Finance Committee, 2 November 2017

HELMDON PARISH COUNCIL
COUNCIL MEETING
Members of the Finance Committee of Helmdon Parish Council are summoned to attend a meeting of the committee in the Committee Room, Church Street, Helmdon on Thursday 2nd
November, 2017 at 8pm
Members of the public and press are welcome to attend this meeting. This meeting may be recorded, filmed or broadcast without prior notice to the Parish Council, provided that such activity does not impede the conduct or business of the meeting.
AGENDA
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 11th September, 2017.
4. Matters arising
5. Open Forum
6. To receive an update from the Clerk on the Parish Council’s Workplace Pension responsibilities
7. To approve the grant application to the 2017/18 Transparency Fund
8. To consider applying for a Unity Trust Bank Multipay purchase card
9. To consider the tenders submitted for the bench and noticeboard repairs
10. To consider a request to reduce the height of the laurel hedge at Jenner’s Piece
11. To consider the next steps for the Station Road/The Green land purchase
12. To consider the future extension of the burial ground
13. To approve the purchase of cradle seats for the play area
14. To review the 2017/18 budget vs spend
15. Preliminary consideration of the 2018/19 budget
16. Councillor questions
17. Close
Signed__________________ dated______________
Helen du Bois
Clerk to Helmdon Parish Council [address removed] [phone number removed]

2017-2018
Code EXPENDITURE
100 Lighting
101 Electricity Supply
102 Streetlight repairs
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 for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Other
400 General Administration
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
500 Grants awarded
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
Budget
1416.44
900
100
416.44
683.93
475.82
689.66
481.44
1373.59
957.26
208.11 208.22 416.33
42.85
-57.26
100
0.11
3525
1800
45
300
350
0
50
680
200
100
0
1912.99
1144.99
45
168
350
0
0
0
0
205
0
303
0
0
239
0
0
0
64
0
0
0
2215.99
1144.99
45
407
350
0
0
64
0
205
0
1309.01
655.01
0
-107
0
0
50
616
200
-105
0
8647.98
282
5251.48
150
0
1300
200
500
142.5
100
150
72
500
5152.41
267
2635.84
61.28
0
1272.57
84
618.22
137.5
0
0
36
40
2886.83
0
2635.83
65
0
0
0
0
0
0
150
36
0
8039.24
267
5271.67
126.28
0
1272.57
84
618.22
137.5
0
150
72
40
1400
1350
50
0
1342.08
1342.08
0
0
0
0
0
0
1342.08
1342.08
0
0
608.74
15
-20.19
23.72
0
27.43
116
-118.22
5
100
0
0
460
0
57.92
7.92
50
0
400
400
400
400
0
0
0
400
400
0
0
Total Regular Expenditure 15389.42
700 Miscellaneous
Actual so Expected far total Still to pay Difference
0
701 Vat Paid
Total Expenditure inc VAT 15389.42
8573.47
709.38
709.38
9282.85
Monthly bills have increased to £80.24 – 6 left to pay this year
£164 for seats, £75 for installation and other repairs
8 visits to school field (should have been 11 but Easter was missed). No dog bins yet
Water pump likely to be under £400 – purchase in 2018/19?
Overspend was for the Village sign repairs
Overspend due to CPRE and ACRE plus increased fees for NCALC, SNAST and SLCC

300 Sinking Fund 8925.42
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
3006.49
1000.00
504.46
1416.47
1800.00
1198.00
800 Projects for 2017/18 9335
1200
525
1000
0
801 War Memorial Repairs
802 War Memorial Garden Renovations
803 Flagpole & Bench Project
804 Flood Prevention
805 Speed Radar
806 Pump Garden Renovations
807 Dog Waste Bins
5000
950
660
24444
17074
900 INCOME
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
160
7210
Total Regular Income 24444
0.00
0
0
0
0
0
0
0
1638.00
0
1038
0
0
600
0
0
1638.00
0
1038
0
0
600
0
0
7287.42
3006.49
-38.00
504.46
1416.47
1200.00
1198.00
0.00
2041.04
0
495
754.37
0
0
791.67
0
4750
0
0
0
0
4195
0
555
6791.04
0
495
754.37
0
4195
791.67
555
2543.96
1200
30
245.63
0
805
158.33
105
17809
17074
0
240
495
0
17809
5700
0
0
0
5700
23509
17074
0
240
6195
935
0
0
-80
1015
5700 23509 935
575.9
60.5
1533.99
1000 MISCELLANOUS INCOME
1001 Misc Transfers In
1002 Vat Repayment
Total Working Income 18384.9
Balance 9102.05
Higher quote included £450 for repairs. Plus £588 for a new noticeboard and lettering.
Higher quote included £600 for benches.
3 bins at £185 each
Secured funding of £4195 (SID) and £750 (RAMP), plus likely £555 (DOG BINS)

HELMDON PARISH COUNCIL
Clerk: Helen du Bois, [address removed]
Telephone: [phone number removed] Email: parishcouncil@helmdon.com
Helmdon Parish Council is seeking tenders for the repair and maintenance of the following noticeboards and benches:
NOTICE BOARDS
1. The Square: All woodwork to be sanded and repainted with special attention to the bottom frame members of both doors.
2. The Green: All woodwork to be sanded and repainted with special attention to the bottom frame members of both doors.
3. The Reading Room (double noticeboard): Sanding down of all exterior woodwork with special attention to the bottom frame members of both doors and the external top of the frame followed by complete repainting.
4. All latches on the above noticeboards to be oiled.
PUBLIC BENCHES
1. Jenner’s Piece: Cleaning and sanding and repainting of all woodwork required.
2. Public bench on Wappenham Road (opposite war memorial): Cleaning and sanding and repainting of all woodwork required.
3. Public bench on The Green: All steel framework and wood work to be sanded down and repainted. Top slat of bench back to be replaced.
4. Public bench at Church Street pump garden: All woodwork to be cleaned by sanding and repainted.
INSURANCE: The Contractor is required to have a minimum of £5,000,000 public liability insurance for Contracts. A copy of the current Certificate of Insurance to this effect must be provided to the
Parish Clerk prior to commencement of the Contract. The Contractor shall indemnify the Council against any claim or proceedings for any injury or damage to any property or persons or animals as a result of negligence, poor workmanship or failure to notify the Council of any action likely to cause injury or damage to a third party.
HEALTH AND SAFETY: The Contractor shall accept full responsibility for compliance with the Health and Safety at Work Act and all other Acts and Regulations in respect of the work comprised in this
Contract.
Applicants are welcome to inspect the areas with prior arrangement with the Parish Clerk.
Tenders should be provided in writing to Helen du Bois, Parish Clerk, [address removed] by Friday 27th October, 2017 for consideration by the council at the meeting of the
Finance Committee on Thursday 2nd November, 2017.
All tenders must be in a sealed envelope clearly marked “Helmdon Asset Repairs 2017”

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
Minutes of the meeting of the Finance Committee of Helmdon Parish Council, held in the
Reading Room, Church Street, Helmdon on Thursday 2nd November, 2017.
Present : Cllrs Coatsworth, Moody, Thorpe, Vicars, and the Clerk (Helen du Bois).
In attendance: No members of the public
1. Apologies for absence
Apologies were accepted from Cllr Garner.
2. Declarations of Interest
None
3. Approval and signature of the minutes of the meeting of 11th September, 2017
The minutes were approved by all and signed by the Chairman without amendment.
4. Matters arising
Item 4(6): The Clerk presented a draft Documentation Schedule which included a calendar of standing agenda items for both the Finance Committee and Full Council. The document was well supported and councillors agreed to review the contents and contact the clerk if they had anything to add.
Action: All Councillors to review the draft document and the Clerk to circulate a final version to full council.
Item 7: Cllr Coatsworth confirmed that the grant from the War Memorials trust is only valid for a year – it will be withdrawn in August 2018.
5. Open Forum
None
6. To receive an update from the Clerk on the Parish Council’s Workplace Pension responsibilities.
The Clerk confirmed that on the staging date of 1st October 2017 the Council had no employees who met the criteria for automatic enrolment into a workplace pension. The
Council has made a declaration of compliance with The Pensions Regulator and the member of staff has been notified in writing. The Council will need to re-declare with The Pensions
Regulator in three years.
Page
8. To consider applying for a Unity Trust Bank Multipay purchase card
The Clerk explained the benefits of a Multipay purchase card from Unity Trust Bank and it was agreed that the £3.00 per month fees were acceptable. It was resolved to apply for one card for the Clerk with a £500 single spend limit. Cllrs Coatsworth and Moody agreed to be registered as Program Administrators.
Action: The Clerk to complete the paperwork and apply for the card.
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7. To approve the grant application to the 2017/18 Transparency Fund
It was agreed to submit a grant request of £513.56 which consists of £363.56 for staff costs and £150.00 web hosting fees.
Action: The Clerk to submit the grant request.
Minutes of the meeting of the Finance Committee, 2nd November 2017 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
9. To consider the tenders submitted for the bench and noticeboard repairs
The Clerk had received two quotations, both of which were considered in detail. It was resolved to accept the quotation received from Mobile Caretaking Services.
Action: The Clerk to instruct Mobile Caretaking Services.
Cllr Coatsworth explained that the noticeboard outside the Reading Room is beyond repair and needs to be replaced. The Council have already been provided with one quote and it was agreed to seek two further quotes.
Action: The Clerk to seek two further quotes for the replacement noticeboard.
10. To consider a request to reduce the height of the laurel hedge at Jenner’s
Piece
Cllr Coatsworth explained that the laurel hedge on Jenner’s piece was very overgrown and needed to be cut back. It was agreed to seek advice on how and when the work should be done after which a tender can be drawn up.
Action: Cllr Coatsworth and the Clerk to seek expert advice, the Clerk to draw up a tender document for the meeting on 22nd November 2017.
11. To consider the next steps for the Station Road/The Green land purchase.
The Clerk confirmed that the Council is now in possession of an accurate Transfer Deed which is ready for signing. The Clerk had previously circulated details of costs from 3
different conveyancers which range from £795 – £1700 exc. VAT. It was agreed to take advice from Northants CALC and a legally trained resident as to whether professional conveyancing services were recommended. It was also agreed to contact the Council’s insurance broker to enquire about indemnity policies.
Action: The Clerk to contact Northants CALC and Came & Company, Cllr Moody to contact Mr King
12. To consider the future extension of the burial ground
Cllr Vicars raised concern that the remaining land in the village burial ground is wet and eventually may not be fit for purpose. Although this is not an immediate problem, in the long term the Parish Council will need to secure further land. It was agreed to include consideration into budget plans to purchase new land in the future.
Action: The Clerk to include the Burial Ground in the sinking fund calculations during budget planning.
Page
14. To review the 2017/18 budget vs spend
The budget planning process that was used for 2017/18 was reviewed and it was agreed that it had been effective and accurate and should be used again for the 2018/19 budget plan.
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13. To approve the purchase of cradle seats for the play area
The playground committee had previously put forward a proposal to purchase two cradle seats for the toddler swings from Onlineplaygrounds.co.uk – this was approved.
Action: The Clerk to purchase the two seats.
Minutes of the meeting of the Finance Committee, 2nd November 2017 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
15. Preliminary consideration of the 2018/19 budget
The Clerk was asked to edit the budget planning sheet so that sinking fund values were not included in general spending.
It was agreed that each Councillor would put forward suggestions for values in the budget plan for consideration in the budget planning meeting in early January.
Action: The Clerk to edit the budget planning sheet. Councillors to consider values for the 2018/19 budget, the Clerk to send electronically.
16. Councillor questions
Cllr Coatsworth requested that the faulty streetlight at the top of Field Way be reported.
Action: The Clerk to report to E.On Maintenance.
Cllr Moody raised a recent email received from the Reading Room Management Committee in which the Council was asked to contribute to the legal fees that will be incurred when drawing up a new lease. It was agreed to recommend that they submit an application for a
Small Grant when the grants process is opened next April.
Action: The Clerk to reply to the email with the recommendation.
17. Close
The meeting was closed at 9:40pm. The next meeting of the Finance Committee will be
Thursday 11th January, 2018.
Signed________________ dated______________
Page
19
Councillor John Coatsworth, Chairman
Minutes of the meeting of the Finance Committee, 2nd November 2017 Author: Helen du Bois, Clerk