Annual Meeting Minutes May 2024

Minutes of the meeting held Tuesday 14th May, 2023 at 7.15 pm at the Village Hall
Present:  Councillors Jolly, Kelly, Pope and Sargisson
In attendance: Mrs J Pettitt (clerk), 2 members of the HMWT and 1 member of the public
The councillors must elect a chair and vice-chair before the meeting opens
To elect a chair for the year 2023/24 and sign declaration of acceptance of office
Resolved, proposed Cllr Pope, seconded Cllr Sargisson, to elect Councillor Kelly as Chair. Unanimously agreed.
Cllr Kelly signed the declaration of acceptance of office.
To elect a vice-chair for the year 2023/24 and sign declaration of acceptance of office
Resolved, proposed Cllr Kelly, seconded Cllr Sargisson, to elect Councillor Pope as Vice-chair. Unanimously agreed.
 Cllr Pope signed the declaration of acceptance of office.
The Chair opened the meeting at 7.25 pm
1. To receive and accept apologies for absence. Apologies from Councillors Klimowicz and Lehmann were received and accepted
2. To receive declarations of interest.
a) To receive declarations of interest from councillors on items on the agenda
b) To receive written requests for dispensations for declarable interests
c) To grant any requests for dispensation as appropriate.
No declarations or requests for dispensation received.
3. To confirm the minutes of the Albury Parish Council meeting held on Monday 2nd April 2024.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings.
4. To receive reports on actions agreed at the last council meeting
a) Purchase unsuitable for large vehicles sign for entrance to Patmore Heath – the clerk is still to order the one circulated.
b) Report tree in River Ash – no response received from HCC so the clerk will chase
c) New noticeboards (ask school if one can be hung outside) – school is in agreement and the clerk is to visit to agree the best size and location.
d) Purchase shared portable PA system – one was bought for £214, bills will be sent to the parties sharing it.
e) Object to digestate lagoon planning application – an objection was lodged.
f) Organise allotment plot 3 clearance – this has now been completed at a cost of £250
g) Purchase no fly tipping signs – the clerk will purchase the signs circulated.
h) Ask for opinions of new equipment in play area – the clerk is to put a notice in the newsletter and on Facebook
5. To receive petitions, comments and questions from the public
6. To consider planning applications
APPLICATION: 3/24/0710/HH PROPOSAL: Demolition of outbuilding and erection of log cabin AT: Auldebyre Clapgate Albury. No comment.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 2/4/24                                          £11,323.21
       Outgoings: 5/4/24   R Murdoch Strimmer battery               – £39.95
9/4/24   HAPTC annual subs       – £364.74
11/4/24 J Pettitt MS Office subs               – £79.99
11/4/24 Hundred Parishes Society annual subs         – £10.00
15/4/24 J Pettitt Portable PA system         – £214.00
19/4/24 B Simmons allotment clearance              – £250.00
23/424  E-scapes village hall mowing Apilr  – £300.00
10/5/24 Magi Associates (Ms J Hunter) internal audit – £120.00
       Income:      3/4/24   BT Wayleave        £36.01
3/4/24   BT Wayleave       £55.11
26/4/24 EHC Precept   £5000.00
3/5/24   VAT reclaim   £1480.02
      Balance at 14/05/24                         £16,515.67
8. To agree payments due
These are the expected regular payments for this financial year, paid by direct transfer:
HAPTC annual subscription £364.74
Litter picking 4 x £130 = £520
Clerk’s salary £1083.55 x 4 = £4334.20
Allotment mowing paid £1,030
Village hall mowing 21 x £100 = £2100, (village hall to pay half)
Verge maintenance 4 x £50 = £200
Defibrillator annual subs £151.20 x 2 = £302.40
Village Emergency Telephone System annual subs £120,
Microsoft Office subscription £79.99,
Krystal Hosting, village website hosting and domain name £84,
Play area inspection £69.60,
Hundred Parishes Society subs £10.00,
Parish Council Insurance £195.98,
R Murdoch for bedding plants up to £120 per year
Resolved, proposed Cllr Kelly, seconded Cllr Jolly, to approve payment of these regular payments for 2023/2024. Unanimously agreed.
9. To Sign the Annual Return and accounts previously circulated
Income and expenditure for the financial year both exceeded £25,000 so Albury Parish Council will be subjected to an external audit this year.
The internal audit was completed prior to the meeting by Magi Associates at a cost of £120.
The councillors reviewed the annual accounts sheets, Annual Governance Statement and Accounting Statements.
The public rights period will commence Monday 3rd June and end Friday 12th July.
Resolved, proposed Cllr Kelly, seconded Cllr Pope, to approve:
the annual accounts, the Annual Governance and Accounting statements for 2023/2024 and the public rights period of 3rd June to 12th July.
The statements were signed by the RFO/Clerk and the chair.
Unanimously agreed
10. To receive the clerk’s report (for information only).
11. To receive an update from HMWT regarding their management plans for Patmore Heath
Two members of the HMWT updated the councillors on their management program. Work such as sapling popping, rush cutting and pond clearance has recently been undertaken mainly by volunteers under the guidance of the HMWT site manager. Sheep graze at the site to keep scrub under control in some areas. Areas where sheep can’t graze are mowed and raked.
The HMWT’s objectives are to continue reducing tree cover, continue removing saplings, manage the invertebrate creatures and ponds, maintain rare sphagnum mosses, and continue with scrub removal.
12. To discuss the repair of land at Patmore Heath damaged by a haulage lorry
Keith Wheatley repaired the land and his invoice for £480 was submitted to Piper Transport on 23rd April.
The clerk followed up on 29th April and was told the invoice would be paid that week.
It had not been paid by 9th May so the clerk chased again. They apologised and said it was missed off their payment run and will now be sent on 29th May.
13. To discuss the progress of the purchase of three new village noticeboards
The school is happy for a noticeboard to be placed outside their grounds.
The clerk is to visit to check the best size and location.
Most noticeboards seem to have magnetic backs which are not suitable so the clerk is still looking for examples where pins can be used.
14. To discuss the Stansted Airport night flight consultation
Councillor Kelly drafted a response which the other councillors agreed with. Action: clerk to submit the parish council’s response. Action: clerk to put a message on Facebook to encourage responses from residents.
15. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 4th June 2024 at 7.15 pm at the Village Hall
Noticeboards, update of signage at Patmore Heath, update of no fly tipping signs, update of traffic steering meeting, recruitment of litter pickers, new Albury Play Space Trustees, Petanque court progress, mew play equipment progress, River Ash clearance, Hemlock clearance
The Chair closed the meeting at 9.10 pm