Annual Meeting Minutes May 2021

Minutes of the meeting held Tuesday 4th May 2021 at 7.00 pm via zoom

Present: Councillors Jolly, Davis, and Klimowicz
In attendance: Mrs J Pettitt and 9 members of the public

The Chair opened the meeting at 7.05 pm

1. To elect a chair for the year 2021/22
Resolved, proposed Cllr Jolly, seconded Cllr Klimowicz, to elect Councillor Davis as Chair. Unanimously agreed. Cllr Davis will sign the declaration of acceptance of office at the June meeting.

2. To elect a vice-chair for the year 2021/22
Resolved, proposed Cllr Klimowicz, seconded Cllr Davis, to elect Councillor Jolly as Vice-chair. Unanimously agreed. Cllr Jolly will sign the declaration of acceptance of office at the June meeting.

3. To receive and accept apologies for absence
Apologies were received and accepted from Councillors Clayden and Walne.

4. To receive declarations of interest.

5. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 6th April 2021
Resolved, that these minutes be agreed as a true and accurate record of the proceedings They will be signed and passed to the clerk for filing.

6. To receive reports on actions agreed at the last council meeting
To be addressed in specific agenda points.

7. To receive petitions, comments and questions from the public
Members of the public asked if the parish council would check the conditions of the lease agreement between the parish council and the Herts & Middlesex Wildlife Trust (HMWT) in relation to maintenance requirements. The clerk agreed to do obtain a copy.
The residents asked the parish council to ask HMWT if they agree that debris blocking the ditch caused damage to the access way.

8. To consider planning applications
No notifications received.

9. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 6/4/2021 £12,739.66
Payments: £1,871.09
Receipts: Precept £4,000.00
Available balance at 4/5/2021 £14,868.57
Unpresented cheque £336.51
Balance per bank statement £15,205.08

10. To agree the figures on the Annual Return and certify that Albury Parish Council is exempt from a Limited Assurance Review
Albury Parish Council is exempt as we have received less than £25,000 and spent less than £25,000 this year.
Resolved, proposed Cllr Davis, seconded Cllr Jolly, to certify Albury Parish Council is exempt from a Limited Assurance Review and that the Annual Return is approved. Unanimously agreed.

11. To note that the insurance renewal is automatic this year
At last year’s annual meeting it was agreed to sign a three-year fixed-rate insurance policy. The premium due is £247.77

12. To agree payments due
Community First Insurance £247.77
Resolved, proposed Cllr Davis, seconded Cllr Jolly, to make the payment due to Community First Insurance. Unanimously agreed.

13. To receive the clerk’s report (for information only)
I’ve received queries regarding a planned festival at Church End on 20th and 21st August 2021 and have made enquiries about it with East Herts. This has been granted a licence and local residents were consulted.

14. To discuss any quotes received for the repair of the access way at Patmore Heath
The residents have received a quote of £3,200 + VAT. The parish council has received a quote of £5,710. Some residents have formed a committee to represent all residents who use the access way. The parish council requested confirmation that all residents are happy to be represented in this way. The parish council asked for assurances that the repair the residents have been quoted for will be fit for purpose.

15. To discuss new quotes received to replace the playground fence
The contractor booked to replace the fence can no longer carry out the work. Two new quotes have been received, one is £5,600 and the other is £4,800 if posts are driven in or £5,600 if posts are dug and cemented. One more verbal quote of £5,500 which includes cemented posts has been received. The playground committee chose the third quote as one member has prior experience with the contractor.

16. To discuss the process required for residents to organise a DriveSafe campaign
Residents can organise a DriveSafe campaign if a petition with the signatures of at least 10 local residents is submitted. The parish council will support this but residents need to volunteer.
17. To hear from anyone interested in filling the parish councillor vacancy

A member of the public joined this meeting to see what being a parish councillor involves. She found the meeting interesting, and the councillors invited her to fill the vacancy. She is particularly interested in helping to resolve speeding in the village. She is considering joining us and will contact the clerk with a decision. Hopefully, she will be co-opted at the June meeting.

18. To suggest agenda items for the Parish Council meeting to be held on Tuesday 1st June
Bank signatory update, traffic calming, DriveSafe campaign, discuss repair costs of Patmore Heath access way, co-opt new parish councillor.