Council Meeting, 26 July 2017

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 26th July, 2017
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 – ORDINARY MEETING
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 24th May, 2017
4. Matters arising
5. To fill by co-option the casual vacancy on the council
6. Open Forum
7. To receive an update regarding flooding related issues
8. To receive a presentation from the Helmdon Sports & Social club regarding development plans for the Pavilion
9. Finance:
a. Financial statement b. To note payments received and consider invoices to be paid c. Annual return: to receive the report from the Internal Auditor d. To receive an update from the Internal Controls Councillor
10. To consider the following and confirm that both documents meet the needs of the Council:
a. Standing Orders b. Financial Regulations
11. To review the draft Complaints policy
12. To review the Council’s communication procedures
13. To review the draft Flagpole policy and Flag Flying Plan
14. To approve the purchase of a replacement laptop
15. To considering renewing the electricity supply agreement with Opus
16. To receive a report from the school liaison councillors following the recent meeting with the head teacher
17. To receive a report and recommendations from the Helmdon Parish Plan Group (HPPG)
regarding village confines and the Part 2 Local Plan consultation.
18. To consider registering Helmdon Parish Council as a Charter Branch (under the national Charter for Trees, Woods and People initiative)
19. To receive an update on the Speed Radar project
20. To consider the request for a donation from SNAST
21. To receive an update from the Allotment Committee on the water pump
22. To note the decisions of the Planning Committee since 24th May, 2017
23. To receive an update from the Playground Committee on the recent safety inspection
24. To receive an update on the repairs to the War Memorial
25. To receive an update from Cllr Vicars : NACRE neighbourhood planning day

26.
To receive indicative costs from Kier WSP for the installation of a layby next to the Jubilee Wall on Station Road
27. Councillor questions
28. Close
Signed_________________ Dated______________
Helen du Bois, Parish Clerk
[address removed] [phone number removed]

Dear Helen and Councillors,
I hope this e-mail finds you well. I am e-mailing in my capacity as Chairman of Helmdon Sports and
Social Club.
As a club we are now trying to have more of an involvement in the village and this has been a conscious decision. We have a fantastic playing field which this year has hosted two football teams and a cricket team as well as a billiards team inside the pavilion. Maintaining the facilities is a thankless and never ending task that can inevitably run away from any number of volunteers over time. Time has not been kind to our existing structure and the pavilion itself is in much need of renovation. My hope is that this would improve the overall facility and create a far more welcoming sporting environment for participants of all ages and abilities for any number of activities.
I have recently been made aware of a new homes bonus scheme, which may well be available to local groups looking to improve. I have attached some figures based on quotes gained over recent weeks and would be very grateful if you could accept this as a submission for a grant through the new homes bonus project.
Please find below;
Decoration
Eddie Garner £2190
New Floors
Jaymart flooring specialists £3326.63
Building, roof and showers
TBC covering new showers blocks and roof refurbishment.
Picnic Benches x3
Shedstore £297.97
Total
£5814.60
I have attached copies of obtained quotes as well as a screenshot of the benches required.
You will have noticed the I am still awaiting an estimate for the potentially the largest part of the improvements and would love the opportunity to add that to this submission when it comes through.
Pleas do feel free to contact me should you wish to discuss or have any questions off the back of the meeting on Wednesday evening.
Warm Regards,
Geoff Bridger
Chairman-Helmdon Sports and Social Club

Helmdon Parish Council Finance Report 24/05/17
Accounts:
Balance of Unity Trust account as of 18/07/17:
Expected balance once payments and invoices settled:
£20,241.44
£16,262.26
Credits since 24/05/17
1 May/June VARIOUS Allotment Rental BACS/CHEQUE
Total
£30.00
£30.00
Electricity Supply
Electricity Supply
DD
DD
Total
£128.05
£126.16
£254.21
Grant
Grant
Grant
Total
£100.00
£250.00
£200.00
£550.00
Direct debits out since 24/05/17
1
2
2-Jun-17
2-Ma-y 3-Jul-17
OPUS
OPUS
Unpresented cheques since 24/05/17
1
2
3
27-May-17
27-May-17
27-May-17
Helmdon Gardening Club
Friends of Helmdon School
Whistley Scouts 2000
Invoices to be settled on 26/07/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1
4th Corner
Landscaping
Grass Cutting (May) BACS
£196.28
Open Spaces Act 1906, s10 (b)
2
4th Corner
Landscaping
Grass Cutting (June) BACS
£196.28
Open Spaces Act 1906, s10 (b)
3 P Duncombe Expenses – top soil BACS
£120.00
Open Spaces Act 1906, s14
4 SLCC Subscription BACS
£121.00
Local Government Act 1972, s111 (1)
5 H Timms War Memorial Garden BACS
£495.00
Open Spaces Act 1906, s10 (b)
6 H du Bois Expenses – flags BACS
£194.85
Highways Act 1980, s144 (1)
7 H du Bois Expenses – strimmer BACS
£278.50
Local Government Act 1972, s214 (6)
8 Staff Expenses BACS
£20.00
Local Government Act 1972, s112 (2)
9 Staff Wages BACS
£917.94
Local Government Act 1972, s112 (2)
10
Wicksteed
Playgrounds
Playground Inspection BACS
£54.00
Open Spaces Act 1906, s14
11 E.On Streetlight maintenance BACS
£124.93
Parish Council’s Act 1957, s3
12 HarrisonEDS Flagpole BACS
£710.40
Highways Act 1980, s144 (1)
Total £3,429.18

2017/18 Day Book Current
2017
Transaction
Date
Current Account
Invoice No. Invoice
Date
Transactio Cheque n No. Cleared date
Payee Item Description
18-Jul-17
Total
Received
DR
18-Jul-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
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
27-May-17
27-May-17
27-May-17
02-Jun-17
16-Jun-17
23-Jun-17
30-Jun-17
03-Jul-17
27-May-17
27-May-17
27-May-17
26-Jul-17 5072
26-Jul-17
26-Jul-17
26-Jul-17 WarMemorial1
26-Jul-17 734922
26-Jul-17 5120
26-Jul-17 75798
26-Jul-17
26-Jul-17
26-Jul-17
26-Jul-17
26-Jul-17 71714
Totals
18-Mar-17
17-Apr-17
11-May-17
28-Mar-17
03-Apr-17
03-Apr-17
25-Apr-17
27-Apr-17
17-Jun-16
28-May-17
22-May-17
01-Jul-17
02-Jun-17
22-Jun-17
27-Jun-17
16-Jun-17
30-Jun-17
BACS
300077
BACS
BACS
BACS
BACS
BACS
BACS
BACS
300078
BACS
300079
300080
300084
DD
CHEQUE
BACS
DD
DD
300081
300082
300083
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
30-Jun-17
06-Jun-17
20-Jun-17
20-Jun-17
23-Jun-17
Balance B/Fwd 2016
OPUS Electricity Supply
SNC Precept
P KING Allotment Rental
K CLARKE Allotment Rental
VINCENT MJ Allotment Rental
OPUS Electricity Supply
Helmdon Primary School Allotment Rental
NASH C Allotment Rental
HMRC VAT repayment
Allotment Rental
S DUNN Allotment Rental
Graphics Direct Playground sign
CPRE Subscription
ACRE Subscription
NCALC Subscription
NCALC Internal Audit
Helmdon Primary School School Field Rental
Helen du Bois Office Expenses
Helen du Bois Staff wages
4th Corner Landscaping Grass Cutting
Mr J Lee Village Sign Repairs
ACRE Neighbourhood Planning Day
Helmdon PCC Village Grant
Helmdon PCC Village Grant
Bridge Players Village Grant
OPUS Electricity Supply
E SHEPHERD Allotment Rental
S WHEELER Allotment Rental
Unity Banking charges
OPUS Electricity Supply
Helmdon Gardening Club Village Grant
Friends of Helmdon School Village Grant
Whistley Scouts 2000 Village Grant
4th Corner Landscaping Grass Cutting
P Duncombe Topsoil for playground
SLCC Subscription
H. Tims Environmental Services War Memorial Garden
Wicksteed Playground Inspection
4th Corner Landscaping Grass Cutting
E.On Streetlight Maintenance
H du Bois Wages
H du Bois Expenses
H du Bois Expenses – Flags
H du Bois Expenses – Strimmer
HarrisonEDS Flagpole
23902.27
Total Paid Balance
Bank
Reco nciled
CR
70.16
8537.00
30.00
30.00
15.00
63.18
15.00
30.00
515.40
60.00
30.00
20.00
36.00
35.00
378.22
167.00
350.00
28.49
839.29
196.28
205.00
40.00
400.00
360.00
200.00
128.05
15.00
15.00
18.00
126.16
100.00
250.00
200.00
196.28
120.00
121.00
495.00
54.00
196.28
124.93
917.94
20.00
194.85
278.50
710.40
VAT
Bank
7640.01 16262.26
14609.87
Code
14609.87
14539.71
23076.71
23106.71
23136.71
23151.71
23088.53
23103.53
23133.53
23648.93
23708.93
23738.93
23718.93
23682.93
23647.93
23269.71
23102.71
22752.71
22724.22
21884.93
21688.65
21483.65
21443.65
21043.65
20683.65
20483.65
20355.60
20370.60
20385.60
20367.60
20241.44
20141.44
19891.44
19691.44
19495.16
19375.16
19254.16
18759.16
18705.16
18508.88
18383.95
17466.01
17446.01
17251.16
16972.66
16262.26
20367.60
26
26
26
26
27
27
27
27
27
27
27
27
29
27
27
27
27
27
27
27
29
27
29
29
29
28
29
29
126.16
100.00
250.00
200.00
196.28
120.00
121.00
495.00
54.00
196.28
124.93
917.94
20.00
194.85
278.50
710.40
101
901
903
903
903
101
903
903
1002
903
903
203
407
407
407
401
204
403
402
201
209
412
601
501
501
101
903
903
411
101
501
501
501
201
203
407
802
202
201
103
402
403
803
501
803
y y y y y y y y y y

2016/17 Day Book Budget
2016-2017
Code
100 Lighting
EXPENDITURE Budget
1619.00
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
2017-2018
Actual Remaining
1390.05 228.95
Budget
1416.44
Actual Remaining
457.96 958.48
919.00
200.00
500.00
871.56
102.05
416.44
47.44
97.95
83.56
900.00
100.00
416.44
353.85
104.11
546.15
100.00
312.33
2855.00 4779.10 4100.30 3525.00 1230.71 2294.29
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
490.71
45.00
140.00
350.00
1309.29
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
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
2050.00
1350.00
200.00
500.00
2050.00
2050.00
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
Total Regular Expenditure
700 Miscellaneous
701 Vat Paid
15672.00 17234.53
50.00
680.00
200.00
100.00 205.00
50.00
680.00
200.00
-105.00
132.62
-2.00
-443.47
-95.26
8647.98
282.00
5251.48
150.00
1663.00
167.00
839.29
28.49
6984.98
115.00
4412.19
121.51
-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
-54.00
-700.00
200.00
500.00
4461.87
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
15672.00 18271.96
570.22
18.00
40.00
1400.00
1350.00
50.00
1342.08
1342.08
400.00
400.00
400.00
400.00
15389.42 5093.75
1037.43
1037.43
Total Expenditure inc VAT
160.00
1300.00
200.00
-70.22
142.50
100.00
150.00
54.00
460.00
57.92
7.92
50.00
10295.67
358.95
358.95
4461.87
2506.49
1000.00
384.46
1316.67
1800.00
1100.98
15389.42 5452.70
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
10295.67
1249.37
1200.00
525.00
1000.00
495.00
754.37
5000.00
950.00
660.00
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
1200.00
30.00
245.63
5000.00
950.00
660.00
17074.00 8537.00
160.00
7210.00
240.00
8777.00
1000 MISCELLANOUS INCOME 515.40
1001 Misc Transfers In
1002 Vat Repayment 515.40
Total Working Income 18807.59 9292.40
Balance 535.63 3839.70

SNAST
South Northants
Area Support Team
Neighbourhood Watch
Dear Parish Council Clerk June 2017
I am writing as notice of the renewal of the annual subscription to support Neighbourhood
Watch in the district for the period June 2017 – May 2018. Please find the subscription form attached.
This year we are seeking £20 from each Parish and Town Council in the district to help
SNAST secure the necessary funds to maintain the network of support to the
Neighbourhood Watch volunteer teams.
Our current plans for the year ahead are as follows:
Purchasing a quantity of NHW-branded street-signs at bulk discount. Each contributory council can receive a
FREE street-sign worth circa £14.00.
Our purchase of crime prevention aids (i.e. shed alarms and personal alarms) in bulk, as well as
Smartwater kits, and sell these on at cost to NHW
Coordinators.
Regular networking meetings with an open invitation to NHW village/town
Coordinators/Deputies. Attendance provides a valuable information exchange; updates from our local police; crime prevention, and sharing best practice.
Giving encouragement to NHW supporters to register to receive the Police
Community Messages through www.northamptonshireneighbourhoodwatch.co.uk
FREE stickers and literature to support your NHW group, as well as the availability of publicity equipment (banners, table cloth, sail-flag, etc.) for NHW events.
Campaign support to boost or resurrect expired NHW schemes.
Thank you in advance of your subscription. If you have any questions or suggestions as to how SNAST can help your village do get in touch?
Kind regards
Nick King (chair), Linda Hemming (secretary) and Tina Adey (treasurer)

Northants CALC IAS
Internal Audit Report
(to be read in conjunction with Section 4 of the Annual Return)
Name of council: Helmdon Parish Council
Name of Internal Auditor: Lynn Lavender Date of report: 15th June
Year ending: 31 March 2017 Date audit carried out: 12th June
Internal audit is the periodic independent review of a council’s internal controls resulting in an assurance report designed to improve the effectiveness and efficiency of the activities and operating procedures under the council’s control. Managing the council’s internal controls should be a day-to-
day function of the staff and management and not left for internal audit.
The council is required to take appropriate action on all matters raised in reports from internal and external audit and to respond to matters brought to its attention by internal and external audit. Failure to take appropriate action may lead to a qualified audit opinion.
To the Chairman of the Council:
I carried out the year-end audit of Helmdon Council on 12th June 2017. I would take this opportunity to thank Helen du Bois, the Parish Clerk for her help and assistance.
Prior to the visit I reviewed the information available on www.helmdon.com/parishcouncil
I was able to access a well ordered and detailed set of documents and records. By examination of these documents & records plus further questioning during the visit, I tested aspects of the Council’s internal controls as required at Section 4 of the Annual Return and notwithstanding the items noted below, I am satisfied that effective policies and procedures together with systems to manage, monitor and control the Council’s business are in place.
Accordingly, I was able to answer ‘yes’ to all relevant questions and have signed the Return as required.
Noted this visit
• Council policies, Standing Orders, Finance regs etc, to be added to the website
• An external payroll provider could be considered as part of the risk assessment process
This report is based on the evidence made available to me. It would be incorrect to view internal audit as the detailed inspection of all records and transactions of a council in order to detect error or fraud. Consequently the report is limited to those matters set out above.
Yours sincerely,
Ms Lynn Lavender
Internal Auditor to the Council
[email address removed]
Page | 1
Northants CALC Internal Audit Service

The figures submitted in the Annual Return are:
Year ending
31 March 2016
Year ending
31 March 2017
1. Balances brought forward 11262 14128
2. Annual precept 14660 16142
3. Total other receipts 23357 2666
4. Staff costs 3416 5036
– –
6. Total other payments 31735 13290
7. Balances carried forward 14128 14610
8. Total cash and investments 14128 14610
9. Total fixed assets and long term assets 97120 97212
– –
5. Loan interest/capital repayments
10. Total borrowings
The proper practices referred to in Accounts and Audit Regulations are set out in
Governance and Accountability for Smaller Authorities in England (2017). It is a guide to the accounting practices to be followed by local councils, and sets out the appropriate standard of financial reporting to be followed. A copy of the guide is available for free download from:
http://www.northantscalc.com/uploads/practitioners-guide-2017.pdf
Page | 2
Northants CALC Internal Audit Service

THE NATIONAL ASSOCIATION OF LOCAL COUNCILS
109 GREAT RUSSELL STREET LONDON WC1B 3LD
HELMDON PARISH COUNCIL
FINANCIAL REGULATIONS
Tel: [phone number removed] h Fax: [phone number removed] h e-mail: nalc@nalc.gov.uk h website: www.nalc.gov.uk

Adopted on _______________________ (date)
Signed ___________________________ (Chairman)
Date Details of any revision
25th May,2016 Amended to align with new model Financial Regulations
INDEX
1. GENERAL ………………………………………………………………………………………………………………………….3
2. ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL) ……………………………………………………..6
3. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING ………………………………………………7
4. BUDGETARY CONTROL AND AUTHORITY TO SPEND ………………………………………………………..8
5. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS ……………………………………9
6. INSTRUCTIONS FOR THE MAKING OF PAYMENTS …………………………………………………………. 10
7. PAYMENT OF SALARIES ………………………………………………………………………………………………… 13
8. LOANS AND INVESTMENTS ……………………………………………………………………………………………. 14
9. INCOME …………………………………………………………………………………………………………………………. 14
10. ORDERS FOR WORK, GOODS AND SERVICES ……………………………………………………………….. 15
11. CONTRACTS ………………………………………………………………………………………………………………….. 16
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORK ……. 17
13. STORES AND EQUIPMENT ……………………………………………………………………………………………… 18
14. ASSETS, PROPERTIES AND ESTATES ……………………………………………………………………………. 18
15. INSURANCE …………………………………………………………………………………………………………………… 19
16. CHARITIES …………………………………………………………………………………………………………………….. 19
17. RISK MANAGEMENT ………………………………………………………………………………………………………. 19
18. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS ………………………………………….. 20
MODEL FINANCIAL REGULATIONS
Updated January 2016
Page 2 of 21
© NALC 2016

These Financial Regulations were adopted by the Council at its Meeting held on 25th May,
2016.
1. GENERAL
1.1. These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the council. Financial regulations are one of the council’s three governing policy documents providing procedural guidance for members and officers. Financial regulations must be observed in conjunction with the council’s standing orders 1 and any individual financial regulations relating to contracts.
1.2. The council is responsible in law for ensuring that its financial management is adequate and effective and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk.
1.3. The council’s accounting control systems must include measures:
• for the timely production of accounts;
• that provide for the safe and efficient safeguarding of public money;
• to prevent and detect inaccuracy and fraud; and
• identifying the duties of officers.
1.4. These financial regulations demonstrate how the council meets these responsibilities and requirements.
1.5. At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices.
1.6. Deliberate or wilful breach of these Regulations by an employee may give rise to disciplinary proceedings.
1.7. Members of Council are expected to follow the instructions within these Regulations and not to entice employees to breach them. Failure to follow instructions within these Regulations brings the office of councillor into disrepute.
1.8. The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the council. The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.
1 Model standing orders for councils are available in Local Councils Explained © 2013 National Association of Local Councils
MODEL FINANCIAL REGULATIONS
Updated January 2016
Page 3 of 21
© NALC 2016

1.9. The RFO;
• acts under the policy direction of the council;
• administers the council's financial affairs in accordance with all Acts,
Regulations and proper practices;
• determines on behalf of the council its accounting records and accounting control systems;
• ensures the accounting control systems are observed;
• maintains the accounting records of the council up to date in accordance with proper practices;
• assists the council to secure economy, efficiency and effectiveness in the use of its resources; and
• produces financial management information as required by the council.
1.10. The accounting records determined by the RFO shall be sufficient to show and explain the council’s transactions and to enable the RFO to ensure that any income and expenditure account and statement of balances, or record of receipts and payments and additional information, as the case may be, or management information prepared for the council from time to time comply with the Accounts and Audit Regulations.
1.11. The accounting records determined by the RFO shall in particular contain:
1.12.
• entries from day to day of all sums of money received and expended by the council and the matters to which the income and expenditure or receipts and payments account relate;
• a record of the assets and liabilities of the council; and
• wherever relevant, a record of the council’s income and expenditure in relation to claims made, or to be made, for any contribution, grant or subsidy.
The accounting control systems determined by the RFO shall include:
• procedures to ensure that the financial transactions of the council are recorded as soon as reasonably practicable and as accurately and reasonably as possible;
• procedures to enable the prevention and detection of inaccuracies and fraud and the ability to reconstruct any lost records;
• identification of the duties of officers dealing with financial transactions and division of responsibilities of those officers in relation to significant transactions;
• procedures to ensure that uncollectable amounts, including any bad debts are not submitted to the council for approval to be written off except with the
MODEL FINANCIAL REGULATIONS
Updated January 2016
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approval of the RFO and that the approvals are shown in the accounting records; and
•
1.13.
measures to ensure that risk is properly managed.
The council is not empowered by these Regulations or otherwise to delegate certain specified decisions. In particular any decision regarding:
• setting the final budget or the precept (council tax requirement);
• approving accounting statements;
• approving an annual governance statement;
• borrowing;
• writing off bad debts;
• declaring eligibility for the General Power of Competence; and
• addressing recommendations in any report from the internal or external auditors, shall be a matter for the full council only.
1.14.
1.15.
In addition the council must:
• determine and keep under regular review the bank mandate for all council bank accounts;
• approve any grant or a single commitment in excess of £5,000; and
• in respect of the annual salary for any employee have regard to recommendations about annual salaries of employees made by the relevant committee in accordance with its terms of reference.
In these financial regulations, references to the Accounts and Audit Regulations or
‘the regulations’ shall mean the regulations issued under the provisions of section
27 of the Audit Commission Act 1998, or any superseding legislation, and then in force unless otherwise specified.
In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in Governance and Accountability for Local Councils – a
Practitioners’ Guide (England) issued by the Joint Practitioners Advisory Group
(JPAG), available from the websites of NALC and the Society for Local Council
Clerks (SLCC).
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2. ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL)
2.1. All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Accounts and Audit Regulations, appropriate guidance and proper practices.
2.2. On a regular basis, at least once in each quarter, and at each financial year end, a member other than the Chairman shall be appointed to verify bank reconciliations
(for all accounts) produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification.
This activity shall on conclusion be reported, including any exceptions, to and noted by the Finance Committee.
2.3. The RFO shall complete the annual statement of accounts, annual report, and any related documents of the council contained in the Annual Return (as specified in proper practices) as soon as practicable after the end of the financial year and having certified the accounts shall submit them and report thereon to the council within the timescales set by the Accounts and Audit Regulations.
2.4. The council shall ensure that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices. Any officer or member of the council shall make available such documents and records as appear to the council to be necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary for that purpose.
2.5. The internal auditor shall be appointed by and shall carry out the work in relation to internal controls required by the council in accordance with proper practices.
2.6. The internal auditor shall:
2.7.
• be competent and independent of the financial operations of the council;
• report to council in writing, or in person, on a regular basis with a minimum of one annual written report during each financial year;
• to demonstrate competence, objectivity and independence, be free from any actual or perceived conflicts of interest, including those arising from family relationships; and
• have no involvement in the financial decision making, management or control of the council.
Internal or external auditors may not under any circumstances:
• perform any operational duties for the council;
• initiate or approve accounting transactions; or
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• direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
2.8. For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and
‘independence’ shall have the same meaning as is described in proper practices.
2.9. The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and statements of account required by Audit
Commission Act 1998, or any superseding legislation, and the Accounts and Audit
Regulations.
2.10. The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.
3. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING
3.1. Each committee (if any) shall review its one year forecast of revenue and capital receipts and payments. Having regard to the forecast, it shall thereafter formulate and submit proposals for the following financial year to the council not later than the end of November each year including any proposals for revising the forecast.
3.2. The RFO must each year, by no later than the 1st week of January, prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the following financial year in the form of a budget to be considered by the Finance committee and the council.
3.3. The council shall consider annual budget proposals in relation to the council’s three year forecast of revenue and capital receipts and payments including recommendations for the use of reserves and sources of funding and update the forecast accordingly.
3.4. The council shall fix the precept (council tax requirement), and relevant basic amount of council tax to be levied for the ensuing financial year not later than by the end of
January each year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved annual budget.
3.5. The approved annual budget shall form the basis of financial control for the ensuing year.
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4. BUDGETARY CONTROL AND AUTHORITY TO SPEND
4.1. Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by:
• the council for all items over £5,000;
• a duly delegated committee of the council for items over £500; or
• the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below £500.
Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the Clerk, and where necessary also by the appropriate Chairman.
Contracts may not be disaggregated to avoid controls imposed by these regulations.
4.2. No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council, or duly delegated committee. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate (‘virement’).
4.3. Unspent provisions in the revenue or capital budgets for completed projects shall not be carried forward to a subsequent year.
4.4. The salary budgets are to be reviewed at least annually in January for the following financial year and such review shall be evidenced by a hard copy schedule signed by the Clerk and the Chairman of Council or relevant committee. The RFO will inform committees of any changes impacting on their budget requirement for the coming year in good time.
4.5. In cases of extreme risk to the delivery of council services, the clerk may authorise revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary to carry out. Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £500. The Clerk shall report such action to the chairman as soon as possible and to the council as soon as practicable thereafter.
4.6. No expenditure shall be authorised in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the council is satisfied that the necessary funds are available and the requisite borrowing approval has been obtained.
4.7. All capital works shall be administered in accordance with the council's standing orders and financial regulations relating to contracts.
4.8. The RFO shall regularly provide the council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure to
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the appropriate date against that planned as shown in the budget. These statements are to be prepared at least at the end of each financial quarter and shall show explanations of material variances. For this purpose “material” shall be in excess of
£100 or 15% of the budget.
4.9. Changes in earmarked reserves shall be approved by council as part of the budgetary control process.
5. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS
5.1. The council's banking arrangements, including the bank mandate, shall be made by the RFO and approved by the council; banking arrangements may not be delegated to a committee. They shall be regularly reviewed for safety and efficiency.
5.2. The RFO shall prepare a schedule of payments requiring authorisation, forming part of the Agenda for the Meeting and, together with the relevant invoices, present the schedule to council. The council shall review the schedule for compliance and, having satisfied itself shall authorise payment by a resolution of the council. The approved schedule shall be ruled off and initialled by the Chairman of the Meeting. A
detailed list of all payments shall be disclosed within or as an attachment to the minutes of the meeting at which payment was authorised. Personal payments
(including salaries, wages, expenses and any payment made in relation to the termination of a contract of employment) may be summarised to remove public access to any personal information.
5.3. All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services to which each invoice relates has been received, carried out, examined and represents expenditure previously approved by the council.
5.4. The RFO shall examine invoices for arithmetical accuracy and analyse them to the appropriate expenditure heading. The RFO shall take all steps to pay all invoices submitted, and which are in order, at the next available council meeting.
5.5. The Clerk and RFO shall have delegated authority to authorise the payment of items only in the following circumstances:
a) If a payment is necessary to avoid a charge to interest under the Late Payment of Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, provided that a list of such payments shall be submitted to the next appropriate meeting of council; b) An expenditure item authorised under 5.6 below (continuing contracts and obligations) provided that a list of such payments shall be submitted to the next appropriate meeting of council; or
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c) fund transfers within the councils banking arrangements up to the sum of
£10,000, provided that a list of such payments shall be submitted to the next appropriate meeting of council.
5.6. For each financial year the Clerk and RFO shall draw up a list of due payments which arise on a regular basis as the result of a continuing contract, statutory duty, or obligation (such as but not exclusively) Salaries, PAYE and NI, Superannuation Fund and regular maintenance contracts and the like for which council may authorise payment for the year provided that the requirements of regulation 4.1 (Budgetary
Controls) are adhered to, provided also that a list of such payments shall be submitted to the next appropriate meeting of council.
5.7. A record of regular payments made under 5.6 above shall be drawn up and be signed by two members on each and every occasion when payment is authorised –
thus controlling the risk of duplicated payments being authorised and / or made.
5.8. In respect of grants a duly authorised committee shall approve expenditure within any limits set by council and in accordance with any policy statement approved by council. Any Revenue or Capital Grant in excess of £5,000 shall before payment, be subject to ratification by resolution of the council.
5.9. Members are subject to the Code of Conduct that has been adopted by the council and shall comply with the Code and Standing Orders when a decision to authorise or instruct payment is made in respect of a matter in which they have a disclosable pecuniary or other interest, unless a dispensation has been granted.
5.10. The council will aim to rotate the duties of members in these Regulations so that onerous duties are shared out as evenly as possible over time.
5.11. Any changes in the recorded details of suppliers, such as bank account records, shall be approved in writing by a Member.
6. INSTRUCTIONS FOR THE MAKING OF PAYMENTS
6.1. The council will make safe and efficient arrangements for the making of its payments.
6.2. Following authorisation under Financial Regulation 5 above, the council, a duly delegated committee or, if so delegated, the Clerk or RFO shall give instruction that a payment shall be made.
6.3. All payments shall be effected by cheque or other instructions to the council's bankers, or otherwise, in accordance with a resolution of council.
6.4. Cheques or orders for payment drawn on the bank account in accordance with the schedule as presented to council or committee shall be signed by two members of council, in accordance with a resolution instructing that payment. A member who is a
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bank signatory, having a connection by virtue of family or business relationships with the beneficiary of a payment, should not, under normal circumstances, be a signatory to the payment in question.
6.5. To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.
6.6. Cheques or orders for payment shall not normally be presented for signature other than at a council or committee meeting (including immediately before or after such a meeting). Any signatures obtained away from such meetings shall be reported to the council at the next convenient meeting.
6.7. If thought appropriate by the council, payment for utility supplies (energy, telephone and water) and any National Non-Domestic Rates may be made by variable direct debit provided that the instructions are signed by two members and any payments are reported to council as made. The approval of the use of a variable direct debit shall be renewed by resolution of the council at least every two years.
6.8. If thought appropriate by the council, payment for certain items (principally salaries)
may be made by banker’s standing order provided that the instructions are signed, or otherwise evidenced by two members are retained and any payments are reported to council as made. The approval of the use of a banker’s standing order shall be renewed by resolution of the council at least every two years.
6.9. If thought appropriate by the council, payment for certain items may be made by
BACS or CHAPS methods provided that the instructions for each payment are signed, or otherwise evidenced, by two authorised bank signatories, are retained and any payments are reported to council as made. The approval of the use of BACS or
CHAPS shall be renewed by resolution of the council at least every two years.
6.10. If thought appropriate by the council payment for certain items may be made by internet banking transfer provided evidence is retained showing which members approved the payment.
6.11. Where a computer requires use of a personal identification number (PIN) or other password(s), for access to the council’s records on that computer, a note shall be made of the PIN and Passwords and shall be handed to and retained by the
Chairman of Council in a sealed dated envelope. This envelope may not be opened other than in the presence of two other councillors. After the envelope has been opened, in any circumstances, the PIN and / or passwords shall be changed as soon as practicable. The fact that the sealed envelope has been opened, in whatever circumstances, shall be reported to all members immediately and formally to the next available meeting of the council. This will not be required for a member’s personal computer used only for remote authorisation of bank payments.
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6.12. No employee or councillor shall disclose any PIN or password, relevant to the working of the council or its bank accounts, to any person not authorised in writing by the council or a duly delegated committee.
6.13. Regular back-up copies of the records on any computer shall be made and shall be stored securely away from the computer in question, and preferably off site.
6.14. The council, and any members using computers for the council’s financial business, shall ensure that anti-virus, anti-spyware and firewall software with automatic updates, together with a high level of security, is used.
6.15. Where internet banking arrangements are made with any bank, the Clerk shall be appointed as the Service Administrator. The bank mandate approved by the council shall identify a number of councillors who will be authorised to approve transactions on those accounts. The bank mandate will state clearly the amounts of payments that can be instructed by the use of the Service Administrator alone, or by the
Service Administrator with a stated number of approvals.
6.16. Access to any internet banking accounts will be directly to the access page (which may be saved under “favourites”), and not through a search engine or e-mail link.
Remembered or saved passwords facilities must not be used on any computer used for council banking work. Breach of this Regulation will be treated as a very serious matter under these regulations.
6.17. Changes to account details for suppliers, which are used for internet banking may only be changed on written hard copy notification by the supplier and supported by hard copy authority for change signed by the Clerk and the Internal Controls
Councillor. A programme of regular checks of standing data with suppliers will be followed.
6.18. Any Debit Card issued for use will be specifically restricted to the Clerk and will also be restricted to a single transaction maximum value of £500 unless authorised by council or finance committee in writing before any order is placed.
6.19. A pre-paid debit card may be issued to employees with varying limits. These limits will be set by the council. Transactions and purchases made will be reported to the council and authority for topping-up shall be at the discretion of the council.
6.20. Any corporate credit card or trade card account opened by the council will be specifically restricted to use by the Clerk and shall be subject to automatic payment in full at each month-end. Personal credit or debit cards of members or staff shall not be used under any circumstances.
6.21. The council will not maintain any form of cash float. All cash received must be banked intact. Any payments made in cash by the Clerk (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly.
OR
6.22. NOT USED.
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7. PAYMENT OF SALARIES
7.1. As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation.
The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salary rates shall be as agreed by council.
7.2. Payment of salaries and payment of deductions from salary such as may be required to be made for tax, national insurance and pension contributions, or similar statutory or discretionary deductions must be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to the next available council meeting, as set out in these regulations above.
7.3. No changes shall be made to any employee’s pay, emoluments, or terms and conditions of employment without the prior consent of the council.
7.4. Each and every payment to employees of net salary and to the appropriate creditor of the statutory and discretionary deductions shall be recorded in a separate confidential record (confidential cash book). This confidential record is not open to inspection or review (under the Freedom of Information Act 2000 or otherwise) other than:
a) by any councillor who can demonstrate a need to know; b) by the internal auditor; c) by the external auditor; or d) by any person authorised under Audit Commission Act 1998, or any superseding legislation.
7.5. The total of such payments in each calendar month shall be reported with all other payments as made as may be required under these Financial Regulations, to ensure that only payments due for the period have actually been paid.
7.6. An effective system of personal performance management should be maintained for the senior officers.
7.7. Any termination payments shall be supported by a clear business case and reported to the council. Termination payments shall only be authorised by council.
7.8. Before employing interim staff the council must consider a full business case.
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8. LOANS AND INVESTMENTS
8.1. All borrowings shall be effected in the name of the council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The application for borrowing approval, and subsequent arrangements for the loan shall only be approved by full council.
8.2. Any financial arrangement which does not require formal borrowing approval from the Secretary of State/Welsh Assembly Government (such as Hire Purchase or
Leasing of tangible assets) shall be subject to approval by the full council. In each case a report in writing shall be provided to council in respect of value for money for the proposed transaction.
8.3. The council will arrange with the council’s banks and investment providers for the sending of a copy of each statement of account to the Chairman of the council at the same time as one is issued to the Clerk or RFO.
8.4. All loans and investments shall be negotiated in the name of the council and shall be for a set period in accordance with council policy.
8.5. The council shall consider the need for an Investment Strategy and Policy which, if drawn up, shall be in accordance with relevant regulations, proper practices and guidance. Any Strategy and Policy shall be reviewed by the council at least annually.
8.6. All investments of money under the control of the council shall be in the name of the council.
8.7. All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
8.8. Payments in respect of short term or long term investments, including transfers between bank accounts held in the same bank, or branch, shall be made in accordance with Regulation 5 (Authorisation of payments) and Regulation 6
(Instructions for payments).
9. INCOME
9.1. The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.
9.2. Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the council, notified to the RFO and the RFO
shall be responsible for the collection of all accounts due to the council.
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9.3. The council will review all fees and charges at least annually, following a report of the
Clerk.
9.4. Any sums found to be irrecoverable and any bad debts shall be reported to the council and shall be written off in the year.
9.5. All sums received on behalf of the council shall be banked intact as directed by the
RFO. In all cases, all receipts shall be deposited with the council's bankers with such frequency as the RFO considers necessary.
9.6. The origin of each receipt shall be entered on the paying-in slip.
9.7. Personal cheques shall not be cashed out of money held on behalf of the council.
9.8. The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.
9.9. Where any significant sums of cash are regularly received by the council, the RFO
shall take such steps as are agreed by the council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.
9.10. NOT USED.
10. ORDERS FOR WORK, GOODS AND SERVICES
10.1. An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.
10.2. Order books shall be controlled by the RFO.
10.3. All members and officers are responsible for obtaining value for money at all times.
An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11.1 below.
10.4. A member may not issue an official order or make any contract on behalf of the council.
10.5. The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the
RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the minutes can record the power being used.
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11. CONTRACTS
11.1. Procedures as to contracts are laid down as follows:
a. Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that this regulation need not apply to contracts which relate to items (i) to (vi) below:
i. for the supply of gas, electricity, water, sewerage and telephone services; ii. for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants; iii. for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant; iv. for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the council; v. for additional audit work of the external auditor up to an estimated value of
£500 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of council); and vi. for goods or materials proposed to be purchased which are proprietary articles and / or are only sold at a fixed price.
b. Where the council intends to procure or award a public supply contract, public service contract or public works contract as defined by The Public Contracts
Regulations 2015 (“the Regulations”) which is valued at £25,000 or more, the council shall comply with the relevant requirements of the Regulations 2 .
c. The full requirements of The Regulations, as applicable, shall be followed in respect of the tendering and award of a public supply contract, public service contract or public works contract which exceed thresholds in The Regulations set by the Public Contracts Directive 2014/24/EU (which may change from time to time) 3 .
d. When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the council.
e. Such invitation to tender shall state the general nature of the intended contract and the Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that tenders must be addressed to the Clerk in the ordinary course of post. Each
2 The Regulations require councils to use the Contracts Finder website to advertise contract opportunities, set out the procedures to be followed in awarding new contracts and to publicise the award of new contracts
3 Thresholds currently applicable are:
a. For public supply and public service contracts 209,000 Euros (£164,176)
b. For public works contracts 5,225,000 Euros (£4,104,394)
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tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract.
f. All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of council.
g. Any invitation to tender issued under this regulation shall be subject to Standing
Orders 18 d 4 and shall refer to the terms of the Bribery Act 2010.
h. When it is to enter into a contract of less than £25,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £3,000 and above £500 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise,
Regulation 10.3 above shall apply.
i. The council shall not be obliged to accept the lowest or any tender, quote or estimate.
j. Should it occur that the council, or duly delegated committee, does not accept any tender, quote or estimate, the work is not allocated and the council requires further pricing, provided that the specification does not change, no person shall be permitted to submit a later tender, estimate or quote who was present when the original decision making process was being undertaken.
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION
WORKS (PUBLIC WORKS CONTRACTS)
12.1. Payments on account of the contract sum shall be made within the time specified in the contract by the RFO upon authorised certificates of the architect or other consultants engaged to supervise the contract (subject to any percentage withholding as may be agreed in the particular contract).
12.2. Where contracts provide for payment by instalments the RFO shall maintain a record of all such payments. In any case where it is estimated that the total cost of work carried out under a contract, excluding agreed variations, will exceed the contract sum of 5% or more a report shall be submitted to the council.
4 Based on NALC’s model standing order 18d in Local Councils Explained © 2013 National Association of
Local Councils
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12.3. Any variation to a contract or addition to or omission from a contract must be approved by the council and Clerk to the contractor in writing, the council being informed where the final cost is likely to exceed the financial provision.
13. STORES AND EQUIPMENT
13.1. The officer in charge of each section shall be responsible for the care and custody of stores and equipment in that section.
13.2. Delivery notes shall be obtained in respect of all goods received into store or otherwise delivered and goods must be checked as to order and quality at the time delivery is made.
13.3. Stocks shall be kept at the minimum levels consistent with operational requirements.
13.4. The RFO shall be responsible for periodic checks of stocks and stores at least annually.
14. ASSETS, PROPERTIES AND ESTATES
14.1. The Clerk shall make appropriate arrangements for the custody of all title deeds and
Land Registry Certificates of properties held by the council. The RFO shall ensure a record is maintained of all properties held by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Accounts and Audit
Regulations.
14.2. No tangible moveable property shall be purchased or otherwise acquired, sold, leased or otherwise disposed of, without the authority of the council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £250.
14.3. No real property (interests in land) shall be sold, leased or otherwise disposed of without the authority of the council, together with any other consents required by law.
In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
14.4. No real property (interests in land) shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
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14.5. Subject only to the limit set in Regulation 14.2 above, no tangible moveable property shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council with a full business case.
14.6. The RFO shall ensure that an appropriate and accurate Register of Assets and
Investments is kept up to date. The continued existence of tangible assets shown in the Register shall be verified at least annually, possibly in conjunction with a health and safety inspection of assets.
15. INSURANCE
15.1. Following the annual risk assessment (per Regulation 17), the RFO shall effect all insurances and negotiate all claims on the council's insurers.
15.2. NOT USED
15.3. The RFO shall keep a record of all insurances effected by the council and the property and risks covered thereby and annually review it.
15.4. The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to council at the next available meeting.
15.5. All appropriate members and employees of the council shall be included in a suitable form of security or fidelity guarantee insurance which shall cover the maximum risk exposure as determined annually by the council, or duly delegated committee.
16. CHARITIES
16.1. Where the council is sole managing trustee of a charitable body the Clerk and RFO
shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity
Commission. The Clerk and RFO shall arrange for any audit or independent examination as may be required by Charity Law or any Governing Document.
17. RISK MANAGEMENT
17.1. The council is responsible for putting in place arrangements for the management of risk. The Clerk shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and
MODEL FINANCIAL REGULATIONS
Updated January 2016
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© NALC 2016

consequential risk management arrangements shall be reviewed by the council at least annually.
17.2. When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration and adoption by the council.
18. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS
18.1. It shall be the duty of the council to review the Financial Regulations of the council from time to time. The Clerk shall make arrangements to monitor changes in legislation or proper practices and shall advise the council of any requirement for a consequential amendment to these Financial Regulations.
18.2. The council may, by resolution of the council duly notified prior to the relevant meeting of council, suspend any part of these Financial Regulations provided that reasons for the suspension are recorded and that an assessment of the risks arising has been drawn up and presented in advance to all members of council.
* *
MODEL FINANCIAL REGULATIONS
Updated January 2016
*
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© NALC 2016

Notes to the Model.
Stated dates or months may be changed to suit local circumstances.
[square brackets]
provided.
This part may be deleted if not relevant. An alternative may have been
Where the word “regularly” is used in the text it is for the individual council to set the required interval, monthly, quarterly, or half-yearly. This period should never exceed 12 months.
The value inserted in square brackets in [..] any of the paragraphs (other than the EU
Procurement and Public Contract Regulations 2015 thresholds referred to in 11.1(k)) may be varied by the council and should be reviewed regularly and confirmed annually by the council.
The appropriate approved list referred to in paragraph 11.1 (b) shall be a list drawn up by the
Clerk and approved by council but, normally shall be based on the list maintained by the
District Council for such works, if such list is maintained. In the absence of an appropriate list, the words in square brackets should be omitted.
Every effort has been made to ensure that the contents of this document are correct at time of publication. The National Association of Local Councils (NALC) cannot accept responsibility for errors, omissions and changes to information subsequent to publication.
© NALC 2016
MODEL FINANCIAL REGULATIONS
Updated January 2016
Page 21 of 21
© NALC 2016

HELMDON PARISH COUNCIL
STANDING ORDERS

Adopted on _______________________ (date)
Signed ___________________________ (Chairman)
Date Details of any revision
25th May,2016 Amended to align with new model Financial Regulations
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List of model standing orders
1. Rules of debate at meetings 4
2. Disorderly conduct at meetings 6
3. Meetings generally 6
4. Committees and sub-committees 9
5. Ordinary council meetings 10
6. Extraordinary meetings of the council and committees and sub-committees 11
7. Previous resolutions 12
8. Voting on appointments 12
9. Motions for a meeting that require written notice to be given to the Proper Officer 13
10. Motions at a meeting that do not require written notice 13
11. Handling confidential or sensitive information 14
12. Draft minutes 14
13. Code of conduct and dispensations 15
14. Code of conduct complaints 16
15. Proper Officer 17
16. Responsible Financial Officer 18
17. Accounts and accounting statements 18
18. Financial controls and procurement 19
19. Handling staff matters 20
20. Requests for information 21
21. Relations with the press/media 21
22. Execution and sealing of legal deeds 22
23. Communicating with District and County or
Unitary councillors 22
24. Restrictions on councillor activities 22
25. Standing orders generally 22
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1. Rules of debate at meetings a Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chairman of the meeting.
b A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
c A motion on the agenda that is not moved by its proposer may be treated by the chairman of the meeting as withdrawn.
d If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
e An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
f If an amendment to the original motion is carried, the original motion becomes the substantive motion upon which further amendment(s) may be moved.
g An amendment shall not be considered unless early verbal notice of it is given at the meeting and, if requested by the chairman of the meeting, is expressed in writing to the chairman.
h A councillor may move an amendment to his own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.
i If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the chairman.
j Subject to standing order 1(k) below, only one amendment shall be moved and debated at a time, the order of which shall be directed by the chairman of the meeting.
k One or more amendments may be discussed together if the chairman of the meeting considers this expedient but each amendment shall be voted upon separately.
l A councillor may not move more than one amendment to an original or substantive motion.
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m The mover of an amendment has no right of reply at the end of debate on it.
n Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate of the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
o Unless permitted by the chairman of the meeting, a councillor may speak once in the debate on a motion except:
i. to speak on an amendment moved by another councillor; ii. to move or speak on another amendment if the motion has been amended since he last spoke; iii. to make a point of order; iv. to give a personal explanation; or v. in exercise of a right of reply.
p During the debate of a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the standing order which he considers has been breached or specify the other irregularity in the proceedings of the meeting he is concerned by.
q A point of order shall be decided by the chairman of the meeting and his decision shall be final.
r When a motion is under debate, no other motion shall be moved except i. to amend the motion; ii. to proceed to the next business; iii. to adjourn the debate; iv. to put the motion to a vote; v. to ask a person to be no longer heard or to leave the meeting; vi. to refer a motion to a committee or sub-committee for consideration; vii. to exclude the public and press; viii. to adjourn the meeting; or ix. to suspend particular standing order(s) excepting those which reflect mandatory statutory requirements.
s Before an original or substantive motion is put to the vote, the chairman of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived his right of reply.
t Excluding motions moved under standing order 1(r) above, the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed 5 minutes without the consent of the chairman of the meeting.
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2. Disorderly conduct at meetings a No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chairman of the meeting shall request such person(s) to moderate or improve their conduct.
b If person(s) disregard the request of the chairman of the meeting to moderate or improve their conduct, any councillor or the chairman of the meeting may move that the person be no longer heard or excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
c If a resolution made under standing order 2(b) above is ignored, the chairman of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.
3. Meetings generally
Full Council meetings
Committee meetings
Sub-committee meetings

a Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost.
b The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the
Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.
c The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the
Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.
d Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.
e Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend.
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f The period of time designated for public participation at a meeting in accordance with standing order 3(e) above shall not exceed 30 minutes unless directed by the chairman of the meeting.
g Subject to standing order 3(f) above, a member of the public shall not speak for more than 5 minutes.
h In accordance with standing order 3(e) above, a question shall not require a response at the meeting nor start a debate on the question. The chairman of the meeting may direct that a written or oral response be given.
i A person who speaks at a meeting shall direct his comments to the chairman of the meeting.
j Only one person is permitted to speak at a time. If more than one person wants to speak, the chairman of the meeting shall direct the order of speaking.
k Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is permitted without the Council’s prior written consent.
l The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present.
m Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chairman of the Council may in his absence be done by, to or before the Vice-Chairman of the Council (if any).
n The Chairman, if present, shall preside at a meeting. If the Chairman is absent from a meeting, the Vice-Chairman, if present, shall preside. If both the
Chairman and the Vice-Chairman are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
o Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors or councillors with voting rights present and voting.
p The chairman of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise his casting vote whether or not he gave an original vote.
See standing orders 5(i) and (j) below for the different rules that apply in the election of the Chairman of the Council at the annual meeting of the council.
q Unless standing orders provide otherwise, voting on a question shall be by a show of hands. At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his vote
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for or against that question. Such a request shall be made before moving on to the next item of business on the agenda.

r The minutes of a meeting shall include an accurate record of the following:
i. the time and place of the meeting; ii. the names of councillors present and absent; iii. interests that have been declared by councillors and non-councillors with voting rights; iv. whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered; v. if there was a public participation session; and vi. the resolutions made.
s A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on his right to participate and vote on that matter.
t No business may be transacted at a meeting unless at least one-third of the whole number of members of the council are present and in no case shall the quorum of a meeting be less than three.
See standing order 4d(viii) below for the quorum of a committee or sub-
committee meeting.
u If a meeting is or becomes inquorate no business shall be transacted and the meeting shall be closed. The business on the agenda for the meeting shall be adjourned to another meeting.
v A meeting shall not exceed a period of 3 hours.
4. Committees and sub-committees a Unless the council determines otherwise, a committee may appoint a sub-
committee whose terms of reference and members shall be determined by the committee.
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b The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the council.
c Unless the council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-
councillors.
d The council may appoint standing committees or other committees as may be necessary, and:
i. shall determine their terms of reference; ii. shall determine the number and time of the ordinary meetings of a standing committee up until the date of the next annual meeting of full council; iii. shall permit a committee, other than in respect of the ordinary meetings of a committee, to determine the number and time of its meetings; iv. shall, subject to standing orders 4(b) and (c) above, appoint and determine the terms of office of members of such a committee; v. may, subject to standing orders 4(b) and (c) above, appoint and determine the terms of office of the substitute members to a committee whose role is to replace the ordinary members at a meeting of a committee if the ordinary members of the committee confirm to the
Proper Officer 1 day before the meeting that they are unable to attend; vi. shall permit all committees to appoint its own chairman at the first meeting of the committee; vii. shall determine the place, notice requirements and quorum for a meeting of a committee and a sub-committee which shall be no less than three; viii. shall determine if the public may participate at a meeting of a committee; ix. shall determine if the public and press are permitted to attend the meetings of a sub-committee and also the advance public notice requirements, if any, required for the meetings of a sub-committee; x. shall determine if the public may participate at a meeting of a sub-
committee that they are permitted to attend; and xi. may dissolve a committee.
5. Ordinary council meetings a In an election year, the annual meeting of the council shall be held on or within
14 days following the day on which the new councillors elected take office.
b In a year which is not an election year, the annual meeting of a council shall be held on such day in May as the council may direct.
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c If no other time is fixed, the annual meeting of the council shall take place at
6pm.
d (England) In addition to the annual meeting of the council, at least three other ordinary meetings shall be held in each year on such dates and times as the council directs.
e The first business conducted at the annual meeting of the council shall be the election of the Chairman and Vice-Chairman (if any) of the Council.
f The Chairman of the Council, unless he has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until his successor is elected at the next annual meeting of the council.
g The Vice-Chairman of the Council, if any, unless he resigns or becomes disqualified, shall hold office until immediately after the election of the
Chairman of the Council at the next annual meeting of the council.
h In an election year, if the current Chairman of the Council has not been re-
elected as a member of the council, he shall preside at the meeting until a successor Chairman of the Council has been elected. The current Chairman of the Council shall not have an original vote in respect of the election of the new
Chairman of the Council but must give a casting vote in the case of an equality of votes.
i In an election year, if the current Chairman of the Council has been re-elected as a member of the council, he shall preside at the meeting until a new
Chairman of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairman of the Council and must give a casting vote in the case of an equality of votes.
j Following the election of the Chairman of the Council and Vice-Chairman (if any) of the Council at the annual meeting of the council, the business of the annual meeting shall include:
In an election year, delivery by the Chairman of the Council and i.
councillors of their acceptance of office forms unless the council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chairman of the Council of his acceptance of office form unless the council resolves for this to be done at a later date;
Confirmation of the accuracy of the minutes of the last meeting of the ii.
council; iii. Receipt of the minutes of the last meeting of a committee if applicable; iv. Consideration of the recommendations made by a committee;
Review of delegation arrangements to committees, sub-committees, staff v.
and other local authorities;
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vi. Review of the terms of reference for committees; vii. Appointment of members to existing committees; viii. Appointment of any new committees in accordance with standing order 4
above; ix. Review and adoption of appropriate standing orders and financial regulations;
Review of arrangements, including any charters and agency agreements, x.
with other local authorities and review of contributions made to expenditure incurred by other local authorities; xi. Review of representation on or work with external bodies and arrangements for reporting back; xii. In an election year, to make arrangements with a view to the council becoming eligible to exercise the general power of competence in the future; xiii. Review of inventory of land and assets including buildings and office equipment; xiv. Confirmation of arrangements for insurance cover in respect of all insured risks; xv. Review of the council’s and/or staff subscriptions to other bodies; xvi. Review of the council’s complaints procedure; xvii. Review of the council’s procedures for handling requests made under the
Freedom of Information Act 2000 and the Data Protection Act 1998; xviii. Review of the council’s policy for dealing with the press/media; and xix. Determining the time and place of ordinary meetings of the full council up to and including the next annual meeting of full council.
6. Extraordinary meetings of the council and committees and sub-
committees a The Chairman of the Council may convene an extraordinary meeting of the council at any time.
b If the Chairman of the Council does not or refuses to call an extraordinary meeting of the council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the council. The public notice giving the time, place and agenda for such a meeting must be signed by the two councillors.
c The chairman of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time.
d If the chairman of a committee [or a sub-committee] does not or refuses to call
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an extraordinary meeting within 5 days of having been requested by to do so by 2 members of the committee [or the sub-committee], any 2 members of the committee [and the sub-committee] may convene an extraordinary meeting of a committee [and a sub-committee].
7. Previous resolutions a A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least 2 councillors to be given to the
Proper Officer in accordance with standing order 9 below, or by a motion moved in pursuance of the recommendation of a committee or a sub-
committee.
b When a motion moved pursuant to standing order 7(a) above has been disposed of, no similar motion may be moved within a further six months.
8. Voting on appointments a Where more than two persons have been nominated for a position to be filled by the council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the chairman of the meeting.
9. Motions for a meeting that require written notice to be given to the
Proper Officer a A motion shall relate to the responsibilities of the meeting which it is tabled for and in any event shall relate to the performance of the council’s statutory functions, powers and obligations or an issue which specifically affects the council’s area or its residents.
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b No motion may be moved at a meeting unless it is on the agenda and the mover has given written notice of its wording to the Proper Officer at least 5
clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
c The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b) above, correct obvious grammatical or typographical errors in the wording of the motion.
d If the Proper Officer considers the wording of a motion received in accordance with standing order 9(b) above is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it in writing to the Proper
Officer so that it can be understood at least 5 clear days before the meeting.
e If the wording or subject of a proposed motion is considered improper, the
Proper Officer shall consult with the chairman of the forthcoming meeting or, as the case may be, the councillors who have convened the meeting, to consider whether the motion shall be included in the agenda or rejected.
f Subject to standing order 9(e) above, the decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.
g Motions received shall be recorded and numbered in the order that they are received.
h Motions rejected shall be recorded with an explanation by the Proper Officer for their rejection.
10. Motions at a meeting that do not require written notice a The following motions may be moved at a meeting without written notice to the
Proper Officer; i. to correct an inaccuracy in the draft minutes of a meeting; ii. to move to a vote; iii. to defer consideration of a motion; iv. to refer a motion to a particular committee or sub-committee; v. to appoint a person to preside at a meeting; vi. to change the order of business on the agenda; vii. to proceed to the next business on the agenda; viii. to require a written report; ix. to appoint a committee or sub-committee and their members; x. to extend the time limits for speaking; xi. to exclude the press and public from a meeting in respect of confidential
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or sensitive information which is prejudicial to the public interest; xii. to not hear further from a councillor or a member of the public; xiii. to exclude a councillor or member of the public for disorderly conduct; xiv. to temporarily suspend the meeting; xv. to suspend a particular standing order (unless it reflects mandatory statutory requirements); xvi. to adjourn the meeting; or xvii. to close a meeting.
11. Handling confidential or sensitive information a The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential or sensitive information which for special reasons would not be in the public interest.
b Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest.
12. Draft minutes a If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.
b There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i) above.
c The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.
d If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, he shall sign the minutes and include a paragraph in the following terms or to the same effect:
“The chairman of this meeting does not believe that the minutes of the meeting of the ( ) held on [date] in respect of ( ) were a correct record but his view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”
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e Upon a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.
13. Code of conduct & dispensations
See also standing order 3(t) above.
England a All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the council.
b Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has a disclosable pecuniary interest. He may return to the meeting after it has considered the matter in which he had the interest.
c Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has another interest if so required by the council’s code of conduct.
He may return to the meeting after it has considered the matter in which he had the interest.
d Dispensation requests shall be in writing and submitted to the Proper Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.
e A decision as to whether to grant a dispensation shall be made by the Proper
Officer and that decision is final.
f A dispensation request shall confirm:
i. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates; ii. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote; iii. the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and iv. an explanation as to why the dispensation is sought.
g Subject to standing orders 13(d) and (f) above, dispensations requests shall be considered by the Proper Officer before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required.
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h A dispensation may be granted in accordance with standing order 13(e) above if having regard to all relevant circumstances the following applies:
i. without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business or ii. granting the dispensation is in the interests of persons living in the council’s area or iii. it is otherwise appropriate to grant a dispensation.
14. Code of conduct complaints a Upon notification by the District Council that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached the council’s code of conduct, the Proper Officer shall, subject to standing order 11 above, report this to the council.
b Where the notification in standing order 14(a) above relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chairman of
Council of this fact, and the Chairman shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the council has agreed what action, if any, to take in accordance with standing order 14(d) below.
c The council may:
i. provide information or evidence where such disclosure is necessary to progress an investigation of the complaint or is required by law; ii. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter; d Upon notification by the District or Unitary Council that a councillor or non-
councillor with voting rights has breached the council’s code of conduct, the council shall consider what, if any, action to take against him. Such action excludes disqualification or suspension from office.
15. Proper Officer a The Proper Officer shall be either (i) the clerk or (ii) other staff member(s)
nominated by the council to undertake the work of the Proper Officer when the
Proper Officer is absent.
b The Proper Officer shall:
i. at least three clear days before a meeting of the council, a committee and a
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ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
xvii.
sub-committee serve on councillors a summons, by email, confirming the time, place and the agenda provided any such email contains the electronic signature and title of the Proper Officer.
See standing order 3(b) above for the meaning of clear days for a meeting of a full council and standing order 3 (c) above for a meeting of a committee.
give public notice of the time, place and agenda at least three clear days before a meeting of the council or a meeting of a committee or a sub-
committee (provided that the public notice with agenda of an extraordinary meeting of the council convened by councillors is signed by them);
See standing order 3(b) above for the meaning of clear days for a meeting of a full council and standing order 3(c) above for a meeting of a committee.
subject to standing order 9 above, include on the agenda all motions in the order received unless a councillor has given written notice at least 5 days before the meeting confirming his withdrawal of it; convene a meeting of full council for the election of a new Chairman of the
Council, occasioned by a casual vacancy in his office; facilitate inspection of the minute book by local government electors; receive and retain copies of byelaws made by other local authorities; retain acceptance of office forms from councillors; retain a copy of every councillor’s register of interests; assist with responding to requests made under the Freedom of Information
Act 2000 and Data Protection Act 1998, in accordance with and subject to the council’s policies and procedures relating to the same; receive and send general correspondence and notices on behalf of the council except where there is a resolution to the contrary; manage the organisation, storage of, access to and destruction of information held by the council in paper and electronic form; arrange for legal deeds to be executed;
See also standing order 22 below.
arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the council in accordance with the council’s financial regulations;
NOT USED.
refer a planning application received by the council to the Chairman or in his absence the Vice-Chairman of the within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the council; manage access to information about the council via the publication scheme; and retain custody of the seal of the council (if any) which shall not be used without a resolution to that effect.
See also standing order 22 below.
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16. Responsible Financial Officer a The council shall appoint appropriate a Councillor to undertake the work of the
Responsible Financial Officer when the Responsible Financial Officer is temporarily absent.
17. Accounts and accounting statements a “Proper practices” in standing orders refer to the most recent version of
Governance and Accountability for Local Councils – a Practitioners’ Guide
(England).
b All payments by the council shall be authorised, approved and paid in accordance with the law, proper practices and the council’s financial regulations.
c As soon as possible after the financial year end at 31 March, the Responsible
Financial Officer shall provide:
i. each councillor with a statement summarising the council’s receipts and payments for the last quarter and the year to date for information; and ii. to the full council the accounting statements for the year in the form of
Section 1 of the annual return, as required by proper practices, for consideration and approval.
d The year end accounting statements shall be prepared in accordance with proper practices and applying the form of accounts determined by the council
(receipts and payments, or income and expenditure) for a year to 31 March. A
completed draft annual return shall be presented to each councillor before the end of the following month of May. The annual return of the council, which is subject to external audit, including the annual governance statement, shall be presented to council for consideration and formal approval before 30 June.
18. Financial controls and procurement a The council shall consider and approve financial regulations drawn up by the
Responsible Financial Officer, which shall include detailed arrangements in respect of the following:
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i.
ii.
iii.
iv.
v.
the keeping of accounting records and systems of internal controls; the assessment and management of financial risks faced by the council; the work of the independent internal auditor in accordance with proper practices and the receipt of regular reports from the internal auditor, which shall be required at least annually; the inspection and copying by councillors and local electors of the council’s accounts and/or orders of payments; and procurement policies (subject to standing order 18(c) below) including the setting of values for different procedures where a contract has an estimated value of less than £3000.
b Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.
c Financial regulations shall confirm that a proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £3000 shall be procured on the basis of a formal tender as summarised in standing order 18(d) below.
d Subject to additional requirements in the financial regulations of the council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:
i. a specification for the goods, materials, services or the execution of works shall be drawn up; ii. an invitation to tender shall be drawn up to confirm (i) the council’s specification (ii) the time, date and address for the submission of tenders
(iii) the date of the council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process; iii. NOT USED.
iv. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer; v. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed; vi. tenders are to be reported to and considered by the appropriate meeting of the council or a committee or sub-committee with delegated responsibility.
e Neither the council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.
f Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the Office of Government Commerce from time to time) the council must consider whether the Public Contracts Regulations 2006 (SI No. 5, as amended) and the Utilities Contracts Regulations 2006 (SI No. 6, as amended)
– 19 –

apply to the contract and, if either of those Regulations apply, the council must comply with EU procurement rules.
19. Handling staff matters a A matter personal to a member of staff that is being considered by a meeting of council is subject to standing order 11 above.
b Subject to the council’s policy regarding absences from work, the council’s most senior member of staff shall notify the chairman of the council or the Vice-
chairman of the council of absence occasioned by illness or other reason and that person shall report such absence to the next meeting of the Council.
c The chairman of or in his absence, the vice-chairman shall, upon a resolution, conduct a review of the performance and annual appraisal of the work of the
Parish Clerk. The reviews and appraisal shall be reported in writing and is subject to approval by resolution by the council.
d Subject to the council’s policy regarding the handling of grievance matters, the council’s most senior employee (or other employees) shall contact the chairman or in his absence, the vice-chairman in respect of an informal or formal grievance matter and this matter shall be reported back and progressed by resolution of the council.
e Subject to the council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by the Parish Clerk relates to the chairman or vice-chairman of the council, this shall be communicated to another member of the council which shall be reported back and progressed by resolution of the council.
f Any persons responsible for all or part of the management of staff shall treat the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters as confidential and secure.
g The council shall keep all written records relating to employees secure. All paper records shall be secured and locked and electronic records shall be password protected and encrypted.
h Only persons with line management responsibilities shall have access to staff records referred to in standing orders 19(f) and (g) above if so justified.
i Access and means of access by keys and/or computer passwords to records of employment referred to in standing orders 19(f) and (g) above shall be provided only to (post holder) and/or the chairman of the council.
– 20 –

20. Requests for information a Requests for information held by the council shall be handled in accordance with the council’s policy in respect of handling requests under the Freedom of
Information Act 2000 and the Data Protection Act 1998.
b Correspondence from, and notices served by, the Information Commissioner shall be referred by the Proper Officer to the chairman of the council. The council shall have the power to do anything to facilitate compliance with the
Freedom of Information Act 2000.
21. Relations with the press/media a Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing with the press and/or other media.
22. Execution and sealing of legal deeds
See also standing orders 15(b)(xii) and (xvii) above.
a A legal deed shall not be executed on behalf of the council unless authorised by a resolution.
Subject to standing order 22(a) above, any two councillors may sign, on behalf of the council, any deed required by law and the Proper Officer shall witness their signatures.
23. Communicating with District and
County councillors a An invitation to attend a meeting of the council shall be sent, together with the agenda, to the ward councillor(s) of the District and County Council representing the area of the council.
– 21 –

b Unless the council determines otherwise, a copy of each letter sent to the
District and County Council shall be sent to the ward councillor(s) representing the area of the council.
24. Restrictions on councillor activities a Unless authorised by a resolution, no councillor shall:
i. inspect any land and/or premises which the council has a right or duty to inspect; or ii. issue orders, instructions or directions.
25. Standing orders generally a All or part of a standing order, except one that incorporates mandatory statutory requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
b A motion to add to or vary or revoke one or more of the council’s standing orders, except one that incorporates mandatory statutory requirements, shall be proposed by a special motion, the written notice by at least 2 councillors to be given to the Proper Officer in accordance with standing order 9 above.
c The Proper Officer shall provide a copy of the council’s standing orders to a councillor as soon as possible after he has delivered his acceptance of office form.
d The decision of the chairman of a meeting as to the application of standing orders at the meeting shall be final.
– 22 –

– 23 –

HELMDON PARISH COUNCIL
FLAG POLICY
1. The Council owns a flag pole on the war memorial green.
2. The Council may at any time and at its sole discretion decide on the use of the flag pole and the flags it flies within the constraints of this policy. Nevertheless, it will endeavour to settle an Annual Flag Plan (appendix A) at the March parish council meeting. This plan will include the intended dates for flying flags and the flags to be flown.
3. At the Annual Meeting of the Parish Council in May, a volunteer Flag Master and
Deputy Flag Master will be appointed. The primary duty of the Flag Master will be to oversee the safe operation of the flag pole (including proper maintenance), to fly flags according to the Annual Flag Plan, to manage the quality and condition of the flags and to liaise with parish residents and bring any issues concerning the flags to the Chairman and Council.
4. In the absence of the Flag Master, the Deputy Flag Master may do anything the Flag
Master may do.
5. The Union Flag will be flown at half-mast at times of national mourning or at times of disaster which, in the opinion of the Chairman of the Council and Flag Master, merit this.
6. Flags will not be flown during severe weather e.g. (predicted winds in excess of
45mph).
7. Flags may only be hoisted by persons authorised by the Council.
8. Flags will be kept at the home of the Flag Master (or Deputy Flag Master). Keys to the flag pole will be held by the Flag Master, Deputy Flag Master, Chairman of the
Council and Clerk to the Council.
9. All flag-flying will comply with the national rules and regulations in force, without exception. 1
10. This policy will be reviewed on an annual basis.
Signed: ___________________________ (Chairman)
Date: ___________________________
1
Date of next review: _________________
https://www.flaginstitute.org/wp/british-flags/flying-flags-in-the-united-kingdom/british-flag-protocol/
HPC Flag policy DRAFT 1 of 2 Helen du Bois

HELMDON PARISH COUNCIL
FLAG POLICY
APPENDIX A – ANNUAL FLAG PLAN
The Union flag can be flown on the following dates:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
9 January Birthday of the Duchess of Cambridge
20 January Birthday of the Countess of Wessex
6 February Her Majesty’s Accession
19 February Birthday of the Duke of York
1 March St David’s Day
10 March Birthday of the Earl of Wessex
13 March Commonwealth Day (second Monday in March)
21 April Birthday of Her Majesty the Queen
2 June Coronation Day
10 June Birthday of the Duke of Edinburgh
17 June Official celebration of Her Majesty’s birthday (date varies)
21 June Birthday of the Duke of Cambridge
17 July Birthday of the Duchess of Cornwall
15 August Birthday of the Princess Royal
14 November Birthday of the Prince of Wales
Remembrance Sunday – to be flown at half-mast.
20 November Her Majesty’s Wedding Day
30 November St Andrew’s Day
The Cross of St George flag will be flown on St George’s Day: 23 April.
Other Flags
The Northamptonshire County flag will fly at all other times.
If in the future the Parish Council chooses to adopt a Village flag, it could be flown for civic occasions in the Parish or to celebrate local events at the discretion of the Chairman.
HPC Flag policy DRAFT 2 of 2 Helen du Bois

Danny Moody
From:
Sent:
To:
Cc:
Subject:
Danny Moody <[email address removed]>
12 July 2017 23:18
'Phillip'
'Parish Clerk'
Plant a Tree Charter Legacy Tree
Dear Philip,
I’m not sure if you’ve come across the national initiative to create a Charter for Trees. The details are below and I wondered if it is something that Helmdon could get involved with, since we are already a leading parish when it comes to trees.
I’ve asked Helen to put an item on the parish council’s next agenda to discuss.
Best regards,
Danny.
Plant a Tree Charter Legacy Tree
In celebration of the launch of the new Tree Charter on 6 November 2017, 800 Legacy Trees will be planted across the UK. Legacy Trees will be accompanied by a small plaque about the Tree Charter.
Our hope is that these trees will ensure the principles of the Tree Charter are continued well beyond
2017.
A portion of Legacy Trees have been reserved for local councils who contribute to the Tree Charter by becoming local council Charter Branches. Becoming a Charter Branch is completely free (as are the
Tree Charter Legacy Trees) and will in no way effect the autonomy of your council. Your level of involvement is up to you and may range from simply signing up to receive free copies of the Tree
Charter's newspaper Leaf! to helping gather signatures of support, to more imaginative projects and activities around trees. If you’re interested in planting a Legacy Tree in your community, please sign up to become a local council Charter Branch by following the links below.
–
Register your Local Council as a Charter Branch
(simply add your local council's name and details to the boxes on the right hand side of the webpage)
–
Find out more about becoming a Charter Branch, by visiting the
Local Councils: Becoming a Charter Branch blog
–
The Tree Charter is an initiative being developed by more than 70 organisations across the UK. The charter will set out how our local communities and trees can best benefit one another. It will serve as a resource which local councils across the UK can use in support of their efforts to look after the trees in their area.
Find out more about the Tree Charter
Right-click or tap and hold here to download pictures. To help protect y our priv acy , Outlook prev ented au tomatic download of this picture from the Internet. Virus-free. www.avg.com
1

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 26th July, 2017 at 7:30pm
Present : Cllrs Coatsworth, Moody, Wheeler, Thorpe, Garner, Vicars, R. Duncombe, P. Duncombe and the Clerk (Helen du Bois)
In attendance: 3 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 24th May, 2017
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 4 (13): Outstanding action: Cllr Coatsworth to obtain a second quote for the repairs identified by the recent Health & Safety inspection.
Item 5: The Clerk confirmed that SNC had agreed to replace the missing Church Street sign.
Item 9: The Clerk has contacted SNC and is waiting for a response to the Council’s request for more litter bins.
Action: The Clerk to provide an update as soon as SNC have replied.
Item 10: The Clerk confirmed that the Council had received suggestions of locations for dog bins from two residents. Cllr Wheeler suggested placing a bin outside his property which runs alongside a popular footpath. It was agreed to continue asking for suggestions on www.helmdon.com until the 27th September 2017 meeting.
Action: Cllr Moody to re-post the article asking for location suggestions on www.helmdon.com.
Item 18: The Clerk gave the details of a recent response from Western Power regarding the snagging list. Action: The Clerk to contact Sulgrave Parish Council re: the capping of their telegraph poles.
5. To fill by co-option the casual vacancy on the Council
The Council had received an application from Mr Miles Garner. Mr Garner gave a brief introduction to himself after which he was nominated and seconded by members of the Council. He received the full support of all members of the Council and was duly appointed. He was welcomed by the
Chairman and signed the Declaration of Acceptance of Office form in the presence of the Clerk.
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk
Page
7. To receive an update regarding flooding related issues
Badnell Properties have dug out the catch pit and no further work can be carried out until the end of the nesting season. Cllr Coatsworth expressed some concern with the work that had been carried
67
6. Open Forum
The Chairman invited questions on any subject:
 A member of the public raised concern about the number of recent burglaries and questioned if there was a more efficient way to alert residents when a crime has occurred in the village.
Action: Cllr Wheeler to notify the Council of the recommended approach for reporting crime.

out, in particular the location of the spoil heap. He has already contacted Badnell Properties asking for their team to return and relocate the spoil heap.
8. To receive a presentation from the Helmdon Sports & Social club regarding development plans for the pavilion
Geoff Bridger, the Chair of the Helmdon Sports and Social club gave a summary of the situation with the pavilion and explained the need for improvement. He discussed the proposed improvement plans and the funding options that had already been considered. The approximate cost of the improvement proposal is £51,000.
Cllr Vicars recommended that he contact Northamptonshire ACRE for funding support and Cllr
Moody suggested contacting the Oxfordshire Playing Fields Association who have recently been contracted by SNC to provide advice and guidance to sports clubs in Northamptonshire. The Clerk had already recommended Sports England and the HS2 Community Fund to Geoff.
Action: Cllr Moody to forward details of the Oxfordshire Playing Fields Association to Geoff.
The Council suggested that the Club widen the scope of the proposal and consider more ambitious redevelopment plans. Cllr Coatsworth explained that whilst the Council fully supported the Sports and Social Club plans, the New Homes Bonus fund is designed for projects that will be of benefit to the whole community and as it only contains £14,091 it is felt that this is not the best place for them to look for funding in the first instance. Mr Bridger was invited to report back to the Council when other potential sources of funding for the project had been investigated
9. Finance:
a. Financial statement
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £20,241.44 on 18th July, 2017 and an expected balance once payments and invoices have been settled of £16,262.26
b. To note payments received and consider invoices to be paid
The following payments have been received since 24th May, 2017
1 May/June
2-May
VARIOUS Allotment Rental BACS/CHEQUE
Total
£30.00
£30.00
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1
4th Corner
Landscaping
Grass Cutting (May) BACS £196.28 Open Spaces Act 1906, s10 (b)
2
4th Corner
Landscaping
Grass Cutting (June) BACS £196.28 Open Spaces Act 1906, s10 (b)
3 P Duncombe Expenses – top soil BACS £120.00 Open Spaces Act 1906, s14
4 SLCC Subscription BACS £121.00 Local Government Act 1972, s111 (1)
5 H Timms War Memorial Garden BACS £495.00 Open Spaces Act 1906, s10 (b)
6 H du Bois Expenses – flags BACS £194.85 Highways Act 1980, s144 (1)
7 H du Bois Expenses – strimmer BACS £278.50 Local Government Act 1972, s214 (6)
8 Staff Expenses BACS £20.00 Local Government Act 1972, s112 (2)
9 Staff Wages BACS £917.94 Local Government Act 1972, s112 (2)
10
Wicksteed
Playgrounds
Playground Inspection BACS £54.00 Open Spaces Act 1906, s14
11 E.On Streetlight maintenance BACS £124.93 Parish Council’s Act 1957, s3 68
12 HarrisonEDS Flagpole BACS £710.40 Highways Act 1980, s144 (1)
Total £3,429.18
Page
It was resolved to pay the following invoices:
Minutes of the Ordinary meeting of Helmdon Parish Council 26 July 2017 th Author: Helen du Bois, Clerk

The Clerk explained that the invoice for SLCC really should be shared with Greatworth Parish
Council as the Clerk works for both councils – this invoice had been included above at 100% in error. It was agreed to pay the invoice in full at this point and request a 50% share from
Greatworth at their next main meeting on 4th September.
Action: The Clerk to organise a 50% share of the SLCC invoice with Greatworth Parish Council.
c. Annual return: to receive the report from the Internal Auditor
The report from the Internal Auditor had been circulated prior to the meeting. The Internal Auditor wrote that they are “satisfied that effective policies and procedures together with systems to manage, monitor and control the Council’s business are in place”.
d. To receive an update from the Internal Controls Councillor
Cllr Thorpe confirmed that he had met with the Clerk prior to the meeting. He had selected several invoices at random and checked them against the day book and bank statements. He confirmed that everything was in order.
10. To consider the following and confirm that both documents meet the needs of the
Council: a) Standing Orders b) Financial Regulations
Both documents were approved without amendment.
11. To review the draft Complaints Policy
The draft policy had been circulated prior to the meeting. It was resolved to create a Complaints
Committee and appoint Cllrs Coatsworth, Moody, E. Garner and P. Duncombe to it.
There was a suggestion that section 12 should be amended but it was resolved to adopt the policy as it is in this meeting and consider further amendments in the next meeting of the Council.
Action: Cllr Vicars to provide the Clerk with suggested wording for Section 12 of the policy. The
Clerk to finalise the policy and publish.
12. To review the Council’s communication procedures
The different methods used to communicate Council news were discussed. Cllr Moody confirmed that minutes are posted to www.helmdon.com as soon as the draft is finalised. It was suggested that the Council consider setting up a Facebook page but there were some doubts as to whether this channel would be suitable or not. It was resolved to create a working group to review the options further – Cllrs Coatsworth, Vicars, Wheeler and R. Duncombe and the Clerk volunteered to join the group.
Action: The Clerk to organise a meeting of the Communication working group.
13. To review the draft Flagpole policy and Flag Flying Plan
The draft policy had been circulated prior to the meeting. It was agreed to add both Armed Forces
Day (24th June) and Northamptonshire County Day (October 25th ) to the Annual Flag Plan. It was resolved to adopt the draft policy.
Action: The Clerk to finalise the policy and publish.
Cllr Moody proposed that the Council write to the Flag Master and Deputy Flag Master to thank them for carrying out their roles so well.
Action: The Clerk to write to the Flag Master and Deputy Flag Master.
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk
Page
15. To consider renewing the electricity supply agreement with Opus
The Clerk presented a range of prices from different electricity suppliers. It was agreed to accept the offer of a 2 year fixed rate with the existing supplier Opus.
Action: The Clerk to accept the 2 year fixed rate from Opus
69
14. To approve the purchase of a replacement laptop
It was agreed that the Clerk could purchase a replacement laptop to the value of £400, and the most suitable software.
Action: The Clerk to purchase a replacement laptop and software.

16. To receive a report from the school liaison councillors following the recent meeting with the head teacher
Cllr Moody gave a summary of the recent meeting with Mrs Crouch:
 The school are very supportive of the plan to design a village flag and will be holding a flag day at school on 22nd September 2017 where each pupil will have the opportunity to submit a design. The School Liaison Councillors will consider all the designs and put forward a shortlist of
5 designs for the Council to judge at the main meeting on 27th September 2017. Once the school’s finalist is chosen, the competition will then be opened up to all residents.
 The parking problems at drop off and collection times were discussed. Mrs Crouch explained that the school do everything possible to resolve the problems but without success. The school have decided to advertise for a volunteer parking warden who will be permitted to approach people who park inconsiderately or illegally, or leave notices on badly parked cars.
Action: Cllr Moody to investigate rules and regulations for monitoring parking on the highway.
17. To receive a report and recommendations from the Helmdon Parish Plan Group
(HPPG) regarding village confines and the Part 2 Local Plan consultation.
Cllr Moody presented a plan of the village which displayed the existing confines and the proposed new confines, along with the sites that had been put forward to SNC for development consideration. He confirmed that the draft Local Plan Part 2A was about to be approved for consultation – it was likely to be released on Friday 28th July and the public consultation will run for
10 weeks. The HPPG will next meet on Monday 25th September to consider the plan and will then report with recommendations at the main meeting on Wednesday 27th September.
18. To consider registering Helmdon Parish Council as a Charter Branch (under the national Charter for Trees, Woods and People initiative)
It was resolved to register as a Charter Branch.
Action: The Clerk to submit the registration.
19. To receive an update on the Speed Radar project
Cllr Vicars explained that he and Cllr E. Garner had met with a Councillor from Long Buckby to view their solar powered SID from Coeval. The working group are interested in the SID from Coeval as it can be set with a timer and can be moved to face both up and down Station Road. However, they were concerned about the height of the post required for the Coeval SID (4.8m), which is taller than the post required for the SID proposed by Traffic Technologies. Cllr Vicars is waiting for further specification information from Coeval and it was agreed that if a 4.8m post is required then residents near the location will need to be consulted again.
Action: The Speed Radar working group to bring final recommendations to the next main meeting.
20. To consider the request for a donation from SNAST
The donation request for £20 was approved.
Action: The Clerk to include the donation in the payments for the next main meeting.
21. To receive an update from the Allotment Committee on the water pump
Cllr Wheeler explained the situation with the current water pump. He had met with the allotment tenants’ representative Steve Clarke to discuss the problem and proposed that the existing pump be replaced with a petrol powered pump kept in a lockable storage unit near the stream. The pump would enable plot holders to easily pump water into a large storage tank for use on their plots. The pump would be removed during the winter months. The total cost would be under £400.
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk
Page
22. To note the decisions of the Planning Committee since 24th May, 2017
Cllr Coatsworth provided a summary of the planning applications considered during the planning meeting held on 11th July 2017.
70
It was agreed that this seemed to a good solution to a long running problem but there was concern about funding – it was suggested that plot holders should be approached to help towards the cost or that plot rents could be increased. It was resolved to discuss the suggestion with Steve Clarke.
Action: Cllr Wheeler to discuss funding with Steve Clarke.

23. To receive an update from the Playground Committee on the recent safety inspection
Wicksteed carried out the annual safety inspection on the play area on 12th June, 2017. Cllr
Wheeler highlighted the main areas considered a medium risk and the Clerk confirmed that she had received two quotations for the repairs. It was agreed to accept the quotation from a local supplier provided they can prove that they have public liability insurance.
The work involves raising the height of the swinging plank and replacing the seats and chains for the toddler swings. It was requested that the Clerk obtains two further quotes for the cost of the cradle seats and chains.
Action: The Clerk to request proof of insurance from the local supplier and to obtain two further quotes for the cradle seats and chains.
24. To receive an update on the repairs to the War Memorial
Cllr Coatsworth confirmed that the grant application had been submitted to the War Memorials
Trust (WMT) and it had been accepted to be put forward to the WMT funding panel. He was expecting to get a response within the next 4-6 weeks.
25. To receive an update from Cllr Vicars: NACRE Neighbourhood Planning day
Cllr Vicars summarised his findings from the day. It was agreed to wait until the contents of Local
Plan Part 2A have been reviewed before making any decisions about the need for a Neighbourhood
Plan for Helmdon.
26. To receive indicative costs from Kier WSP for the installation of a layby next to the
Jubilee Wall on Station Road
Cllr Moody explained that Kier WSP had provided a minimum cost estimate of £25,000 to create a permanent layby – it was agreed that no further action should be taken.
27. Councillor questions
Cllr Vicars commented that the repairs to the garden wall at Tor House had been completed – it was agreed that the new wall was excellent.
28. Close
The meeting closed at 9:40pm
Signed________________ dated______________
Page
71
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 26/07/17
Accounts:
Balance of Unity Trust account as of 18/07/17:
Expected balance once payments and invoices settled:
Credits since 24/05/17
May/June 1 VARIOUS
Direct debits out since 24/05/17
2-Jun-17 1
2-Ma-y
3-Jul-17 2
£20,241.44
£16,262.26
Allotment Rental BACS/CHEQ £30.00
Total £30.00
£128.05 OPUS Electricity Supply DD
OPUS Electricity Supply DD £126.16
Total £254.21
Unpresented cheques since 24/05/17
27-May-17 1 Helmdon Gardening Club Grant £100.00
2 27-May-17 Friends of Helmdon School Grant £250.00
3 27-May-17 Whistley Scouts 2000 Grant £200.00
Total £550.00
Invoices to be settled on 26/07/17
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1
4th Corner
Landscaping
Grass Cutting (May) BACS £196.28 Open Spaces Act 1906, s10 (b)
2
4th Corner
Landscaping
Grass Cutting (June) BACS £196.28 Open Spaces Act 1906, s10 (b)
3 P Duncombe Expenses – top soil BACS £120.00 Open Spaces Act 1906, s14
4 SLCC Subscription BACS £121.00 Local Government Act 1972, s111 (1)
5 H Timms War Memorial Garden BACS £495.00 Open Spaces Act 1906, s10 (b)
6 H du Bois Expenses – flags BACS £194.85 Highways Act 1980, s144 (1)
7 H du Bois Expenses – strimmer BACS £278.50 Local Government Act 1972, s214 (6)
8 Staff Expenses BACS £20.00 Local Government Act 1972, s112 (2)
9 Staff Wages BACS £917.94 Local Government Act 1972, s112 (2)
10
Wicksteed
Playgrounds
Playground Inspection BACS £54.00 Open Spaces Act 1906, s14
11 E.On
Streetlight maintenance
BACS £124.93 Parish Council’s Act 1957, s3
12 HarrisonEDS Flagpole BACS £710.40 Highways Act 1980, s144 (1)
£3,429.18
Page
72
Total
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk

2017/18 Day Book Current
2017
Transaction
Date
Current Account
Invoice No. Invoice
Date
Transactio Cheque n No. Cleared date
Payee
18-Jul-17 Totals
18-Mar-17
17-Apr-17
11-May-17
28-Mar-17
03-Apr-17
03-Apr-17
25-Apr-17
27-Apr-17
17-Jun-16
28-May-17
22-May-17
01-Jul-17
02-Jun-17
22-Jun-17
27-Jun-17
16-Jun-17
30-Jun-17
Balance B/Fwd 2016
Electricity Supply
Precept
Allotment Rental
Allotment Rental
Allotment Rental
Electricity Supply
Allotment Rental
Allotment Rental
VAT repayment
Allotment Rental
S DUNN Allotment Rental
Graphics Direct Playground sign
CPRE Subscription
ACRE Subscription
NCALC Subscription
NCALC Internal Audit
Helmdon Primary School School Field Rental
Helen du Bois Office Expenses
Helen du Bois Staff wages
4th Corner Landscaping Grass Cutting
Mr J Lee Village Sign Repairs
ACRE Neighbourhood Planning Day
Helmdon PCC Village Grant
Helmdon PCC Village Grant
Bridge Players Village Grant
OPUS Electricity Supply
E SHEPHERD Allotment Rental
S WHEELER Allotment Rental
Unity Banking charges
OPUS Electricity Supply
Helmdon Gardening Club Village Grant
Friends of Helmdon School Village Grant
Whistley Scouts 2000 Village Grant
4th Corner Landscaping Grass Cutting
P Duncombe Topsoil for playground
SLCC Subscription
H. Tims Environmental Services War Memorial Garden
Wicksteed Playground Inspection
4th Corner Landscaping Grass Cutting
E.On Streetlight Maintenance
H du Bois Wages
H du Bois Expenses
H du Bois Expenses – Flags
H du Bois Expenses – Strimmer
HarrisonEDS Flagpole
OPUS
SNC
P KING
K CLARKE
VINCENT MJ
OPUS
Helmdon Primary School
NASH C
HMRC
BACS
300077
BACS
BACS
BACS
BACS
BACS
BACS
BACS
300078
BACS
300079
300080
300084
DD
CHEQUE
BACS
DD
DD
300081
300082
300083
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
30-Jun-17
06-Jun-17
20-Jun-17
20-Jun-17
23-Jun-17
Total
Received
DR
23902.27
Total Paid Balance
Bank
Reco nciled
CR
7640.01 16262.26
14609.87
70.16
8537.00
30.00
30.00
15.00
63.18
15.00
30.00
515.40
60.00
30.00
20.00
36.00
35.00
378.22
167.00
350.00
28.49
839.29
196.28
205.00
40.00
400.00
360.00
200.00
128.05
15.00
15.00
18.00
126.16
100.00
250.00
200.00
196.28
120.00
121.00
495.00
54.00
196.28
124.93
917.94
20.00
194.85
278.50
710.40
14609.87
14539.71
23076.71
23106.71
23136.71
23151.71
23088.53
23103.53
23133.53
23648.93
23708.93
23738.93
23718.93
23682.93
23647.93
23269.71
23102.71
22752.71
22724.22
21884.93
21688.65
21483.65
21443.65
21043.65
20683.65
20483.65
20355.60
20370.60
20385.60
20367.60
20241.44
20141.44
19891.44
19691.44
19495.16
19375.16
19254.16
18759.16
18705.16
18508.88
18383.95
17466.01
17446.01
17251.16
16972.66
16262.26
Code VAT
Bank
20367.60
26
26
26
26
27
27
27
27
27
27
27
27
29
27
27
27
27
27
27
27
29
27
29
29
29
28
29
29
126.16
100.00
250.00
200.00
196.28
120.00
121.00
495.00
54.00
196.28
124.93
917.94
20.00
194.85
278.50
710.40
101
901
903
903
903
101
903
903
1002
903
903
203
407
407
407
401
204
403
402
201
209
412
601
501
501
101
903
903
411
101
501
501
501
201
203
407
802
202
201
103
402
403
803
501
803
y y y y y y y y y y
Page
73
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
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
27-May-17
27-May-17
27-May-17
02-Jun-17
16-Jun-17
23-Jun-17
30-Jun-17
03-Jul-17
27-May-17
27-May-17
27-May-17
26-Jul-17 5072
26-Jul-17
26-Jul-17
26-Jul-17 WarMemorial1
26-Jul-17 734922
26-Jul-17 5120
26-Jul-17 75798
26-Jul-17
26-Jul-17
26-Jul-17
26-Jul-17
26-Jul-17 71714
Item Description
18-Jul-17
Minutes of the Ordinary meeting of Helmdon Parish Council 26th July 2017 Author: Helen du Bois, Clerk

2016/17 Day Book Budget
2016-2017
Budget Actual Remaining Budget
100 Lighting
EXPENDITURE
1619.00 1390.05 228.95 1416.44 457.96 958.48
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
919.00
200.00
500.00
871.56
102.05
416.44
47.44
97.95
83.56
900.00
100.00
416.44
353.85
104.11
546.15
100.00
312.33
200 Parks & Open Spaces 2855.00 4779.10 4100.30 3525.00 1230.71 2294.29
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
490.71
45.00
140.00
350.00
1309.29
150.00
465.00
20.95
249.70
129.05
215.30
400 General Administration 8748.00 8615.38
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
400.00
4480.00
150.00
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
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
Total Regular Expenditure 15672.00 17234.53
700 Miscellaneous
701 Vat Paid
15672.00 18271.96
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
Remaining
160.00
50.00
680.00
200.00
100.00 205.00
50.00
680.00
200.00
-105.00
132.62 8647.98 1663.00 6984.98
-2.00
-443.47
-95.26
282.00
5251.48
150.00
167.00
839.29
28.49
115.00
4412.19
121.51
-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
-54.00
-700.00
200.00
500.00
4461.87
18.00
40.00
1300.00
200.00
-70.22
142.50
100.00
150.00
54.00
460.00
1400.00 1342.08 57.92
1350.00
50.00
1342.08 7.92
50.00
400.00
400.00
400.00
400.00
15389.42 5093.75
1037.43
1037.43
Total Expenditure inc VAT
Actual
570.22
10295.67
358.95
358.95
4461.87
2506.49
1000.00
384.46
1316.67
1800.00
1100.98
15389.42 5452.70
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
10295.67
1249.37
1200.00
525.00
1000.00
495.00
754.37
5000.00
950.00
660.00
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
5000.00
950.00
660.00
17074.00 8537.00
160.00
7210.00
240.00
8777.00
1000 MISCELLANOUS INCOME 515.40
1001 Misc Transfers In
1002 Vat Repayment 515.40
Total Working Income
Balance
18807.59 9292.40
535.63 3839.70
Minutes of the Ordinary meeting of Helmdon Parish Council 26 July 2017 th Author: Helen du Bois, Clerk
74
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
1200.00
30.00
245.63
Page
Code
2017-2018