Council Meeting, 26 May 2010

HELMDON PARISH COUNCIL
All Councillors are summoned to the Annual General Meeting of Helmdon Parish
Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 26th May 2010, commencing at 7.30 pm. This meeting will be followed by an Ordinary Meeting of the Parish Council.
Members of the public and Press are invited to attend both meetings and to participate in the Open Forum
AGENDA – Annual General Meeting
1. Election of Chairman for 2010/11
2. Signing of Chairman’s declaration of acceptance of office
3. Apologies for Absence
4. Election of Vice Chairman for 2010/11
5. To appoint the Responsible Financial Officer
6. To appoint an Internal Auditor
7.
a)
b)
c)
d)
e)
To appoint members for committees
Finance (5 plus RFO)
Planning (5 plus Clerk for Minutes)
Road Safety (5)
Playground (3)
Allotment ( 4)
a)
b)
c)
d)
e)
f)
g)
h)
i)
To appoint parish representatives
Parish Paths Warden
Parish Highways Representative
Neighbourhood Watch Co-ordinator
School Liaison Councillor
PC Rep on Reading Room Committee
PC Reps (2) on Parish Plan Monitoring Group
Poppy Organiser
PC Reps (2) on Blackpits Monitoring Group
Health and Safety Officers (2)
8.
9. Updating of Register of Interests
10. Approval and signature of the Minutes for the AGM held on 20th May 2009
11. Matters arising from the minutes of 20th May 2009
12.
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Committee & Representative Reports
Finance
Planning
Road Safety (Parish Highways Representative)
Playground
Allotments
Helmdon Parish Plan
Parish Paths Warden
Neighbourhood Watch
School Liaison
Reading Room

AGENDA – Ordinary Meeting following the AGM
1. Apologies for Absence
2. Approval and Signature of the Minutes for the Ordinary Meeting held on 24th March
2010
3. Matters Arising from the Minutes of 24th March 2010
4. Open Forum
5. Finance a) Financial statement b) To consider recommendations from the Finance Committee regarding
Insurance renewal c) Bills for Payment d) Payments Received e) To consider recommendations from the Finance Committee regarding grant awards and to resolve successful applications f) To receive update from Cllr Coatsworth regarding Pump Repair g) Annual Return – Approval of Statement of Accounts h) Annual Return – Approval of Annual Governance Statement
6. Correspondence Review
7. Training Courses – update from Cllr Coatsworth
8. To consider response to NCC regarding Speed Limit Extensions
9. New Standing Orders a) To consider adoption of new Standing Orders following recommendations from Working Party b) To resolve that it is not expedient for the Proper Officer to serve a summons of notice of meeting by hand delivery or post.
10. Village of the Year 2010 – update from Cllr Coatsworth
11. Annual Parish Meeting report – Cllr Burns
12. Risk Assessments a) To receive completed risk assessments including play area b) To consider adopting a Violence Policy
13. Planning:
a) To receive decisions of Planning committee on applications since 24/03/10
b) To receive a report from HSGWAG regarding Broadview Wind Farm
Proposal
14. Allotments – reports on site visit from Cllr Coatsworth
15. Consideration of report from Helmdon Acorns Pre-School building project
16. Report from PPMG regarding Parish Plan Refresh
17. Councillors’ Questions
Signed _______________________
Dated________________________
Liz Hart, Parish Clerk
[address removed]

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HELMDON PARISH COUNCIL
Draft Minutes of the Ordinary meeting of Helmdon Parish Council held on
26th May 2010 in the Reading Room, Church Street, Helmdon at 7:30pm
Present: Councillors Barnes, Burns, Duncombe, England, Earl, Crouch, Thorne, Coatsworth
Parish Clerk: Liz Hart
Six members of the public were present.
Action
1 Apologies
The following apology was received and accepted:
Cllr Turner – work commitments
2th Approval and Signature of the Minutes of the Ordinary Meeting held on 24 March
2010
th Cllr Barnes proposed, seconded by Cllr Earl that the Ordinary Meeting Minutes of 24
March be approved.
3th Matters Arising from the Minutes of 24 March 2010
Item 5 (e) – Finance Committee to review other account options for a high interest account at their next meeting.
Clerk
Item15 – Salt bins – Clerk to chase up provision for more bins. Clerk
Item 15 – Reading Room to provide a full report to next Finance Meeting.
Item 14 – Clerk to follow up issue of Grange Lane blocked drains with Leo Plant. The Clerk was asked to arrange a meeting with Mr Ellis from Jeffs Coaches to discuss clearing the brook in that area.
Clerk
Item 15 – Cllr Thorne reported on a workshop he had attended for Tree Wardens. In summary the role is to advise, survey and maintain records of prominent trees. As the role has not been undertaken in the Parish before, it is felt to be rather onerous and one better shared. Danny Moody was requested to put an advert on the website to seek volunteers.
4 Open Forum
War Memorial – it was noted that the date was still missing from the inscription – Clerk to chase up.
Clerk
Core Strategy – the Clerk responded to a query from Danny Moody regarding correspondence received.
Speeding and dangerous driving – the general issue of speeding was raised. Jeffs Coaches had been observed driving without regard for children on Station Road and turning into and out of the site entrance. Clerk to write to Jeffs expressing concern.
Local Government Vacancies – comments were made regarding the fact that vacancies will not be filled to save money.
Clerk

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5 Finance a) Financial statement
Cllr Earl proposed, seconded by Cllr Coatsworth that the financial statement be accepted.
All were in favour.
Cash & Investments
Current Account (Coop) 23,959.41
Nottingham Bond 0.00
Total 23,959.41
b) To consider recommendations from the Finance Committee regarding Insurance renewal
Cllr Duncombe proposed, seconded by Cllr Coatsworth that the quote of £1,187.24 (Broker
Networks Ltd) be accepted. All were in favour.
c) Bills for Payment
Accounts Payable NET VAT GROSS Cheque
ACRE- Village of the Year 25.00 0.00 25.00 500155
E.ON 151.41 7.57 158.98 500156
Clerk’s Wages (March+April) 419.19 0.00 419.19 500157
Clerk’s Expenses (phone,stationery, stamps, parish meeting refreshments, seal for pump)
66.75 2.03 68.78 500158
Brown and Barden 110.00 19.25 129.25 500159
Reading Room 45.00 0.00 45.00 500160
Andrew Marten 250.00 0.00 250.00 500161
Broker Network Ltd 1,187.24 0.00 1,187.24 500162
NCALC (membership) 185.98 0.00 185.98 500163
NCALC (internal audit) 140.31 0.00 140.31 500164
2,580.88 28.85 2,609.73 Total
Cllr Earl proposed seconded by Cllr Barnes that the above bills be paid. All were in favour.
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d) Payments Received
The receipt of the following payments was noted:
Payments Received
(all in statement total)
Amount Receipt
Precept 5,403.50 N/A
500.00 N/A
Nottingham Bond Dividend 1.25 N/A
Mr Richard Wray 5.00 A/2010/1
Helmdon Primary School 5.00 A/2010/2
Mr Phil King 5.00 A/2010/3
Mr Dean Radcliffe 5.00 A/2010/4
Mr & Mrs Francis 5.00 A/2010/5
Mr S. Dunn 5.00 A/2010/6
Mrs Jean Blake 5.00 A/2010/7
Mrs Ingrid McGregor 2.50 A/2010/8
Mrs Catherine Ruffley 5.00 A/2010/9
Mr Chris Thorpe 5.00 A/2010/10
Mr Wes Harman 5.00 A/2010/11
Mr and Mrs Bradford 5.00 A/2010/12
Ms Linda Glenham 5.00 A/2010/13
Mrs E Shepherd 5.00 A/2010/14
Mr David Bailey 5.00 A/2010/15
Nottingham Bond e) To consider recommendations from the Finance Committee regarding grant awards and to resolve successful applications
Cllr England declared a prejudicial interest and did not take part in the discussion.
Cllr Earl proposed, seconded by Cllr Thorne that the following grants be made:
Friends of the Churchyard – £300
Friends of the Church – £200
Reading Room – £300
Helmdon Acorns – £750
All were in favour.
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f) To receive update from Cllr Coatsworth regarding Pump Repair
Cllr Coatsworth undertook to contact the repairers regarding the Pump on Church Street.
The estimate was £300-£350.
g) Annual Return – Approval of Statement of Accounts
Cllr Earl proposed, seconded by Cllr Crouch that the Statement of Accounts be approved.
All were in favour and Cllr Burns and the Clerk as Responsible Financial Officer signed
Section 1.
h) Annual Return – Approval of Annual Governance Statement
Cllr Burns read out each statement from the Annual Return. All statements were answered in the affirmative with the final trust funds statement being not applicable. Cllr Barnes proposed, seconded by Cllr England that these be approved. All were in favour and Cllr
Burns and the Clerk signed Section 2.
6 Correspondence Review
Correspondence as listed in Appendix A was reviewed.
Parish Enhancement Gangs – Clerk to request Gravel Path is cleared under the Scheme.
Letter from Miss Spendlove – Cllr Burns to respond. This had been delayed as the Clerk had thought she had received a copy rather than the original. Cllr Barnes commented that the Minutes of the Planning Meeting were in the public domain and were a true representation of events.
Letter from David Powell – Cllr Burns to respond.
7
Clerk
Cllr Burns
Cllr Burns
Training Courses
Cllr Thorne had covered his update in Item 3 above.
8 To consider response to NCC regarding Speed Limit Extensions
The maps were reviewed; Cllr England proposed, seconded by Cllr Earl that the Clerk response supporting the proposal but requesting an extension be considered further up towards the bend at the Railway Bridge. All were in favour.
9 New Standing Orders a) To consider adoption of new Standing Orders following recommendations from
Working Party
Cllr England proposed, seconded by Cllr Thorne that the new Standing Orders as recommended by the Working Party be adopted. All were in favour.
b) To resolve that it is not expedient for the Proper Officer to serve a summons of notice of meeting by hand delivery or post
Cllr Earl proposed, seconded by Cllr Crouch that the Propoer Officer should serve summonses electronically. All were in favour.
10 Village of the Year 2010 – update from Cllr Coatsworth
Clerk

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The form had been completed by Cllr Coatsworth with reference to areas where points had been lost in previous years and delivered by hand to ACRE. Cllr Burns thanked Cllr
Coatsworth for his efforts and also Danny Moody and Audrey Forgham for their efforts in keeping the website up to date. Danny Moody agreed that he would update the site to show groups in the village which were no longer active.
11
8
Clerk
Annual Parish Meeting report – Cllr Burns
Cllr Burns commented on the good turnout and interesting presentations given by the
Village Groups and District and County Councillors.
12 Risk Assessments a) To receive completed risk assessments including play area
Cllr Thorne proposed, seconded by Cllr Crouch that the receipt of recommendations within the Inspection Reports be recorded. All were in favour. Cllr Earl volunteered to repair the bench and the Clerk was actioned to contact Universal Services regarding replacement of the shackles on the large swings. Cllr Earl will produce Inspection Reports on a bi-monthly cycle in the future.
b) To consider adopting a Violence Policy
Cllr Barnes proposed, seconded by Cllr Earl, that the policy circulated be adopted. All were in favour.
13 13. Planning:
a) To receive decisions of Planning committee on applications since 24/03/10
Application number: S/2010/0251/FUL
Location: South Farm, Wappenham Road, Helmdon
Proposal: Two general purpose farm buildings
The Committee supported the application.
Application number: S/2010/0454/FUL
Location: Thatched Cottage Falcutt Brackley
Proposal: First floor rear extension, replacement thatch roof, new front door and canopy, construction of open carport with studio space
The Committee supported the application.
b) To receive a report from HSGWAG regarding Broadview Wind Farm Proposal
The contents of the report from Fiona Davies were noted.
14 Allotments – reports on site visit from Cllr Coatsworth
Cllr Coatsworth commented on the improvements seen to the allotment area in the last season, paying tribute to the efforts of the tenants. The water pump had been repaired.
15 Consideration of report from Helmdon Acorns Pre-School building project
The report was noted; Cllr Earl proposed, seconded by Cllr Thorne that the Parish Council agree in principle to being custodian trustees for the building subject to receive further documentation at the July meeting. All were in favour.
Cllr Earl
Clerk
Cllr Earl

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16
9
Report from PPMG regarding Parish Plan Refresh
Cllr Barnes had no further comments as a report had been given earlier to the AGM.
17 Councillors’ Questions
Cllr Barnes requested an update on the re-surfacing of the railway bridge – Clerk to chase up. .
Clerk
The issue of litter at Fatlands Farm layby was raised- the Clerk was asked to obtain some anti-litter signs from SNC.
Clerk
Planning Issues – it was suggested that Cllr Digby be invited to talk at the July meeting. Cllr
Burns will send him an invitation.
Cllr Burns
The issue of the condition of the lighting posts was raised.
Wappenham Rd – water was seen to be running down the road. The Clerk was asked to check position with AWA.
Clerk
It was noted that there had been issues with large radio control car causing a nuisance on the school field; this activity had now ceased.
Additional salt bin provision – Clerk to chase up.
High level of Councillor absence at meetings – the Clerk clarified the rules regarding levels of absence and giving apologies. It was noted that it is important for the Parish Council to resolve whether or not to accept an apology.
The meeting closed at 9.57pm
Clerk

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Appendix A – Correspondence Received – 24th March – 24th May 2010
South Northamptonshire Council

Weekly Planning Application listings
Planning Applications:
o
S/2010/0086/FUL – 39 Church Street Helmdon – Replacement detached garage –
decision notice – approval o
S/2010/0116/FUL – Upper Court Station Rd Helmdon -removal of agricultural occupancy condition (Condition 9 of planning permission BRAR/66/30) – notice of
Development Control meeting – subsequent decision notice – approval o
S/2010/0188/NMA – Astwell Mill, Helmdon – notice of consent to Non Material
Amendment o
S/2010/0196/FUL -Land adjacent to Hintons Close Helmdon-: Erection of a new Pre
School Building – notice of Development Control meeting – subsequent decision notice – approval o
S/2010/0251/FUL- South Farm Wappenham Road Helmdon – Two general purpose farm buildings – plans – planning meeting held – subsequent decision notice – approval o
S/2010/0454/FUL – Thatched Cottage Falcutt Brackley – First floor rear extension, replacement thatch roof, new front door and canopy, construction of open carport with studio space o
S/2010/0515/FUL- Meadway 85 Wappenham Road Helmdon – replacement garage
General Election – notice of candidates, notice of results
Information regarding charge for pre-application service for Planning
Amendments to Electoral Register
Details of D of T Consultation on HS2 Hardship Scheme
Register of Electors – monthly alterations
Economic Development Strategy 2010 – 2014 document
Arts News South Northamptonshire
Information on a German village wishing to twin with a South Northamptonshire village
Confirmation of payment of precept
South Northants Tourism Guide – request for information
Invitation to Armed Forces Day on 21 June 2010
Northamptonshire County Council
•
•
•
•
•
•
You Choose Campaign DIY toolkit
Tree Warden Annual Workshop details
Project Reduce details
Parish Enhancement Gangs – request for works
Consultation on Speed Limit Extensions in Station Rd and Church St
Confirmation that the Core Strategy Development Plan Document has been adopted
NCALC
•
•
•
•
Update – May/June, LCR, 2010 Training Calendar
Parish Partnerships – the Northamptonshire Councils’ Charter – consultation report
New Model Standing Orders – on Agenda
Information regarding assessing the Effectiveness of the Internal Audit
Miscellaneous
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•
•
•
•
South Northants Homes – works briefing papers
SNVB – Link Up Newsletter April/May, details of 50+ forum
Came and Company – insurance renewal details
BDO – briefing pack and annual audit pack
Northamptonshire Acre – details of Village of the Yr Competition, Wildlife Churchyard Competition,
Village Viewpoint magazine

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•
•
•
•
•
•
•
•
•
•
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Coop bank statement – April, May
Update from HSGWAG
Helmdon Acorns Pre-School – project update
Peter Deeley (SNAG) – correspondence regarding South Northamptonshire Action Group
David Powell – expressing concerns re litter being dumped including a lit disposable BBQ
E.ON – notification of change of telephone number
Grant applications from Helmdon Primary, Reading Room, FOHS, Helmdon Acorns, Friends of the
Church and Friends of the Churchyard
Northamptonshire Association for the Blind – Mobile Unit details
Letter from Jean Spendlove in response to Cllr Burns’ correspondence regarding the planning th meeting of 11 March
Letter from Douglas Hadfield asking the Parish Council to address the silting up issue in the brook downstream of the Jeffs Bridge.
Accounts received
• Nottingham City Council – £1.25 cheque (dividend), £500 cheque (closure of account)
• Allotment Payments totalling £72.50 (details on financial statement)
• NCALC invoice for membership – £185.98
• NCALC invoice for internal audit service – £140.31
• Andrew Marten – tree work on allotments – invoice £250
• E.ON – £151.41 + £7.57 VAT= £158.98
• Reading Room – 45.00
• Brown and Barden – £110.00 + £19.25 VAT = £129.25
• Came and Company (Broker Network Ltd) = £1,187.24 (£1,127.88 for 3 yr agreement)