Council Meeting, 24 September 2008

HELMDON PARISH COUNCIL
All Councillors are summoned to an Ordinary Meeting of Helmdon Parish Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 24th September 2008, commencing at 7.30 pm.
Members of the public and Press are invited to attend the meeting and to participate in the Open Forum
AGENDA
1. Apologies for Absence
2. Approval and Signature of the Minutes for the Ordinary Meeting held on 23rd July 2008
3. Matters Arising from the Minutes of 23 July 2008
4. Open Forum
5. Finance rd a) Financial statement b) Bills for Payment c) Payments Received d) Annual Return – to sign off y/e 2008 and review comments of External Auditors
Report
6. Review of all correspondence
7. Planning: To receive decisions of Planning committee on applications since 23/07/08
8. To review EON Electricity Agreement and resolve whether to sign
9. To receive update on Housing Needs Survey
10. To review documentation for Model Publication Scheme in preparation for adoption at the
November meeting
11. Ongoing Maintenance of War Memorial and Pump Garden
12. To review the Playing Field Licence Agreement with NCC
13. Allotments – to review waiting list procedures and consider splitting plots
14. Update on Issues regarding preventative Flooding measures
15. Consideration of request to have US Servicemen’s Names read out at future Remembrance
Services
16. Councillors’ Questions
Signed _______________________
Dated________________________
Liz Hart, Parish Clerk
[address removed]

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HELMDON PARISH COUNCIL
Draft Minutes of the Ordinary meeting of Helmdon Parish Council held on Wednesday 24th September 2008
in the Reading Room, Church Street, Helmdon at 7:33pm
Present: Councillors Barnes, Burns, Coatsworth, Crouch, Duncombe, England, Thorne
Parish Clerk: Liz Hart
Seven members of the public were present; also Mark Gatland, MGWSP
Action
1 Apologies
Received from Cllrs Stothard and Turner.
2 Approval and Signature of the Minutes for the Ordinary Meeting held on 23rd July
2008
Cllr Coatsworth proposed, seconded by Cllr Barnes, that the Ordinary Meeting Minutes of
23rd July be approved. All were in favour and Cllr Burns duly signed the minutes
3 Matters Arising from the Minutes of 23rd July 2008
None.
4 Open Forum
Mark Gatland, Area Manager from MGWSP gave a short presentation on the new structure and his personal background. The following were flagged as issues which the Clerk will forward to MGWSP:
• Footpaths in Church Street, Wappenham Road and Shortlands Close have been marked up for works – when is this due to take place?
• A timescale for the resurfacing of the rail bridge in Station Road
• The broken sign on Wappenham Road by Jeffs Bridge
• The drain on the footpath by Fountain House
• Weston Rd – pipe on side of the road
• Mud on the Falcutt Rd
• Rail bridge near Peter’s Farm – an ash tree needs to be removed
Members of the public raised the following:
Update on flooding issues – Cllr Barnes circulated a letter on responsibilities due to be sent out to all relevant parties requesting their comments. Mark Gatland volunteered to write to
SNC (Tom Livingstone) and Mark Probin (Anglian) and arrange a site meeting in Helmdon to discuss the issues.
War Memorial – Sue Lidgley will purchase compost and potentillas for the replanting of the
War Memorial beds to be paid for by the Parish Council as previously agreed.
Broken gate at the bottom of the Allotments – Cllr Barnes confirmed that the Footpaths
Group were looking at this issue already.
5 Finance a) Financial statement
Cllr Thorne proposed, seconded by Cllr England, that the financial statement be accepted.
All were in favour.

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Cash & Investments
Current Account (Coop) 18 578.39
Nottingham Bond 500.00
Total 19 078.39
b)) Bills for Payment
Accounts Payable NET VAT GROSS Cheque
E ON Energy Ltd 104.11 18.22 122.33 500082
C and E Grass Cutting 225.00 0.00 225.00 500083
BDO Stoy Hayward LLP 135.00 23.63 158.63 500084
Clerk’s Wages (July and August including 5 hours CiLCA)
419.93 0.00 419.93 500085
Clerk’s Expenses (childcare, petrol) 103.10 12.25 115.35 500085
Helmdon Primary School 2000.00 0.00 2000.00 500086
Cllr Coatsworth proposed, seconded by Cllr Duncombe that all bills above presented for payment be paid. All were in favour.
Brackley Cottage Hospital (2/4) 250.00 0.00 250.00 500087
Cllr Coatsworth proposed, seconded by Cllr Duncombe that the above donation be paid under s137 of the LGA 1972. All were in favour c) Payments Received
No payments had been received.
d) Annual Return – to sign off y/e 2008 and review comments of External Auditors
Report
The Annual Return was presented. Cllr Thorne proposed, seconded by Cllr Barnes, that the document be approved and the Annual Return be accepted by the Council. All were in favour.
The points in the External Auditor’s Report were considered. The newly increased level of
Fidelity Guarantee (£25 000) had briefly been exceeded due to timescales of incoming grants and outgoing expenditure for the Playground Refurbishment. The Clerk had informed the Parish Council of this fact. Due to the fact that this situation was extremely unlikely to re occur, Cllr Barnes proposed seconded by Cllr Crouch that the level remain at £25, 000. All were in favour. The level of reserves is perceived as being high by BDO. Cllr England proposed seconded by Cllr Coatsworth that the reserves are reviewed by the Finance
Committee when the budget and precept are considered and a proposal then put to the
Parish Council.

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All were in favour.
6 Review of all Correspondence
The correspondence as per Appendix A was reviewed.
Cllr Crouch
Cllr Crouch will attend the Police meeting in December.
7 Planning: To receive decisions of Planning committee on applications since 23/07/08
Application No. S/2008/0958/P
Location: Astwell Mill Helmdon
Proposal: Garden room to rear (amendment to S/2007/1202/P)
The Committee supported the application with no further observations.
Application number: S/2008/1075/P
Location: 57 Church Street, Helmdon
Proposal: Erection of garden shed in rear garden
The Committee supported the application with no further observations.
Application number: S/2008/1071/P
Location: Manor Farm Barn Church Street Helmdon
Proposal: Conversion of agricultural barn to two dwellings, conversion of adjacent outbuildings to garaging and ancillary domestic storage and change of use of land to residential garden.
The Committee supported the application with the following comment: it was noted that the large amount of glass could cause reflection (glare) issues particularly on the rear (west facing) elevation. The Council requests a condition of non reflective glass be placed on the development.
Application number: S/2008/1149/P
Location: 19 Station Road, Helmdon
Proposal: 1st floor extension to side and loft conversion with 2 no. dormers to the front & 1 no. dormers to side
The Committee supported the application.
Application number: S/2008/1185/P
Location: Field View House, Field Way, Helmdon
Proposal: Stable Block
Cllr Duncombe declared a prejudicial interest in this application and left the Committee meeting. He took no further part in the considerations.
The Committee supported the application whilst noting that the covering of the walls should be of a green nature.
8 To review EON Electricity Agreement and resolve whether to sign
Cllr England proposed seconded by Cllr Duncombe that Cllr Burns sign the Agreement. All were in favour.

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9 To receive update on Housing Needs Survey
Cllr Thorne confirmed that he had 500 copies of the Survey to be distributed with Talkabout magazine.
10 To review documentation for Model Publication Scheme in preparation for adoption at the November meeting
All Councillors were requested to forward their comments to the Clerk by the end of the third week in October.
11 Ongoing Maintenance of War Memorial and Pump Garden
The Rainbows and Guides have kindly undertaken to tend the Pump Garden. Ongoing maintenance of the War Memorial will be considered at the November meeting once the replanting has been completed.
12
All Cllrs
Clerk
To review the Playing Field Licence Agreement with NCC
Cllr Coatsworth proposed seconded by Cllr Thorne that the licence can be signed by Cllr
Burns once clause 2.9 is amended as agreed already between both parties. All were in favour.
13 Allotments – to review waiting list procedures and consider splitting plots
The Allotments Committee agreed to meet and consider the above issues together with a proposal from Mr and Mrs Wray (listed under Correspondence) to purchase a portion of the land. A report will be made to the November meeting.
14
Allotment
Committee
Update on Issues regarding preventative Flooding measures
Cllr Barnes’ letter will be sent to all relevant parties. The next meeting is Monday 3rd
November at 8pm.
15 Consideration of request to have US Servicemen’s Names read out at future
Remembrance Services
Rev Will Adams had been approached by an individual regarding the US Servicemen crew killed at Astwell Castle. The American base would like to send representatives to the
Service. All were in favour of this.
16 Councillors’ Questions
Cllr Thorne asked Cllr England for an update on the refurbishment of the Reading Room at the November meeting.
Cllr Barnes asked if anyone had any more parking notices; Cllr Thorne will issue one where necessary.
The Clerk will chase up Ian Richardson regarding the Village Information Board.
Cllr Burns informed the meeting he will organise the wreaths and poppies for Remembrance
Sunday.
The meeting closed at 9.22pm
Clerk

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Appendix A – Correspondence Received – 22nd July – 22nd Sep 2008
South Northamptonshire Council

Weekly Planning Application listings
Planning Applications:
o S/2008/1071/P – Manor Farm Barn – Conversion of agricultural barn to two dwellings, conversion of adjacent outbuildings to garaging and ancillary domestic storage and change of use of land to residential garden– planning meeting held; also additional reports on bats and structural reports – for information only o S/2008/1075/P – 57 Church Street – Erection of garden shed in rear garden –
planning meeting held o S/2008/0519/TR – removal of payphone at The Green – notice of decision –
objections raised – poster displayed o S/2008/0838/P – Manor Farm Helmdon – decision notice – refusal o S//2008/1149/P – 19 Station Road, Helmdon – 1st floor extension to side and loft conversion with 2 no. dormers to the front & 1 no. dormers to side – planning meeting held o S/2008/1185/P- Field View House, Field Way -: Stable Block – planning meeting held o S/2008/0958/P-Astwell Mill Helmdon–proposal: Garden room to rear (amendment to
S/2007/1202/P)- planning meeting held. Decision notice – approval
Register of Electors – monthly alterations
Susan Hope (Affordable Housing) – follow up from PC meeting regarding details of the Housing
Needs Survey (letter and subsequent email) – circulated
Housing 4U newsletter Summer 2008
Summer Activity poster – displayed and on website
2008-9 Yearbook (2 copies)
Homelessness Directory
Details of Consultation on Dog Control Orders – circulated and on notice boards
Representative sought for Standards Committee – circulated
Litter picks – request for intention of support- circulated
Northamptonshire County Council
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Details of launch of Rightracks Project – circulated
Empowering Councillors Scheme – questionnaire and request for evidence of benefits – submitted
Touring Arts Newsletter
Notice on Invoice Payment Process
Notification of new Area Managers
Locations for Waste Development – consultation details – circulated
NCALC
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Update – forwarded on email
AGM reminders
Details regarding the Adoption of revised Freedom of Information Scheme – on Agenda
Details of revised Quality Parish Scheme
ACRE
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Invite to Climate Change Conference – circulated
The Playing Field Newsletter – for Playground Committee
Miscellaneous

Ability Northants – poster for October event – displayed and on web site
Playsafety Ltd – revised RoSPA report – circulated

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SNVB Newsletter – September/October – invitation to join Board of Trustees, reminder ref the th South Northamptonshire Forum on Thursday 25 September 4pm in Syresham
Aspects of Helmdon No 5 – Audrey Forgham
Coop – information on insurance cover, August, September statement
Wicksteed – playground inspection services details
ABB – notice that ABB has been acquired by E.ON UK
E.ON UK – notice that E.ON UK has acquired ABB – revised contact details for billing
Brackley Rural PCT – invitation to Community Panel meeting in Syresham – circulated; report nd from that meeting and date of next meeting announced as Tuesday 2 December
BDO Stoy Hayward – completed annual return, auditor’s report and associated documentation
Helmdon Primary School – Chair of Governors – communication regarding vandalism at the school asking for support from the Parish Council
Brackley Cottage Hospital – copy of accounts for y/e 2008
Vitalise – request for donation
East Midlands Fire and Rescue – details of a new facility at Castle Donnington
Neptune – Order Acknowledge ref purchase of two litter bins
Age Concern – questionnaire on Befriending Service – response requested
E.ON UK statement
Letter from Douglas Hadfield regarding stones found under the bridge over the brook and accompanying photos – copies provided for circulation to Robin Digby and Andrew Grant
Request from Mr and Mrs Wray to purchase a proportion of the allotment land – circulated
North Northants Joint Planning Unit – advise that the adopted Core Spatial Strategy is available free on line
Conrad Woolley – letter of thanks to PC and Paths Warden regarding improved stiles and wicket gates at the end of Cross Lane – circulated
Kathy and Iain Quiney – letter regretting that they can no longer maintain the War Memorial
Bio Group Ltd – Steve Sharrett stating that they are no longer involved at the Blackpits Site
Accounts received
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nd C and E – grass cutting – £225.00 (2 of 3 invoices)
BDO Invoice for 2007/8 Auditing – £135 + £23.63 (VAT) = 158.63
E.ON UK Energy Services Ltd (formerly ABB LTD) – £104.11 + £18.22 (VAT) = 122.33