Council Meeting, 23 November 2016

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 23rd November, 2016.
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 – ORDINARY MEETING
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 28th September, 2016
4. Matters arising
5. Open Forum
6. To receive an update regarding flooding related issues
7. To receive an update from the Blackpits Monitoring Group
8. Finance:
a. Financial statement b. To note payments received c. To consider invoices to be paid
9. To receive an update from the Finance Committee
10. To review the clerk’s salary and contracted hours
11. To review and approve the Document Retention Policy
12. To approve the application to the Transparency Fund
13. To receive an update from the Planning Committee
14. To receive a report on the transfer of land on Station Road from South Northants
Homes to Helmdon Parish Council
15. To consider repairing the village sign on the Wappenham Road
16. To consider a response to the consultation on the Police & Crime Plan
17. To consider the policy for fly posters on the village telegraph poles
18. To consider a response to SNC’s consultation regarding the village telephone box
19. To receive an update on Allotment related matters
20. Councillor questions
21. Close
Signed_________________ dated______________
Helen du Bois, Clerk to Helmdon Parish Council
[address removed] [phone number removed]

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 23rd November, 2016.
Present : Cllrs Coatsworth, Moody, Wheeler, Thorpe, Garner, Vicars, P. Duncombe, R.
Duncombe, Hart and the Clerk.
In attendance: 3 members of the public attended.
1. Apologies for absence
There were no absentees.
2. Declarations of Interest
None
3. Approval and signature of the minutes of the meeting of 28th September, 2016
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 5 (Item 13): The Clerk presented the legal requirements for a notice at the playground and confirmed that the Primary School had agreed that a sign could be put up.
The costs vary depending on the size of the sign and the method of installing it so it was agreed for the Clerk to meet with Cllr Wheeler at the playground to discuss requirements further. Action: The Clerk and Cllr Wheeler to meet at playground to define the sign requirements.
Item 14: Outstanding Action: Cllrs Moody, Hart and Coatsworth to meet to review old paperwork.
Item 12: The Clerk explained that she had been in touch with the Clerk at Silverstone
Parish Council regarding their new footpath, which had cost Silverstone PC approx. £20K
for a footway of similar size. It was agreed that the Clerk could continue to investigate the costs and procedures further. Action: The Clerk to gather further information on the costs and processes required to add the footpath.
Item 19: Cllr Coatsworth is still waiting for a quote to be provided by a 2nd specialist after which the grant application will be submitted. Outstanding Action: Cllr Coatsworth to submit grant application to the War Memorials Trust.
Item 21: Cllr Vicars gave an update on progress made by the Speed Radar working group.
He explained that it was the group’s informed opinion that the project should begin with just one unit, at the top of Station Road and that the unit should be mains driven, rather than battery or solar powered. This decision was supported by Cllr Hart based on her experience with the battery operated speed indication device used at Wappenham. It was resolved to contact the two preferred suppliers and request a site visit. Action: Cllr Vicars to organise site visits from the preferred suppliers.
Page
5. Open Forum
The Chairman invited questions on any subject:
31
Item 22: Outstanding Action: Cllr Coatsworth to continue to obtain quotes for the work required (Church Street pump garden)

a. A resident asked for the Best Village 2016 certificates to be displayed in the Reading
Room. Action: Cllr Coatsworth to hang the new certificates up.
b. A resident expressed concern that the ground will soon be too hard to enable the work to be done to increase the size of the flowerbed at the Jubilee Wall (as agreed in the meeting on 28th September, 2016). Action: Cllr Coatsworth to speak to Mr Gartside again.
c. A resident requested that the Parish Council consider adding the names of two soldiers that are missing from the War Memorial, William John Major and Edward Stanley
Strachan. Cllr Vicars confirmed that William Major was already commemorated on the memorial in Syresham church. Cllr Moody suggested that we contact the War Memorial
Trust to ask for advice on if and how this should be done. Action: Cllr Coatsworth to contact the WMT.
6. To receive an update regarding flooding related issues
Cllr Thorpe explained that he had recently met with KierWSP who have put a proposal forward involving the removal of several trees along the ditch line, re-profiling a section of the road to encourage flood water towards the ditch and digging out a ditch across the neighbouring field to transport flood water down towards the brook. Cllr Thorpe is in the process of confirming that the cost for this work would be covered by the funds already offered up from the Floodwatch team.
Cllr Coatsworth informed the Council that he had received an email from Mr Matt Grant from Badnell Properties LTD confirming that a site meeting would be held during the week commencing 28th November, 2016 and that this would be tackled as a matter of urgency.
A member of the public requested that any proposed plans should be future proof, with an ability to cope with extreme weather conditions.
7. To receive an update from the Blackpits Monitoring Group
Cllr Vicars gave an update – please see appendix B
8. Finance:
a. Financial statement
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £19,758.39 on 23rd November, 2016 and an expected balance once payments and invoices have been settled of £17,381.62
b. To note payments received
There were no payments received since 29th September, 2016.
c. To consider invoices to be paid
It was resolved to pay the following invoices:
1
2
3
4
5
6
7
8
NCALC
NCALC
Brown & Barden
Brown & Barden
Staff
Staff
Playmaintain Ltd
NCALC
Training
Training
Grass Cutting
Grass Cutting
Wages
Expenses
Playground repairs
Training
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
£65.00
£102.00
£258.85
£258.85
£675.29
£39.36
£938.42
£39.00
£2376.77
Page
32
9. To receive an update from the Finance Committee.
The minutes from the most recent meeting of the Finance Committee were read out.

10. To review the Clerk’s salary and contracted hours (moved to after agenda point 21 – members of the public and the Clerk left the room)
It was resolved to increase the Clerk’s contracted hours to 10 hours per week, backdated to 1st April 2016. Action: the Clerk to implement the increase in the Dec/Jan 2017 salary payroll.
11. To review and approve the Document Retention Policy
This was approved and signed without amendment, to be reviewed annually.
12. To approve the application to the Transparency Fund
The Clerk presented an application for £1,150.77. This was approved and it was resolved to submit the application to the Transparency fund. Action: The Clerk to submit the application.
13. To receive an update from the Planning Committee
Cllr Coatsworth provided a summary of the planning applications considered during the three planning meetings that have occurred since 29th September, 2016.
14. To receive an update on the transfer of land in Station Road from South
Northants Homes to the Parish Council.
The working group have made some progress which includes confirming that Hintons Close has been adopted. The working group are meeting again on 5th December, 2016.
15. To consider repairing the village sign on the Wappenham Road
It was resolved to make enquiries into the cost of repairing the two cast iron signs on the
Wappenham Road and Sulgrave Road entrances into the village. Action: The Clerk to provide estimates for repairs.
16. To consider a response to the consultation on the Police & Crime Plan
The Consultation has already been published on www.helmdon.com for public feedback but it was resolved not to provide a response from the Parish Council to this Consultation.
17. To consider the policy for fly posters on the village telegraph poles
It was agreed that it was acceptable for village groups to display leaflets for village events on the telegraph poles within the village, so long as they are removed after the event.
However, the Parish Council do not want notices promoting events outside the village to be posted on the poles – these can be posted on village noticeboards with prior arrangement with the Clerk.
Residents are requested to be sympathetic to notices about village events and not remove them until after the event has occurred. Action: Cllr Moody to add a notice about this approach to www.helmdon.com.
The large advertisements that have appeared at the entrance to the village off the Welsh
Road were discussed and it was agreed that residents should contact www.kierwsp.co.uk/talk-
to-us/street-doctor if they have concerns that these notices are making the turning hazardous.
Page
19. To receive an update on Allotment related matters
Cllr Coatsworth gave an update:
33
18. To consider a response to SNC’s consultation regarding the village telephone box
A question about whether or not to allow the telephone box to be removed had been posted on the village Facebook page and the majority of responses against the idea had been due to a lack of signal in the village. Cllr Moody explained that BT had already issued a statement saying that they did not consider lack of mobile coverage to be a reason for keeping underused phone boxes, and that the Parish Council would struggle to make a case for keeping it on this basis alone. As the phone box has only been used 4 times in the past year it was resolved to not object to the proposal to remove it. Action: The Clerk to respond to SNC’s communication.






Permission has been granted to Mr Goodman to remove the sycamore at the edge of his plot, so long as it is disposed of away from the allotment and not burnt on site. Action:
The Clerk to inform Mr Goodman.
The residents of no. 8 The Green have agreed to the large shrub that overhangs their garden to be removed. Action: The Clerk to inform Mr Goodman.
Cllr Coatsworth explained that he had spent some time researching pump options and had come to the conclusion that a petrol operated pump was the only solution.
However, there was concern about the security of a petrol pump. An alternative solution was proposed which involved providing better access to the riverside and re-
instating the hand pump.
Cllr Coatsworth reported that for various practical reasons it was unlikely that Mr Tims would be able to deliver manure to the allotments as had been done in the recent past.
The matter will be kept under review.
The Clerk provided a quote for replacing the gate post – it was resolved to replace the post with a new wooden post, so long as the total cost for purchasing and fitting the post was £150 or less. Action: The Clerk to order a replacement post and Cllr
Coatsworth to organise the fitting.
20. Councillor questions
 Cllr Wheeler expressed concern about the condition of the layby next to Jubilee Wall. It was agreed that this was only a problem during wet weather and that as the layby was not a Parish Council owned area there was nothing that could be done.
 Cllr P Duncombe enquired as to whether anything should be done regarding the increasing number of works lorries from the Radstone Fields development coming through the village. Cllr Coatsworth agreed to contact SNC Planning to confirm the terms of the planning permission granted and to also speak to Cllr Marinker about the problem. Action: Cllr Coatsworth for confirm terms of planning permission and to contact Cllr Marinker.
 Cllr Coatsworth confirmed that Peter Burns had kindly agreed to supply the wreath laid by the Parish Council on Remembrance Sunday. The Parish Council gave their thanks to
Mr Burns.
 Cllr Coatsworth gave an update on the repairs to the wall at Tor House. He confirmed that Mr Scott had recently arranged a consultation visit from a structural engineer who had provided the following feedback: “Further to our visit of the above property on 1st November
2016, we confirm that the existing retaining wall has been stabilised by the introduction of temporary scaffold poles. The wall still requires rebuilding but we have no objection with this waiting until Spring 2017”
Mr Scott has confirmed that he will be seeking further quotes for the wall to be replaced with a view to works starting next spring.
21. Close
The meeting was closed at 9.25pm.
Signed________________ dated______________
Page
34
Councillor John Coatsworth, Chairman

Appendix A
Helmdon Parish Council Finance Report 23/11/16
Accounts:
Balance of Unity Trust account as of 23/11/16:
Expected balance once payments and invoices settled:
£19,758.39
£17,381.62
Invoices to be settled on 23/11/16
1
2
3
4
5
6
7
8
NCALC
NCALC
Brown & Barden
Brown & Barden
Staff
Staff
Playmaintain Ltd
NCALC
Training
Training
Grass Cutting
Grass Cutting
Wages
Expenses
Playground repairs
Training
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
£65.00
£102.00
£258.85
£258.85
£675.29
£39.36
£938.42
£39.00
£2376.77
2016/17 Day Book Current
Invoice No.
Invoice
Date
Transactio Cheque n No. Cleared date
Payee Item Description
Opus
Texprep
Came & Company
Helen du Bois
Helen du Bois
Wicksteed
Brown & Barden
E.On
E.On
Brown & Barden
BDO
Opus
NCALC
NCALC
Brown & Barden
Brown & Barden
Helen du Bois
Helen du Bois
Playmaintain
NCALC
Totals
Balance B/Fwd 2015
Electricity Supply
Blackpits notices
Insurance
Wages
Expenses
Playground Repairs
Grass Cutting
Electricity maintenance
Electricity repairs
Grass Cutting
Audit
Electricity Supply
Training
Training
Grass Cutting
Grass Cutting
Wages
Mileage Expenses
Playground Repairs
Training
28-Nov-16
03-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
05-Oct-16
13-Oct-16
02-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
23-Nov-16
60937662
22287
17-Sep-16
19-Aug-16
01-Aug-16
731577
4089
68350
67939
4076
1537769
61097272
5953
5991
4110
4123
16-Sep-16
29-Aug-16
02-Sep-16
09-Aug-16
30-Jul-16
31-Aug-16
18-Oct-16
27-Sep-16
11-Oct-16
30-Sep-16
28-Oct-16
61
5991
05-Oct-16
11-Oct-16
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
28-Nov-16
Total
Received
Total Paid
DR CR
Balance
31385.06 16380.21 15004.85
14128.24 14128.24
54.02 22826.33
142.80 22683.53
1225.34 21458.19
675.29 20782.90
26.36 20756.54
25.14 20731.40
258.85 20472.55
124.93 20347.62
28.16 20319.46
258.85 20060.61
240.00 19820.61
62.22 19758.39
65.00 19693.39
102.00 19591.39
258.85 19332.54
258.85 19073.69
675.29 18398.40
39.36 18359.04
938.42 17420.62
39.00 17381.62
Bank
Reco nciled
17
17
17
17
17
17
17
17
17
17
17
35
Transaction
Date
Current Account
Page
2016

2016/17 Day Book Budget
Code EXPENDITURE
100 1. Lighting
101 Electricity Supply
102 Electricity repairs
103 Other
104 Electricity maintenance
200 2. Parks & Open Spaces
201 Grass cutting
202 Playground equip. inspection
203 School field rent
204 War memorial and pump garden bulbs
205 Bulbs
206 Specific projects from sinking funds
207 General maintenance
208 Other
300 3. Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Other
400 4. General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 NCALC training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Traffic calming measures
412 Other
500 Grants
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 6. Burial Grounds
601 Churchyard Maintenance
602 Contingency
Total Regular Expenditure
701 Transfer Out
702 To Deposit Account
703 Other
704 Vat Paid
Total Expenditure
1,175.00
750.00
425.00
3,050.00
1,500.00
75.00
350.00
150.00
75.00
750.00
150.00
–
7,575.01
255.00
4,015.00
150.00
1,220.00
150.00
450.00
225.00
960.00
150.00
1,350.00
1,350.00
900.00
400.00
500.00
14,050.01
14,660.00
25.00
160.00
22,808.00
Remaining
1,424.36 –
1,377.42 –
46.94
249.36
627.42
378.06
–
25,665.04 – 22,615.04
1,369.97 130.03
65.00 10.00
350.00 –
– 150.00
52.07 22.93
23,258.00 – 22,508.00
570.00 – 420.00
– –
–
– see
– sinking
– fund
– doc
–
–
6,461.71 1,113.30
255.00 –
3,415.63 599.37
173.27 – 23.27
39.00 – 38.99
1,099.43 120.57
298.33 – 148.33
462.39 – 12.39
127.50 97.50
431.16 528.84
150.00 –
– –
10.00 – 10.00
525.00 825.00
500.00 850.00
25.00 – 25.00
– –
400.00 500.00
400.00 –
– 500.00
34,476.11 – 20,426.10
–
–
–
701.62
35,177.73
14,660.00
20.81 –
– –
–
22,808.00
–
–
–
528.48
–
4.19
160.00
–
–
–
–
–
528.48
Budget
1,619.00
919.00
200.00
500.00
6,855.00
1,600.00
65.00
350.00
150.00
75.00
4,000.00
150.00
465.00
2,025.00
1900.00
2016-2017
Actual Remaining
763.53 855.47
531.84 387.16
23.47 176.53
208.22
2,048.14
1,596.25
54.00
350.00
26.94
20.95
1,978.40
1,978.40
125.00
291.78
4,806.86
3.75
11.00
150.00
48.06
4,000.00
129.05
465.00
see sinking fund doc
11,948.00
400.00
4,480.00
150.00
5,840.38
402.00
2,588.89
131.84
6,107.62
-2.00
1,891.11
18.16
1,170.00
982.00
921.00
225.00
270.00
150.00
3,200.00
1,225.34
839.00
474.31
60.00
119.00
-55.34
143.00
446.69
165.00
151.00
150.00
3,200.00
2,050.00
1,350.00
200.00
500.00
400.00
400.00
2,050.00
2,050.00 -700.00
200.00
500.00
400.00
400.00
24,897.00 13,080.45 11,816.55
853.54
24,897.00 13,933.99
16,142.00 16,142.00
25.00 4.82
100.00 110.00
8,165.00 1,000.00
-20.18
10.00
-7,165.00
Total Regular Income
909 Misc Transfers In
38,017.29
–
24,432.00 17,256.82
Total Working Income 38,017.29 17,256.82
36
–
2015-2016
Actual
Balance 2,839.56 3,322.83 Page
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Newsletter
905 Grants+Prizes
906 Donations
907 Dividends
908 Village Hall – Reading Room
910 Vat Repayment
Budget
-465.00

Appendix B
Blackpits Monitoring Group
Update for Parish Council Meeting 23rd November 2016
Page
37
The Monitoring Group had a very useful meeting with representatives of Material Change (MC) at the
Blackpits site on 3rd November to discuss a number of issues and concerns.
 The extent to which the site is being managed in line with their own Odour Management Plan – the site is managed to the plan but the very wet weather early this spring caused an unusual amount of wet green waste and that led to an increase in odours. This was noted at similar plants throughout the country. MC have increased stocks of ‘woody material’ which, when mixed with green waste, breaks down the waste and reduces production of the gas that causes the strong odours.
 The effectiveness of the odour new reporting system and whether their analysis of the reports can be linked with specific site activity (e.g. shredding, turning etc.). It was agreed that the reporting is proving useful but there was no definitive activity that could be proven to be the source of the odours – the likeliest candidate is the shredding process (i.e. the initial processing of green waste). At the moment, liquid run off from this process is held in an open sump and MC proposes to cover this as the sump is known to give off odours.
 What conclusions MC might have reached on the feasibility of taking the operation under cover?
This is still being investigated.
 What can be done to mitigate the concentrated odour experienced along Radstone Road to the east of the Blackpits site? MC are unable to explain why there appears to be a concentration of odour along that stretch.
 Alternative odour sources – the reporting process did suggest that some reported odours were completely unrelated to Blackpits; for example, where wind was blowing from the north.
Additionally, it is known that some compost material removed from the Blackpits site is being stored in large amounts on farmland adjacent to the village. This often stands for several weeks without being turned leading to a build-up of gasses – these can cause odours when subsequently moved which are outside MC’s control
 Large scale movements of silage through the village. MC has issued a notice to all their contractors that movement through Helmdon should be avoided where possible. Residents are encouraged by
MC to report to them the registration number of any driver speeding or driving carelessly.
 Moving Forward. The processing of ‘green waste’ appears to be the source of most odours and this activity markedly decreases during the winter. MC will ensure they are prepared for a wet spring in
2017 by learning from the processing challenges experienced this year. Residents are encouraged to continue reporting odours etc as necessary but it is likely that, apart from the processing of Christmas trees in January, it will be next spring before any there is a noticeable increase in green waste processing. The Monitoring Group and MC will continue a regular dialogue and will meet again next spring to discuss issues.