Council Meeting, 24 January 2018

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 24th January, 2018
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 22nd November, 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. To receive a report from the website working group
9. Finance:
a. To receive the Financial statement b. To note payments received and consider invoices to be paid c. To receive a statement from the Internal Controls Councillor d. To receive an update on the Finance Committee meeting of 11th January, 2018 and to consider any recommendations e. To set the budget for expenditure in 2018/19
f. To set the Precept demand for 2018/19
g. To approve the application to the Transparency Code fund
10. To approve the allotment contract and agree plot rental fees for 2018/19
11. To award the 2018/19 grass cutting tender and approve the 2018/19 grass cutting contract
12. To consider switching to an alternative electricity maintenance contractor
13. To receive an update on the Station Road/ The Green land transfer project
14. To note the decisions of the Planning Committee since 22nd November, 2017
15. To receive recommendations from the Planning Committee regarding the response to the SNC
Parking: Standards and Design consultation
16. To receive an update on the Flag for Helmdon project and approve next steps
17. To consider the arrangements for the Annual Parish Meeting
18. To confirm the next steps with regards to the Councillor vacancy
19. To consider an amendment to Standing Orders regarding the recording of Open Forum in the minutes
20. Councillor questions
21. Close
Signed_________________ Dated______________
Helen du Bois, Parish Clerk
[address removed] tel: [phone number removed] parishcouncil@helmdon.com

Helmdon Parish Council Finance Report 24/01/18
Accounts:
Balance of Unity Trust account as of 18/01/18:
Expected balance once payments and invoices settled:
£21,562.00
£19,553.94
Direct debits out since 23/11/17
1
2
3
4
4-Dec-17
2-Ma-y 31-Dec-17
2-Jan-18
16-Jan-18
OPUS
Unity
OPUS
Unity
Electricity Supply
Service Charge
Electricity Supply
Multipay Card charge
DD
DD
DD
DD
Total
£99.55
£90.48
£113.19
£3.00
£306.22
Reading Room Rental 300085
Total
£137.50
£137.50
Unpresented cheques
1 22-Nov-17
Invoices to be settled on 22/11/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Greenbarnes Reading Room Noticeboard BACS
£768.23
Local Government Act 1972, s111
2
3
E.On
Staff
Streetlight Maintenance
Wages
BACS
BACS
£124.93
£878.61
4 Staff Expenses BACS
£21.99
5 Marcus Young School Field bin emptying BACS £76.80
£1,870.56
Parish Councils Act, 1957, s3
Local Government Act 1972, s112 (2)
Local Government (Financial Provisions) Act
1963, s5
Litter Act 1983, s5
Total
2017/18 Day Book Current
2017
Transaction
Date
18-Jan-18
02-Oct-17
27-Oct-17
02-Nov-17
17-Nov-17
20-Nov-17
27-Nov-17
27-Nov-17
22-Nov-17
27-Nov-17
27-Nov-17
30-Nov-17
04-Dec-17
06-Dec-17
31-Dec-17
02-Jan-18
16-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
Current Account
Invoice No.
Invoice
Date
62898235 17-Sep-17
63064416 18-Oct-17
5303
199
5363
20-Sep-17
16-Oct-17
20-Oct-17
77891
17-Nov-17
22-Sep-17
63395361 18-Dec-17
14012
79816
15-Dec-17
14-Dec-17
2429 17-Jan-18
Transactio n No.
DD
DD
DD
BACS
DD
BACS
BACS
300085
BACS
BACS
BACS
DD
BACS
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
Transaction or Cheque
Cleared date
Payee
OPUS
HMRC
OPUS
SNC
Unity
H du Bois
4th Corner Landscaping
Reading Room
4th Corner Landscaping
H du Bois
NCALC
OPUS
E.On
Unity
OPUS
Unity
Greenbarnes Ltd
E.On
H du Bois
H du Bois
Marcus Young
Item Description
Totals
Electicity Supply
VAT repayment
Electricity Supply
Pump garden ramp NHB
Multipay set up fee
Expenses
Grass Cutting
Room rental
Grass Cutting
Staff wages
Transparency Code grant
Electricity Supply
Streetlight Maintenance
Service charge
Electricity Supply
Service charge for payment card
Reading Room Noticeboard
Streetlight Maintenance
Staff wages
Expenses
School Bin empyting
18-Jan-18
Total
Received
Total Paid Balance
DR CR
35168.43 15614.49
80.24
1018.59
90.48
791.51
50.00
54.04
196.28
137.50
196.28
878.61
363.56
99.55
124.80
18.00
113.19
3.00
768.23
124.93
878.61
21.99
76.80
19553.94
21212.57
22231.16
22140.68
22932.19
22882.19
22828.15
22631.87
22494.37
22298.09
21419.48
21783.04
21683.49
21558.69
21540.69
21427.50
21424.50
20656.27
20531.34
19652.73
19630.74
19553.94
Bank
Reco nciled
Code
Bank
21678.19
33
33
34
34
34
34
34
137.50
34
34
34
35
1
1
113.19
3.00
768.23
124.93
878.61
21.99
76.80
101
1002
101
102
411
403
201
408
201
402
904
101
103
411
101
411
210
103
402
403
207

2017/18 Day Book Budget
2017-2018
Code
100 Lighting
EXPENDITURE Budget
1416.44
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
Actual Remaining
1134.45 281.99
900.00
100.00
416.44
827.54
-5.31
312.22
72.46
105.31
104.22
3525.00 2617.18 907.82
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 Noticeboards
1800.00
45.00
300.00
350.00
1144.99
45.00
168.00
350.00
655.01
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
205.00
640.19
50.00
616.00
200.00
-105.00
-640.19
8647.98
282.00
5251.48
150.00
7076.66
267.00
4393.06
157.31
1571.32
15.00
858.42
-7.31
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
-35.00
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 12570.37 Total Regular Expenditure
50.00
680.00
200.00
100.00
132.00
64.00
107.00
40.00
700 Miscellaneous 909.01
701 Vat Paid 909.01
Total Expenditure inc VAT 15389.42 13479.38
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
2819.05
2819.05
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
57.92
7.92
50.00
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
858.56
18172.56
1000 MISCELLANOUS INCOME 1533.99
1001 Misc Transfers In
1002 Vat Repayment 1533.99
Total Working Income 19706.55
Balance 6227.17
1200.00
30.00
245.63
5000.00
158.33
660.00

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
Minutes of the meeting of the Finance Committee of Helmdon Parish Council, held in the
Reading Room, Church Street, Helmdon on Thursday 11th January, 2018.
Present : Cllrs Coatsworth, Moody, Thorpe, Vicars, E. Garner and the Clerk (Helen du
Bois).
In attendance: No members of the public
1. Apologies for absence
None
2. Declarations of Interest
None
3. Approval and signature of the minutes of the meeting of 2nd November, 2017
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 10: Action in progress: The Clerk to draw up a tender document for reducing the height of the laurel hedge.
Item 13: Outstanding action: The Clerk to purchase two cradle seats for the playground.
5. Open Forum
None
6. To consider the draft budget for 2018-19, to be submitted to the Council at the meeting on 24th January, 2018
The planned budget for 2018-19 was discussed in detail. It was agreed to budget expenditure for a replacement website and to apply to the Transparency Fund for a grant to cover the work involved.
It was resolved to put forward a budget proposal of £18,492 exc VAT (as detailed in appendix A) to the meeting of the Full Council on 24th January, 2018.
Action: the Clerk to prepare a grant application to the Transparency Fund grant. The
Clerk to prepare a final budget document for Full Council.
7. To consider the Precept demand for 2018-19, to be submitted to the Council at the meeting on 24th January, 2018
It was resolved to put forward a precept demand of £18,291 (as detailed in appendix A) to the meeting of the Full Council on 25th January, 2018.
Minutes of the meeting of the Finance Committee, 11th January, 2018 Author: Helen du Bois, Clerk
Page
9. To review the Asset Register
The asset register was reviewed and updated.
Action: The Clerk to update the register and issue for approval at the meeting of Full
Council on 24th January, 2018.
20
8. To review the Allotment Tenancy Agreement
It was agreed to add a clause to the existing agreement containing restrictions on the use of bonfires.
Action: The Clerk to update the agreement and issue for approval at the meeting of the
Full Council on 24th January, 2018.

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
10. To agree dates of meetings of the Finance Committee in 2018
The following dates were agreed 10th May 2018, 13th September 2018 and 8th November
2018.
Action: The Clerk to book the committee room for those dates.
11. Councillor questions
None
12. Close
The meeting was closed at 9:50pm. The next meeting of the Finance Committee will be
Thursday 10th May, 2018.
Signed________________ dated______________
Page
21
Councillor John Coatsworth, Chairman
Minutes of the meeting of the Finance Committee, 11th January, 2018 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
2016-17
Actual
17328.19
2017-2018
Expected total Budget
15389.42 15752.32
2018-2019
Budget
18496.00
18325.96 15389.42 17762.32 19496.00
100 Lighting 1396.3
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
877.81
102.05
416.44
0
1416.44
900.00
100.00
416.44
1528.00
1111.67
0.00
416.33
1720.00
1200.00
100.00
420.00
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
211 War Memorial
212 Land Purchase
400 General Administration
4780.96
1509.97
45
2078.4
850
0
26.94
0
0
20.95
249.7
0
0
8700.93
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 Office expenses
362
5036.02
245.26
0
1225.34
852
512.31
145
119
150
0
54
0
500 Grants awarded 2050
501 Grants to Village Organisations
502 VOY and school prizes
2050
0
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
700 Miscellaneous
400
400
0
997.77
3525.00
1800.00
45.00
300.00
350.00
0.00
50.00
680.00
200.00
100.00
0.00
0.00
0.00
8647.98
282.00
5251.48
150.00
0.00
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00
0.00
1400.00
1350.00
50.00
400.00
400.00
0.00
701 Vat Paid 997.77 0.00
3931.18
1144.99
45.00
407.00
350.00
0.00
0.00
64.00
0.00
830.00
1090.19
0.00
0.00
8551.06
267.00
5270.45
171.32
0.00
1272.57
84.00
618.22
137.50
0.00
150.00
140.00
440.00
0.00
1342.08
1342.08
0.00
400.00
400.00
0.00
2010.00
2010.00
6780.00
2000.00
50.00
300.00
350.00
450.00
50.00
680.00
400.00
100.00
0.00
1200.00
1200.00
8496.00
210.00
5606.00
150.00
0.00
1000.00
200.00
630.00
150.00
100.00
150.00
100.00
100.00
100.00
1100.00
1050.00
50.00
400.00
400.00
0.00
1000.00
1000.00
18807.59
18807.59
24444.00
24444.00
24444.00
17074.00
0.00
160.00
7210.00
0.00
0.00
0.00
0.00
22559.00
24092.90
22559.00
17074.00
0.00
240.00
5245.00
0.00
1533.90
0.00
1533.90
2405.00
3405.00
2405.00
0.00
0.00
425.00
1980.00
0.00
1000.00
0.00
1000.00
22
9054.58 6330.58 -16091.00
Page
APPENDIX A
Code EXPENDITURE
Total Regular Expenditure
Total Expenditure inc VAT
Total Regular Income
Total Working Income
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
18807.59
16142
4.82
110
2150.77
400
1000 MISCELLANOUS INCOME 0
0
0
1001 Misc Transfers In
1002 Vat Repayment
Balance
Minutes of the meeting of the Finance Committee, 11th January, 2018 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
0.00
1198.00
0.00
Total
7900.00
2000.00
1000.00
500.00
1800.00
1800.00
800.00
0.00
2200.00
1200.00
1000.00
0.00
0.00
754.37
0.00
754.37
0.00
0.00
3800.00
1200.00
200.00
400.00
2000.00
TARGET
300 Sinking Fund 7900 8925.42
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
2000
1000
500
1800
1800
800
0
3006.49
1000.00
504.46
1416.47
1800.00
1198.00
800 Projects for 2018/19
801 War Memorial Repairs
802 Flagpole & Bench Project
803 Allotment Water Pump
804 Website
Current
Balance BANK DETAILS
6570.42
2766.49
-90.00
104.46
1416.47
1175.00
Outstanding Jan-Mar 2018
Regular Payments £
Unity Account
5,362.22
Estimated balance at end
March 2018
£20,952.78
£21,565.00
Receipts (NHB grant) £ 4,750.00
Expected Sinking Fund reserves post budget
Expected General Reserves at March 2018
£ 7,900.00
£ 13,052.78
Anticipated General Expenditure for 2018-19
Anticipated future project spend not inc in general exp
Anticipated income
£ 18,496.00
£ 2,200.00
£ 2,405.00
expected -ve adjustments due to future grants
"-/+ adjustments to sinking fund and /or general reserves
Precept demand
Rounded
Percentage increase on last year
£ –
£ –
£ 18,291.00
£ 18,291
7.13%
2016/17 precept request
2017/18 precept request
£ 16,142.00
£ 17,074.00
Tax base for 2016-17
Tax base for 2017-18
Tax base for 2018-19
393.40
398.30
401.00
£
£
£
41.03
42.87
45.61
6.41%
Page
23
charge per household 2016-17
charge per household 2017-18
charge per household 2018-19
% increase
Minutes of the meeting of the Finance Committee, 11th January, 2018 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
TENANCY AGREEMENT FOR AN ALLOTMENT GARDEN
THIS AGREEMENT made on the [insert date] day of April 2018 between Helmdon
Parish Council of [address removed],
(‘the Council’) and [insert full name of tenant] of [insert tenant’s address] (‘the tenant’)
by which it is agreed that:
1. The Council shall let to the tenant the Allotment Garden situated at Station Road,
Helmdon and referenced as plot no. in the Council’s Allotment Register (‘the
Allotment Garden’) [outlined in red for identification purposes only on the plan attached].
2. The Council shall let the Allotment Garden to the tenant for a term of one year commencing on the 1st day of April 2018 [and thereafter from year to year] unless determined in accordance with the terms of this tenancy.
3. The tenant shall pay a yearly rent of £ whether demanded or not which shall be payable in full on the of April 2018 [and for every year after the first year of the tenancy on the day of April.
4. The tenant shall use the Allotment Garden only for the cultivation of fruit, vegetable and flowers for use and consumption by him/herself and his/her family.
5. The tenant shall not sell or undertake a business in respect of the cultivation and production of fruit, vegetable and flowers in the Allotment Garden.
6. When the Council allocates available plots, priority shall be given to residents of
Helmdon Parish.
7. The only Right of Access to the allotments is via the gate by the garages behind the Green. Access to individual allotments from tenant’s properties may be permitted but does not establish a Right of Way.
8. During the tenancy, the tenant shall :

a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
9.
keep the Allotment Garden clean and in a good state of fertility and cultivation; not cause a nuisance or annoyance to the owners or occupiers of land adjoining the Allotment Garden; not keep livestock or poultry in the Allotment Garden other than reasonable numbers of hens or rabbits which shall not be kept for a business or a trade; keep all livestock or poultry food in specific food dispensers and store food supplies in metal containers with lids.
not keep cockerels on the Allotment Garden; not keep bees or hives on the Allotment Garden; not set traps or snares on the Allotment Garden; not assign the tenancy nor sub-let or part with the possession of any part of the Allotment Garden; except for buildings or structures which are reasonably necessary for the keeping of hens and rabbits referred to in (c) above and which may be subject to the tenant first obtaining planning permission, the tenant shall not erect a shed, greenhouse or other building or structure on the Allotment
Garden without first obtaining the Council’s written consent and if appropriate planning permission; not fence the Allotment Garden without first obtaining the Council’s written consent; maintain and keep in repair the fences and gates forming part of the
Allotment Garden; trim and keep in decent order all hedges forming part of the Allotment
Garden; not plant any tree, shrub, hedge or bush without first obtaining the Council’s written permission; not cut, lop or fell any tree growing on the Allotment Garden without first obtaining the Council’s written consent and if appropriate planning permission; be responsible for ensuring that any person present in the Allotment Garden with or without the tenant’s permission does not suffer personal injury or damage to his property; permit an inspection of the Allotment Garden at all reasonable times by the
Council’s employees or agents; not obstruct or permit the obstruction of any of the paths or roads which provide a means of access to and from the Allotment Garden or the Allotment
Garden of another tenant.
The following restrictions apply to bonfires on the Allotment Garden:
a) There are to be no bonfires on Bank or Public Holidays b) Bonfires must be supervised and attended at all times c) Non household rubbish, rubber, plastic (including bottles and bags), foam, tyres or oils should be burnt on site.
d) Bonfires must not be positions within four feet of any fencing, hedging, shed or other buildings or within two feet of a pathway or road.
Page 2 of 5

e)
f)
g)
h)
Any tenant found to have cause damage with a bonfire shall be liable for the full costs of repair or replacement.
Only dry material should be burnt and wherever possible composting and/or shredders should be used in preference to burning.
Do not light bonfires on damp or windy days; “No bonfires shall cause a smoke nuisance to the surrounding residents” as stated in Section 79(1)(b) of the Environmental Protection Act 1990.
Any tenant found to be causing a smoke nuisance by the Environmental
Health Department and/or a member of the Parish Council may have their allotment tenancy terminated.
10. The tenant shall observe additional rules that the Council may make or revise for the regulation and management of the Allotment Garden and other allotment gardens let by the Council.
11. The Council shall pay all rates, taxes, dues or other assessments which may at any time be levied or charged upon the Allotment Garden.
12. The tenancy may be terminated by the Council serving on the tenant not less than twelve months’ written notice to quit expiring on or before the 6th day of April or on or after the 29th day of September in any year.
13. The tenancy may also be terminated by the Council by service of one month’s written notice on the tenant if:
a. the rent is in arrears for 40 days or; b. three months after the commencement of the tenancy the tenant has not observed the rules referred to in clause 8
14. If the tenant shall have been in breach of any of the foregoing clauses or on account of the tenant becoming bankrupt, the Council may re-enter the Allotment
Garden and the tenancy shall thereupon terminate but without prejudice to any right of the Council to claim damages for any such breach or to recover any rent already due before the time of such re-entry but remaining unpaid.
15. The termination of the tenancy by the Council in accordance with clause 12 or after re-entry by the Council in pursuance of its statutory rights, shall not prejudice the tenant’s statutory rights to compensation.
16. The tenancy may be terminated by the tenant by serving on the Council not less than two months’ written notice to quit.
17. On the termination of the tenancy, the tenant shall remove any shed, greenhouse or other building or structure erected in the Allotment Garden unless the Council agrees otherwise which shall be confirmed in writing to tenant.
Page 3 of 5

18. Any written notice required by the tenancy shall be sufficiently served if sent by registered post to or left at the parties’ address. Any notice to be served by the tenant shall be addressed to the Council’s Parish Clerk.
19.
Signed by
………………………………
The tenant and
……………………………….
Helen du Bois, Parish Clerk
For and on behalf of Helmdon Parish Council
Page 4 of 5

ALLOTMENT PLAN
Page 5 of 5

New Website Working Party
The recommendation of the Working Party (Danny Moody, Audrey Harwood, Richard Farquharson,
Robert Duncombe and Ross Vicars) is that the Parish Council should purchase the 2Commune web solution to replace Helmdon.com as the Parish Council website.
Helmdon.com will continue as a ‘Helmdon History’ site and will also be an archive for all documents, articles and photos (including past Parish Council documents) published on that site over the years since its inception.
2Commune is an established website provider for Town and Parish Councils in Northamptonshire and it is thought that in excess of 35% of councils in the county use the solution. Councillors who wish to know more about 2commune can look at their website here: http://www.2commune.com/
Essentially, they offer two templates; ‘modern’ and ‘classic’, the difference being in their design.
Example of a website using the classic template can be found here: Desborough Town Council
Example of a website using the modern template can be found here: Duffield Parish Council
It is important to note that 2Commune’s solution is template based; this essentially means that, unlike
Helmdon.com, the style of the website cannot be altered without incurring additional costs (such customisation is not recommended) though obviously, the content will be customised.
COSTS
The following section on COSTS is taken from the 2Commune Proposal – the words in italics have been added by the Working Party to aid understanding.
Year 1 Costs
• ‘Classic’ UKLC local council website setup and training: £650 + VAT.
Website hosting, support and annual licence: £400 + VAT.
Optional Extras
• ‘Modern’ template design: £250 + VAT (one off fee). This is additional to the £650 + VAT for the Classic template
• Social Media Integration: £150 + VAT (one off fee). This allows for articles and updates posted to the website to be (as required) posted to a Helmdon Parish Council Facebook page or Twitter account)
• Register and manage helmdonparishcouncil.gov.uk domain name: £150 + VAT
(renewable every two years) or helmdonparishcouncil.org.uk: £25 + VAT (renewable annually). The name of the new website has still to be agreed
• Email accounts: £25 + VAT each per year. Number of e-mail accounts has still to be agreed; we will look to 2Commune to provide advice but suggest four accounts as a working number.
Year 2 Costs
• Website hosting, support and annual licence: £400 + VAT. In addition to this, the Parish
Council may need to consider the continued costs for the Helmdon.Com website as that will still be the archive for all past Parish Council documents
Timeframe
Ideally, the new website will be up and running by the end of April 2018 – this means we need agreement to proceed at the January 2018 Parish Council meeting.

Next Steps
1. Councillors to review the two example Websites so that a preference for either Classic or
Modern template can be agreed at the January Parish Council Meeting.
2. Council to agree in principle to purchase a 2Commune web site and to decide which optional extras are required.
3. Responsibility for posting Parish Council notices, Agendas, Minutes etc. would normally be the responsibility of the Parish Clerk. Agreement needs to be sought that the Parish Clerk will be willing to take this on. It is understood that this will be additional to the current workload and will incur additional Salary costs, it is estimated this would not exceed 2 hours per week.
4. Responsibility for posting and managing the ‘Community aspects’ of the website have still to be determined – it is hoped that this could be done on a voluntary basis thus incurring no costs. As a minimum, it is expected that links to the Reading Room, Community Groups and the Village Diary will be set up in the first instance.
18 January 2018
New Website Working Party

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 24th January, 2018 at 7:30pm
Present : Cllrs Coatsworth, Moody, Wheeler, E. Garner, Thorpe, Vicars and the Clerk (Helen du
Bois). Cllr P. Duncombe joined the meeting at item 4.
In attendance: 2 members of the public
1. Apologies for absence
Apologies had been received from M. Garner who has resigned from the Council.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the meeting of 22nd November, 2017
The minutes were approved and signed without amendment.
4. Matters arising
Item 4 (18): Outstanding Action: Cllrs Coatsworth to arrange.
Item 4 (16): Cllr Wheeler confirmed that all but one plot holders had been contacted and were in agreement to contribute to the water pump. Action: the Clerk to discuss with the tenants of plot no. 1
Item 4 (17b): Action: Cllr Coatsworth to draft a reply for the Clerk to send to Roger Coy
Item 9c: Outstanding Action: The Clerk to draft a tender document for the work required on the
Laurel
Item 16: Outstanding Action: Cllr Coatsworth to speak to David Brookhouse
Item 21: The Clerk had received a quotation from Marcus Young Ltd. of £60+vat to relocate the bin. It was resolved to accept the quotation and relocate the bin when the dog waste bins are installed.
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018 Author: Helen du Bois, Clerk
Page
6. To receive an update regarding flooding related issues including a. Grange Lane
The Tims family have made a commitment to complete the extension of the ditch by the end of
February and Badnell Properties have confirmed that they will return to clean out the pipe as soon as the ditch work is complete.
Actions: Cllr Coatsworth to inform Badnell Properties once the ditch work is complete.
94
5. Open Forum
The Chairman invited questions on any subject:
 A member of the public requested that the sign advertising church events at the bottom of
Church Street be removed when not in use as it can be a trip hazard, especially during evenings. Action: Cllr Coatsworth to speak with a member of the Friends of Helmdon Church.
 A member of the public expressed concern that some dog walkers are not keeping their dogs on leads when in the churchyard despite the signs at both entrances and there has been an increase in dog fouling. Action: Cllr Moody to put an article on the website.
 A resident enquired about the Council’s plans for the New Homes Bonus grant. Cllr Coatsworth explained that the Council had already successfully applied to the grant for funding for the dog waste bins, the pump garden ramp and the speed radar, and that the Council will continue to apply to the fund to support future projects.
 The Council were reminded that the flower bed at the Helmdon Wall still needed to be dug over.
Action: Cllr Coatsworth and Cllr Wheeler to complete the work required.

b. Groundwater Monitoring
The Flood and Water Management Team at NCC have identified the optimum position for the borehole.
Action: Cllr P. Duncombe to contact the landowner for permission.
c. Pathfinder 2 Project
Helmdon have been accepted onto the Pathfinder 2 Flooding Resilience Project and Cllr Thorpe and
Mr. R Farquharson have agreed to act as Flood Warden and Deputy Flood Warden respectively.
7. To receive the Clerk’s report
The Clerk gave a brief summary of recent progress:
External Audit: PFK have been appointed as the new external auditor for all Parish Councils for
2017/18. All Councils with an annual turnover of less than £25,000 will be able to declare themselves exempt from the Limited Assurance Review (the external audit) – it is likely that
Helmdon Parish Council will qualify for exemption. The Council are still required to complete the
Annual Return paperwork and display it on the website, but the Council will only need to send a
Certificate of Exemption to PFK.
Speed Radar: the speed indication device is due to be installed next week.
War Memorial: The Council have returned all the required signed paperwork to the War Memorials
Trust. The next step is to place an order with Harborough Stone which will be done in the spring.
Dog Bins: The Council has received written approval from all adjacent landowners bar one but the landowner for location 1 on Church Street has not yet been contacted.
Action: Cllr Wheeler to send letter of approval, Cllr Coatsworth to contact landowner. The
Clerk to apply for a Highways license and place an order once all approval has been obtained.
8. To receive a report from the website working group
The Council had received a report from the website working group prior to the meeting. It was resolved to purchase a 2commune website with the following requirements:
 'Modern' UKLC local council website setup and training
 Website hosting, support and annual licence
 Social Media Integration
 Register and manage helmdonparishcouncil.gov.uk domain name
 10 email accounts (one for each councillor and one for the Parish Clerk)
It was resolved to authorise the Clerk to place an order and pay the invoice if it is in the region of
£1700 (as per quote).
Action: The Clerk to instruct 2commune.
9. Finance:
a. Financial statement:
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £21,562.00 on 18th January, 2018 and an expected balance of £19,553.94 once invoices and unpresented cheques have cleared.
The Clerk explained that cheque no. 300085, issued on 22nd November, 2017 had not been presented. The receiver has since requested for the cheque to be re-issued and this was approved.
A new cheque was issued in this meeting for the same amount, made out to Helmdon Reading
Room (cheque no. 300086).
Page
95
b. To note payments received and consider invoices to be paid
It was resolved to pay the following invoices:
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018 Author: Helen du Bois, Clerk

PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Greenbarnes Reading Room Noticeboard BACS
£768.23
Local Government Act 1972, s111
2
3
E.On
Staff
Streetlight Maintenance
Wages
BACS
BACS
£124.93
£878.61
4 Staff Expenses BACS
£21.99
5 Marcus Young School Field bin emptying BACS £76.80
£1,870.56
Parish Councils Act, 1957, s3
Local Government Act 1972, s112 (2)
Local Government (Financial Provisions) Act
1963, s5
Litter Act 1983, s5
Total c. To receive a statement from the Internal Controls Councillor
Cllr Thorpe met with the Clerk on 15th January 2018 and scrutinized the accounts using the ICC
Checklist. He confirmed that cheque no. 30085 had not been presented and that all was in order.
d. To receive an update on the Finance Committee meeting of 11th January, 2018 and to consider any recommendations
Cllr Coatsworth gave a summary of the recent meeting of the Finance Committee – the updated asset register was approved and signed.
Agenda item 11 was brought forward:
The Council had received one quotation for the tender and it was considered to be a fair price. It was resolved to accept the quotation from 4th Corner Landscapes: quote A, £4,350+vat for a 3
years. This will start in April 2018 and run until the end of October 2020. Quote B, which is for the land at Station Road and The Green will be reviewed if/when the Council finalise the land purchase.
Action: The Clerk to amend the contract and instruct 4th Corner Landscapes.
e. To set the budget for expenditure in 2018/19
It was resolved to accept the recommendations of the Finance Committee and set the Budget for
Expenditure for 2018/19 at £18,496.00 exc. VAT
f. To set the Precept demand for 2018/19
It was agreed to accept the recommendations of the Finance Committee and set the Precept demand for 2018/19 at £18,291.00. This is an increase of 6.41% on 2017/18.
Action: The Clerk to send the precept demand to SNC.
g. To approve the application to the Transparency Code fund
It was resolved to submit a grant application of £1,180.00 to the Transparency Code fund which will be put towards the costs of a new website.
Action: The Clerk to submit the application.
10. To approve the allotment contract and agree plot rental fees for 2018/19
The contract changes recommended by the Finance Committee were approved. It was resolved to increase the annual yearly plot rental to £25 – this increase is to help contribute to the additional costs of fortnightly mowing and the purchase and maintenance of the water pump. It was agreed to confirm the purchase of the water pump in the next meeting (22nd March, 2018)
Action: Cllr Wheeler to provide the final specification and costs for the water pump at next meeting. The Clerk to inform plot holders of the increased rental due April 2018.
13. To receive an update on the Station Road/The Green land transfer project
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018 Author: Helen du Bois, Clerk
Page
12. To consider switching to an alternative electricity maintenance contractor
The Clerk presented details of an alternative supplier for the street light maintenance and it was agreed to move to Aylesbury Mains. It was also resolved to instruct Aylesbury Mains to carry out a survey of the street lights in the village, if the expected cost is less than quoted £200.00
Action: The Clerk to instruct Aylesbury Mains and to inform E.On. The Clerk to request a quotation for a Street Light survey. 96
11. To award the 2018/19 grass cutting tender and approve the 2018/19 grass cutting contract
See item 9d above.

The Clerk had recently received a detailed letter from the Council’s solicitor at LGSS Law and it was agreed that the Station Road/The Green working group would meet to consider a response.
Action: Cllr Moody to organise the meeting, including the Clerk.
14. To note the decisions of the Planning Committee since 22nd November, 2017
Cllr Coatsworth gave a summary of the meetings held on 8th January 2018 and 22nd January 2018.
15. To note the decisions of the Planning Committee regarding the response to the SNC
Parking: Standards and Design consultation
Cllr Coatsworth gave a summary of the consultation and presented observations recommended by the Planning Committee. These were approved.
Action: Cllr Coatsworth to submit a response on behalf of the Planning Committee.
16. To receive an update on the Flag for Helmdon project and approve next steps
Cllr Moody gave an update of the judging held on Friday 19th January, 2018 with Audrey Forgham,
Geoff Abbey, Cllr Wheeler and Phillip Tibbets, a Communities Vexillologist from the Flag Institute.
The panel selected four design concepts which are to be professionally drawn up by Phillip before being put to a public vote. The four designs will be displayed on the village website, on noticeboards and in the café/Reading Room. The winning design will be confirmed in the next meeting of the Council and the aim is to reveal the flag at the Annual Parish Meeting in April.
Cllrs Moody and Wheeler expressed thanks to Phillip for the valuable advice he has given throughout the project and for his time on the judging day. It was explained that Phillip provides his expert advice on a voluntary basis and it was agreed to contribute £50.00 towards his travel expense and time.
Action: The Clerk to investigate costs for printing the new flag and to process the donation to
Phillip Tibbets.
17. To consider arrangements for the Annual Parish Meeting
Three were several subjects suggested for the agenda. Cllr Coatsworth proposed a leaflet drop before the meeting to encourage residents to attend.
Action: The Clerk to invite Cllr Marinker (SNC) and Cllr Morris (NCC)
18. To confirm the next steps with regards to the Councillor vacancy
Cllr Coatsworth confirmed that Cllr Miles Garner had submitted his resignation, which he had accepted.
Actions: The Clerk to inform SNC of the vacancy and request a Notice of Vacancy for display on the noticeboards.
19. To consider an amendment to Standing Orders regarding the recording of Open Forum in the minutes
It was agreed that for both the Finance and Planning Committees, issues raised in the Open Forum sessions will be restricted to only items on that meeting’s agenda. It was resolved that the agenda templates will be amended to publicise this change.
Actions: The Clerk to draw up the amendment to Standing Orders for review and to amend the agenda templates for the Finance and Planning Committees.
20. Councillor questions
Cllr E Garner mentioned that streetlight no. 27 was not working.
Action: The Clerk to report to E.On
Cllr Vicars mentioned that the next meeting of the Communications working group had not yet been scheduled.
Action: Cllr Coatsworth to arrange the next meeting.
dated______________
Page
Signed________________
97
21. Close
The meeting closed at 9:32pm.
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 24/01/18
Accounts:
Balance of Unity Trust account as of 18/01/18:
Expected balance once payments and invoices settled:
£21,562.00
£19,553.94
Direct debits out since 23/11/17
1
2
3
4
4-Dec-17
2-Ma-y 31-Dec-17
2-Jan-18
16-Jan-18
OPUS
Unity
OPUS
Unity
Electricity Supply
Service Charge
Electricity Supply
Multipay Card charge
DD
DD
DD
DD
Total
£99.55
£90.48
£113.19
£3.00
£306.22
Reading Room Rental 300085
Total
£137.50
£137.50
Unpresented cheques
1 22-Nov-17
Invoices to be settled on 22/11/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Greenbarnes Reading Room Noticeboard BACS
£768.23
Local Government Act 1972, s111
2
3
E.On
Staff
Streetlight Maintenance
Wages
BACS
BACS
£124.93
£878.61
4 Staff Expenses BACS
£21.99
5 Marcus Young School Field bin emptying BACS £76.80
£1,870.56
Parish Councils Act, 1957, s3
Local Government Act 1972, s112 (2)
Local Government (Financial Provisions) Act
1963, s5
Litter Act 1983, s5
Total
2017/18 Day Book Current
18-Jan-18
02-Oct-17
27-Oct-17
02-Nov-17
17-Nov-17
20-Nov-17
27-Nov-17
27-Nov-17
22-Nov-17
27-Nov-17
27-Nov-17
30-Nov-17
04-Dec-17
06-Dec-17
31-Dec-17
02-Jan-18
16-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
24-Jan-18
Invoice No.
Invoice
Date
62898235 17-Sep-17
63064416 18-Oct-17
5303
199
5363
20-Sep-17
16-Oct-17
20-Oct-17
77891
17-Nov-17
22-Sep-17
63395361 18-Dec-17
14012
79816
15-Dec-17
14-Dec-17
2429 17-Jan-18
Transactio n No.
DD
DD
DD
BACS
DD
BACS
BACS
300085
BACS
BACS
BACS
DD
BACS
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
Transaction or Cheque
Cleared date
Payee
OPUS
HMRC
OPUS
SNC
Unity
H du Bois
4th Corner Landscaping
Reading Room
4th Corner Landscaping
H du Bois
NCALC
OPUS
E.On
Unity
OPUS
Unity
Greenbarnes Ltd
E.On
H du Bois
H du Bois
Marcus Young
18-Jan-18
Total
Received
Item Description
Totals
Electicity Supply
VAT repayment
Electricity Supply
Pump garden ramp NHB
Multipay set up fee
Expenses
Grass Cutting
Room rental
Grass Cutting
Staff wages
Transparency Code grant
Electricity Supply
Streetlight Maintenance
Service charge
Electricity Supply
Service charge for payment card
Reading Room Noticeboard
Streetlight Maintenance
Staff wages
Expenses
School Bin empyting
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018
Total Paid Balance
DR CR
35168.43 15614.49
80.24
1018.59
90.48
791.51
50.00
54.04
196.28
137.50
196.28
878.61
363.56
99.55
124.80
18.00
113.19
3.00
768.23
124.93
878.61
21.99
76.80
19553.94
21212.57
22231.16
22140.68
22932.19
22882.19
22828.15
22631.87
22494.37
22298.09
21419.48
21783.04
21683.49
21558.69
21540.69
21427.50
21424.50
20656.27
20531.34
19652.73
19630.74
19553.94
Author: Helen du Bois, Clerk
Bank
Reco nciled
Code
Bank
21678.19
33
33
34
34
34
34
34
137.50
34
34
34
35
1
1
113.19
3.00
768.23
124.93
878.61
21.99
76.80
101
1002
101
102
411
403
201
408
201
402
904
101
103
411
101
411
210
103
402
403
207
98
Transaction
Date
Current Account
Page
2017

2017/18 Day Book Budget
2017-2018
Code
100 Lighting
EXPENDITURE Budget
1416.44
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
Actual Remaining
1134.45 281.99
900.00
100.00
416.44
827.54
-5.31
312.22
72.46
105.31
104.22
3525.00 2617.18 907.82
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 Noticeboards
1800.00
45.00
300.00
350.00
1144.99
45.00
168.00
350.00
655.01
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
205.00
640.19
50.00
616.00
200.00
-105.00
-640.19
8647.98
282.00
5251.48
150.00
7076.66
267.00
4393.06
157.31
1571.32
15.00
858.42
-7.31
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
-35.00
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 12570.37 Total Regular Expenditure
50.00
680.00
200.00
100.00
132.00
700 Miscellaneous
701 Vat Paid
64.00
107.00
40.00
57.92
7.92
50.00
2819.05
909.01
909.01
Total Expenditure inc VAT 15389.42 13479.38
300 Sinking Fund
2819.05
Total in fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
500.00 3006.49
1000.00
504.46
1416.67
1800.00
1100.98
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
2041.04
1200.00
525.00
1000.00
495.00
754.37
5000.00
950.00
660.00
791.67
17074.00 17074.00
160.00
7210.00
240.00
858.56
1200.00
30.00
245.63
5000.00
158.33
660.00
900 INCOME
18172.56
1000 MISCELLANOUS INCOME 1533.99
1001 Misc Transfers In
1002 Vat Repayment 1533.99
Total Working Income 19706.55
Balance 6227.17
Minutes of the Ordinary meeting of Helmdon Parish Council 24th January, 2018 Author: Helen du Bois, Clerk
99
Total Regular Income
Page
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations