wheeler to enlarge the size of the flowerbed at the Helmdon Wall.
Item 6: The Clerk confirmed that 2 bins had been installed on Church Street and the third will be installed at the footpath opposite the school shortly.
Item 16: Cllrs Coatsworth, Gray and the Clerk had met recently with members of Syresham Parish
Council to discuss possibilities for a community bus scheme. They will be attending the next
Parishes Together meeting which is to focus on community bus schemes and will report back to the council in due course.
Item 19: Cllr Coatsworth spoke to Bill Elkington (PCC) who has provided a copy of the
Remembrance Service recommended by the British Legion.
Actions: Cllr Gray to review the service and provide feedback.
5. Open Forum
The Chairman invited questions on any subject:
 A member of the public stated that the Banbury Bus is considered to be a very useful service and well used.
 A member of the public gave support for the Citizens Advice Service and hoped that the
Council would consider their request for a donation (agenda item no. 8)
6. To receive the Clerk’s report
The Clerk had received the following emails:
 An offer from SNC to purchase or hire CCTV cameras. It was resolved that there was no specific need for CCTV in the village at present.
Action: The Clerk to pass the details onto the school.
 A letter of thanks from the Bridge Players for the grant of £150 that they received through the Village Small Grants program earlier in the year. It was spent on replacement fabric for the backdrop and is considered to have been very successful.
 A letter of resignation from Mr Bill England, in his role as Village Correspondent. The Council wish to offer thanks to Mr England for the work he has done for the village during his time in the role.
Action: Cllr Coatsworth to send thanks to Mr England.
7. Finance:
a. To receive the financial statement and consider invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £19,551.37 on 17th January, 2019 and an expected balance of £17,384.83 once invoices have been paid.
It was resolved to pay the following invoices:
1
2
3
4
5
6
7
8
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
LGSS Law
Aylesbury Mains
Helmdon.com
[address removed]
Staff
Staff
2Commune
P Lewis Ltd
Fees for Land transfer
Streetlight column repairs
Website Management fee
Banbury Bus (50% share)
Wages
Expenses
Website development
Kissing Gate
BACS
£13.70
£168.60
£150.00
£427.50
£1017.74
£29.00
£60.00
£300.00
£2166.54
LGA 1972, s111 (1)
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
Parish Councils Act 1957, s3
LGA 1972, s111 (1)
LGA 1972, s137
LGA 1972, s112 (2)
LGA (Financial Provisions) 1963, s5
LGA 1972, s111 (1)
LGA 1972,s 111 (1)
b. To receive an update from the Finance Committee meeting of 10th January,
2019 and to consider any recommendations including:
i. Continuation of the free Banbury bus after a trial period
The trial period ends on 14th February, 2019 – it was agreed to continue running the bus after the trial period until the end of the current financial year. It was resolved to apply to the New
Homes Bonus fund for additional funding but if not successful the additional £285 will come from general reserves. Ongoing, the Council has budgeted some money towards a weekly bus but the Council will be required to start charging a fee or request donations towards the additional costs.
Action: The Clerk to apply to the New Homes Bonus fund for the £285.00
ii. Allotment rental rates for 2019/2020
It was resolved to set the 2019/2020 rental fee at £20.00 pa per plot – this is a decrease of
£5.00 compared to last year.
Action: The Clerk to inform tenants and issue invoices.
c. To set the budget for expenditure for 2019/2020
The Clerk had provided a 2019/20 Budget & Precept proposal following the recent meeting of the Finance Committee (see appendix B). It was resolved to set the budget for expenditure for
2019/20 at £21,659
d. To set the precept demand for 2019/2020
It was resolved to set the Precept requirement for 2019-20 at £19,685. This is an increase of
7.62% or £3.24 per household on the previous year.
Action: The Clerk to send the Precept requirement to SNC.
10.To consider attendees for the Northants CALC Street Lighting Workshop
It was resolved to book places on this for Cllr Wheeler and the Clerk.
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
Page
9. To review the aims and milestones on the 2019-2020 Action Plan
The action plan was approved. It was resolved to set ‘To receive an Update on the 2019-2020
Action Plan’ as a standing item for all future main meetings of the Council.
Action: The Clerk to publish the Action Plan to the website and to maintain it ongoing.
144
8. To consider the donation request from Citizens Advice North Oxon & South Northants
It was resolved to donate £50.00 under Section 137 of the Local Government Act 1972.
Action: The Clerk to add the donation to the payments due at the next meeting.
Action: The Clerk to make the booking.
11.To receive an update on recorded data from the Speed Indicator Device
This item has been re-scheduled for the next meeting on 27th March, 2019
12.To note the decisions of the Planning Committee since 28th November, 2019
Cllr Coatsworth gave a summary of the decisions made in the meetings of the Planning Committee held on 4th December 2018, 18th December, 2018 and the 22nd January, 2019.
13.To review and approve the following:
a. Training & Development Policy b. Grant Awarding Policy
Both documents were approved without amendment.
14.To consider an offer from NCC for Urban Highways Grass Mowing 2019
It was resolved to decline the offer for 2019.
15.To consider plans for Operation London Bridge
It was agreed that there would be no Book of Condolence for the village but that parishioners would be advised of locations of nearby Books of Condolence at the time. The Clerk confirmed that the
Flag Policy already contained details of how to manage the flag in these circumstances.
Action: Cllr R. Duncombe to draft a statement for the website. The Clerk to write to the Reading
Room Management Committee regarding the protocol for their portraits of the Queen and Duke of
Edinburgh.
16.To receive a bi-annual report from the Health & Safety Officer
Cllr Coatsworth presented the latest report. The only matter for concern was street light no. 40 – a nearby tree is impinging on the lantern and needs to be cut back.
Action: Cllr Coatsworth to confirm the details of the tree and The Clerk to contact the owner.
17. To receive an update on the Village Facility Project
Cllr Coatsworth had previously circulated the response to the pre-application. Cllr Coatsworth gave a summary of recent progress.
Cllr Coatsworth presented a draft document ‘Guidelines for Parish Council involvement in preapplication planning discussions with Developers or Landowners’ – it was resolved to adopt these guidelines. It was agreed that all future meetings with the landowner or developer must be attended by at least two members of the Council: Cllr Garner, Moody, Stott and Coatsworth volunteered.
Action: The Clerk to finalise the guidelines for signature.
Cllr Coatsworth stated that it was planned to convene the first meeting of the community project working group as soon as possible and that it was intended to invite both individual parish residents and members of village groups and organisations with relevant experience, knowledge or skills to join the group at appropriate times throughout the course of the project. The chairman of Helmdon
Sports Club verbally confirmed their interest in being involved with the working group.
Action: Cllr Coatsworth to write to Helmdon sports Club inviting their involvement.
Cllr Moody enquired as to whether or not the gifting of the land to the Parish Council is still dependant on the landowner receiving planning permission for the housing development.
Action: Cllr Coatsworth to enquire.
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
Page
19.To consider arrangements for the Annual Parish Meeting
The APM will be held on Wednesday 24th April, 2019. It was resolved to invite the County and
District Councillors to speak and to have presentations on the following topics:
 The Community Facility Project
 Speed Indicator device and Speed Watch program
145
18.To receive an update on the Community Speed Watch 2019 program
Cllr Moody confirmed that the program will run in Helmdon between 11th May – 22nd June 2019 and that training for the volunteers is scheduled for 4th May, 2019. We will need a group of 10
volunteers to run the program: Cllrs Garner, Wheeler and R. Duncombe volunteered.
Action: Cllr Moody to ask for volunteers on the website and village Facebook groups.
 Village Street Lighting project.
It was also decided to invite the Waste Management Officer from SNC to speak.
Action: The Clerk to invite the District and County Councillors and contact the Waste Management
Officer (SNC).
20.Councillor questions
Cllr Garner enquired as to what will be done with the data collected by the Speed Indicator Device.
It was agreed that it will be reviewed as part of the Speed Watch Programme.
21.Close
The meeting closed at 9:26pm. The next meeting of the full Council will be Wednesday 27th March,
2019.
Signed________________
dated______________
Page
146
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
Appendix A
FINANCE REPORT 23/01/19
This report was presented by the Clerk for approval by the Council on 23rd January 2019
Balance of Unity Trust account as of 17/01/19:
£19,551.37
Expected TOTAL balance once invoices settled:
£17,384.83
Payments out since 28/11/18
1
2
3
4
5
3-Dec-18
17-Dec-18
31-Dec-18
2-Jan-19
16-Jan-19
OPUS
Lloyds (Payment Card)
Unity
OPUS
Lloyds (Payment Card)
Electricity Supply
Multipay Card charge
Service Charge
Electricity Supply
Multipay Card charge
DD
DD
DD
DD
DD
Total
£102.96
£3.00
£18.00
£115.90
£3.00
£241.86
Invoices to be settled on 23/01/19
DESCRIPTION
TYPE
AMOUNT
LGSS Law
Aylesbury Mains
Helmdon.com
[address removed]
Staff
Staff
2Commune
P Lewis Ltd
Fees for Land transfer
Streetlight column repairs
Website Management fee
Banbury Bus (50% share)
Wages
Expenses
Website development
Kissing Gate
BACS
£13.70
£168.60
£150.00
£427.50
£1017.74
£29.00
£60.00
£300.00
£2166.54
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
STATUTORY PROVISION
LGA 1972, s111 (1)
Parish Councils Act 1957, s3
LGA 1972, s111 (1)
LGA 1972, s137
LGA 1972, s112 (2)
LGA (Financial Provisions) 1963, s5
LGA 1972, s111 (1)
LGA 1972,s 111 (1)
Page
147
1
2
3
4
5
6
7
8
PAYEE
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
2018/19 Day Book Current
Authorisatio n Date
17-Jan-19
Current Account
2017
Invoice No.
Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
17-Jan-19
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
4th Corner Landscaping
Steve Wheeler
4th Corner Landscaping
2Commune
GeoXphere
H du Bois
H du Bois
4th Corner Landscaping
War Memorials Trust
BHIB Ltd
Unity
Opus Energy
Lloyds
Opus Energy
Lloyds
E.On
Aylesbury Mains
Helmdon Reading Room
H du Bois
H du Bois
4th Corner Landscaping
Helmdon Primary School
2Commune
LGSS Law
[address removed]
Opus Energy
Lloyds
Unity
Opus Energy
Lloyds
LGSS Law
Aylesbury Mains
Helmdon.Com
[address removed]
H du Bois
H du Bois
2Commune
P Lewis Ltd
Total Received
DR
CR
Totals
41316.70
23931.87
Balance B/Fwd 2016
Grass Cutting
Expenses (allotment pump)
Grass Cutting
Website Email addresses
Parish Online Subscription
Staff wages
Office Expenses
Grass Cutting
Grant
Insurance
Service charge
Electricity Supply
Service charge for payment card
Electricity Supply
Service charge for payment card
Streetlight Maintenance
Streetlight Repairs
Room Rental (Apr 18 – Sept 18)
Staff wages
Office Expenses
Grass Cutting
School field rental
Website hosting fee
Legal Fees
Banbury Bus (50% contribution)
Electricity Supply
Service charge for payment card
Service Charge
Electricity Supply
Service charge for payment card
Legal Fees
Streetlight Repairs
Website management
Banbury Bus (50% contribution)
Staff wages
Office Expenses
Website development
Kissing Gate
16145.68
196.28
29.99
196.28
60.00
42.00
1017.74
65.93
196.28
890.00
561.56
18.00
83.63
3.00
93.88
3.00
124.93
98.40
70.00
1017.74
34.00
562.25
350.00
840.00
27.40
190.00
102.96
3.00
18.00
115.90
3.00
13.70
168.60
150.00
427.50
1017.74
29.00
60.00
300.00
Balance
Bank
Reco nciled
Code
Bank
19670.27
17384.83
16145.68
24590.24
24560.25
24363.97
24303.97
24261.97
23244.23
23178.30
22982.02
23872.02
23310.46
23292.46
23208.83
23205.83
23111.95
23108.95
22984.02
22885.62
22815.62
21797.88
21763.88
21201.63
20851.63
20011.63
19984.23
19794.23
19691.27
19688.27
19670.27
19554.37
19551.37
19537.67
19369.07
19219.07
18791.57
17773.83
17744.83
17684.83
17384.83
47
47
47
47
47
47
47
47
47
47
47
48
48
49
49
49
49
49
49
49
49
49
49
49
49
50
51
51
115.90
3.00
13.70
168.60
150.00
427.50
1017.74
29.00
60.00
300.00
201
208
201
410
407
402
403
201
904
405
411
101
411
101
411
103
102
408
402
403
201
204
410
212
413
101
411
411
101
411
212
102
410
413
402
403
410
209
Page
148
20-Jul-18
6079
26-Sep-18
26-Sep-18
20-Aug-18
6150
26-Sep-18
05-Sep-18
1679
26-Sep-18
26-Sep-18 34UG036-0001 03-Sep-18
26-Sep-18
26-Sep-18
20-Sep-18
6230
26-Sep-18
27-Sep-18
28-Sep-18LCO[phone number removed] 01-Oct-18
30-Sep-18
64960847
02-Oct-18
16-Oct-18
18-Oct-18
65139571
02-Nov-18
16-Nov-18
20-Sep-18
85615
28-Nov-18
18474
28-Nov-18
224/232
28-Nov-18
28-Nov-18
28-Nov-18
20-Oct-18
6311
28-Nov-18
05-Nov-18
28-Nov-18 E2047002435
07-Nov-18
1734
28-Nov-18
01-Nov-18
150959
28-Nov-18
20-Nov-18
28-Nov-18
17-Nov-18
65315393
03-Dec-18
17-Dec-18
31-Dec-18
65489946
02-Jan-19
16-Jan-19
03-Dec-18
153967
23-Jan-19
14-Dec-18
18729
23-Jan-19
15-Dec-18
1801
23-Jan-19
23-Jan-19
23-Jan-19
23-Jan-19
10-Jan-19
1809
23-Jan-19
19-Feb-18
2017064
23-Jan-19
Total Paid
Item Description
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
2018/19 Against Budget
2018-19
Budget
Actual
Remaining
1720.00
1766.09
-46.09
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
1200.00
100.00
420.00
891.26
222.50
312.33
340.00
4434.43
308.74
-122.50
107.67
-340.00
2345.57
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance (War Memorial/Pump Garden)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
211 War Memorial
212 Land Purchase
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
413 Free Bus
2000.00
50.00
300.00
350.00
450.00
50.00
680.00
400.00
100.00
1449.96
45.00
368.00
350.00
550.04
5.00
-68.00
172.15
800.00
450.00
50.00
680.00
227.85
-700.00
1200.00
1200.00
8396.00
210.00
5606.00
150.00
1186.00
63.32
8475.91
172.00
4999.77
243.28
14.00
1136.68
537.59
38.00
606.23
-93.28
1000.00
200.00
630.00
150.00
100.00
150.00
100.00
100.00
501.39
49.00
680.37
130.00
498.61
151.00
-50.37
20.00
100.00
-800.00
16.00
51.40
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1400.00
1350.00
50.00
1490.00
1490.00
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
18696.00
16566.43
2747.07
700 Miscellaneous
1000.00
2188.57
-1188.57
701 Vat Paid
1000.00
2188.57
-1188.57
800 Projects for 2018/19
801 Flagpole & Bench Project
802 Speed Radar
803 Website
300 Spending from Sinking Fund for 2018/19
7200.00
200.00
5000.00
2000.00
1000.00
4202.87
76.65
4126.22
974.00
2997.13
123.35
873.78
2000.00
26.00
1000.00
974.00
26.00
149
EXPENDITURE
100 Lighting
27896.00
23931.87
4581.63
Page
Code
6780.00
Total Regular Expenditure
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
Total Expenditure inc VAT
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
950.00
84.00
48.60
617.50
-90.00
-140.00
50.00
Author: Helen du Bois, Clerk
900 INCOME
20696.00
23785.73
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
18291.00
18291.00
425.00
1980.00
405.00
5016.23
73.50
20.00
-3036.23
-73.50
20696.00
23785.73
3089.73
Total Regular Income
1000 MISCELLANOUS INCOME
-3089.73
1385.29
1001 Misc Transfers In
1002 Vat Repayment
1385.29
Total Working Income
25171.02
4475.02
£16,145.68
£1,239.15
£17,384.83
Page
150
Total carried forward at beginning of this financial year
Current income minus expenditure
Total reserves in Unity Account
20696.00
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
Appendix B
HELMDON PARISH COUNCIL
BUDGET & PRECEPT PROPOSAL 2019/2020
The Finance Committee met on 8/11/18 and 10/1/19 to scrutinise the 2018/19 accounts and to plan the budget for expenditure for 2019/20. This document sets out the Finance Committee’s recommendations to the Council for the
Budget for 2019/20 and the 2019/20 Precept demand.
Summary
Budget for Expenditure
Precept demand
% increase on previous precept
Council Tax base for Parish
Band D equivalent – cost per household
Increase cost per household
2016-17
£24,897
£16,142
10.1%
2017-18
£24,724
£17,074
5.78%
2018-19
£18,496
£18,291
7.13%
Recommended for
2019-20
£21,659
£19,685
7.62%
393.4
£41.03
398.3
£42.87
401
£45.61
403
£48.85
–
£1.84
£2.74
£3.24
Summary of Income and Expenditure
2018/19
budget
2018/19 predicted year end
Proposed budget for
2019/20
Income:
Precept
Interest
Grants/Prizes
Donations
Allotments
VAT reclaim
Total Income:
£17,074.00
£0.00
£2,786.41
£60.50
£240.00
£1,533.99
£21,694.90
£18,291.00
£0.00
£1,980.00
£0.00
£425.00
£0.00
£20,696.00
£18,291.00
£0.00
£6,521.23
£73.50
£405.00
£1385.29
£26,676.02
£19,685.00
£0.00
£0.00
£78.00
£240.00
£2,200.00
£22,203.00
Expenditure:
Lighting
Parks & Open Spaces
General Admin
Grants awarded
Burial Grounds
Specific projects
VAT paid
Total Payments:
£1,502.47
£2,171.32
£10,593.36
£1,372.08
£400.00
£2,731.23
£1388.62
£20,159.09
£1,720.00
£6,780.00
£8,496.00
£1,110.00
£400.00
£3,800.00
£1,000.00
£15,207.00
£1,996.09
£4,924.43
£10,179.41
£1,490
£400.00
£4,202.87
£2,188.57
£26,355.37
£1,700.00
£4,848.00
£11,311.00
£1,400.00
£400.00
£500.001
£1,500.00
£21,659.00
Page
151
2017/18
Actual
1
£500 for a new computer. All other project work will be funded by grants.
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk
2019/20 Precept calculation:
Expected Sinking Fund reserves at end of 18/29
Expected General reserves at end of 18/29
Aniticipated budgeted expenditure
Anticipated income (excluding Precept)
expected -ve adjustments due to grants
-/+ve adjustments from reserves
£6,926.00
£9,540.33
£21,659.00
£2,518.00
£0.00
£544.00
Precept demand rounded
£19,685.00
£19,685
increase per household
7.62%
403
£48.85
£3.24
2018-19 precept charge per household 18/19
£18,291
£45.61
2017-18 precept charge per household 17/18
£17,074.00
£42.87
2016-17 precept charge per household 16/17
£16,142.00
£41.03
% increase on last year
Page
152
estimated tax base for 19/20
charge per household 19/20
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd January, 2019
Author: Helen du Bois, Clerk