Council Meeting, 28 January 2009

HELMDON PARISH COUNCIL
All Councillors are summoned to an Ordinary Meeting of Helmdon Parish Council to be held in the Reading Room, Church Street, Helmdon on Wednesday 28th January 2009, commencing at 7.30 pm.
Members of the public and Press are invited to attend the meeting 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 26 Nov. 2008
3. Matters Arising from the Minutes of 26th November 2008
4. Open Forum
5. Finance th a) Financial statement b) Bills for Payment c) Payments Received d) To award grass cutting tender e) To receive recommendations from the Finance Committee regarding the adoption of a Grant Policy e) To set the budget for expenditure 2009/10
f) To set the precept for 2009/10
6. Review of all correspondence
7. Consideration of request for a litter pick and CPRE associated material
8. Planning: To receive decisions of Planning committee on applications since 26/11/08
9. To adopt the amended Draft Housing Needs Survey and note the village walkabout -13th Feb
10. Training – to consider NCALC schedule and provide the Clerk with any course nominations.
11. Parish Paths Group – information on problems with AP4 and AP28
12. Talkabout Magazine – feedback and next issue
13. Speeding Issues – to review request to NCC to extend the 30 limit and nominate areas for mobile speed units
14. To receive update form the Blackpits Monitoring Group
15. To receive update from Reading Room Committee
16. To receive update on the Playing Field Licence Agreement with NCC
17. To ensure that the Parish Council believes it has undertaken all reasonable steps to assure itself that there are no matters of actual or potential non compliance with laws, regulations, and codes of practice which could have a significant financial effect on the ability of the council to conduct its business or its finances
18. To receive update on preventative Flooding measures including works carried out by landowner and other organisations
19. To consider applying for “Quality Status”
20. To review existing policies and determine if additional documentation is required
21. 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 Wednesday 28th January 2009
in the Reading Room, Church Street, Helmdon at 7:30pm
Present: Councillors Barnes, Burns, Coatsworth, Crouch, Duncombe, Stothard, Thorne
Parish Clerk: Liz Hart
Ten members of the public were present.
Action
1 Apologies
Apologies had been received by Cllr Turner (work commitments) and Cllr England (illness).
2th Approval and Signature of the Minutes for the Ordinary Meeting held on 26
November 2008
Cllr Stothard proposed, seconded by Cllr Duncombe that the Ordinary Meeting Minutes of th 26 November approved. All were in favour and Cllr Burns duly signed the minutes
3th Matters Arising from the Minutes of 26 November 2008
None.
4 Open Forum
Ditch clearing on Grange Lane – whilst appreciation was shown for the work recently carried out, the importance of a maintenance schedule to keep it clear was highlighted. Cllr Burns confirmed that there were currently no plans to clear the ditches on the village side of
Grange Lane down to the brook as no funds were available for such work. Cllr Barnes raised the issue of clearance work necessary on the Grange Farm side of the tunnel down to the brook.
Recent surface flooding on Station Road – Cllrs Burns and Duncombe were thanked for their efforts on Station Road as were the Cllrs who focussed their efforts in Grange Lane.
Parishioners will email the Clerk if they wish to request a meeting of the Flooding Working
Group.
Radstone Road – the Clerk confirmed that the muddy condition may be reported on Street
Doctor .
Precept Setting – the Finance Committee was congratulated on its recommendation to set the precept at the same level as the previous year.
Brackley Cottage Hospital – support was shown for provision having been made in the budget of 2009-10 for a donation.
Parish Council Meeting Timetable – it was suggested that consideration be given to the
Council having monthly instead of two monthly meetings
Footpath near Jeffs Bridge – this is in a poor condition due to mud and water and awaiting maintenance.
5 Finance a) Financial statement

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Cllr Thorne proposed, seconded by Cllr Barnes that the financial statement be accepted. All were in favour.
Cash & Investments
Current Account (Coop) 19,085.61
Nottingham Bond 500.00
Total 19,585.61
Less 1 unpresented cheque 150.00
Total (reconciled) 19,435.61
b)) Bills for Payment
Accounts Payable NET VAT GROSS Cheque
E ON 151.41 7.57 158.98 500099
EON UK Energy Services 104.11 15.62 119.73 500100
Helmdon Acorns Preschool (see accounts received)
15.00 0.00 15.00 500101
Clerk’s Wages (November and
December including 5 hours CiLCA) at
NACL agreed rates plus an additional payment of £200 for extra hours spent dealing with the flooding issues
631.75 0.00 631.75 500102
Clerk’s Expenses (childcare, petrol) 85.89 0.00 85.89 500103
Reading Room (hall hire) 66.00 0.00 66.00 500104
Brackley Cottage Hospital (4/4) 250.00 0.00 250.00 500105
Total 1304.16 23.19 1327.35
Cllr Barnes proposed, seconded by Cllr Stothard that all bills above presented for payment be paid. All were in favour. It was noted that cheque 500105 was a donation to be paid under s137 of the LGA 1972.
c) Payments Received
The meeting noted the payments overleaf. The Clerk explained that NCC had credited the
Parish Council’s account with £15.00 in error with a payment due to Helmdon Acorns. This was being corrected by cheque 500101. Cllr Thorne proposed seconded by Cllr Coatsworth that the payments be accepted as a true record. All in favour.

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Receipt Accounts Received
HM Revenue (VAT refund) 295.36
HM Revenue (VAT refund) 1101.63
NCC invoicing error ref Acorns 15.00
Allotment key deposit 5.00 A/040
d) To award grass cutting tender
The Clerk had requested tenders from five companies and two had been received. Once opened and reviewed, Cllr Stothard proposed seconded by Cllr Coatsworth that the tender of £850 from C + E be accepted. All were in favour.
e) To receive recommendations from the Finance Committee regarding the adoption of a Grant Policy
Cllr Coatsworth proposed seconded by Cllr Thorne that the grant policy previously circulated be adopted for use when invited organisation to apply for grants. All were in favour.
f) To set the budget for expenditure 2009/10
Cllr Stothard presented the budget recommended by the Finance Committee. In reviewing the previous year’s variance to budget, he emphasised that once expenditure of the sinking fund (line 300) is omitted a variance of +£822 is reached. This is to be offset by income of
+£350 (bursary of £200 and donation from Wappenham PC).
The original recommendation of the Finance Committee of £ 10.719 was amended to reflect the actual grass cutting tender amount of £850 (estimated at £800). Cllr Coatsworth proposed seconded by Cllr Duncombe that a budget of £10,769 be adopted. All were in favour.
g) To set the precept for 2009/10
In reviewing the estimated income and reserves available, Cllr Stothard proposed seconded by Cllr Crouch that a precept of £10, 279 be set. All were in favour.
6 Review of all Correspondence
The correspondence as per Appendix A was reviewed.
The issue of Dog Mess will be highlighted in Talkabout and Cllr Crouch will obtain more signs.
7 Consideration of request for a litter pick and CPRE associated material st It was agreed to hold a Litter Pick on 21 /22
8
Cllr Crouch nd March which Cllr Coatsworth will organise.
Planning: To receive decisions of Planning committee on applications since 26/11/08
No planning consultations had been received in this timescale.
Cllr
Coatsworth

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9 To adopt the amended Draft Housing Needs Survey and note the village walkabout –
13th Feb
Cllr Coatsworth proposed seconded by Cllr Stothard that the amended Draft Housing Needs
Survey be adopted subject to the concerns raised in the survey being addressed prior to any final decision on a development being made. All were in favour and the Clerk will inform the Strategic Housing Officer.
10 Training – to consider NCALC schedule and provide the Clerk with any course nominations.
th Cllr Coatsworth will attend the session on Wednesday 13 May in Litchborough.
11
Clerk
Clerk]
Parish Paths Group – information on problems with AP4 and AP28
Roger Miles informed the meeting of a problem on AP4 – the bridleway to Weedon Lois.
New gates had been fitted in two locations but the areas were very muddy. NCC had been intending to put down stone to ease the problem but this was still outstanding on their part .
Cllr Barnes expressed his frustration on this issue.
There is an additional problem on AP28 where an old gate has collapsed and there is no requirement to reinstate it as there is no stock present. Roger is awaiting written confirmation from NCC on the rules on this as there appear to be inconsistencies.
The Clerk was asked to contact Colin Wicks expressing the Parish Council’s dissatisfaction on both issues.
12 Talkabout Magazine – feedback and next issue
The deadline for articles for Talkabout is 22
sought.
13
nd February. Additional advertisers are being
Speeding Issues – to review request to NCC to extend the 30 limit and nominate areas for mobile speed units
The meeting reviewed the Draft Letter and agreed that Station Rd (by Hintons Close) and
Wappenham Road by Fountains House would be suitable area to install the speed units.
It was resolved to request an extension to the 30 limit on both Station Rd and Church Street.
14
To receive update from Reading Room Committee
Details of the proposed works which Cllr England had forwarded were noted by the meeting.
16 To receive update on the Playing Field Licence Agreement with NCC
The Clerk confirmed that the Licence had been received, signed by Cllr Burns and sent back to NCC.
17
Clerk
To receive update form the Blackpits Monitoring Group
Roger Miles confirmed that the project and operations were being reviewed by the new
Management Team. The Parish Council will request a full report for the March meeting.
15
Clerk
To ensure that the Parish Council believes it has undertaken all reasonable steps to assure itself that there are no matters of actual or potential non compliance with laws, regulations, and codes of practice which could have a significant financial effect on the ability of the council to conduct its business or its finances
Clerk

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Cllr Stothard proposed seconded by Cllr Duncombe that the Parish Council resolve that all reasonable steps have been taken. All were in favour.
Cllr Barnes noted that the deeds for the Reading Room have yet to be located and Cllr
Thorne requested the matter be put on the Agenda for the March meeting.
18
Clerk
To receive an update on preventative Flooding measures including works carried out by landowner and other organisations
MGWSP have installed a new gully on Station Road which was seen to alleviate a potential flooding problem as was clearance work under the bridge by Douglas Hadfield and Richard
Farquharson. Works have also been carried in Grange Lane to clear ditches. It was felt that water from the Grange Farm side needed to be diverted towards the brook.
th The cover of the foul sewer at the bottom of Church Street popped again on 13 December and it was felt that more pressure needs to be put on Anglian Water to solve this ongoing issue.
Clerk
MGWSP are due to carry out works in Church Street in the next financial year.
Cllr Barnes had received an apology from SMS bus company after a bus driver again drove through flood water at speed together with an assurance that this would not happen again.
Clerk
NCC needs to be contacted to clear the ditch on the School Field.
A report from Richard Farquharson had highlighted the requirement for a new outlet into the brook to be fitted downstream of the bridge. Cllr Stothard emphasised that this needs to be pursued and a cost obtained from NCC.
Cllr Burns thanked all those involved with the project,
19 To consider applying for “Quality Status”
Cllr Thorne proposed seconded by Cllr Burns that the Council should work towards obtaining Quality Status and that a Working Party in which all Councillors would be invited should meet in February. A report would then be brought back to the March Parish Council
Meeting.
20 To review existing policies and determine if additional documentation is required
This will be reviewed under the auspices of the Working Party in 19. above.
21 Councillors’ Questions
Cllr Coatsworth queried when the resurfacing on the Station Road rail bridge will take place; the Clerk will chase up.
Clerk
The deteriorating condition of the Baptist Chapel was highlighted; the Clerk will contact Phil
Drage to ask for an update on the proposals for the site.
Clerk
The footpath by the Jeffs bridge needs attention where the drain is blocked; this is due to be completed shortly.
The meeting closed at 9.40pm

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th th Appendix A- Correspondence Received – 24 November 2008 – 26 January 2009
South Northamptonshire Council

Weekly Planning Application listings o
Planning Applications:
Planning Applications:
o
S/2009/0046/P – Manor Farm Helmdon – Carport,stables, tackroom and hay store –
plans–communicated and date for planning meeting set o
S/2008/1459/P – Stone Gables – confirmation of gate details and that replacement window would be single glazed – for information only , decision notice- approval
Register of Electors – monthly alterations and electoral register 2009
Notice that plans for consultations will now be sent out daily rather than on a weekly basis
Nadeem Khan – Revised draft copy of Helmdon Housing Needs Survey (Version 2) incorporating comments for November PC Meeting – circulated and on Agenda for sign off
Arts News South Northamptonshire – newsletter Jan – April 2009
Housing4U newsletter
Parish Council Strategic Housing Team newsletter – Winter 2008
Christmas Card for the Directors
Request for precept amount – 2009/10
Contact details for all Councillors in leaflet form – available at meeting
Youth Opportunity Fund Details – circulated to appropriate groups
Northamptonshire County Council
•
•
•
•
•
•
•
•
•
•
•
Active Ageing Newsletter
MGWSP – 10 Highways Priorities to be submitted – consenus gathered by email to comply with timescales
MGWSP – Parish Satisfaction Questionnaire – for completion
Public Transport Guides – Daventry and South Northants
Safer Winter Driving in Northamptonshire leaflets
Request from Early Years Team to pay £15.00 paid in error to the PC to Helmdon Acorns (NCC
administrative error)
th NCC – details of consultation on the “Local List” – closing date 20 February
Revised copy of the Playing Field Licence at Helmdon Primary Licence for signature and return –
completed
Details of Budget Consultation Meeting – circulated
Minerals and Waste Development Framework – Core Strategy Submission Details – circulated
Details on Pandemic Flu Workshop – circulated
NCALC
•
•
•
Training Schedule for 2009 – on Agenda
Interim News Updates
Quality Council status – information guides
Miscellaneous

Coop bank statement – December January
South Northants Homes – calendar 2009 (comprising of annual report), SNH News Winter 2008
HM Customes and Excise – remittance advice £295.34 and £1101.63 (VAT reclaim) and new claim form
Wicksteed – promotional literature – for playground committee
Brackley Hospital Trust – letter of thanks for £250 donation (November payment)
Tim Boswell MP – notice of surgery dates for display
SNVB – Posters for display
Victim Support Northamptonshire – annual report and appeal for funds/ offer to give presentation
Sealed Grass Cutting Tenders x 2
Letter of support to Cllr Duncombe for his actions during recent flooding
Helmdon Acorns Pre School – providing information on their search for a new facility, requesting support and asking whether the PC is aware of any sites within the village confines boundary

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Communities in Control: Real People, Real Power: Code of recommended practice on local th authority publicity – A consultation – closing date 12 March – circulated details
Northamptonshire Rural Housing Association – Annual Report
Clerks and Councils Direct – Suppliers Guide and Yearbook 2009
Age Concern – Silver Surfer course details and poster
Brackley Rural SCT – notice that Suzanne Bourne is relocating and that a new PCSO will be appointed shortly
Complaint from Cllr Barnes to SMS regarding bus driver driving at speed through flood water and response from SMS with apology
Suggestion from parishioner to have a “Litter Pick”
Flooding report regarding the bridge over the brook – Douglas Hadfield
CRPE – litter pick information – on Agenda
Complaint regarding traffic speeding by the school
Two verbal complaints regarding dog mess
Accounts received
• Reading Room – £66.00
• EON UK Energy Services (maintenance)– £104..11 + VAT (£15.62)
• EON Electricity Bill – £151.41 + VAT (7.57)
Payments Received
• £5 allotment key deposit – Mr Hanna
• £15.00 – NCC paid in error
• £295.36 + £1101.63– VAT reclaim

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