Extraordinary Meeting, 22 April 2020

HELMDON PARISH COUNCIL
MINUTES
of the Extraordinary meeting of Helmdon Parish Council, held as a virtual meeting1
on Wednesday 22nd April 2020 at 7:30pm.
Present: Cllrs Coatsworth, Moody, R. Duncombe, Garner, Wheeler, Gray, Thorpe and the Clerk
(Helen du Bois).
In attendance: there was one member of the public.
1. Apologies for absence
Apologies were received and accepted from Cllrs P. Duncombe and Stott.
2. Declarations of Interest
None.
3. Approval of the minutes of the Ordinary meeting of 25th March 2020
The minutes were approved without amendment – as this was a virtual meeting the minutes will be signed by the Chairman later.
4. Matters arising
None
5. Open Forum
None
6. Finance:
a. 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 £24,475.72 on 19th April 2020 and an expected balance of £24,378.97 once invoices have been paid. It was resolved to pay the following invoices:
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
Reading Room
Rental Fees
BACS
£75.00
Local Government Act 1972, s111 (1)
2
H DU BOIS
Office Expenses
BACS
£21.75
LGA (Financial Provisions) 1963 s5
Open Spaces LGA 1972, S111 (1)
Total
£96.75
b. To note the annual increase of the Clerk’s salary to SCP14 from 1st April 2020
This was noted – the standing order for salary will be amended accordingly.
7. To review and approve the following:
a. Asset Register
The clerk had updated the Schedules of Playground Equipment and Street Furniture with market replacement costs. It was resolved to leave the figures in the Asset Value column on the Asset
Register as the original estimated values of £15,456 for Playground Equipment and £58,545 for
Street Furniture but to update the Insurance values to reflect the updated replacement costs.
It was confirmed that there should be no depreciation of assets belonging to Parish Councils.
Cllr Moody recommended that the Asset Value for the equipment received from SNC Planning
Development should be marked at £1.00 as there was no cost to the Council.
Action: The Clerk to make the changes to the Asset Register.
b. Code of Conduct c. Grievance & Disciplinary Policy d. Health & Safety Policy
1
Meeting held using www.zoom.us e. Allotment Tenancy Agreement f. Publication Scheme
These were all approved without amendment and will be signed by the Chairman later.
8. To consider any further action required in the Parish in response to Covid-19
The Clerk highlighted the support work currently being done for some residents by the village volunteers, including grocery shopping, prescription collections and food boxes (detail of the support available is on the Parish Council website
(https://www.helmdonparishcouncil.gov.uk/coronavirus-update.html) . It was felt that members of
Parish are managing well with the support of the volunteer network.
Concern was expressed by a member of the public that there could still be some residents who are unaware of the local support available to them as they are not able to access the internet or social media. NCC are organising a leaflet drop to all residents to advertise a helpline number for assistance – it is thought the leaflets will be delivered by volunteers within the next week.
The Council had been approached by a resident who suggested purchasing a Thanks to the NHS or
Rainbow flag. This was fully supported and it was agreed to purchase a Thanks to the NHS flag, for a maximum spend of £30.00
Action: The Clerk to purchase the flag.
9. To consider whether to hold a virtual Annual Parish Meeting
It was resolved to hold a virtual Annual Parish Meeting on Wednesday 6th May 2020.
Action: The Clerk to invite speakers to attend.
10.To consider whether to have an Annual meeting of the Council
It was agreed to hold the Annual meeting of the Council on 27th May 2020 as scheduled. This will be a virtual meeting.
11.To note the decisions of the Planning Committee since 22nd January 2020
Cllr Coatsworth provided a summary of the decisions made in the Planning Committee meetings of
7th February 2020 and 8th April 2020.
12.To receive an update on the Village Community Project
The developer is ready to submit an outline planning application. SNC Development Management have previously advised that evidence of the level of support for the project in the village will be a very important requirement. Due to the Covid-19 lock down we cannot hold a further village needs day at present and so must consider alternative methods to gather feedback from residents. It was agreed to contact SNC Development Management to ascertain what form of feedback they would accept during the current circumstances.
Action: Cllr Coatsworth to contact SNC Development Management for guidance.
13.To consider a motion to provide for delegation to the Clerk any decision that must be made if the Council is incapacitated and unable to hold a meeting.
It was agreed that as the Council has proven that it is able to meet virtually then delegation to the
Clerk is no longer required.
Page
Cllr Wheeler explained that due to the current restrictions in place it will not be possible to continue ahead with the wild flower planting project this Spring/Summer. It is hoped that the project will resume in the Autumn if the restrictions are lifted.
207
14.Councillor questions
Cllr Gray drew the Council’s attention to the section on Climate Change within SNC’s Parish Forum
Update 9th April 2020 and requested that the Council consider the possibility of further tree planting, installing electric charge points and promoting the use of cycle/walking routes within the
Parish. It was agreed to include this on the agenda for the next meeting.
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd April 2020
Author: Helen du Bois, Clerk
The Council approved a request from the tenant of allotment plot no. 2 to plant three fruit trees at the back of their plot. Approval was given on the condition that the tenant chose suitable cultivars that won’t grow too large and will be carefully maintained.
Action: The Clerk to inform the tenant.
15.Close
The meeting closed at 8:48pm.
dated______________
Councillor John Coatsworth, Chairman
Page
208
Signed________________
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd April 2020
Author: Helen du Bois, Clerk
Appendix A
FINANCE REPORT 22/4/20
This report was presented by the Clerk for approval by the Council on 22nd April 2020.
Balance of Unity Trust account as of 19/4/20:
Expected TOTAL balance once invoices settled:
£24,475.72
£24,378.97
Payments out since 25/3/20
1
31-Mar-20
Unity
Service charge
DD
£18.00
2
2-Apr-20
OPUS
Electricity Supply
DD
£122.77
3
15-Apr-20
H du Bois
Staff Wages
SO
£545.76
4
16-Apr-20
Lloyds (Debit Card)
Zoom subscription
DD
£14.39
5
16-Apr-20
Lloyds (Debit Card)
Service charge
DD
£3.00
Total
£703.92
Credits since 25/3/20
1
25-Mar-20
C NASH
Allotment fees
BACS
£40.00
2
1-Apr-20
D WHITE
Allotment fees
BACS
£20.00
3
3-Apr-20
S TURNER
Allotment fees
BACS
£20.00
4
16-Apr-20
M VINCENT
Allotment fees
BACS
£20.00
Total
£100.00
Invoices to be settled on 22/4/20
PAYEE
DESCRIPTION
TYPE
AMOUNT
STATUTORY PROVISION
1
Reading Room
Rental Fees
BACS
£75.00
Local Government Act 1972, s111 (1)
2
H DU BOIS
Office Expenses
BACS
£21.75
LGA (Financial Provisions) 1963 s5
Open Spaces LGA 1972, S111 (1)
Total
£96.75
2020/21 Day Book Current
Authorisation
Date
Current Account
Invoice No.
Invoice
Date
Transaction
No.
Transaction or
Cheque
Cleared date
Payee
Item Description
16-Apr-20
68125189
269
18-Mar-20
30-Mar-20
Total
Received
Total Paid
Balance
DR
25161.64
CR
782.67
24378.97
Bank
25101.64
25101.64
25121.64
24998.87
25018.87
24473.11
24458.72
24455.72
24475.72
24400.72
24378.97
-20.00
122.77
-20.00
545.76
14.39
3.00
-20.00
75.00
21.75
BACS
BACS
BACS
DD
D WHITE
Opus Energy
D TURNER
H DU BOIS
Balance B/Fwd 31st March 2020
Allotment fees
Electricity Supply
Allotment fees
Staff Wages
25101.64
20.00
BACS
Lloyds (Debit Card)
Zoom subscription
14.39
BACS
Lloyds (Debit Card)
Monthly charge
3.00
BACS
M VINCENT
BACS
BACS
Reading Room
H DU BOIS
Allotment fees
Room rental
Expenses
122.77
20.00
545.76
20.00
75.00
21.75
Bank
Rec
Code
903
101
903
402
412
411
903
408
403
Page
01-Apr-20
02-Apr-20
03-Apr-20
15-Apr-20
16-Apr-20
16-Apr-20
17-Apr-20
22-Apr-20
22-Apr-20
Totals
16-Apr-20
209
2020
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd April 2020
Author: Helen du Bois, Clerk
2020/21 vs Budget
2020-21
Code
Budget
980.00
780.00
200.00
EXPENDITURE
100 Lighting
101 Electricity Supply
102 Streetlight repairs
Spend to date
116.92
116.92
103 Streelight maintenance
104 Electricity Other
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance (War Memorial/Pump Garden/Wall)
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
5500.00
3200.00
50.00
500.00
350.00
250.00
100.00
600.00
200.00
250.00
211 War Memorial
212 Land Purchase
400 General Administration
11856.74
400.00
6808.74
250.00
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
600.00
300.00
680.00
250.00
100.00
1000.00
108.00
60.00
1300.00
1570.00
1350.00
50.00
170.00
400.00
400.00
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
413 Banbury Bus
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
647.40
545.76
21.75
62.50
3.00
14.39
Total Regular Expenditure 20306.74
764.32
1200.00
1200.00
18.35
700 Miscellaneous
701 Vat Paid
18.35
5837.70
1837.70
1000.00
3000.00
500.00
1000.00
800 Projects for 2019/20
801 Street Light upgrade
802 Village Hall Project
803 Flood Mitigation
804 Helmdon Wall Improvements
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
308 Village Hall Project
1000.00
Total Expenditure inc VAT 28344.44
782.67
22791.00
22471.00
60.00
320.00
60.00
Total Regular Income 22791.00
60.00
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
906 CIL
198.00
78.00
120.00
Total Working Income 22989.00
60.00
Total carried forward at beginning of this financial year
Current income minus expenditure
Unity Account balance
£25,101.64
Sinking fund balance
Resulting General reserves
£6,794.76
£17,584.21
Minutes of the Ordinary meeting of Helmdon Parish Council 22nd April 2020
-£722.67
£24,378.97
Author: Helen du Bois, Clerk
210
1001 Misc Transfers In
1002 Vat Repayment
Page
1000 MISCELLANOUS INCOME