Council Meeting, 24 March 2021

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held as a virtual meeting1
on Wednesday 24th March 2021 at 7:30pm.
Present: Cllrs Coatsworth (Chair), Moody, Garner, Grove, Gray, Thorpe, Wheeler, Harris, and the
Clerk (Helen du Bois).
In attendance: 2 members of the public.
1. Apologies for absence
None.
Cllr Coatsworth informed the Council that Robert Duncombe had ceased to qualify as a Councillor from 19th March 2021. This is in accordance with the Local Government Act 1972 s85: Vacation of office by failure to attend meetings.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the Ordinary meeting of 27th January 2021
These were approved without amendment and will be signed when practicable.
4. Matters arising
Item 5: The Clerk confirmed that this meeting had been promoted on the Council’s website and
Facebook page on Monday 22nd March.
Item 15: The Clerk has written to LGSS Law as agreed, there has been no response yet.
5. Open Forum
A resident asked if the proposed wildflower verge project will be planted this year. Cllr Wheeler will speak with Helen Tims and suggest setting up a small trial area this spring.
Action: Cllr Wheeler to contact Helen Tims and inform the Clerk if the trial goes ahead.
6. Finance a. To receive the Financial Report and consider the invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £26,956.95 on 18th March 2021 and an expected balance of £26,520.21 once invoices have been paid. It was resolved to pay the following invoices:
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
2
Aylesbury Mains
Brackley Citizens Advice
Streetlight repairs (24)
Donation
BACS
Parish Councils Act, 1957, s3
BACS
£89.76
£50.00
3
Brackley Community
Hospital
Donation
BACS
£50.00
LGA 1972 s137
4
5
6
Northants ACRE
H du Bois
[address removed]
Subscription (21/22)
Expenses (Feb/Mar)
Banbury Bus (Jan/Feb/Mar)
BACS
£35.00
£61.98
£150.00
£436.74
Local Government Act 1972, s111
LGA (Financial Provisions) 1963, s5
Transport Act 1985, s106A (1)
BACS
BACS
Total
LGA 1972 s137
1
Page
246
Action: The Clerk to submit the payments.
Meeting held using www.zoom.us
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
b. To receive an update from the Internal Controls Councillor
Cllr Thorpe stated that on 12th March 2021 he scrutinized the accounts using the ICC checklist. He confirmed that all was in order, the checklist will be signed as soon as practicable.
c. To note the contractual annual increase of the Clerk’s salary by one SCP to SCP15
effective from 1st April 2021
This was noted.
7. To review and approve the following:
a. Asset Register b. Code of Conduct c. Grievance & Disciplinary policy d. Health & Safety policy e. Allotment Tenancy Agreement f. Publication Scheme g. General Privacy notice h. Staff Privacy notice
These were all approved without amendment.
8. Streetlights:
a. To consider recent feedback received from residents regarding the LED light bulbs
The Council had received requests from three residents to reduce the brightness of the streetlights. As the streetlights already have the lowest wattage LED bulb available it was resolved to install shields on the three relevant streetlights. The cost of a shield will be approximately
£40+vat plus an installation fee.
Action: The Clerk to request the installation of shields on the three streetlights.
b. To consider appointing a different contractor for streetlight maintenance
The Clerk had identified two alternative street light maintenance contractors who offered a similar service; it was resolved to authorise the Clerk to select a suitable new contractor.
Action: The Clerk to instruct a new maintenance contractor.
9. To consider a request from the Clerk to carry over 5 days of unused annual leave allowance into 2021/2022 and 2022/2023
This was approved.
10.To consider the risks involved in being required by law to return to face-to-face Council meetings from 7th May 2021 and agree the actions required to protect meeting attendees
Cllr Moody informed the Council of the legal challenge by Hertfordshire County Council, Lawyers in
Local Government and Association of Democratic Services Officers for the continuation of local authority remote meetings beyond 6th May 2021, which is due to be heard in the High Court before the end of April.
It was agreed to bring forward the next meeting of the Finance Committee ahead of May 6th, 2021.
Action: The Clerk to reschedule the next Finance Committee meeting.
It was agreed that the War Memorial would be the recommended place for the laying of flowers and that the flowers would removed the day after the funeral (as instructed) and taken to Blackpits for composting.
It was agreed that the proclamation would not be read out publicly.
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
Page
It was resolved to purchase the Operation London Bridge pop over element from 2commune for the website.
247
11.To receive a report on the recommended actions for Councils to consider when marking the death of a senior member of the Royal Family
The Clerk had circulated a report prior to the meeting.
HELMDON PARISH COUNCIL
MINUTES
Cllr Gray expressed thanks to the Clerk for producing the report.
Actions:
1. The Clerk to purchase the black home page template from 2commune
2. The Chairman to provide the Clerk with a draft message of condolence for the website
3. Cllr Harris to enquire if the Reading Room Management Committee will be purchasing a portrait of the new King when the time comes.
4. The Clerk to create the Council’s procedural document for these circumstances.
12.To consider removing or changing the Village of the Year signage on the entrances to the village
It was agreed that the signs will be amended to read “Northamptonshire’s Best Village Competition multiple winners”
Action: Cllr Coatsworth to request a quote from Mike Barnes.
13.Reading Room:
a. To note that the Reading Room charity has incorporated as a Charitable
Incorporated Organisation (CIO)
b. To note that the CIO will hold the freehold title of the Reading Room c. To agree that Helmdon Parish Council will cease to be the Custodian Trustee of the
Reading Room, with effect from 1 April 2021
d. To remove the Reading Room from Helmdon Parish Council’s asset register, with effect from 1 April 2021
The above items were noted and agreed. It was resolved that the Clerk would sign the letter provided by the Reading Room Management Committee to “renounce the Councils’ role as Custodian
Trustee for the Read Room Helmdon and confirm that the Council has no claims outstanding in respect of this role”.
Action: The Clerk to sign the letter and return.
14.To consider any further action required ahead of the May 2021 Elections
Cllr Moody confirmed that it was permitted for the County and District Councillors to speak at the
Annual Parish Meeting during the pre-election period.
Cllr Moody requested that the website homepage be updated to highlight the forthcoming elections.
It was resolved to deliver a leaflet to every property after 29th March 2021 to promote candidacy. Cllr
Grove kindly offered to print the leaflets.
Actions: The Clerk to update the website home page and design the leaflet. Cllr Grove to print copies of the leaflet and Cllr Coatsworth to organise delivery.
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
Page
16.To finalise the arrangements for the Annual Parish Meeting 2021
The following speakers/presentations were agreed:
• An update from HS2
• Cllr Gray: an update on the Helmdon-Brackley cycleway/greenway proposal
• Cllr Ian Morris (to be confirmed)
• Cllr Paul Wiltshire
• Cllr Coatsworth: an update on the Priory Fields project
Action: The Clerk to publicise the meeting via the website and Facebook pages.
248
15.To consider arranging a village litter pick
It was resolved to hold a village litter pick after Easter when groups of six or two households are permitted to meet outdoors. It was agreed that refreshments would not be provided, and a system would be put in place to enable residents to collect and return the litter picking equipment safely during the event.
Action: The Clerk to enquire if the litter picking kit is available from SNC for either 10/11th or
24/25th April 2021.
HELMDON PARISH COUNCIL
MINUTES
17.To receive an update on the possible Helmdon to Brackley cycleway/greenway
Cllr Gray gave an update on the work she has done so far on this proposal. District Cllr Rosie Herring and John Grimshaw (founder of SUSTRANS) have contracted Cllr Gray to offer their support for the project. It was agreed that the next step should be for Cllr Gray to open conversations about the proposal with the relevant landowners.
18.To receive an update on the Wappenham Road Defibrillator Project
Cllr Grove will contact the Wappenham Road resident who had offered a location for the defibrillator to confirm that their offer still applies. This will be done w/c 29th March 2021 and Cllr Grove will then contact Cllr Coatsworth with further information.
Action: Cllr Grove to speak to resident and provide Cllr Coatsworth with an update.
19. To note the decisions of the Planning Committee since 27th January 2021
Cllr Coatsworth provided a summary of the decisions made in the Planning Committee meeting on
2nd February 2021, 18th February 2021, and 19th March 2021.
20.To receive an update from the Priory Fields Project working group and to consider a suggestion to create the Priory Fields Committee
Cllr Harris gave an overview of the meeting held with the landowner and developer on 25th February
2021.
The most recent correspondence from the landowners had been circulated to Councillors prior to the meeting and it was resolved to propose a meeting with the landowners’ professional advisors.
It was agreed that Council members would continue meeting as a work group until after the local election on 6th May 2021.
Action: Cllr Coatsworth to draft a letter requesting the meeting.
21.Councillor questions
• Cllr Thorpe has been approached by three residents who are concerned that a swing has been installed in one of the trees on the grassed area of The Green and that the area is being used as a public play area, particularly at the end of the school day.
Action: Cllr Gray to speak with one of the residents about the swing.
•
Cllr Gray raised a concern about a failing boundary wall belonging to a property on the
Wappenham Road which is adjacent to the pavement.
Action: Cllr Coatsworth to investigate further.
•
Cllr Harris gave thanks to the Clerk for contacting SNC regarding the litter problem at the grittings layby on the B4525 as the litter has been cleared.
•
Cllr Garner asked for an update of the speed data collected by the Station Road speed camera.
Action: Cllr Coatsworth to process a download within the next 4 weeks.
•
Cllr Garner mentioned an email he had received regarding the Council’s decision to object to a recent planning application for Jerry’s Barn, Wappenham Road (S/2020/2099/FUL)
Action: Cllrs Garner and Coatsworth to draft a response.
22.Close
The meeting closed at 9.50pm. The next meeting will be held at 7:30pm on Wednesday 19th May
2021, location to be confirmed.
dated______________
249
Signed________________
Page
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
APPENDIX A
This report was presented by the Clerk for approval by the Council on 24th March 2021.
Balance of Unity Trust account as of 18/03/20:
Expected TOTAL balance once invoices settled:
£26,956.95
£26,520.21
Payments out since 27/1/21
1
2
3
4
5
6
7
8
9
10
1
11
2-Feb-21
15-Feb-21
16-Feb-21
16-Feb-21
16-Feb-21
16-Feb-21
2-Mar-21
15-Mar-21
16-Mar-21
16-Mar-21
16-Mar-21
OPUS
H du Bois
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
OPUS
H du Bois
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Electricity Supply
Staff Wages
Monthly Charge
Virtual Landline
SLCC Clerk’s training
LexisNexis (Arnold Baker)
Electricity Supply
Staff Wages
Monthly Charge
Virtual Landline
Office Supplies
HMRC
C NASH
VAT reclaim (2019-20)
Allotment fees (2021-22)
DD
SO
DD
DD
DD
DD
DD
SO
DD
DD
DD
Total
£149.05
£571.98
£3.00
£8.95
£126.00
£119.99
£53.28
£571.98
£3.00
£8.95
£6.30
£1622.48
Credits since 27/1/21
1
2
1-Feb-21
12-Feb-21
BACS
BACS
Total
£1149.60
£40.00
£1189.60
Invoices to be settled on 24/3/21
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
2
Aylesbury Mains
Brackley Citizens Advice
Streetlight repairs (24)
Donation
BACS
£89.76
£50.00
Parish Councils Act, 1957, s3
BACS
3
Brackley Community
Hospital
Donation
BACS
£50.00
LGA 1972 s137
4
5
6
Northants ACRE
H du Bois
[address removed]
Subscription (21/22)
Expenses (Feb/Mar)
Banbury Bus (Jan/Feb/Mar)
BACS
£35.00
£61.98
£150.00
£436.74
Local Government Act 1972, s111
LGA (Financial Provisions) 1963, s5
Transport Act 1985, s106A (1)
BACS
BACS
Page
250
Total
LGA 1972 s137
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
2020/21 Day Book Current
2020
Authorisation
Date
Current Account
Invoice No.
Invoice Date
Transaction
No.
Transaction or
Cheque
Cleared date
Payee
Item Description
Total Received
DR
CR
49205.58
25101.64
22685.37
Opus Energy
[address removed]
H DU BOIS
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Opus Energy
Lloyds (Debit Card)
H DU BOIS
4th Corner Landscaping
Mobile Caretaking
Helmdon Primary School
PKF Littlejohn LLP
H DU BOIS
Aylesbury Mains
Aylesbury Mains
4th Corner Landscaping
Sue Lidgely
2commune
Opus Energy
H DU BOIS
Lloyds (Debit Card)
Lloyds (Debit Card)
Unity Trust
Opus Energy
[address removed]
[address removed]
[address removed]
H DU BOIS
Lloyds (Debit Card)
Lloyds (Debit Card)
[address removed]
Marcus Young
H DU BOIS
HMRC
Opus Energy
Totals
Balance B/Fwd 31st March 2020
Electricity Supply
50% share of Zoom subscription
Staff Wages
Zoom subscription
Zoom subscription
Zoom annual subscription
Monthly charge
Electricity Supply
Monthly charge
Staff Wages
Grass Cutting (Sept 2020)
Playground repairs (bin)
License Fee
External audit
Expenses
Streetlight upgrade
Streetlight repairs
Grass Cutting (Oct 2020)
Village bulbs
Website annual fee
Electricity Supply
Staff Wages
Monthly charge
Buzz Networks (virtual landline)
Service Charge
Electricity Supply
Zoom subscription (50% share exc vat)
Parish Online (50% share)
SLCC Subscription (50% share)
Staff Wages
Monthly charge
Buzz Networks (virtual landline)
Banbury Bus (Oct, Nov, 2 x Dec 2020 50%)
Bin emptying
Expenses
VAT refund for 2019-2020
Electricity Supply
C NASH
ALLOTMENT FEES 2021/22
H DU BOIS
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Opus Energy
H DU BOIS
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Aylesbury Mains
Brackley Citizens Advice
Brackley Community Hospital
Northants ACRE
H DU BOIS
[address removed]
Staff Wages
Monthly charge
Buzz Networks (virtual landline)
571.98
3.00
8.95
SLCC Training (Clerk)
126.00
Arnold Baker Local Council Administration
Electricity Supply
Staff Wages
Monthly charge
Buzz Networks (virtual landline)
Amazon (office supplies)
Streetlight repairs (no. 24)
Donation
Donation
Subscription
Expenses
Banbury Bus (Jan, Feb, Mar 2021 50%)
119.99
53.28
571.98
3.00
8.95
6.30
89.76
50.00
50.00
35.00
61.98
150.00
15-Mar-21
69201711
INV37798262
INV43102597
INV43306884
69384616
17-Sep-20
01-Sep-20
24-Sep-20
25-Sep-20
02-Oct-20
10-Oct-20
02-Nov-20
8147
INV-0484
E2047000004
SB20201019
20-Sep-20
28-Sep-20
30-Sep-20
17-Sep-20
8225
20-Oct-20
69569546
17-Nov-20
02-Dec-20
10-Nov-20
69753249
18-Dec-20
3513
04-Jan-21
10-Dec-20
18-Jan-21
01-Jan-21
69922162
18-Jan-21
02-Feb-21
10-Jan-21
30-Jan-21
I0439380Y
70095357
21-Jan-21
15-Feb-21
20234
02-Mar-21
10-Feb-21
23-Feb-21
27-Jan-21
14-Mar-21
DD
BACS
SO
DD
DD
DD
DD
DD
DD
SO
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
SO
DD
DD
DD
DD
BACS
BACS
BACS
SO
DD
DD
BACS
BACS
BACS
DD
BACS
SO
DD
DD
DD
DD
DD
SO
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
30-Nov-20
03-Feb-21
03-Feb-21
03-Feb-21
Total Paid
100.08
17.97
571.98
14.39
14.39
101.19
3.00
115.15
3.00
571.98
248.57
210.00
233.33
240.00
64.98
3450.00
125.28
248.57
50.00
984.00
123.47
571.98
3.00
8.95
18.00
139.10
42.16
18.75
80.50
571.98
3.00
8.95
200.00
540.00
82.73
1149.60
149.05
40.00
Balance
Bank
Rec
Code
Bank
26520.21
25101.64
36751.42
36769.39
36197.41
36183.02
36168.63
36067.44
36064.44
35949.29
35946.29
35374.31
35125.74
34915.74
34682.41
34442.41
34377.43
30927.43
30802.15
30553.58
30503.58
29519.58
29396.11
28824.13
28821.13
28812.18
28794.18
28655.08
28697.24
28715.99
28796.49
28224.51
28221.51
28212.56
28012.56
27472.56
27389.83
28539.43
28390.38
28430.38
27858.40
27855.40
27846.45
27720.45
27600.46
27547.18
26975.20
26972.20
26963.25
26956.95
26867.19
26817.19
26767.19
26732.19
26670.21
26520.21
27547.18
80
80
80
80
80
80
80
81
81
81
81
81
81
81
81
81
81
81
81
81
82
83
83
83
83
84
84
84
84
84
84
84
85
85
85
84
85
85
85
85
85
85
85
86
101
1001
402
408
408
408
411
101
411
402
201
203
204
401
403
801
102
201
206
410
101
402
411
414
411
101
1001
1001
1001
402
411
414
413
207
403
1002
101
903
402
411
414
406
571.98
3.00
8.95
6.30
89.76
50.00
50.00
35.00
61.98
150.00
414
101
402
411
414
414
102
503
503
407
403
413
Page
251
06-Oct-20
12-Oct-20
15-Oct-20
16-Oct-20
16-Oct-20
16-Oct-20
16-Oct-20
02-Nov-20
16-Nov-20
16-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
25-Nov-20
02-Dec-20
15-Dec-20
16-Dec-20
16-Dec-20
31-Dec-20
04-Jan-21
08-Jan-21
08-Jan-21
08-Jan-21
15-Jan-21
18-Jan-21
18-Jan-21
27-Jan-21
27-Jan-21
27-Jan-21
01-Feb-21
02-Feb-21
12-Feb-21
15-Feb-21
16-Feb-21
16-Feb-21
16-Feb-21
16-Feb-21
02-Mar-21
15-Mar-21
16-Mar-21
16-Mar-21
16-Mar-21
24-Mar-21
24-Mar-21
24-Mar-21
24-Mar-21
24-Mar-21
24-Mar-21
15-Mar-21
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
2020/21 vs Budget
2020-21
Budget
980.00
780.00
200.00
Spend to date
5500.00
3200.00
50.00
500.00
350.00
250.00
100.00
600.00
200.00
250.00
3882.92
11856.74
400.00
6808.74
250.00
11113.95
600.00
300.00
680.00
250.00
100.00
1000.00
108.00
60.00
1300.00
588.75
1570.00
1350.00
50.00
170.00
400.00
400.00
1375.00
Total Regular Expenditure 20306.74
18191.76
5837.70
1837.70
1000.00
3000.00
500.00
2875.00
2875.00
Total Expenditure including projects 26144.44
21066.76
1200.00
1200.00
1618.61
Total Expenditure inc VAT 27344.44
22685.37
22791.00
22471.00
22771.00
320.00
300.00
Total Regular Income 22791.00
22771.00
1278.00
78.00
1200.00
1332.94
183.34
1149.60
Total Working Income 24069.00
24103.94
Total carried forward at beginning of this financial year
Current income minus expenditure
Unity Account balance
£25,101.64
Code
EXPENDITURE
100 Lighting
101 Electricity Supply
102 Streetlight repairs
1419.89
1240.69
179.20
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs & maintanance
204 School field rental
205 Garden maintenance (War Memorial/Pump Garden/Wall)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
1482.93
72.00
1201.66
233.33
50.00
450.00
220.00
173.00
210 Noticeboards
211 War Memorial
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 Banbury Bus
414 Office expenses
415 CIL
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
800 Projects for 2019/20
801 Street Light upgrade
802 Village Hall Project
803 Flood Mitigation
804 Helmdon Wall Improvements
700 Miscellaneous
701 Vat Paid
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
1000 MISCELLANOUS INCOME
1001 Misc Transfers In
1002 Vat Repayment
Minutes of the Ordinary meeting of Helmdon Parish Council 24th March 2021
380.00
6845.79
354.67
263.00
707.76
233.15
820.00
83.52
33.74
445.00
358.57
1255.00
120.00
400.00
400.00
1618.61
22471.00
£1,418.57
£26,520.21
Author: Helen du Bois, Clerk
252
401 Audit charge
Page
212 Land Purchase
400 General Administration