Council Meeting, 27 November 2019

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 27th November 2019 at 7:30pm.
Present: Cllrs Coatsworth, Moody, Garner, Wheeler, Stott, Gray, Thorpe and the Clerk (Helen du
Bois).
In attendance: there were three members of the public.
1. Apologies for absence
Apologies were received and accepted from Cllrs R. Duncombe and P Duncombe.
2. Declarations of Interest
None.
3. Approval and signature of the minutes of the Ordinary meeting of 25th September
2019
The minutes were approved and signed without amendment.
4. Matters arising
Item 14: Cllr Coatsworth confirmed that the Wappenham Road location had been accepted by the
Do it for Defib charity and their electrician had approved the proposed electrical supply. The defibrillator will be installed by the charity as soon as the building works at the property were complete, this is expected to be in January 2020.
5. Open Forum
• A member of the public asked if there was anything additional that the Parish Council could be doing to help mitigate climate change. It was suggested that the Parish Council could consider planting more trees, perhaps in Jubilee Wood. It was agreed to also ask residents for other ideas of what could be done by the village.
Action: Cllr Stott to ask villagers for suggestions via the village Facebook groups.
•
A request was made to cut back the overgrown hedgerow along the pavement opposite the school car park.
Action: The Clerk to report this to Street Doctor.
•
A resident expressed concern at the damage done to the verges along the Falcutt Road whilst
Station Road was closed for the water works and asked for support from the Parish Council to ensure that Anglian Water repair and replant the damaged verges. It was agreed that the Parish
Council fully supported the desire for Anglian Water to properly reinstate the verges but expressed that the Council could not guarantee that Anglian Water would do so.
Anglian Water have committee to viewing the damaged areas once the Station Road work is complete. Cllr Moody has been invited to attend the walk through in his capacity as Parish
Highways Representative (date not yet confirmed) and will report back to the Parish Council and
Falcutt residents within 48 hours of attending the meeting.
6. To receive a verbal update from the Highways Representative
The road markings at the Station Road/B4525 junction have been repainted. There is no further news about the hedgerow along the B4525 towards Banbury. There is also no further update from NCC regarding the Station Road/Church Street finger post.
The recent heavy rain proved that the flood mitigation works along Grange Lane are effective, although the vegetation in the area needs to be regularly cut back and the pipe at the pit will need clearing out in the spring. The ditch towards the bottom of Grange Lane was full of hedge clippings – Grand Union have agreed to clear the ditch shortly. It was suggested that this area could be maintained by a working party during the annual litter pick.
Localised flooding at the bottom of Station Road was in part caused by fallen leaves flowing down with the rainwater from the upper part of Station Road and covering the drains.
Action: The Clerk to find out when NCC are planning to clear out the gutters/gullies on Station
Road. The Clerk to add Grange Lane vegetation clearance to the job list for the Village Litter
Pick.
7. To receive the Clerk’s report
• SNC have announced a new fund available from Central Government for Pocket Parks: £1.35
million has been provided with application limits of £15,000 to create for new parks and
£25,000 to revitalise existing pocket parks.
•
The Northants Warm Homes Fund launches on 14th January. This fund is for residents without a boiler or central heating system. At present it is only for residents with a mains gas supply
Action: The Clerk to enquire if residents without mains gas can apply.
•
The railway bridge at the top of Station Road was damaged by a vehicle on 29/11/19.
Action: The Clerk to report the damage to NCC.
8. To receive the financial statement, note payments received and consider invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £31,780.57 on 21st November 2019 and an expected balance of £30,117.19 once invoices have been paid. It was resolved to pay the following invoices:
1
2
3
4
5
6
7
8
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
Northants CALC
Northants CALC
LGSS Law
LGSS Law
4th Corner Ltd
2commune
Staff
[address removed]
Council
Training
Training
Legal Fees (Land Transfer)
Legal Fees (Land Transfer)
Grass Cutting (OCT)
Website hosting fees
Expenses
Banbury Bus (SEPT/OCT)
BACS
£42.00
£42.00
£34.89
£56.72
£248.57
£984.00
£27.50
LGA 1972, S111 (1)
LGA 1972, S111 (1)
LGA 1972, S111 (1)
LGA 1972, S111 (1)
Open Spaces Act 1906, s14
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
£227.70
£1663.38
LGA 1972, S111 (1)
LGA (Financial Provisions) 1963 s5
Open
SpacesAct
LGA
1972,
S111(1)
(1)
Transport
1985, s106A
9. To receive an update from the Finance Committee meeting of 7th November 2019 and consider recommendations
Cllr Coatsworth gave an overview of the meeting. The Committee’s recommendations for repairs to the Multi-Activity unit were approved.
Action: The Clerk to proceed with the repairs.
10.To consider the need to promote candidacy at the May 2020 Elections
It was agreed to organise a campaign to promote the role of a Parish Councillor ahead of the May
2020 Election, using the website, Facebook groups, noticeboards and a leaflet.
Action: The Clerk to provide promotional material for the leaflet.
13.To receive an update on the Wildflower verge project
The working group have investigated further and have agreed a couple of suitable locations within the village. It was resolved to move forward with the project.
Minutes of the Ordinary meeting of Helmdon Parish Council 27th November 2019
Author: Helen du Bois, Clerk
Page
12.To consider possible improvements to the Helmdon Wall village entrance area
Cllr Wheeler explained that extending the existing border at the foot of the wall will be difficult due to the tarmac and ground conditions there. He suggested installing a large planter as an alternative, which could be planted in layers to provide a display from Spring through to Autumn.
There was support for this proposal, but there were concerns about litter and possibly obscuring the Helmdon sign.
Action: Cllrs Coatsworth and Wheeler to investigate further options to improve the area around the wall.
186
11.To consider forming a Village Emergency Plan working group
There was support for this idea. It was suggested that the Clerk speak with Cllr P Duncombe for details of local landowners.
Action: The Clerk to meet with Cllr P Duncombe.
Action: The Wildflower working group to secure seeds and plan to sow in March at one or two locations within the village.
14.To consider location suggestions for the 3rd dog waste bin
Local dog owners had been consulted and the majority opinion was for a dog waste bin to be located at the Wappenham end of the village. This was approved.
Action: The Clerk to secure approval from adjacent landowners and request permission from
Highways.
15. To consider an approach from SCOPE to provide a location for a charity clothing bin in the village
It was agreed that Helmdon does not have a suitable location or a recognised need for a charity clothing bin.
Action: The Clerk to inform SCOPE.
16.To consider a request from a plot holder to cut back a tree on the allotment
Cllr Wheeler offered to visit the tree and determine if it could be cut back without detriment. It was resolved that Cllr Wheeler could make a final decision on behalf of the Parish Council.
Action: Cllr Wheeler to inform the Clerk of his decision and the Clerk to inform the plot holder.
17.To receive an update on the Village Facility Project
The Housing Needs survey results have indicated a demand for an affordable homes development consisting of 2 x 2-bed houses, a bungalow and 1 x 4-bed house.
A pre-application has been submitted by the Developer for 12 houses. Cllr Coatsworth met with
District Cllr Paul Wiltshire who has given his support for the development and has advised the landowners to submit a full planning application. Cllr Coatsworth has stipulated that there must be another village information day before the planning application is submitted.
The landowner has confirmed that the donation of the remainder of the field to the Parish Council is dependent on securing planning approval for the housing development.
18.To consider an invitation to take part in the 2020 Community Speed Watch program
Helmdon has been invited to take part in the program for 2020. It was agreed to ask residents for
4 volunteers to take part in the program – Helmdon will not take part in the program if there are not enough volunteers. A request was made for additional speed warning signs for bins as it is felt that these are effective.
Action: Cllr Moody to request more bin stickers. The Clerk to advertise for volunteers.
19.To receive an update on the grant application for the streetlight upgrade and consider next steps
The Council’s New Homes Bonus application has been unsuccessful. Feedback from the SNC Grants
Panel was that the application was evaluated against the strategic priorities of SNC and was not approved. It is understood that SNC are now re-evaluating the conditions of the grant fund and are not accepting any new applications at present. Cllr Coatsworth has already spoken to Cllr Wiltshire who has agreed to investigate further. It was agreed to wait for feedback from Cllr Wiltshire before seeking alternative funding arrangements for the street light upgrade.
21.To note the decisions of the Planning Committee since 25th September 2019
Cllr Coatsworth provided a summary of the decisions made in the Planning Committee meeting of
22nd October 2019 and 11th November 2019.
Minutes of the Ordinary meeting of Helmdon Parish Council 27th November 2019
Page
22.To confirm dates for main meetings in 2020
There will be main meetings on the following dates:
187
20.Consideration of future local Neighbourhood Watch operating arrangements
Cllrs Wheeler and Coatsworth gave a summary of the recent SNAST AGM. Cllr Wheeler has reregistered to receive the Neighbourhood Alerts and will post any pertinent alerts to the village
Facebook pages. It was also agreed to include a Neighbourhood Watch Alert page on the Council website.
Action: The Clerk to provide Cllr Wheeler with the ability to post Neighbourhood Alerts to the
Council’s website.
Author: Helen du Bois, Clerk
•
•
•
•
•
•
22nd January 2020
25th March 2020
27th May 2020
22nd July 2020
23rd September 2020
25th November 2020
The Annual Parish Meeting will be held on 22nd April 2020.
Action: The Clerk to publish the meeting dates on the website.
23.Councillor questions
• Cllr Garner requested an update on the mobile phone mast proposals: this is to be subject to a full planning application.
•
Cllr Wheeler requested a Village Welcome Pack.
24.Close
The meeting closed at 9:45pm. The next meeting of the full Council will be Wednesday 22nd
January 2020.
Signed________________
dated______________
Page
188
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 27th November 2019
Author: Helen du Bois, Clerk
Appendix A
FINANCE REPORT 27/11/19
This report was presented by the Clerk for approval by the Council on 27th November 2019.
Balance of Unity Trust account as of 21/11/19:
Expected TOTAL balance once invoices settled:
£31,780.57
£30,117.19
Payments out since 25/9/19
1
2
3
4
5
6
7
30-Sep-19
2-Oct-19
15-Oct-19
16-Oct-19
4-Nov-19
15-Nov-19
18-Nov-19
Unity Trust Bank
OPUS
H du Bois
Lloyds (Payment Card)
OPUS
H du Bois
Lloyds (Payment Card)
Service Charge
Electricity Supply
Staff Wages
Service Charge
Electricity Supply
Staff Wages
Service Charge
DD
DD
SO
DD
DD
SO
DD
Total
£18.00
£95.03
£545.76
£3.00
£106.93
£545.76
£3.00
£1317.48
Invoices to be settled on 27/11/19
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
Northants CALC
Northants CALC
LGSS Law
LGSS Law
4th Corner Ltd
2commune
Staff
[address removed]
Council
Training
Training
Legal Fees (Land Transfer)
Legal Fees (Land Transfer)
Grass Cutting (OCT)
Website hosting fees
Expenses
Banbury Bus (SEPT/OCT)
BACS
£42.00
£42.00
£34.89
£56.72
£248.57
£984.00
£27.50
LGA 1972, S111 (1)
LGA 1972, S111 (1)
LGA 1972, S111 (1)
LGA 1972, S111 (1)
Open Spaces Act 1906, s14
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Total
£227.70
£1663.38
LGA 1972, S111 (1)
LGA (Financial Provisions) 1963 s5
Open
SpacesAct
LGA
1972,
S111(1)
(1)
Transport
1985, s106A
Page
189
1
2
3
4
5
6
7
8
PAYEE
Minutes of the Ordinary meeting of Helmdon Parish Council 27th November 2019
Author: Helen du Bois, Clerk
Invoice No.
Invoice
Date
Transaction
No.
SO
DD
DD
Transaction or
Cheque
Cleared date
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
30-Sep-19
Payee
ICO
Opus Energy
H DU BOIS
Lloyds (Debit card)
Opus Energy
HMRC
HMRC
H DU BOIS
Lloyds (Debit card)
SNC
4th Corner Ltd
LGSS Law
4th Corner Ltd
Parish Online
PKF Littlejohn LLP
Mobile Caretaking Ltd
S WHEELER
4th Corner Ltd
[address removed]
H DU BOIS
BHIB
Unity
Opus Energy
H DU BOIS
Lloyds (Debit card)
Opus Energy
H DU BOIS
Lloyds (Debit card)
Northants CALC
Northants CALC
LGSS Law
LGSS Law
4th Corner Ltd
2commune
H DU BOIS
[address removed]
Total Paid
Balance
21-Nov-19
Total
Received
30117.19
Current Account
Item Description
CR
18555.42
35.00
94.00
DR
48672.61
545.76
17388.87
Balance B/Fwd 31st March 2019
Subscription
Electricity Supply
Staff wages
248.57
198.56
248.57
45.00
240.00
205.00
105.00
248.57
230.96
45.99
581.77
18.00
95.03
545.76
3.00
3.00
17388.87
25781.28
25687.28
25141.52
25026.54
24932.11
27175.28
26202.30
25656.54
25653.54
35496.04
35247.47
35048.91
34800.34
34755.34
34515.34
34310.34
34205.34
33956.77
33725.81
33679.82
33098.05
33080.05
32985.02
32439.26
32436.26
32329.33
31783.57
31780.57
31738.57
31696.57
31661.68
31604.96
31356.39
30372.39
30344.89
30117.19
Totals
Staff wages
114.98
94.43
Service charge for payment card
Precept
9842.50
Grass Cutting (July 2019)
Legal Fees
Grass Cutting (Aug 2019)
Subscription
External Audit Fees
Removal of bench and playground repairs
Expenses (Playground Bark)
Grass Cutting (Sept 2019)
Banbury Bus (JUL/AUG 19)
Expenses
Insurance
Service charge
Electricity Supply
545.76
972.98
Staff wages
106.93
2243.17
Service charge for payment card
Electricity Supply
545.76
Office 365 and antivirus software
Electricity Supply
VAT reclaim 2018-19
VAT repayment
Staff wages
42.00
42.00
34.89
56.72
248.57
984.00
27.50
227.70
3.00
Service charge for payment card
Training
Training
Legal Fees
Legal Fees
Grass Cutting (Oct 2019)
Website hosting and email account fee
Expenses
Banbury Bus (SEP/OCT 19)
Bank
Rec
61
61
61
61
62
63
63
63
63
63
63
63
63
63
63
63
63
63
63
63
63
63
64
64
64
Bank
32436.26
106.93
545.76
3.00
42.00
42.00
34.89
56.72
248.57
984.00
27.50
227.70
Code
407
101
402
412
101
1002
412
402
411
901
201
212
201
407
401
209
203
201
413
403
405
411
101
402
411
101
402
411
406
406
212
212
201
410
403
413
190
2019
Authorisatio n Date
17-Sep-19
19-Jul-19
03-Aug-19
20-Aug-19
03-Sep-19
10-Sep-19
09-Sep-19
27-Jul-19
20-Sep-19
18-Sep-19
17-Sep-19
18-Oct-19
23-Sep-19
23-Sep-19
03-Jul-19
02-Oct-19
20-Oct-19
01-Nov-18
DD
DD
BACS
BACS
SO
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
DD
SO
DD
DD
SO
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Author: Helen du Bois, Clerk
Minutes of the Ordinary meeting of Helmdon Parish Council 27th November 2019
21-Nov-19
02-Aug-19
02-Aug-19
15-Aug-19
16-Aug-19
02-Sep-19
05-Sep-19
05-Sep-19
16-Sep-19
16-Sep-19
19-Sep-19
N015971
25-Sep-19
7000
25-Sep-19
173767
25-Sep-19
7068
25-Sep-19 34UG036-0002
25-Sep-19 SB20192044
25-Sep-19
QU-0159
25-Sep-19
25-Sep-19
7140
25-Sep-19
25-Sep-19
25-Sep-19
30-Sep-19
02-Oct-19
67044198
15-Oct-19
16-Oct-19
04-Nov-19
67224521
15-Nov-19
18-Nov-19
27-Nov-19
INV-0150
27-Nov-19
INV-0169
27-Nov-19
139971
27-Nov-19
178438
27-Nov-19
7227
27-Nov-19
2243
27-Nov-19
27-Nov-19
Page
2019/20 Day Book Current
2019/20 vs Budget
2019-20
Code
EXPENDITURE
Budget
Spend to date Remaining
100 Lighting
1700.00
755.13
517.87
101 Electricity Supply
1300.00
733.13
139.87
102 Streetlight repairs
400.00
103 Streelight maintenance
400.00
22.00
-22.00
104 Electricity Other
200 Parks & Open Spaces
4848.00
3047.42
1800.58
201 Grass cutting
2400.00
1449.98
950.02
202 Playground inspection
50.00
45.00
5.00
203 Playground repairs
300.00
145.00
155.00
204 School field rental
350.00
350.00
205 Garden maintenance (War Memorial/Pump Garden)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
250.00
548.00
200.00
250.00
250.00
522.00
270.00
26.00
200.00
-20.00
500.00
265.44
234.56
400 General Administration
11311.00
10931.96
379.04
401 Audit charge
431.00
376.00
55.00
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
6550.00
250.00
5383.83
200.79
1166.17
49.21
550.00
200.00
581.77
234.00
-31.77
-34.00
407 Subscriptions
672.00
616.50
55.50
408 Reading Room rent
150.00
100.00
50.00
409 Leaflets & Advertising
410 Web site
100.00
1000.00
820.00
100.00
180.00
411 Banking Fees
412 Other
413 Banbury Bus
108.00
1300.00
54.00
1184.66
1380.41
54.00
-1184.66
-80.41
500 Grants awarded
1400.00
1447.00
-50.00
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1350.00
50.00
1347.00
30.00
70.00
3.00
20.00
-70.00
600 Burial Grounds
400.00
400.00
601 Churchyard Maintenance
602 Contingency
400.00
400.00
19659.00
16581.51
2647.49
700 Miscellaneous
1500.00
946.67
553.33
701 Vat Paid
1500.00
946.67
553.33
705.00
705.00
-705.00
-705.00
500.00
322.24
177.76
500.00
322.24
177.76
21659.00
18555.42
2673.58
900 INCOME
19925.00
28046.78
8121.78
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
19685.00
19685.00
240.00
265.00
3390.00
25.00
3390.00
4706.78
4706.78
19925.00
28046.78
8121.78
1000 MISCELLANOUS INCOME
2278.00
3236.96
1001 Misc Transfers In
1002 Vat Repayment
78.00
2200.00
20.81
3216.15
22203.00
31283.74
Total Regular Expenditure
800 Projects for 2019/20
801 Street Light upgrade
802 Village Hall Project
803 Multi/Monkey Bars
804 Wappenham Road defibrillator
300 Spending from Sinking Fund for 2019/20
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Burial Ground
Total Expenditure inc VAT
Total Regular Income
Total Working Income
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 27th November 2019
9080.74
£17,388.87
£12,728.32
£30,117.19
Author: Helen du Bois, Clerk
Page
212 Land Purchase
191
211 War Memorial