Council Meeting, 23 July 2008

HELMDON PARISH COUNCIL
All Councillors are summoned to an Ordinary Meeting of Helmdon Parish Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 23rd July 2008, commencing at 7.30 pm.
Members of the public and Press are invited to attend the 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 21st May 2008
3. Matters Arising from the Minutes of 21 May 2008
4. Presentation by Susan Hope on process of Housing Needs Survey
5. Open Forum
6. Finance st a) Financial statement b) Bills for Payment c) Payments Received d) To agree tender for repairing the fence at the rear of the school field e) To consider recommendations from Finance Committee regarding the proposals of the Playground Committee to incur expenditure to improve the area f) Internal Audit Reports – to receive the proposals from the Finance Committee regarding the recommendations of the Internal Auditor’s Report
7. Review of all correspondence
8. Review Training Courses for Autumn 2008 and consider proposed attendees
9. Village of the Year 2008 – report from Cllr Burns on the results
10. Consideration of Request from Carnival Committee to enter a Float in the Procession
11. Annual Risk Assessment Review a) Recommendations of the Finance Committee b) Consideration of proposals of Playground Committee regarding i) the recommendations of the RoSPA report ii) ongoing risk assessment for the area c) Other area for consideration
12. Planning:
a)To receive decisions of Planning committee on applications since 21/05/08
13. Update on the Playing Field Licence Agreement with NCC
14. Allotments – reports on progress to date regarding :
a) implementation of manual pump b) new plot for the school
15. Update on Issues regarding preventative Flooding measures
16. Consideration of Clerk’s report on feasibility of changing street lighting timings
17. Councillors’ Questions
Signed _______________________
Dated________________________
Liz Hart, Parish Clerk
[address removed]

08/12
HELMDON PARISH COUNCIL
Draft Minutes of the Ordinary meeting of Helmdon Parish Council held on Wednesday 23rd July 2008
in the Reading Room, Church Street, Helmdon at 7:30pm
Present: Councillors Barnes, Burns, Coatsworth, Crouch, Duncombe, England, Stothard,
Thorne, Turner
Parish Clerk: Liz Hart
4 members of the pubic were present; also Susan Hope of SNC
Action
1 Apologies
None.
2 Approval and Signature of the Minutes for the Ordinary Meeting held on 21st May 2008
Cllr England proposed seconded by Cllr Duncombe that the Ordinary Meeting Minutes of st 21 May be approved. All were in favour and Cllr Burns duly signed the minutes
The Minutes of the Ordinary Meeting of 26th March (previously agreed with amendments)
were also signed.
3st Matters Arising from the Minutes of 21 May 2008
None.
4 Presentation by Susan Hope on process of Housing Needs Survey
Susan gave a short presentation on the 5 year rolling plan of the Housing Needs Survey which is the first step in determining if a need exists for Affordable Housing. Most Affordable
Housing is owned by Housing Associations and is either rented or shared ownership (either
25, 50 or 75%). To qualify people must have a local connection to the village (there are various criteria). There is no history of a specific Housing Needs Survey in Helmdon but looking at the waiting lists there could be a need for 1-2, 2-3 bed homes and sheltered housing. The turnover of the 29 SNH properties is low (4 in the last year).
The Parish Council confirmed that it was happy to proceed with the timescales proposed by
Susan – ie she would deliver the surveys to the Talkabout Editor for distribution with the
September issue. Susan will organise publicity in the local press and investigate the possibility of a stall at the Carnival. Once the surveys are returned she will report back to the
Parish Council.
5
6
Open Forum
New shrubs for the War Memorial – the Clerk will contact Sue Lidgley to find out planned timescales.
Finance a) Financial statement
Cash & Investments
Current Account (Coop)
Nottingham Bond
Total
19 685.32
500.00
20 185.32
Clerk

08/13
Cllr Thorne proposed, seconded by Cllr England, that the financial statement be accepted.
All were in favour.
b) Bills for Payment
Accounts Payable NET
ABB Ltd (Maintenance) 104.11
C and E Grass Cutting
VAT GROSS Cheque
18.22 122.33 500075
225.00 0.00 225.00 500076
ABB Ltd (No 7 lantern repair) 185.00 32.38 217.38 500077
Clerk’s Wages (May and June including
10 hours CiLCA)
452.87 0.00 452.87 500078
Clerk’s Expenses (petrol, childcare stationery, phone)
111.20 0.00 111.20 500079
Eon 151.41 7.57 158.98 500080
Playsafety Ltd 63.00 11.03 74.03 500081
Cllr England proposed, seconded by Cllr Barnes, that all bills presented for payment be paid. All were in favour.
c) Payments Received
The following payments were acknowledged as received:
Receipt Accounts Received
NALC Bursary 200.00
Mr P King – allotment 2.50 A/034
Interest (June/July) (inc in statement ) 55.20
Wes Harman (allotment key deposit) 5.00 A/035
Mr and Mrs Francis – allotment 5.00 A/036
d) To agree tender for repairing the fence at the rear of the school field
The Clerk reported that NCC had given notice they would not be able to provide a tender and were happy for the Parish Council to proceed. Cllr Stothard proposed, seconded by Cllr
England, that the Clerk instruct Mr Wadeson to carry out the work after consultation with the
School regarding the existing stile. Six in favour, one abstention.
e) To consider recommendations from Finance Committee regarding the proposals of the Playground Committee to incur expenditure to improve the area
Cllr Stothard proposed, seconded by Cllr England, that the Parish Council provide a
Clerk

08/14
donation of no more than £2000 to Helmdon Primary School towards the purchase of further play equipment (upon request from the Primary School) and that two new litter bins be purchased from Neptune Outdoor Furniture at a cost of £998 plus installation of £90 plus
VAT. All were in favour.
f) Internal Audit Report – to receive the proposals from the Finance Committee regarding the recommendations of the Internal Auditor’s Report
Each recommendation of the report had been considered by the Finance Committee and
Cllr Stothard proposed, seconded by Cllr Turner that the following be resolved :
1. Consideration should be given to showing in the Minutes the power/authority of approved expenditure, and particularly identifying Section 137 expenditure.
Proposed that Section 137 expenditure only be identified.
2. A review of the significant risks to achieving the council’s objectives and the adequacy of the arrangements to manage those risks should be considered annually, and recorded in the Minutes.
Proposed that this be completed annually
3. Standing Orders/Financial Regulations should be agreed at each Annual Meeting.
Proposed that this item be on the AGM Agenda from May 2009 onwards.
All were in favour.
7 Review of all Correspondence
The correspondence as per Appendix A was reviewed.
West Northamptonshire Joint Planning Unit – Village Services Questionnaire – this will be completed by Cllrs Burns and Thorne
Special Service for the Carnival – Cllr Burns undertook to do this.
Helmdon Fellowship Official Opening of the new bench – Cllrs Thorne and Burns will attend
8
Clerk
Review Training Courses for Autumn 2008 and consider proposed attendees
Cllr Coatworth had expressed a wish to attend the New Councillors’ course; however this clashed with the September PC meeting. He will advise the Clerk if he wishes to attend.
9
Cllrs Burns and Thorne
Cllr
Coatsworth
Village of the Year – report from Cllr Burns on the results
Helmdon were Runners Up in the medium village category this year with Syresham taking first place. Overall winners were Creaton who also won best newcomer and small village category.
The judges were very impressed with Helmdon and Cllr Burns thanked everyone who had contributed to the good result. He will get the certificate framed.
The Clerk will forward the score sheet on receipt.
10
Cllr Burns
Clerk
Consideration of Request from Carnival Committee to enter a Float in the Procession
Cllrs England and Coatsworth declared an interest in this item.
On behalf of the Carnival Committee Cllr Coatsworth confirmed that insurance was in place and that three groups had committed to entering floats so far. The Parish Council agreed in principle to put together an entry – Cllr Duncombe volunteered to provide a vehicle and Cllr
Crouch volunteered to organise the float itself.
Cllr Duncombe
Cllr Crouch

08/15
11 Annual Risk Assessment Review a) Recommendations of the Finance Committee
The risk assessment documentation (as amended on proposals of the Finance Committee)
had been circulated. Cllr Stothard proposed, seconded by Cllr Thorne that the Council adopted the revised document. All were in favour and Cllr Burns signed the documentation.
b) Consideration of proposals of Playground Committee regarding i) the recommendations of the RoSPA report
Cllr Turner undertook to clear the low branches which were presenting a hazard.
It was noted that the report incorrectly referred to the surface on the swings as tiles (instead of Wetpour) The Clerk was requested to obtain a corrected report.
Cllr Turner
Clerk ii) ongoing risk assessment for the area
Cllr Crouch undertook to complete a monthly risk assessment of the area commencing in
September .
Cllr Crouch c) Other areas for consideration
Cllr Coatsworth will commence six monthly checks of the street lighting.
12
Cllr
Coatsworth
Planning:
a)To receive decisions of Planning committee on applications since 21/05/08
Application number: S/2008/0838/P
Location: Manor Farm Helmdon
Proposal: Single storey extension to provide car port, stables, tack room and hay store.
The Committee fully supported the application.
Application number: S/2008/0672/P
Location: 10 Bell Close Helmdon
Proposal: First floor extensions to side
The Committee fully supported the application being a good use of space.
Application number: S/2008/0519/TR
Location: Payphone The Green Helmdon
Proposal: Removal of payphone
The Parish Council noted the proposed removal of the above payphone box and wishes to
OBJECT for the following reasons:
It believes the usage data is distorted as the phone has been out of order for long periods of time
Its removal would leave the nearest payphone three miles away in Wappenham.
Recommendations for Emergency Planning from County Council state that a land line should be available in emergencies.
Mobile phone coverage is poor in the village.
13 Update on the Playing Field Licence Agreement with NCC
The Draft Licence Agreement has now been received. Cllr Burns proposed, seconded by
Cllr Stothard that the Clerk query 2.9 (referring to fence repairs) with NCC and that the
Agreement be discussed fully at the September meeting. All were in favour.
Clerk

08/16
14 Allotments – reports on progress to date regarding :
a) implementation of manual pump
The pump has been given to Mr Wadeson to install.
b) new plot for the school
After a clearing session, the School will now take over the plot.
The Clerk was asking to query with South Northants Homes their assessment of the ash tree.
15
Clerk
Update on Issues regarding preventative Flooding measures
Cllr Burns thanked the Clerk and Cllr Barnes for driving the issues forward. People affected th were pleased with the progress and the next meeting will be on 18 September at 8pm.
Leaflets on Flood Fairs had been distributed.
16
The Clerk will put the issues of the blocked ditches in Grange Lane on Street Doctor as she has ascertained that it is an adopted Highway.
Clerk
There is an issue with sitting water in Church Street – Clerk to obtain details and report. Clerk
Consideration of Clerk’s report on feasibility of changing street lighting timings
The advantages and disadvantages were discussed. It was decided to consider the matter again in November.
17 Councillors’ Questions
None
The meeting closed at 9.10 pm.
d st Appendix A Correspondence Received – 23 May 2008 – 21 July 2008
South Northamptonshire Council

Weekly Planning Application listings
Planning Applications:
o S/2008/0838/P – Manor Farm – single storey extension to provide carport, stables, tack room and hay store – plans and consultation – planning meeting held o S/2008/0672/P – 10 Bell Close – first floor extension – permission notice
Confirmation of cancellation of June Planning Forum
Register of Electors – monthly alterations
Details of July Planning Forum – circulated
Leaflets regarding road closures for Silverstone Grand Prix
Performance Plan 2008/9
Northamptonshire County Council
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Transport and Highways – short questionnaire on communication – completed by Clerk
Legal Notice Under Road Traffic Act 1984 of Temporary Road Closure

08/17
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Details of Road Closure of Station Road – circulated and on notice boards and website
Strategy for Community Cohesion – Local Area Agreement
Draft copy of Licence Agreement for Playing Field – email copy requested
Drainage Report from Maggie Andrews – circulated and discussed at flooding meeting
NCALC
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Details of Autumn Training courses – circulated th Details of AGM – circulated – deadline 18 September
Update – circulated
Northamptonshire Partnership Newsletter – circulated
ACRE
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Invitation to Village of the Year Presentation evening
Request for return of V of Y trophy – completed
The Playing Field Newsletter – for Playground Committee
Miscellaneous

ABB Statement
Coop bank statement – June
Eon – Agreement for Unmetered Electricity Connections – for consideration before signinge
Letter of thanks from Brackley Cottage Hospital for £250 donation
British Red Cross – posters for the Dial A Wheelchair service – displayed
Astwell Benefice – details of Carnival service, request for a hymn submission and a representative th – response requested by 5 August
SNVB – recruitment posters – displayed
Playsafety Ltd – RoSPA report – circulated
Environment Agency – comments of dealing with road closures during flooding – circulated
SNVB Newsletter – June/July
Northamptonshire West – Policing Newsletter – for Cllr Crouch
NALC – confirmation of approval of bursary of £200
North Northamptonshire Joint Planning Unit – details of forthcoming consultations and online registration – completed
West Northamptonshire Joint Planning Unit – Village Services Questionnaire – needs and aspirations – for completion by 31st July
Northampton Football Club – details of offer of ticket voucher aimed at new residents
Helmdon Fellowship – invitation to Official Opening of the new seat outside the Church gates –
respond requested (for catering purposes) by 21st August
Copy of letter to Chair of Helmdon Acorns from Cec Harrold referring them to NCC for request of a survey to be carried out on the school field
SNVB – Rural Reach details
Flooding meeting reports from Cllr Barnes and Richard Farquharson
Accounts received
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ABB – £122.33 lighting maintenance, £217.38 – lantern repair
Playsafety Ltd – £74.03
C and E – £225
NALC – £200 bursary cheque
Allotment fees and deposits – Mr and Mrs Francis – £5, Mr Harman – £5, Mr King – £2.50
Eon – £158.98