Council Meeting, 24 July 2017

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 24th May, 2017 immediately after the Annual meeting.
Present : Cllrs Coatsworth, Moody, Wheeler, Thorpe, Garner, Vicars, P. Duncombe and the Clerk
(Helen du Bois)
In attendance: 4 members of the public
1. Apologies for absence
Apologies were accepted from Cllr R. Duncombe.
2. Declarations of Interest
Cllrs Wheeler and Moody declared an interest in item 7d
3. Approval and signature of the minutes of the meeting of 22nd March, 2017
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 4 (Item 22): Cllr Coatsworth confirmed that the Pump Garden renovations will be completed within the next 3-4 weeks.
Item 6: Cllr Coatsworth had held off writing the letter of thanks until Badnell Properties had completed their work – this has been delayed so Cllr Coatsworth will go ahead and write the letter as soon as possible. Action: Cllr Coatsworth to write a letter of thanks to the Tims family.
Item 10: The Clerk has informed SNC of the Parish Council’s wish to purchase the land and is waiting to be contacted by Wright Hassel.
Item 11: The Flag pole and 3 flags have been ordered – the flagpole is due to be installed w/c 12th
June. It was agreed that there should be a flag raising ceremony. Actions: Cllr Moody to discuss arrangements with the Flag Pole working group. Cllr Moody to organise meeting with the Head teacher at Helmdon Primary School to plan a school competition for designing a Helmdon flag.
Item 13: Outstanding action: Cllr Coatsworth and the Clerk to obtain quotes for the repairs identified by the recent Health & Safety inspection.
Item 17: The allotment rental agreements have been issued and most of the annual fees have been received. Mr. Steve Clarke has stepped up to be the allotment representative.
6. To receive an update regarding flooding related issues
Badnell Properties were scheduled to dig out the catch pit w/c 15th May but this has not happened.
Action: Cllr Coatsworth to chase Badnell Properties for a new date.
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk
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5. Open Forum
The Chairman invited questions on any subject.
 A member of the public asked when the widened flower bed at the Jubilee Wall would be ready for planting. The tarmac has been removed and the ground now needs to be dug over and filled. Action: Cllrs Coatsworth and Wheeler to complete the work at the wall.
 A member of the public has asked for the missing street sign at the bottom of Church Street to be replaced. Action: The Clerk to report to Streetdoctor.
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Item 18: The Sports Club have no objections to the sports field being the location for the beacon.

Once the catch pit has been dug out then the pipe under the road must be cleared out and the ditch extended down the embankment – it has been agreed to wait until after the nesting season to complete these two tasks.
It was agreed by Councillors that the recent heavy rainfall showed that the work already carried out by the Floodwatch team and the Tims Family has been very successful – several Councillors visited the area during the rainfall and the floodwaters were being channelled into the new ditch as planned.
7. Finance:
a. Financial statement
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £23,708.93 on 18th May, 2017 and an expected balance once payments and invoices have been settled of £21,413.65
b. To note payments received and consider invoices to be paid
The following payments have been received since 22nd March, 2017
1
2
3
13-Apr—2017
2-May April/May
12-May-17
SNC
VARIOUS
HMRC
Precept
Allotment Rental
VAT repayment
BACS
BACS/CHEQUE
BACS
Total
£8,537.00
£180.00
£515.40
£9,232.40
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Graphics Direct Playground Sign BACS £20.00 Open Spaces Act 1906, s14
2 CPRE Subscription 300077 £36.00 Local Government Act 1972, s111 (1)
3 ACRE Subscription BACS £35.00 Local Government Act 1972, s111 (1
4 NCALC Subscription BACS £378.22 Local Government Act 1972, s111 (1
5 NCALC Internal Audit Fees BACS £167.00 Audit Commission Act 1998 s7 (3)
6
Helmdon Primary
School
School Field Rental BACS £350.00 Open Spaces Act 1906, s14
7 Staff Expenses BACS £28.49 Local Government Act 1972, s112 (2)
8 Staff Wages BACS £839.29 Local Government Act 1972, s112 (2)
9 4th Corner Landscaping Grass Cutting (April) BACS £196.28 Open Spaces Act 1906, s10 (b)
10 Mr J Lee Village Sign Repairs 300078 £205.00 Road Traffic Regulation Act 1984, s72 (1)
11 NACRE
Neighbourhood Plan day
BACS £40.00 Local Government Act 1972, s111 (1)
Total
£2295.28
Page c. To receive a report from the Finance Committee
The Finance Committee gave their support for the figures to be presented in items 7e–7g
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It was resolved to pay the following invoices:
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

d. To consider the applicants to the Small Grants Program 2017 and allocate grants.
The Clerk had received eight applications for a grant. All applications were considered and it was resolved to grant the following amounts:
1 Friends of Helmdon Church Yard £400
2 Friends of Helmdon Church Yard £240
3 Friends of St Mary Magdalene £360
4 St Mary Magdalene Church PCC
5 Gardening Club Flower & Produce Show Committee £100
6 Friends of Helmdon School £250
7 Whistley 2000 Scouts £200
8 Helmdon Bridge Players £200
Total £1750
e. To close off accounts for y/e 31st March 2017
The Clerk presented the end of year accounts and bank reconciliation (see appendix B). It was resolved to close off the accounts.
f. Annual Return: approval of Annual Governance Statement
The statements from the annual Governance section were reviewed. All responses were in the affirmative with the final trust funds statement not applicable and it was resolved to approve the
Annual Governance Statement. Cllr Coatsworth and the Clerk as Responsible Finance Officer signed Section 1 of the Annual Return.
g. Annual Return: approval of Statement of Accounts
The Clerk presented the figures as previously reviewed by the Finance Committee (appendix C)
It was resolved to approve the statement of accounts and Cllr Coatsworth and the Clerk as
Responsible Finance Officer signed Section 2 of the Annual Return.
h. To consider the annual salary increase for the Clerk
An annual increase of 1 SCP was approved, from SCP19 to SCP20, starting from 1st April 2017.
This is subject to a satisfactory 6 month appraisal to be conducted by the Chair and the Vice
Chair. Actions: The Clerk to arrange a date for the 6th month appraisal.
i. To consider recommendations from the Finance Committee regarding the following documents:
i. Finance Committee Terms of Reference ii. Risk Assessment iii. System of Internal Control iv. Expenses Policy
All documents were approved and signed by Cllr Coatsworth.
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk
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9. To confirm the purchase and location of three dog waste bins
Cllr Moody requested that the Clerk enquire as to whether it would be more cost effective to purchase more general waste bins in the village which would then be emptied by SNC. It was resolved that if SNC decline the request for more general waste bins then Cllr Coatsworth and the
Clerk will go ahead with an application to the New Homes Bonus for 3 dog waste bins. Action: The
Clerk to contact SNC regarding general waste bins.
59
8. To confirm arrangements for emptying of school bins during the holidays
It was resolved to engage in a rolling contract with Marcus Young Ltd, to empty the school bins on a weekly basis during the Easter, May half term, summer and autumn half term school holidays.
The Clerk confirmed that Marcus Young Ltd had been provided with holiday dates for the 2016/7
and 2018/19 school years.

It was agreed to run a survey on www.helmdon.com to ask residents to suggest suitable locations for the dog waste bins. Action: Cllr Moody to organise the survey.
10. To confirm the repairs to the Sulgrave Road village sign
The sign has been repaired and returned – it was agreed that the repairs have been very successful.
11. To review proposed changes to the village confines in the draft Local Plan Part 2A
It was noted that the Helmdon Parish Plan Group (HPPG) is meeting towards the end of June and will look at the village confines in detail.
12. To receive an update on the speed radar project
Cllr Coatsworth confirmed that the application for a grant from the New Homes Bonus fund for
£4,195 had been submitted.
Cllr Garner confirmed that he had spoken to all the residents near the proposed location who had supported the plans.
Cllr Vicars explained that we were waiting for Steve Barber (Highways) to complete the Section 50
license. Action: The Clerk to contact Steve Barber for an update.
13. To receive an update from the Playground Committee
Cllr Wheeler confirmed that the new playground sign had been installed successfully.
Thanks were expressed to Cllr P. Duncombe and Cllr R. Duncombe for their work in moving the new benches up to the play area. Cllr P. Duncombe requested that the Parish Council write a letter of thanks for the loan of the telehandler. Action: Cllr Coatsworth to write the letter of thanks.
Cllr Wheeler explained his plan for turfing the area where the old bench had been. Action: Cllr P.
Duncombe to deliver the topsoil to the play area, Cllr Wheeler to lay turf.
The Clerk confirmed that the annual playground inspection is scheduled for 19th June, 2017.
14. To receive an update on the repairs to the War Memorial and garden redesign
Cllr Coatsworth confirmed that the application for a grant from the War Memorial’s Trust had been submitted.
The planting for the war memorial is almost complete and it is felt to be very successful. It was resolved to continue with the original plan for the area surrounding the American memorial stone, which will be re-set as part of the repairs project. Action: the Clerk to instruct Helen Timms to continue as planned.
It was suggested that we contacted the US Air Force at Croughton to see if they would like to contribute to setting the memorial on a raised base to protect it from further damage by mowers.
Action: Cllr Vicars to speak to PCC about a contact at the Croughton base
15. To receive an update from Cllr Vicars : NACRE neighbourhood planning day
This item had been added to the agenda in error as the planning day is not until 25th May, 2017.
However, Cllr Vicars gave a brief summary of his aims for attending the day.
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk
Page
17. A review of the recent Annual Parish Meeting
It was agreed that although the meeting had been very informative it was disappointing that so few residents attended.
It was agreed that next year the council should:
a. promote the meeting more widely – flyers through every door
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16. To receive a report on the web site team’s work with Northampton University
Cllr Moody gave a summary of the work that he and Audrey Forgham have done with the Digital
Media and Marketing students at the University. Although none of the proposed re-designs were suitable they have found the experience useful and have several ideas for improvements to make to www.helmdon.com. They are planning on having a meeting of the website team in July and would welcome any new members to the team.
Cllr Coatsworth expressed his thanks to Cllr Moody and Mrs Forgham for their time and effort in meeting with Northampton University and for maintaining the village website at a high standard over so many years

b. remove any Parish Council logos from the notices – make it clear that this is a village meeting, not another Parish Council meeting.
c. begin planning the meeting in the November 2017 meeting of the Parish Council d. aim to shorten the meeting, closing at 9pm
18. Councillor Questions
 Cllr P Duncombe expressed concern that Western Power have still not finished the snagging list from last year’s works including capping the newly adopted telegraph poles and repairing the joint overbanding on the new tarmac. Action: the Clerk to contact Gavin Curley again.
Cllr P. Duncombe also drew attention to a large pothole that has appeared in the highway outside 61 Wappenham Road. Action: Cllr Moody to notify Streetdoctor
 Cllr Vicars mentioned that he had recently received some very positive comments about the village noticeboards.
 Cllr Coatsworth highlighted an email that the Clerk had received from the Sports Club asking for support for their application to the New Homes Bonus. The email had not been received in time to be added to the agenda for this meeting – it was resolved to ask them to attend the July meeting to present their plans. The Clerk had details of grants available from Sport England which may be suitable. Action: The Clerk to forward details of the Sport England grant and invite the Sports Club to the next meeting
19. Close
The meeting closed at 9:30 pm
Signed________________ dated______________
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61
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 24/05/17
Accounts:
Balance of Unity Trust account as of 18/05/17:
Expected balance once payments and invoices settled:
Credits since 22/03/17
13-Apr–2017 1
2-May April/May 2
3 12-May-17
Direct debits out since 22/03/17
3-Apr–2017 1
2-May 2-May-2017 2
£23,708.93
£21,413.65
SNC
VARIOUS
HMRC
Precept
Allotment Rental
VAT repayment
BACS
BACS/CHEQUE
BACS
Total
OPUS
OPUS
Electricity Supply
Electricity Supply
DD
DD
Total
£8,537.00
£180.00
£515.40
£9,232.40
£70.16
£63.18
£133.34
Invoices to be settled on 24/05/17
DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1 Graphics Direct Playground Sign BACS £20.00 Open Spaces Act 1906, s14
2 CPRE Subscription 300077 £36.00 Local Government Act 1972, s111 (1)
3 ACRE Subscription BACS £35.00 Local Government Act 1972, s111 (1)
4 NCALC Subscription BACS £378.22 Local Government Act 1972, s111 (1)
5 NCALC Internal Audit Fees BACS £167.00 Audit Commission Act 1998 s7 (3)
6
Helmdon Primary
School
School Field Rental BACS £350.00 Open Spaces Act 1906, s14
7 Staff Expenses BACS £28.49 Local Government Act 1972, s112 (2)
8 Staff Wages BACS £839.29 Local Government Act 1972, s112 (2)
9
4th Corner
Landscaping
Grass Cutting (April) BACS £196.28 Open Spaces Act 1906, s10 (b)
10 Mr J Lee Village Sign Repairs 300078 £205.00 Road Traffic Regulation Act 1984, s72 (1)
11 NACRE Neighbourhood Plan day BACS £40.00 Local Government Act 1972, s111 (1)
Total £2295.28
Page
62
PAYEE
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

2017/18 Day Book
Transaction
Date
Invoice No. Invoice
Date
Transactio Cheque n No. Cleared date
Payee
18-May-17
03-Apr-17 61908548
13-Apr-17
18-Apr-17
18-Apr-17
02-May-17
02-May-17 62073007
05-May-17
08-May-17
12-May-17
17-May-17
24-May-17 924
24-May-17
24-May-17
24-May-17 6222
24-May-17 6222
24-May-17 E2047002428
24-May-17
24-May-17
24-May-17 5016
24-May-17
24-May-17
18-Mar-17 OPUS
SNC
P KING
K CLARKE
VINCENT MJ
OPUS
Helmdon Primary School
NASH C
HMRC
17-Apr-17
11-May-17
28-Mar-17
03-Apr-17
03-Apr-17
25-Apr-17
27-Apr-17
BACS
300077
BACS
BACS
BACS
BACS
BACS
BACS
BACS
300078
BACS
Graphics Direct
CPRE
ACRE
NCALC
NCALC
Helmdon Primary School
Helen du Bois
Helen du Bois
4th Corner Landscaping
Mr J Lee
ACRE
Total
Received
Item Description
Totals
Balance B/Fwd 2016
Electricity Supply
Precept
Allotment Rental
Allotment Rental
Allotment Rental
Electricity Supply
Allotment Rental
Allotment Rental
VAT repayment
Allotment Rental
Playground sign
Subscription
Subscription
Subscription
Internal Audit
School Field Rental
Office Expenses
Staff wages
Grass Cutting
Village Sign Repairs
Neighbourhood Planning Day
Total Paid
DR
23842.27
14609.87
8537.00
30.00
30.00
15.00
15.00
30.00
515.40
60.00
Bank
Reco nciled
Balance
CR
2428.62 21413.65
14609.87
70.16 14539.71
23076.71
23106.71
23136.71
23151.71
63.18 23088.53
23103.53
23133.53
23648.93
23708.93
20.00 23688.93
36.00 23652.93
35.00 23617.93
378.22 23239.71
167.00 23072.71
350.00 22722.71
28.49 22694.22
839.29 21854.93
196.28 21658.65
205.00 21453.65
40.00 21413.65
Code
Bank
23136.71
26
26
26
26
-15.00
63.18
-15.00
-30.00
-515.40
-60.00
20.00
36.00
35.00
378.22
167.00
350.00
28.49
839.29
196.28
205.00
40.00
101
901
903
903
903
101
903
903
1002
903
203
407
407
407
401
204
403
402
201
209
412
2016/17 Day Book Budget
2016-2017
Code
100 Lighting
EXPENDITURE
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
Budget
1619.00
2017-2018
Actual Remaining
1390.05 228.95
Budget
1416.44
Actual Remaining
126.99 1289.45
919.00
200.00
500.00
871.56
102.05
416.44
47.44
97.95
83.56
900.00
100.00
416.44
126.99
2855.00 4779.10 4100.30 3525.00 738.57
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Other
1600.00 1553.11
65.00 2017-18
2078.40
350.00 850.00
150.00
75.00 26.94
46.89
11.00
-2078.40
-500.00
150.00
48.06
1800.00
45.00
300.00
350.00
163.57
150.00
465.00
20.95
249.70
129.05
215.30
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
8748.00
400.00
4480.00
150.00
8615.38
402.00
4923.47
245.26
1170.00
982.00
921.00
225.00
270.00
150.00
1225.34
839.00
512.31
145.00
119.00
150.00
54.00
500 Grants awarded 2050.00 2050.00
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1350.00
200.00
500.00
2050.00
600 Burial Grounds 400.00 400.00 400.00
601 Churchyard Maintenance
602 Contingency
400.00 400.00 400.00
Total Regular Expenditure
700 Miscellaneous
701 Vat Paid
15672.00 17234.53
205.00
132.62
-2.00
-443.47
-95.26
8647.98
282.00
5251.48
150.00
1524.00
167.00
839.29
28.49
-55.34
143.00
408.69
80.00
151.00
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00 40.00
4461.87
1350.00
50.00
15389.42 2389.56 1289.45
39.06
39.06
4461.87 15389.42 2428.62 1289.45
Page
63
15672.00 18271.96
449.22
1400.00
-700.00
200.00
500.00
1037.43
1037.43
Total Expenditure inc VAT
20.00
350.00
50.00
680.00
200.00
100.00
-54.00
773.01
100.00
416.44
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
16142.00 16142.00
25.00 4.82
100.00 110.00
8165.00 2150.77
400.00
Total Regular Income 18807.59
20.18
-10.00
6014.23
-400.00
17074.00 8537.00
160.00
7210.00
180.00
8717.00
1000 MISCELLANOUS INCOME 515.40
1001 Misc Transfers In
1002 Vat Repayment 515.40
18807.59 9232.40
Balance 535.63 6803.78
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64
Total Working Income
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

Appendix B
BANK RECONCILLIATION – Y/E 31st MARCH 2017
Bank Reconciliation
Unity Bank Tailored Account balance 31st March 2017
Less Unpresented cheques
1 Cheque no: 317201
£15,109.87
NCC School license fees
Total
£500.00
£500.00
Add payments not yet credited
Total
£0.00
£14,609.87
Cash Book Balance at 31st March 2016
Difference between bank account and cash book
£14,609.87
£0.00
Summary of Accounts and Holdings
Asset Register
Unity Bank Tailored Account
Unity Bank Deposit Account
Value at
31.03.17
£97,211.92
£14,609.87
£0.00
£111,248.21 Total £111,821.79
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65
Value at
31.03.16
£97,119.97
£14,128.24
£0.00
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk

Appendix C
ANNUAL RETURN FIGURES
2016 £2,017
1. Balances brought forward £11,262 £14,128
2. Annual Precept £14,660 £16,142
3. Total Other receipts £23,357 £2,666
4. Staff Costs £3,416 £5,036
5. Loan Interest/capital repayments NIL NIL
6. Total other payments £31,735 £13,290
7. Balance carried forward £14,128 £14,610
8. Total Cash investments £14,128 £14,610
9. Total Fixed Assets £97,120 £97,212
NIL NIL 10. Total Borrowings
EXPLANATION OF SIGNIFICANT VARIANCES
In 2015/16 the council received a grant of £22,808 from the SNC New Home Bonus Scheme towards a major drainage project on the village school playing field. Aside from this grant there are significant increases in receipts and all other payments in 2016/17. I have explained the increases below.
BOX 3: TOTAL OTHER RECEIPTS £2,665.59 (2015/16: £23,357 or £549.29 excluding grant)



In 2016/17 the council received £1000 as prize money from the Village of the Year competition, a grant of £1,150.77 from the Transparency Code fund and a donation of £400 from a village charity (2015/16: £0.00).
In 2016/17 the council received an income from their allotments of £110 (2015/16: £0.00)
The council did not receive a VAT repayment in 2016/17 (2015/16: £528.48)
BOX 4: STAFF COSTS £5,036.02 (2015/16: £3,415)


Staff costs increased as a Clerk was employed for the full 12 months (compared to 11 months in 2015/16) and the Clerk's working hours increased from 8 to 10 per week.
The Clerk's salary also increased by 1SCP.
BOX 6: ALL OTHER PAYMENTS £13,289.97 (2015/16: £31,735 or £8927.16 excluding grant)



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66

Awards to village groups for the Small Grant Scheme increased in 2016/17: £2,450 (£2015/16: £500)
In 2016/17 the Council paid £2078.40 in playground repairs (2015/16: £0). This included repairs to several wooden climbing frames and the replacement of wetpour under the swings – no new equipment was purchased.
The Council made a one off payment of £500 for legal fees to renew the 10 year license for the rental of part of the school playing field.
The Council increased spending on training as the Clerk started a CiLCA training course (2016/17: £839.00, 2015/16:
£298.37)
Minutes of the Ordinary meeting of Helmdon Parish Council, 24th May 2017 Author: Helen du Bois, Clerk