Council Meeting, 28 July 2021

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room, Church Street,
Helmdon on Wednesday 28th July 2021 at 7:30pm.
Present: Cllrs Moody (Chair), Garner, Bearman (joined the meeting at item 4), Harris, Marchant,
Thorpe and the Clerk (Helen du Bois).
In attendance: 5 members of the public.
1. Apologies for absence
The Clerk had received apologies from Cllr Gray and Cllr Wheeler which were accepted.
2. Declarations of Interest
None.
3. To fill the casual vacancy on the Council by co-option
The Council had received an expression of interest from Mr John Plunkett. The candidate was nominated and seconded by members of the Council and after a vote by a show of hands, Mr
Plunkett was co-opted on to the Council.
4. Approval and signature of the minutes of the Annual meeting of 19th May 2021
The minutes were approved and signed without amendment.
5. Matters arising
Item 10: The Clerk confirmed that Mike Birchall had agreed to continue as Tree Warden for
2021/22.
Item 8: Outstanding Action: The Clerk to instruct a new streetlight maintenance contractor.
Item 12: Mike Barnes had kindly offered to make the proposed amendments to the Village of the
Year signs with no cost to the Council. John Coatsworth agreed to continue to liaise with Mike
Barnes.
Item 18: The Clerk confirmed that the defibrillator that had been offered by Do it for Defib was no longer available to the Council but that the charity would consider funding a replacement if they were happy with our proposed location. A leaflet asking for offers of a location has been produced and Cllr Moody has volunteered to deliver the leaflet to the properties within the suitable area of the village. It was agreed that if a suitable location wasn’t offered then project would be ended.
Action: Cllr Moody to deliver the leaflet.
A resident requested that the overgrown hedgerow at the Helmdon Wall be cut back so that the sign could be seen.
Action: Cllr Harris to contact the landowner.
•
A resident expressed concern at the increased number of tractors and trailers travelling through the village at present and reflected that there had previously been an informal agreement that the tractors would only travel one way through the village.
7. To appoint two members of the Finance Committee and an HS2 representative
Cllrs Wheeler and Bearman were appointed to the Finance Committee and Cllr Marchant volunteered to be the Council’s HS2 representative and attend the Liaison Group meetings.
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk
Page
•
9
6. Open Forum
• A resident expressed a concern that the MUGA due to be built by the school could exacerbate the drainage issues at the field. Cllr Moody confirmed that the surface of the MUGA would be porous.
HELMDON PARISH COUNCIL
MINUTES
8. Finance a. To receive the Financial Report and consider the invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £34,779.66 on 20th July 2021 and an expected balance of £33,294.93 once invoices have been paid.
It was resolved to pay the following invoices:
1
2
3
4
5
6
7
8
9
1
0
1
1
1
2
PAYEE
DESCRIPTION
TYPE
AMOUNT
R&G
R&G
R&G
Helmdon Primary School
H DU BOIS
Playsafety
Helmdon Community
Foundation
LGSS Law
Grass cutting Apr 21
Grass cutting May 21
Grass cutting June 21
2021/22 License for playing field
Backpay for annual pay increase
(Apr/May)
Annual Inspection
BACS
Reading Room Hire (April-June
2021)
Legal Fees (land transfer)
BACS
Aylesbury Mains
Northants CALCS
[address removed]
H du Bois
Streetlight repairs
Training (Off to a Flying Start x 2)
Banbury Bus (Arp, May, June, July
2021)
Expenses (Apr/May)
BACS
BACS
£153.60
£105.60
£153.60
£398.00
£22.86
£82.20
£36.00
£69.00
£97.44
£88.00
£200.00
£78.43
Total
£1484.73
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Action: The Clerk to submit the payments.
b. To consider a request for payment for repairs done to the Station Road sign
A payment of £19.95 was approved.
c. To consider a request from SNAST for an annual donation
A payment of £25.00 was approved.
d. To consider recommendations from the Finance Committee for the applications to the 2021 Small Village Grant program
There was no formal recommendation from the Finance Committee as the meeting scheduled for
27th July 2021 was cancelled.
The Council had received 6 applications requesting a combined total of £1,580. The Council’s grant budget for this year is £1750 and the 6 applications were granted a total of £1480. It was agreed that the remaining £270 would be carried forward to the grants budget for 2022/23.
It was resolved to authorise immediate payment of the following grants:
St Mary Magdalene Church
Friends of St Marys
Helmdon WI
Helmdon Sports & Social Club
Helmdon Rainbows & Brownies
Friends of Helmdon Churchyard
Towards the purchase of pan tilt zoom camera
Cotswold chippings for footpath in churchyard
WI centenary afternoon tea
Towards the purchase of a practice net structure
Towards a year of special events & activities
Support towards the costs of maintaining the churchyard
£250
£180
£150
£250
£250
£400
Total
£1480
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk
Page e. To consider the purchase of a second Union flag
It was agreed to purchase a 2nd Union flag (to be kept by the Deputy Flag Master) and a replacement Northamptonshire County flag, at a maximum total cost of 160.00.
Action: The Clerk to purchase the flags.
10
Action: The Clerk to inform the applicants and organise the payments.
HELMDON PARISH COUNCIL
MINUTES
9. Playground: To review a summary of the 2021 RoSPA inspection report for the play area and consider any recommended action
The following was agreed:
• To accept the quote from Steven Wheeler Garden Maintenance Services to cut back the vegetation and top up the bark.
Action: The Clerk to instruct Mr Wheeler.
• To purchase 4m3 of play bark.
Action: The Clerk to place an order for the play bark.
•
To move forward with the planned and budgeted replacement of four posts on the multi-activity unit.
Action: The Clerk to liaise with Mobile Caretaking Ltd and purchase the 4 poles.
• To re-install the junior and toddler swing seats that were removed at the start of the pandemic.
Action: Cllrs Thorpe and Harris to install the swing seats. The Clerk to provide Cllr Thorpe with a risk assessment template to complete before work starts.
10.To review and approve the following documents:
a. Complaints Policy b. Expenses Policy c. Flag Policy d. System of Internal Control e. Standing Orders f. Data Protection Policy g. Subject Access Request Procedure h. Data Breach Policy i. Records Retention Policy
These were approved and signed without amendment.
It was agreed that the signed hardcopies of the Council’s policies should be kept for 2 years. Any historic copies prior to this should be scanned and then disposed of.
11. To consider the options available to reduce the glare from some of the streetlights
The Clerk had provided details of the lantern replacement recently carried out by E.On for Syresham
Parish Council, along with approximate costs.
It was agreed to instruct Aylesbury Mains to install black out tape on the inner vertical sides of the four lanterns that have received complaints.
Action: The Clerk to instruct Aylesbury Mains.
12. To consider the Council’s next steps in the Priory Fields project
Cllr Moody gave an update on the project.
The following steps were agreed:
1. To accept a request from the landowners for a further meeting at the Reading Room, with Cllrs
Harris and Garner in attendance and a 3rd person to take minutes.
Action: The Clerk to provide the landowners with suitable meeting dates.
2. To re-contact Maria Philpott at WNC Planning Development.
Action: Cllr Moody to contact Maria Philpott.
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk
Page
13.To consider an approach and costs for maintaining the pump garden on Church Street
It was agreed to accept the quote provided by H Tims Environmental Services.
Action: The Clerk to instruct H Tims.
11
3. To contact a Planning Consultant for advice
Action: Cllr Moody to contact a Planning Consultant.
HELMDON PARISH COUNCIL
MINUTES
14. To receive an update from the Highways Officer on the Helmdon Wall area and consider recommendations
Cllr Moody explained that he had met with Helen Howard (Community Liaison Officer,
Northamptonshire Highways) at the wall area to discuss the potential improvement options. Helen has instructed engineers to view the area and propose acceptable solutions with costs. It was made clear that will be no funding available from Northamptonshire Highways, and it was unlikely that the
HS2 Community Fund would consider it to be a suitable project for funding, so any works will need to be funded locally.
15. To receive an update from the Council’s Blackpits representative regarding complaints received about tractors travelling through the village
Cllr Marchant gave a summary of considerations regarding the S bend at the top of Church Street, the crossing at the school and tractors travelling through the village.
It was recommended that Cllr Marchant contact the representative at Blackpits about the informal agreement for tractors only travelling one way through the village.
Action: Cllr Marchant to contact Blackpits.
16. To receive an update on the Planning Committee meetings held since 24th March 2021
Cllr Garner gave an update of the decisions made at the meetings held on 22nd April 2021, 10th June
2021 and 21st July 2021.
17. To consider a request from Helmdon WI to plant a tree on the green area at Station
Road
Cllr Moody confirmed that the Council had signed the final TP1 document for the Station Road green/The Green land transfer, but the Council has not yet received notification that the land transfer was complete.
A tree previously planted in that area suffered from fungal disease and it was agreed that the Tree
Warden must be consulted regarding the WI’s choice of tree.
It was resolved that once the land has been officially transferred, the Council will grant permission to the WI to plant a tree, subject to approval from the Tree Warden.
Action: The Clerk to speak with the Tree Warden and liaise with the WI.
18.Councillor questions
None.
19.Close
The meeting closed at 9.28pm. The next meeting will be held at 7:30pm on Wednesday 22nd
September at the Reading Room.
dated______________
12
Signed________________
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Page
Councillor Moody, Chairman
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
APPENDIX A
This report was presented by the Clerk for approval by the Council on 28th July 2021.
Balance of Unity Trust account as of 20/7/21:
Expected TOTAL balance once invoices settled:
£34,779.66
£33,294.93
Payments out since 19/5/21
1
2
3
4
5
6
7
8
9
10
11
3-Jun-21
15-Jun-21
16-Jun-21
16-Jun -21
16-Jun -21
30-Jun-21
2-Jul-21
15-Jul-21
16-Jul-21
16-Jul -21
16-Jul -21
OPUS
H du Bois
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Unity Bank
OPUS
H du Bois
Lloyds (Debit Card)
Lloyds (Debit Card)
Lloyds (Debit Card)
Electricity Supply
Staff Wages
Water Pump
Virtual Landline
Monthly fee
Service charge (Apr-Jun 2021)
Electricity Supply
Staff Wages
McAfee Virus protection
Virtual Landline
Monthly fee
SPENCELEY
HARRISON
Allotment fees (2021-22)
Allotment fees (2021-22)
DD
SO
DD
DD
DD
DD
DD
SO
DD
DD
DD
Total
£70.22
£583.41
£138.99
£8.95
£3.00
£18.00
£62.90
£583.41
£89.99
£8.95
£3.00
£1570.82
Credits since 19/5/21
1
2
28-May-21
8-Jul-21
BACS
BACS
Total
£20.00
£20.00
£40.00
Invoices to be approved on 28/7/211
DESCRIPTION
TYPE
AMOUNT
R&G
R&G
R&G
Helmdon Primary School
H DU BOIS
Playsafety
Helmdon Community Foundation
LGSS Law
Aylesbury Mains
Northants CALCS
[address removed]
H du Bois
Grass cutting Apr 21
Grass cutting May 21
Grass cutting June 21
2021/22 License for playing field
Backpay for annual pay increase (Apr/May)
Annual Inspection
Reading Room Hire (April-June 2021)
Legal Fees (land transfer)
Streetlight repairs
Training (Off to a Flying Start x 2)
Banbury Bus (Arp, May, June, July 2021)
Expenses (Apr/May)
BACS
BACS
£153.60
£105.60
£153.60
£398.00
£22.86
£82.20
£36.00
£69.00
£97.44
£88.00
£200.00
£78.43
Total
£1484.73
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Page
13
1
2
3
4
5
6
7
8
9
10
11
12
PAYEE
1
Statutory power: General Power of Competence, Localism Act 2011 s1-8
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
2021/22 Day Book Current
Authorisation
Date
Invoice No.
Invoice Date
Transaction
No.
20-Jul-21
70280403
70448599
18-Mar-21
17-Apr-21
25152
INV-1080
INV-1080
3129
31-Mar-21
01-Apr-21
01-Apr-21
284
31-Mar-21
70618905
18-May-21
70783432
17-Jun-21
117207
117382
117418
E2047000008
30-Apr-21
31-May-21
30-Jun-21
06-Jul-21
55968
288
223701
20509
INV-1402
15-Jun-21
30-Jun-21
03-Jul-21
08-Jul-21
08-Jul-21
20-Jul-21
BACS
BACS
BACS
DD
BACS
BACS
SO
BACS
BACS
DD
DD
DD
BACS
DD
BACS
SO
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
DD
SO
DD
DD
DD
DD
DD
BACS
SO
DD
DD
DD
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
BACS
Payee
Item Description
Total Received
Totals
Balance B/Fwd 31st March 2021
TURNER
Allotment fees
VINCENT
Allotment fees
WHITE
Allotment fees
Opus energy
Electricity
SHEPHERD
Allotment fees
CLARKE
Allotment fees
H DU BOIS
SALARY
WILLIAMS
Allotment fees
WHEELER
Allotment fees
Lloyds Bank
Office supplies (Amazon)
Lloyds Bank
Virtual Landline (Buzz Networks)
Lloyds Bank
Monthly Fee
BEARMAN
Allotment fees
Opus energy
Electricity
WNC
Precept
H DU BOIS
SALARY
Lloyds Bank
Virtual Landline (Buzz Networks)
Lloyds Bank
Monthly Fee
Texprep
Election leaflets
Northants CALC
Subscription
Northants CALC
Internal Audit
2communue
Website pop up
H DU BOIS
Expenses (April/May 2021)
Helmdon Community Foundation Reading Room hire
SPENCELEY
Allotment fees
Opus energy
Electricity
H DU BOIS
SALARY
Lloyds Bank
Virtual Landline (Buzz Networks)
Lloyds Bank
Monthly Fee
Lloyds Bank
Amazon: water pump
Unity Bank
Service Charge
Opus energy
Electricity
R HARRISON
Allotment fees
H DU BOIS
SALARY
Lloyds Bank
Virtual Landline (Buzz Networks)
Lloyds Bank
Monthly Fee
Lloyds Bank
McAfee Virus protection
R&G
Grass cutting (April 2021)
R&G
Grass cutting (May 2021)
R&G
Grass cutting (June 2021)
Helmdon Primary School
License to use playing fields
H DU BOIS
Annual pay increase (Apr & May 2021)
Playsafety Ltd
Playground Inspection
Helmdon Community Foundation Reading Room hire
LGSS Law
Land transfer legal fees
Aylesbury Mains
Streetlight repairs (no. 4)
Northants CALC
Training (Off to a Flying Start x 2)
[address removed]
Banbury Bus (Apr, May, Jun, Jul 2021 50%)
H DU BOIS
Expenses (June/July 2021)
Total Paid
DR
CR
38456.71
26502.21
20.00
20.00
20.00
5161.78
55.30
20.00
40.00
571.98
20.00
20.00
7.58
8.95
3.00
20.00
73.64
11734.50
571.98
8.95
3.00
49.70
398.76
185.00
60.00
98.39
10.00
20.00
70.22
583.41
8.95
3.00
138.99
18.00
62.90
20.00
583.41
8.95
3.00
89.99
153.60
105.60
153.60
398.00
22.86
82.20
36.00
69.00
97.44
88.00
200.00
78.43
Balance
Bank
Rec
Code
Bank
33294.93
26502.21
26522.21
26542.21
26562.21
26506.91
26526.91
26566.91
25994.93
26014.93
26034.93
26027.35
26018.40
26015.40
26035.40
25961.76
37696.26
37124.28
37115.33
37112.33
37062.63
36663.87
36478.87
36418.87
36320.48
36310.48
36330.48
36260.26
35676.85
35667.90
35664.90
35525.91
35507.91
35445.01
35465.01
34881.60
34872.65
34869.65
34779.66
34626.06
34520.46
34366.86
33968.86
33946.00
33863.80
33827.80
33758.80
33661.36
33573.36
33373.36
33294.93
9005.70
-26502.21
87
87
87
88
88
88
88
88
88
88
88
88
88
89
89
89
89
89
89
89
89
89
89
89
89
90
91
91
91
91
91
62.90
-20.00
583.41
8.95
3.00
89.99
153.60
105.60
153.60
398.00
22.86
82.20
36.00
69.00
97.44
88.00
200.00
78.43
903
903
903
101
903
903
402
903
903
414
414
411
903
101
901
402
414
411
409
407
401
410
403
408
903
101
402
414
411
208
411
101
903
402
414
411
414
201
201
201
204
402
202
408
212
102
406
413
403
Page
14
01-Apr-21
01-Apr-21
01-Apr-21
06-Apr-21
06-Apr-21
12-Apr-21
15-Apr-21
19-Apr-21
20-Apr-21
20-Apr-21
20-Apr-21
20-Apr-21
21-Apr-21
04-May-21
04-May-21
17-May-21
18-May-21
18-May-21
19-May-21
19-May-21
19-May-21
19-May-21
19-May-21
19-May-21
28-May-21
03-Jun-21
15-Jun-21
16-Jun-21
16-Jun-21
16-Jun-21
30-Jun-21
02-Jul-21
08-Jul-20
15-Jul-21
16-Jul-21
16-Jul-21
16-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
28-Jul-21
Transaction or
Cheque
Cleared date
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk
HELMDON PARISH COUNCIL
MINUTES
Page
15
2021/22 Expenditure vs Budget
Minutes of the Ordinary meeting of Helmdon Parish Council 28th July 2021
Author: Helen du Bois, Clerk