Council Meeting, 25 March 2020

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held as a virtual meeting1
on Wednesday 25th March 2020 at 7:30pm.
Present: Cllrs Coatsworth, Moody, R. Duncombe, Garner, Wheeler, Gray, Thorpe and the Clerk
(Helen du Bois).
In attendance: there were no members of the public.
1. Apologies for absence
Apologies were received and accepted from Cllrs P. Duncombe and Stott.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the Ordinary meeting of 22nd January 2020
The minutes were approved and signed without amendment.
4. To receive the Financial statement and consider invoices to be paid.
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £25,607.25 on 19th March 2020 and an expected balance of £25,079.64 once invoices have been paid. It was resolved to pay the following invoices:
1
2
3
4
5
6
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
Aylesbury Mains
Aylesbury Mains
LGSS Law
Northamptonshire ACRE
[address removed]
H DU BOIS
Streetlight repair (no. 1)
Streetlight column repair (no. 12)
Legal Fees (Land Transfer)
Subscription (2020/2021)
Banbury Bus (JAN/FEB 20)
Office Expenses
BACS
£89.76
£105.60
£28.36
£35.00
£228.50
£40.39
£527.61
Parish Councils Act, 1957, s3
Parish Councils Act, 1957, s3
LGA 1972, S111
LGA 1972, S111
Transport Act 1985, s106A (1)
LGA (Financial Provisions) 1963 s5
Open Spaces LGA 1972, S111 (1)
BACS
BACS
BACS
BACS
BACS
Total
5. To consider a motion to provide for delegation to the Clerk any decision that must be made if the Council is incapacitated and unable to hold a meeting.
Cllr Garner joined the meeting at this item.
It was resolved that in response to the Covid-19 outbreak in the UK and in the event that it is not possible to convene a meeting of the council in a reasonable time, the Clerk shall have delegated authority to make decisions on behalf of the council where such decision cannot reasonably be deferred and must be made in order to comply with a commercial or statutory deadline.
The delegation does not extend to matters expressly reserved to the council in legislation or in its
Standing Orders or Financial Regulations. Any decisions made under this delegation must be recorded in writing and must be published in accordance with the relevant regulations. This delegated authority ceases upon the first meeting of the council after the council meeting at which the delegation was put in place.
It was agreed that if the current situation continues then the Council will hold an extraordinary meeting on Wednesday 22nd April 2020.
6. Close
The meeting closed at 7:50pm.
Signed________________
1
Meeting held using www.zoom.us dated______________
Councillor John Coatsworth, Chairman
Appendix A
FINANCE REPORT 25/3/20
This report was presented by the Clerk for approval by the Council on 25th March 2020.
Balance of Unity Trust account as of 19/3/20:
Expected TOTAL balance once invoices settled:
£25,607.25
£25,079.64
Payments out since 22/1/20
1
3-Feb-20
OPUS
Electricity Supply
DD
£132.24
2
17-Feb20
17-Feb-
Lloyds (Payment Card)
Service Charge
DD
£3.00
H du Bois
Staff Wages
SO
£545.76
OPUS
Electricity Supply
DD
£119.13
Lloyds (Payment Card)
Northamptonshire Flag
DD
£68.77
Lloyds (Payment Card)
Service Charge
DD
£3.00
H du Bois
Staff Wages
SO
£545.76
Total
£1417.66
3
20
2-Mar-20
4
16-Mar20
16-Mar-
5
6
20
16-Jan20
7
Credits since 22/1/20
1
7-Feb-20
M HORNE
Streetlight repairs
DD
£88.00
Total
£88.00
Invoices to be settled on 25/3/20
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
Aylesbury Mains
Streetlight repair (no. 1)
BACS
£89.76
Parish Councils Act, 1957, s3
2
Aylesbury Mains
Streetlight column repair (no.
12)
BACS
£105.60
3
LGSS Law
Legal Fees (Land Transfer)
BACS
£28.36
LGA 1972, S111
4
Northamptonshire
ACRE
Subscription (2020/2021)
BACS
£35.00
LGA 1972, S111
5
[address removed]
Banbury Bus (JAN/FEB 20)
BACS
6
H DU BOIS
Office Expenses
£228.50
£40.39
Transport Act 1985, s106A (1)
BACS
Total
£527.61
Parish Councils Act, 1957, s3
Page
203
LGA (Financial Provisions) 1963
Minutes of the Ordinary meeting of Helmdon Parish Council 25th March 2020
Author: Helen du Bois, Clerk
Invoice
Date
30-Sep-19
25-Nov-19
Invoice No.
256
19538
07-Dec-19
04-Jan-20
09-Jan-20
07-Jan-20
20-Dec-19
28-Jan-20
28-Jan-20
08-Feb-20
16-Feb-20
16-Jan-20
18-Jan-20
183196
185304
3262
2296
19691
67762846
67939619
19694
19692
187537
12-Mar-20
Transaction
No.
DD
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
BACS
DD
SO
DD
DD
DD
SO
BACS
BACS
BACS
BACS
BACS
BACS
Transaction or
Cheque
Cleared date
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
28-Jan-20
Payee
Total Paid
Balance
19-Mar-20
Total
Received
Current Account
Item Description
25383.53
Bank
Rec
Bank
29734.53
CR
23377.08
17388.87
545.76
3.00
441.00
5.98
100.00
89.76
20.00
28.36
14.18
460.80
180.00
198.00
134.40
32.97
107.41
132.24
-88.00
3.00
545.76
119.13
68.77
3.00
545.76
89.76
105.60
28.36
35.00
228.50
40.39
DR
48760.61
Service charge for payment card
Playground repairs (multi activity unit)
Office supplies
Hall hire
Street Light repairs (no. 15)
Expenses (Hall Hire)
Legal Fees
Legal Fees
Bin emptying
Domain renewal (2 year)
Street Light repair & conversion (no 11)
Expenses (multi activity unit)
Office Expenses
Banbury Bus (NOV/DEC 19)
Electricity Supply
Street Light repairs
Service charge for payment card
Staff wages
Electricity Supply
Northamptonshire Flag
Service charge for payment card
Staff wages
17388.87
28752.77
28749.77
28308.77
28302.79
28202.79
28113.03
28093.03
28064.67
28050.49
27589.69
27409.69
27211.69
27077.29
27044.32
26936.91
26804.67
26892.67
26889.67
26343.91
26224.78
26156.01
26153.01
25607.25
25517.49
25411.89
25383.53
25348.53
25120.03
25079.64
Totals
Streetlight repair (no 1)
Streetlight column repair (no 12)
Legal Fees
35.00
Balance B/Fwd 31st March 2019
Subscription 2020/2021
40.39
228.50
Staff wages
H DU BOIS
Lloyds (Debit card)
Lloyds (Debit card)
Lloyds (Debit card)
Reading Room
Aylesbury Mains
J Coatsworth
LGSS Law
LGSS Law
Marcus Young
2commune
Aylesbury Mains
H DU BOIS
H DU BOIS
[address removed]
Opus Energy
M HORNE
Lloyds (Debit card)
H DU BOIS
Opus Energy
Lloyds (Debit card)
Lloyds (Debit card)
H DU BOIS
Aylesbury Mains
Aylesbury Mains
LGSS Law
Banbury Bus (JAN/FEB 20)
545.76
3.00
441.00
5.98
100.00
89.76
20.00
28.36
14.18
460.80
180.00
198.00
134.40
32.97
107.41
132.24
Northamptonshire ACRE
Office expenses
88.00
[address removed]
3.00
545.76
119.13
68.77
3.00
545.76
89.76
105.60
28.36
H DU BOIS
403
413
407
402
411
301
412
408
102
408
212
212
207
410
801
301
403
413
101
905
411
402
101
412
411
402
102
102
212
Code
204
2019
Authorisatio n Date
19-Mar-20
22-Jan-00
16-Jan-20
16-Jan-20
16-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
22-Jan-20
03-Feb-20
07-Feb-20
17-Feb-20
17-Feb-20
02-Mar-20
16-Mar-20
16-Mar-20
16-Mar-20
25-Mar-20
25-Mar-20
25-Mar-20
25-Mar-20
25-Mar-20
25-Mar-20
Author: Helen du Bois, Clerk
Minutes of the Ordinary meeting of Helmdon Parish Council 25th March 2020
Page
2019/20 Day Book Current
2019/20 vs Budget
2019-20
Code
EXPENDITURE
Budget
Spend to date Remaining
100 Lighting
1700.00
1471.72
-198.72
101 Electricity Supply
1300.00
1212.12
-339.12
102 Streetlight repairs
400.00
237.60
162.40
22.00
-22.00
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
4848.00
3490.50
1357.50
201 Grass cutting
2400.00
1449.98
950.02
202 Playground inspection
50.00
45.00
5.00
203 Playground repairs
300.00
145.00
155.00
204 School field rental
350.00
350.00
205 Garden maintenance (War Memorial/Pump Garden)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
250.00
250.00
548.00
200.00
250.00
906.00
270.00
-358.00
200.00
-20.00
500.00
11311.00
324.52
13921.56
175.48
-2610.56
211 War Memorial
401 Audit charge
431.00
376.00
55.00
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
6550.00
250.00
7566.87
274.15
-1016.87
-24.15
550.00
200.00
581.77
234.00
-31.77
-34.00
407 Subscriptions
672.00
651.50
20.50
408 Reading Room rent
150.00
220.00
-70.00
409 Leaflets & Advertising
410 Web site
100.00
1000.00
970.00
100.00
30.00
411 Banking Fees
412 Other
413 Banbury Bus
108.00
1300.00
84.00
1246.95
1716.32
24.00
-1246.95
-416.32
500 Grants awarded
1400.00
1447.00
-50.00
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1350.00
50.00
1347.00
30.00
70.00
3.00
20.00
-70.00
600 Burial Grounds
400.00
400.00
601 Churchyard Maintenance
602 Contingency
400.00
400.00
19659.00
20730.78
-1501.78
700 Miscellaneous
1500.00
1278.45
221.55
701 Vat Paid
1500.00
1278.45
221.55
870.00
870.00
-870.00
-870.00
801.74
-301.74
479.50
-479.50
500.00
322.24
177.76
21659.00
23680.97
-2451.97
900 INCOME
19925.00
28134.78
8209.78
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
19685.00
19685.00
240.00
265.00
3390.00
88.00
4706.78
25.00
3390.00
88.00
4706.78
19925.00
28134.78
8209.78
1000 MISCELLANOUS INCOME
2278.00
3236.96
1001 Misc Transfers In
1002 Vat Repayment
78.00
2200.00
20.81
3216.15
22203.00
31371.74
Total Regular Expenditure
800 Projects for 2019/20
801 Street Light upgrade
802 Village Hall Project
803 Multi/Monkey Bars
804 Wappenham Road defibrillator
300 Spending from Sinking Fund for 2019/20
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
Total Expenditure inc VAT
Total Regular Income
Total Working Income
9168.74
£17,388.87
£7,690.77
£25,079.64
Page
Total carried forward at beginning of this financial year
Current income minus expenditure
Total reserves in Unity Account
500.00
205
212 Land Purchase
400 General Administration
Minutes of the Ordinary meeting of Helmdon Parish Council 25th March 2020
Author: Helen du Bois, Clerk