Council Meeting, 26 September 2018

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 26th September, 2018, at 7:30pm.
Present: Cllrs Coatsworth, Moody, Wheeler, Thorpe, Gray, Stott and the Clerk (Helen du Bois).
In attendance: 5 members of the public
1. Apologies for absence
Apologies had been received from Cllr P. Duncombe, Cllr R. Duncombe and Cllr Garner which were accepted.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the Ordinary meeting of 25th July, 2018
The minutes were approved and signed without amendment.
4. Matters arising
Item 4 (18): Outstanding Action: Cllr Coatsworth to arrange for the telegraph poles to be capped.
Item 4(5): Outstanding Action: Cllrs Coatsworth and Wheeler to enlarge the size of the flowerbed at the Helmdon Wall.
Item 12: The grant application to the New Homes Bonus fund has been submitted. A sector specialist at SNC has recommended by email that it be approved but official notification has not yet been received. The first trip to Banbury was scheduled to be Thursday 4th October but this will be postponed if official confirmation of the funding is not received beforehand.
Action: Cllr Coatsworth to speak to Sarah Burns at SNC regarding the grant application.
Cllr Gray mentioned that she is meeting with a member of the Tiffield Community Bus on Friday
28th Sept, 2018 to find out more about how their community bus service is run.
Item 13: Outstanding Actions: The Clerk to provide quotation for a new surface at the top of the slide when available. The Clerk to speak to the school about cutting back the trees near the play equipment.
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
Author: Helen du Bois, Clerk
Page
6. To receive the Clerk’s report
SNC will be publishing the Proposed Submission Local Plan for comment between 4th October, 2018
and 16th November, 2018. There will be briefing sessions for Parish Councils and public drop-in events.
Action: The Clerk to book a place for Cllr Moody on 16th October. Cllrs Coatsworth and Thorpe to attend a drop-in session.
124
5. Open Forum
The Chairman invited questions on any subject:
 It was stated that the 200 Club committee had agreed to run the club for another year and were looking for new members.
 A member of the public asked for an update on the impact that the budget cuts at NCC may have at a local level. Cllr Moody explained that NCC had agreed for a complete cessation of all discretionary services, and a reduction of statutory services to the legal minimum standard. It is felt likely that maintenance of footpaths will be one of the services to be cut and that the Council will need to consider the implications of these cuts when planning the
2019/20 budget.
 Cllr Coatsworth expressed the Council’s thanks to members of the Rapid Relief Team for the maintenance work they carried out recently on local footpaths.
7. To receive the Financial statement and consider invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £24,768.52 on 21st September, 2018 and an expected balance of £22,982.02 once invoices have been paid.
It was resolved to pay the following invoices:
PAYEE
th
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
Open Spaces Act 1906, s14
1
2
3
4
5
7
4 Corner Landscaping
S. Wheeler
4th Corner Landscaping
2Commune
Parish Online
Staff
Grass Cutting
Expenses (Allotment Pump)
Grass Cutting
Email addresses
Subscription
Wages
BACS
BACS
£196.28
£29.99
£196.28
£60.00
£42.00
£1017.74
8
Staff
Expenses
BACS
£65.93
Local Government (Financial Provisions) Act
1963, s5
9
4th Corner Landscaping
Grass Cutting
BACS
£196.28
£1804.50
Open Spaces Act 1906, s14
BACS
BACS
BACS
BACS
Total
Local Government (Financial Provisions) Act
1963, s51906, s14
Open Spaces
Act
Local Government Act 1972, s111 (1)
Local Government Act 1972, s111 (1)
Local Government Act 1972, s112 (2)
8. To receive an update from the Finance Committee meeting of 13th September, 2018
and consider their recommendations regarding:
a. Grass Cutting Tender 2019
The clerk confirmed that in January 2018 the Council had agreed a 3 year contract with 4th
Corner Landscaping so it would not be necessary to go out to tender again until 2021. 4th
Corner Landscaping had recently provided a quote for mowing the verges between the Helmdon
Wall and the Bridge, and an hourly rate for weed treatments.
It was agreed to leave the existing contract as is, but to consider the quote for the additional mowing in the 2019/20 budget planning.
b. Insurance Policy renewal
The Clerk had provided another quotation to consider, one which was significantly less than the
3 quotations already provided by Came & Company. It was resolved to accept a 3 year fixed price with BHIB for £561.56 including VAT.
Action: The Clerk to accept the offer from BHIB and notify Came & Company.
c. Asset Register
The Clerk had previously updated the Asset Register to include detailed information of the Play
Equipment and the Street Furniture. It was agreed that the original Asset Value should be used, and the Insurance Value should be updated to reflect the more accurate figures to ensure that the Council has adequate insurance cover.
Action: The Clerk to update the Asset Register.
9. To review and approve the following documents:
a. Equal Opportunities policy b. Sickness & Absence Policy
These were signed without amendment.
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
Author: Helen du Bois, Clerk
Page
11.Update for the new Helmdon website and to discuss plans for the Helmdon.com domain
Mr Richard Farquharson gave an update on the new website: it is up and running and the majority of information from www.helmdon.com (excluding historical references) has now been transferred.
There has been some positive feedback and little negative feedback. There was some concern that
125
10.To receive a report from the Highways Representative on traffic on the Welsh Lane
It was agreed that there has been a noticeable increase in traffic on the Welsh Road since the closure of the A422 and that there were frequently queues of traffic at the cross roads. Cllr Moody had previously contacted Helen Howard (Highways) who has since visited the area. She has said that there is not a safety issue at present and that there is nothing she’d recommend in terms of traffic management.
village groups may find it too difficult to add information to the website and it was agreed to add instructions for uploading information up onto the home page.
Cllr Moody explained that the www.helmdon.com domain name was secured until January 2019, and that the Council would need to decide whether to keep it or not. It was agreed to discuss this at the next meeting of the Finance Committee.
Action: The Clerk to add this to the agenda for the next Finance Committee meeting.
12. To consider a request to send a representative to the Northants CALC AGM on 6th
October, 2018
Cllr Coatsworth volunteered to attend the AGM.
Action: The Clerk to reserve a place for Cllr Coatsworth.
13.To receive an update on the Brackley Parish Cluster meetings
Cllr Coatsworth aims to attend these meetings. If he is unavailable then either Cllr Moody, Cllr Stott or Cllr Wheeler will attend.
14.To receive an update on the Village Hall project
Cllr Coatsworth confirmed that he would soon be in a position to submit the pre-planning application.
15.To consider plans for the Village Needs day in Autumn 2018
Cllr Coatsworth agreed to provide photographs of a range of options for the village hall/sports club to help give a feel of what might be possible.
The Reading Room has committed to providing breakfast for the event which will run from 10:30am till 3pm.
It was agreed that the costs of the day would be covered by funds in the existing Village Needs account.
Action: Cllr Coatsworth to provide the photographs.
16.To consider plans for the War is Over celebrations
It was confirmed that the commemoration will be held in the lower churchyard and the church has confirmed that the bells will ring at the agreed time.
Action: Cllr Coatsworth to provide the beacon/fire pit.
17. Planning:
a. To note the decisions of the Planning Committee since 25th July, 2018
b. To approve the update Planning Committee Terms of Reference
Cllr Coatsworth gave a summary of the decisions made in the meeting of the Planning Committee on 25th September
The committee had approved the updated Planning Committee Terms of Reference and it was signed.
18. Councillor questions
Cllr Moody suggested that the Council may wish to consider upgrading the streetlights next year
Action: The Clerk to add it to projects to consider during the 2019/20 budget plans.
Cllr Stott raised concerns about children climbing a large horse chestnut tree on the school field –
the children like to climb it and there are concerns about their safety
Action: The Clerk to raise this with Helmdon Primary School.
Cllr Gray enquired as to plans for the Reading Room if the new village hall/sports club is built – Cllr
Coatsworth explained that it is too early in the proposal to know.
dated______________
Page
Signed________________
126
19.Close
The meeting closed at 9:31pm. The next meeting of the full Council will be Wednesday 28th
November, 2018.
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
Author: Helen du Bois, Clerk
Appendix A
FINANCE REPORT 26/09/18
Accounts:
Balance of Unity Trust account as of 21/09/18:
Expected balance once payments and invoices settled:
£24,786.52
£22,982.02
Payments out since 25/07/18
2-Aug-18
16-Aug-18
17-Aug-18
22-Aug-18
24-Aug-18
24-Aug-18
3-Sep-18
17-Sep-18
1
2
3
4
5
6
7
8
OPUS
Lloyds (Payment Card)
ICO
CPRE
Friends of Helmdon Churchyard
St Mary Magdalen
OPUS
Lloyds (Payment Card)
Electricity Supply
Multipay Card charge
Membership fees
Membership fees
Annual Grant
Village Grants
Electricity Supply
Multipay Card charge
DD
DD
DD
BACS
BACS
BACS
DD
DD
Total
£81.87
£3.00
£35.00
£36.00
£400.00
£140.00
£82.40
£3.00
£781.27
Payments in since 25/07/18
1
2
3
15-Aug-18
14-Sep-18
21-Sep-18
HMRC
SNC
SNC
VAT reclaim
Precept
NHB SID
BACS
BACS
BACS
Total
£1385.29
£9145.50
£4126.23
£14,657.02
Invoices to be settled on 26/09/2018
PAYEE
th
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
Open Spaces Act 1906, s14
1
2
3
4
5
7
4 Corner Landscaping
S. Wheeler
4th Corner Landscaping
2Commune
Parish Online
Staff
Grass Cutting
Expenses (Allotment Pump)
Grass Cutting
Email addresses
Subscription
Wages
BACS
BACS
£196.28
£29.99
£196.28
£60.00
£42.00
£1017.74
8
Staff
Expenses
BACS
£65.93
Local Government (Financial Provisions) Act
1963, s5
9
4th Corner Landscaping
Grass Cutting
BACS
£196.28
£1804.50
Open Spaces Act 1906, s14
BACS
BACS
BACS
BACS
Local Government Act 1972, s111 (1)
Local Government Act 1972, s111 (1)
Local Government Act 1972, s112 (2)
Page
127
Total
Local Government (Financial Provisions) Act
1963, s51906, s14
Open Spaces
Act
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
Author: Helen du Bois, Clerk
2018/19 Day Book Current
Invoice No.
Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
Item Description
Total Received
DR
CR
Totals
40426.70
17444.68
21-Sep-18
03-Apr-18
03-Apr-18
16-Mar-18
20-Apr-18
30-Apr-18
03-May-18
25-Apr-18
18-May-18
17-Jun-18
31-Jan-18
21-May-18
20-May-18
22-May-18
17-May-18
11-Jun-18
20-Jun-18
08-Jun-18
30-Jun-18
3rd Jul 18
21-Jun-18
17-Jul-18
20-Jul-18
20-Aug-18
05-Sep-18
03-Sep-18
20-Sep-18
DD
DD
DD
BACS
BACS
BACS
BACS
CHEQUE
BACS
BACS
DD
DEBIT CARD
DD
CHEQUE
DEBIT CARD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
300088
300089
300090
300091
300092
300093
300094
BACS
DEBIT CARD
DEBIT CARD
DEBIT CARD
DD
DD
BACS
DD
BACS
BACS
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
BACS
BACS
BACS
BACS
BACS
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
23-Apr-18
18-Jun-18
31-May-18
31-May-18
31-May-18
31-May-18
31-May-18
31-May-18
31-May-18
31-May-18
31-May-18
25-Jun-18
27-Jun-18
27-Jun-18
21-Jun-18
02-Jul-18
27-Jun-18
25-Jul-18
02-Jul-18
18-Jun-18
18-Jun-18
18-Jun-18
16145.68
109.11
3.00
9145.50
25.00
25.00
25.00
25.00
50.00
50.00
55.00
95.79
91.98
3.00
100.00
170.59
172.00
372.37
124.93
196.28
35.00
69.49
928.81
21.60
49.00
60.00
88.00
165.00
200.00
288.00
150.00
259.00
200.00
21.43
10.80
147.00
89.44
3.00
73.50
18.00
50.00
81.10
3.00
4951.47
90.00
196.28
550.00
408.00
1168.80
196.28
1017.74
124.93
18.00
48.60
54.00
34.89
1423.20
330.00
20.00
81.87
1385.29
3.00
35.00
36.00
400.00
140.00
82.40
9145.50
3.00
4126.23
196.28
29.99
196.28
60.00
42.00
1017.74
65.93
196.28
Balance
22982.02
16145.68
16036.57
16033.57
25179.07
25204.07
25229.07
25254.07
25279.07
25329.07
25379.07
25434.07
25338.28
25246.30
25243.30
25343.30
25172.71
25000.71
24628.34
24503.41
24307.13
24272.13
24202.64
23273.83
23252.23
23203.23
23143.23
23055.23
22890.23
22690.23
22402.23
22252.23
21993.23
21793.23
21771.80
21761.00
21614.00
21524.56
21521.56
21595.06
21577.06
21627.06
21545.96
21542.96
16591.49
16501.49
16305.21
15755.21
15347.21
14178.41
13982.13
12964.39
12839.46
12821.46
12772.86
12718.86
12683.97
11260.77
10930.77
10910.77
10828.90
12214.19
12211.19
12176.19
12140.19
11740.19
11600.19
11517.79
20663.29
20660.29
24786.52
24590.24
24560.25
24363.97
24303.97
24261.97
23244.23
23178.30
22982.02
Page
03-Apr-18
17-Apr-18
20-Apr-18
20-Apr-18
20-Apr-18
23-Apr-18
25-Apr-18
30-Apr-18
30-Apr-18
30-Apr-18
02-May-18
16-May-18
16-May-18
16-May-18
21-May-18
23-May-18
6859
23-May-18
6859
23-May-18
81825
23-May-18
5830
23-May-18
23-May-18
23-May-18
23-May-18
801144
23-May-18
7043
23-May-18
216
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
24-May-18
24-May-18
25-May-18
02-Jun-18
04-Jun-18
11-Jun-18
30-Jun-18
02-Jul-18
64420292
02-Jul-18
64420292
16-Jul-18
17-Jul-18
277
25-Jul-18
INV-0217
25-Jul-18
5910
25-Jul-18 JennersPiece1
25-Jul-18
18206
25-Jul-18
INV-0220
25-Jul-18
5984
25-Jul-18
25-Jul-18
83566
25-Jul-18
25-Jul-18
25-Jul-18
401418
25-Jul-18
139971
25-Jul-18
1009
25-Jul-18
8
25-Jul-18
02-Aug-18
64606051
15-Aug-18
16-Aug-18
17-Aug-18
22-Aug-18
24-Aug-18
24-Aug-18
03-Sep-18
14-Sep-18
17-Sep-18
21-Sep-18
26-Sep-18
6079
26-Sep-18
26-Sep-18
6150
26-Sep-18
1679
26-Sep-18 34UG036-0001
26-Sep-18
26-Sep-18
26-Sep-18
6230
Balance B/Fwd 2016
Opus Energy
Electricity Supply
Lloyds
Service charge for payment card
SNC
Precept
SHEPHERD
Allotment Rental
WHEELER
Allotment Rental
VINCENT
Allotment Rental
WHITE
Allotment Rental
CLARKE
Allotment Rental
NASH
Allotment Rental
KING
Allotment Rental
Opus Energy
Electricity Supply
BannerBox.co.uk
Northamptonshire Flag
Lloyds
Service charge for payment card
DU BOIS, GOODMAN,BLAKE
Allotment Rental
Amazon
Water Pump
NCALC
Internal Audit Fees
NCALC
Membership Fees
E.On
Streetlight Maintenance
4th Corner Landscaping
Grass Cutting
ACRE
Membership Fees
H du Bois
Office Expenses
H du Bois
Staff wages
Wicksteed
Playground maintenance
NCALC
GDPR Training
Helmdon Reading Room
Room Rental (Oct 17-Mar 18)
Friends of Helmdon Churchyard Village Grants 2018
Helmdon Presents
Village Grants 2018
The Helmdon Fellowship
Village Grants 2018
Helmdon Reading Room
Village Grants 2018
Bridge Players
Village Grants 2018
1st Helmdon Rainbows
Village Grants 2018
Whistley 2000 Scouts
Village Grants 2018
Amazon
Office Supplies
Amazon
Welcome Pack folders
SLCC
Membership Fees
Opus Energy
Electricity Supply
Lloyds
Service charge for payment card
[address removed]
Unity
Service charge
BRINKLOW
Allotment Rental
Opus Energy
Electricity Supply
Lloyds
Service charge for payment card
Coeval
SID
Mobile Caretaking Services
Playground maintenance
4th Corner Landscaping
Grass Cutting
H. Tims Environmental Services Laurel hedge maintenance
Aylesbury Mains
Streelight Inventory
Mobile Caretaking Services
Bench & Noticeboard Maintenance
4th Corner Landscaping
Grass Cutting
H du Bois
Staff wages
E.On
Streetlight Maintenance
H du Bois
Staff Expenses
John Coatsworth
Expenses (APM drinks)
Wicksteed
Playground Inspection
LGSS Law
Legal Fees
Harborouch Stone Ltd
War Memorial Repairs
Playscapes Designs Ltd
Playground Repairs
SNAST
Donation
Opus Energy
Electricity Supply
HMRC
VAT Refund
Lloyds
Service charge for payment card
ICO
Membership Fees
CPRE
Membership Fees
Friends of Helmdon Churchyard Annual Grant
St Mary Magdalen
Village Grant
Opus Energy
Electricity Supply
SNC
Precept
Lloyds
Service charge for payment card
SNC
NHB payment Speed Radar
4th Corner Landscaping
Grass Cutting
Steve Wheeler
Expenses (allotment pump)
4th Corner Landscaping
Grass Cutting
2Commune
Email addresses
Parish Online
Subscription
H du Bois
Staff wages
H du Bois
Office Expenses
4th Corner Landscaping
Grass Cutting
Total Paid
128
Authorisatio n Date
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
Author: Helen du Bois, Clerk
2018/19 Against Budget
2018-19
Budget
Actual
Remaining
1720.00
1110.83
609.17
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
1200.00
100.00
420.00
514.01
685.99
100.00
163.18
-340.00
2435.58
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance (War Memorial/Pump Garden)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
211 War Memorial
212 Land Purchase
400 General Administration
2000.00
50.00
300.00
350.00
450.00
50.00
680.00
400.00
100.00
6780.00
256.82
340.00
1944.42
550.00
1018.58
5.00
-68.00
350.00
450.00
50.00
680.00
400.00
-450.00
1200.00
1200.00
8496.00
4221.01
4174.99
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
413 Office expenses
210.00
5606.00
150.00
172.00
2964.29
153.42
38.00
2641.71
-3.42
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 Burial Grounds
1400.00
1350.00
50.00
1490.00
1490.00
400.00
400.00
601 Churchyard Maintenance
602 Contingency
400.00
400.00
18796.00
9166.26
7129.74
700 Miscellaneous
1000.00
1743.40
-743.40
701 Vat Paid
1000.00
1743.40
-743.40
800 Projects for 2018/19
801 War Memorial Repairs
802 Flagpole & Bench Project
803 Allotment Water Pump
804 Speed Radar
805 Website
300 Sinking Fund for 2018/19
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
8800.00
1200.00
200.00
400.00
5000.00
2000.00
7900.00
2000.00
1000.00
500.00
1800.00
1800.00
800.00
5561.02
1186.00
76.65
172.15
4126.22
3238.98
14.00
123.35
227.85
873.78
2000.00
6926.00
2000.00
1000.00
500.00
1800.00
826.00
800.00
36496.00
17444.68
6386.34
20696.00
18291.00
22895.73
18291.00
-2199.73
425.00
1980.00
405.00
4126.23
73.50
20.00
-2146.23
-73.50
Total Regular Income
20696.00
22895.73
1385.29
-2199.73
Total Working Income
20696.00
24281.02
1000.00
200.00
630.00
150.00
100.00
150.00
100.00
100.00
100.00
Total Regular Expenditure
Total Expenditure inc VAT
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
1000 MISCELLANOUS INCOME
1001 Misc Transfers In
1002 Vat Repayment
981.42
45.00
368.00
49.00
680.37
60.00
50.00
36.00
55.93
974.00
974.00
1000.00
151.00
-50.37
90.00
100.00
100.00
64.00
44.07
-90.00
-140.00
50.00
1385.29
Total carried forward at beginning of this financial year
Current income minus expenditure
Total reserves in Unity Account
Minutes of the Ordinary meeting of Helmdon Parish Council 26th September, 2018
-2199.73
£16,145.68
£6,836.34
£22,982.02
Author: Helen du Bois, Clerk
129
EXPENDITURE
100 Lighting
Page
Code