Council Meeting, 26 March 2008

HELMDON PARISH COUNCIL
All Councillors are summoned to a meeting of Helmdon Parish Council to be held in the
Reading Room, Church Street, Helmdon on Wed. 26th March 2008, commencing at 7.30 pm
Members of the public and Press are invited to attend and to participate in the Open Forum
AGENDA
1. Apologies for Absence
2. Approval and Signature of the Minutes for the Ordinary Meeting held on 23 January 2008 and th th the Extra Ordinary Meetings held on 18 January 2008 and 6 March 2008
3. Matters Arising from the Minutes of 23rd January 2008 and the Extra Ordinary Meetings held th th on 18 January 2008 and 6 March 2008
4. Open Forum
5. Finance rd a) Financial statement b) Bills for Payment c) Payments Received d) Review and Adoption of the Terms of Reference for the Internal Audit Service
6. Correspondence
7. Training Programme – review of NCALC training of 2008 and proposals for participation
8. Village of the Year – update on entry
9. Local Emergency Planning: report from the NCC conference and proposal to draft a Parish
Plan for Emergencies.
10. To receive the decisions of the Planning committee on applications since 23rd January 2008
11. To sign off previously discussed amendments to Standing Orders regarding timing of May meeting and changes to rendering arrangements
12. Street lamps – to review proposed repairs
13. Flooding: proposal to form a small committee to progress actions for flood prevention and protection in the Parish and consider any action required in the immediate future.
14. B4525 Road Group – update from latest meeting
15. Allotments a)
b)
c)
d)
Emergency repair to gate
Proposal to clear area to form new plot
Proposal to introduce water access on the site
Proposal to clear non recyclable rubbish
16. Risk Assessments
17. Playground refurbishment – update on timescales and review of fencing tenders
18. To decide format and preparations for Annual Parish Meeting
19. Councillors’ Questions
Signed _______________________
Liz Hart, Parish Clerk
[address removed]

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HELMDON PARISH COUNCIL
Draft Minutes of the Ordinary meeting of Helmdon Parish Council held on Wednesday 26th March 2008
in the Reading Room, Church Street, Helmdon at 7:30pm
Present: Councillors Barnes, Burns, Coatsworth, Duncombe, England, Thorne, Crouch,
Parish Clerk: Liz Hart
Action
1 Apologies
Cllr Stothard had sent apologies due to work commitments.
2 Approval and Signature of the Minutes for the Ordinary Meeting held on 23rd January
2008 and the Extra Ordinary Meetings held on 18th January 2008 and 6th March 2008
Cllr England proposed, seconded by Cllr Duncombe that the Ordinary Minutes of 23rd
January 2008 and the Extra Ordinary Meetings of 18th January 2008 and 6th March 2008
be approved. All were in favour and Cllr Burns duly signed the minutes.
3 Matters Arising from the Minutes of 23rd January 2008 and the Extra Ordinary
Meetings held on 18th January 2008 and 6th March 2008
23rd January 2008
none
18th January 2008
none th 6 March
Talkabout magazine – Cllr Stothard has collected all data from Wilf Forgham. Cllr Thorne hoped to meet with Richard Wray the following week. Wilf Forgham has advertised all advertisers of timescales and the new team.
4 Open Forum
Overgrown vegetation in the brook – concern was raised that these presented a flooding risk. Cllr Barnes informed the meeting that he and the Clerk had had a site meeting and that a proposal regarding this would follow shortly.
War Memorial daffodils – the fine display this year was commented upon and the Clerk was asked to write a letter of thanks to Sue Lidgley.
Tennis Courts – Cllr Crouch was asked if there had been any response regarding the use of the land at Jeffs Coaches. Cllr Burns informed the meeting that Ken Jeffs had recently died and that no requests would be made at this time.
War Memorial Wreaths – Sue Lidgley had asked if these could be removed now. There was no objection from the Councillors and Cllr Thorne volunteered to do it on his way home.
Finance a) Financial Statement
Cllr Coatsworth proposed, seconded by Cllr Barnes that the statement be approved. All in favour.
Clerk

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Cash & Investments
Current Account (Coop) 19,833.31
Nottingham Bond 500.00
Total 20,333.31
Less unpresented cheque 100.00
20,233.31
b) Bills for Payment
Accounts Payable NET VAT GROSS Cheque
Between Ourselves 185.00 0.00 185.00 500056
ACRE – Village of the Year 20.00 0.00 20.00 500057
ABB Ltd 104.11 18.22 122.33 500058
Clerk’s Wages (January and February ) 378.76 0.00 378.76 500059
Clerk’s Expenses (stationery, stamps) 20.41 0.00 20.41 500059
Northants CALC (Training for CiLCA- April) 475.00 0.00 475.00 500060
Cllr Coatsworth proposed, seconded by Cllr Barnes that all bills be paid. All in favour.
c) Payments received
The following were presented:
Receipt Accounts Received
Helmdon Talkabout (donation for playground)
175.00 A/020
Friends of Helmdon School (fundraising) 2746.85 A/021
Interest Feb/March (inc in statement ) 59.04 —
d) Review and Adoption of the Terms of Reference for the Internal Audit Service
Cllr Crouch proposed, seconded by Cllr England that the terms of reference were approved. All were in favour and Cllr Burns signed the document.
6 Correspondence

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See Appendix A.
A letter had been received from the Fellowship asking if the Parish Council would be prepared to adopt a new bench by the Church. The cost of additional insurance was under
£10 per annum. Cllr Crouch proposed, seconded by Cllr Coatsworth that the bench be adopted. All were in favour.
The Clerk confirmed that the Parish Council was not a member of the CPRE.
Cllr Burns volunteered to complete the questionnaire received from ACRE.
7 Training Programme – review of NCALC training of 2008 and proposals for participation
Cllr Thorne subscribed to two courses; Cllr Barnes requested that the Clerk secure him a place on the New Councillors course in May.
8
Cllr Burns
Clerk
Village of the Year – update on entry
The Clerk confirmed that the Village of the Year form had been submitted and thanked the
Fellowship for their input. She suggested that an alternative person complete the form next year to maintain a fresh approach.
9 Local Emergency Planning: report from the NCC conference and proposal to draft a
Parish Plan for Emergencies
Cllr Thorne gave a summary of a recent conference on emergency planning which had included representatives from Eon, Neighbourhood Watch and Anglian Water. Cllr
Coatsworth proposed, seconded by Cllr Barnes that Cllrs England and Thorne should draft a Parish Plan for Emergencies. All were in favour.
10 To receive the decisions of the Planning committee on applications since 23rd
January
No planning applications had been discussed since the last meeting. A meeting was scheduled for immediately after the Parish Council meeting.
11 To sign off previously discussed amendments to Standing Orders regarding timing of
May meeting and changes to tendering arrangements
Cllr England proposed, seconded by Cllr Duncombe that the circulated amendments be adopted into the Standing Orders. All were in favour.
Cllr Thorne proposed, seconded by Cllr England that the previously proposed changes to the tendering arrangements be adopted – these were contained within the Financial
Regulations. All were in favour.
12 Street lamps – to review proposed repairs
The Clerk outlined the necessary repairs. One repair had been authorised in the interim on the grounds that it was an emergency repair (£160.68). Cllr Burns emphasised that the outstanding repair required actioning to comply with Health and Safety Awareness Issues.
Cllr England proposed, seconded by Cllr Duncombe that the further repair of the pole bracket totalling £180 be authorised. Six were in favour. One abstention.
13 Flooding: proposal to form a small committee to progress actions for flood prevention and protection in the Parish and consider any action required in the immediate future.
Cllrs Thorne +
England

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Cllr Duncombe proposed seconded by Cllr Barnes that a group be formed consisting of two
Councillors (Cllrs Burns and Duncombe) and a number of nominated interested parties in order to progress improvements required. All were in favour.
Cllr Burns closed the meeting to allow members of the public to comment.
Some members of the public had not been aware of the grants available for flooding victims;
Cllr Burns confirmed that the funding stemmed from SNC who had decided how to distribute the money. This had been advertised in the media. Cllr Burns will contact Cllr Digby to see if funding is still available.
Cllr Burns
The issues of storm drains, the brook and other drainage were all highlighted. Those concerned were pleased to hear that the issues were being discussed and felt that there was a high level of knowledge and expertise locally which would help progress issues.
Cllr Burns re-opened the meeting.
The Clerk will contact SNC to express disappointment that nothing has been done regarding the issues highlighted to them last year. A flyer will be drafted up and delivered to affected residents advising them that a group is to be set up.
14 B4525 Road Group – update from latest meeting th Cllr Burns had attended a meeting on 29 February whereby the various options were presented to Helen Howard. He observed that the Group was dominated by representatives of Middleton Cheney.
Clerk
There is £1.5 million available for improvements but data collection needs to be completed first and a travelling road show is scheduled for later in the year.
Cllr Barnes commented that road issues were an area of concern highlighted in the Parish
Plan where little progress had been made to date; Cllr Burns will pass all information to Cllr
Barnes for the PPMG.
15 Allotments a) Emergency repair to gate
This had been completed in the interim as an emergency repair b) Proposal to clear area to form new plot
The School has expressed an interest in having an allotment which necessitates clearing a previously uncultivated area. Cllr Barnes proposed, seconded by Cllr Duncombe that the proposal be discussed in full at a meeting of the Finance meeting and then brought back to
Council. All were in favour.
c) Proposal to introduce water access on the site
Cllr Barnes proposed, seconded by Cllr Duncombe that the proposal be discussed in full at a meeting of the Finance meeting and then brought back to Council. All were in favour.
Clerk d) Proposal to clear non recyclable rubbish
Cllr Turner and Cllr Barnes have volunteered to clear this away from the site.
16 Risk Assessments
Cllr Coatsworth highlighted the issue of collecting water from the brook – this would be resolved if alternatives are made available.
17 Playground refurbishment – update on timescales and review of fencing tenders
The Clerk confirmed that works would commence on 7th April. An invitation will be sent to
Andrew Grant to attend a formal opening to which the press will be invited.
Clerk

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18 To decide format and preparations for Annual Parish Meeting
Cllr England proposed, seconded by Cllr Thorne that the same format as last year be used.
Short presentations from all groups of up to 5 minutes would be requested. All were in favour. The Clerk will ask if the WI could kindly serve refreshments.
19 Councillors’ Questions
Cllr Barnes requested more time to read communications from the Clerk.
Cllr Duncombe highlighted that the surface in front of the School was breaking up.
Cllr Coatsworth queries the source of water on Wappenham Road; this was felt to be due to the presence of natural springs.
Cllr Crouch asked if any new signs for dog fouling had been received – the Clerk will chase these up.
Cllr Crouch queried what the next step should be regarding the tennis courts; Cllr Burns emphasised that no action should be taken in the immediate future.
Cllr England informed the meeting of the Reading Room EOM due to take place on 2nd April at 8pm to discuss its proposed refurbishment.
The meeting closed at 9:22pm.
Clerk

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Appendix A -Correspondence Received – 21st January 2008 – 26th March 2008
South Northamptonshire Council
Weekly Planning Application listings
Planning Applications:
o o o

S/2008/0314/P – Jeffs Coaches Station Road – single storey temporary building
S/2008/0279/P – Pear Tree Cottage 56 Wappenham Road – two storey extension to side (Renewal of S/2003/0070/P)
S/2008/0276/P 4 Wrightons Hill – Single storey rear extension
Laura Welch, Strategic Housing Officer – Virtual Focus Group on Homelessness – update to follow
Graham Ceeny – copy of email to Val Eyre regarding drainage on Grange Lane and off the railway embankment – circulated
Alternations to Register of Electors
Youth Council – details of Youth Opportunity Fund – circulated
Housing Transfer Project – letter relating to open space land – none affected in Helmdon
Housing 4U newsletter
Planning Enforcement Policy booklet – for planning committee
Climate Change Champion and Climate Friendly Communities details
Northamptonshire County Council
• James Ellis – draft details of a licence for the Playing Field and subsequent emails – all circulated and discussed at Extra Ordinary Meeting
• Parish Emergency Planning Conference – 6th March – attended by Cllr Thorne
• Fire Service – details of a consultation on Operational Response times – circulated
• Consultation on Sustainable Communities Strategy for Northamptonshire x 4 copies – for distribution to Planning Committee
• Minerals and Waste Development Framework – discussion paper details – circulated
NCALC/ACRE
Training Programme for 2008/9 – circulated and on Agenda
Village of the Year entry forms – circulated and discussed at Extra Ordinary Meeting
Green Space Toolkit – details of an event in April – circulated – Cllr Thorne will attend
Terms of Reference for the Internal Audit Service – on Agenda eUpdate – circulated
ACRE – user survey for completion x 2
Village Viewpoint Spring 2008 x 2
Press release concerning Northants CALC becoming compleelt autonomous from ACRE and moving premises – circulated

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Miscellaneous
Email from Internal Auditor regarding timescales of Audit
Email from Great Houghton Parish Council with details of their response to a wind turbine planning application – circulated
Email from Eydon Parish Council requesting details of an alleged incident in Helmdon – circulated
Standards Boards for England – acknowledgement of receipt of acceptance of Code of Conduct
2007.
Agenda (12th February) and Minutes of the 10th Dec 2007 meeting of the B4525 Action Group
Enjoy England – Celebrate St Georges Day – brochure
Eon customer service questionnaire – completed
Brackley Hospital Trust – letter of thanks for 4th £250 donation (2007/8) and for pledge for support for 2008/9
Coop bank statements – Dec 2007, Jan, Feb, March 2008
HM Customs and Excise – VAT claim form for next year
Wicksteed Playscapes – Xerscape brochure – equipment for adults
CPRE Northamptonshire – invitation to summer ball, design awards – nomination form
Sutcliffe Play – Playback Magazine – for playground Committee
BDO – Local Council Briefing Pack – for Annual Return
Eon – Emergency Parish Council pack – for display
SNVB – Link Up newsletter – February, March 2008
ABB – letter concerning public lamp number 7 – additional works required – £185.00 + VAT
Letter from allotment holder regarding broken gatepost, missing sign, and asking for water to be provided at the site
Audit Commission – confirmation of BDO Stoy Hayward as proposed external auditor
Alzheimer’s Society newsletter
Aktins – Reps Review – for Cllr Stothard
Letter from landowner regarding proposed cycle path – copy sent to Cllr Thorne
Standards Boards – March newsletter
Request from local resident for Parish Council to consider adopting a new bench
CPRE – details of a roadshow on planning – 15th April – circulated
Accounts received
• ABB – Street Light Maintenance – £122.33
• Between Ourselves – £65.00 – emergency notice board repair; 120.00 – emergency gatepost repair
• Helmdon Talkabout – donation of £175 (cheque) towards the running of the Helmdon Children’s
Playground
• BACS Remittance Advice – VAT repayment – £500.50
• FOHS – £2746.85 – fundraising and donation for playground