Annual Parish Council Meeting May 2023

Minutes of the meeting held Tuesday 9th May, 2023 at 7.15 pm at the Village Hall
Present:  Councillors Kelly, Klimowicz and Jolly
In attendance: Mrs J Pettitt (clerk) and 2 members of the public
The councillors must accept their new term of office and elect a chair and vice-chair before the meeting opens
1. To complete declarations of acceptance of office of parish councillor
The three councillors duly signed the forms.
2. To elect a chair for the year 2023/24 and sign declaration of acceptance of office
Resolved, proposed Cllr Jolly, seconded Cllr Kelly, to elect Councillor Klimowicz as Chair. Unanimously agreed. Cllr Klimowicz signed the declaration of acceptance of office.
3. To elect a vice-chair for the year 2023/24 and sign declaration of acceptance of office
Resolved, proposed Cllr Jolly, seconded Cllr Klimowicz, to elect Councillor Kelly as Vice-chair. Unanimously agreed. Cllr Kelly signed the declaration of acceptance of office.
The Chair opened the meeting at 7.20 pm
4. To receive and accept apologies for absence. None.
5. To receive declarations of interest. None.
6. To confirm the minutes of the Albury Parish Council meeting held on Monday 7th March 2023.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings.
7. To receive reports on actions agreed at the last council meeting
These will be reported in agenda points.
8. To receive petitions, comments and questions from the public. None
9. To hear from any residents interested in becoming parish councillors and co-opt up to three
To residents attended and expressed interest in becoming councillors. The three current councillors agreed they should be co-opted. Resolved, proposed Cllr Klimowicz, seconded Cllr Kelly, to co-opt Anne Sargisson as parish councillor. Unanimously agreed. Anne signed the declaration of acceptance of office. Resolved, proposed Cllr Klimowicz, seconded Cllr Kelly, to co-opt Michelle Lehmann as parish councillor. Unanimously agreed. Michelle signed the declaration of acceptance of office.
10. To consider planning applications. None.
11. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 7/3/2023                          £9,521.78
       Outgoings: Clerk’s salary   £1018.55
         Litter picker 1    £130.00
                 Litter picker 2     £130.00
         Village hall mowing April x 2       £200.00
         MS Office annual subs      £79.99
         Flowers at village sign      £44.95
       Income:     Wayleave                      £36.01
        Wayleave                  £55.11
        Precept              £5,000.00
      Balance at 09/05/23                         £13,009.41
A new mandate change form was signed to remove old signatories and add the current councillors.
12. To Sign the Annual Return and accounts previously circulated
Expenditure for the financial year did not exceed £25,000 so Albury Parish Council is exempt from an external audit.
The councillors reviewed the annual accounts and signed the certificate of exemption and annual governance statement. The clerk suggested the internal auditor used previously, Paul Chapman of Magi Associates. He is available to audit the accounts on 10th May. The public rights period will begin Monday 3rd July and end Friday 11th August.
Resolved, proposed Cllr Jolly, seconded Cllr Kelly to approve:
the annual accounts, the Annual Governance and Accountability Return 2022/23,
Paul Chapman (Magi Associates) as internal auditor at a cost of £144, the public rights period of 3rd July to 11th August.
Unanimously agreed.
13. To agree payments due
One Hundred Parishes subscription £10, Krystal website hosting £47.99, HAPTC subscription £344.48. Total: £402.47
Resolved, proposed Cllr Klimowicz, seconded Cllr Kelly, to approve the payments due. Unanimously agreed.
14. To consider the insurance renewal quote
A one year renewal will cost £206.30. Alternatively, a three year renewal will be £195.99 per year for the next 3 years. Resolved, proposed ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬Cllr Lehmann, seconded Cllr Kelly, to renew the insurance with Community First for 1 year/3 years. Unanimously agreed.
15. To receive the clerk’s report (for information only). None.
16. To discuss any further information received regarding the Stansted airport flight path changes
Councillor Kelly is to make a freedom of information request via the Civil Aviation Authority to find out exactly what the changes to flight paths have been to date across Albury. She has discovered the consultation has been delayed. Other parish councils are to be contacted to see if their parishes have noticed increased aircraft noise. A noise monitor is to be installed at Patmore Heath in June to gather noise data.
17. To discuss the progress of the grant request from the UK Shared Prosperity Funds to add cameras, lights, a new awning and repair the patios at the village hall
An application as submitted in April and e are awaiting the outcome. The clerk agreed to check the progress.
18. To agree to order a wooden tractor and trailer for the play area to be paid for by the Albury Santa funds
The tractor and trailer will cost £3418 + VAT including installation. The Albury santa team are happy with this choice. They will donate this cost to the playground committee who will donate it to the parish council who can reclaim the VAT.
A deposit of £2050.80 (including VAT) is due at point of order.
Resolved, proposed Cllr Kelly, seconded Cllr Klimowicz, order the tractor/trailer and pay the deposit due. Unanimously agreed.
19. To draw the third quarter 200 club number
Number 16 was drawn.
20. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 6th June 2023 at 7.15 pm at the Village Hall
Is the Anthropos Festival planned again? Aircraft noise, UKSPF grant, memorial garden at the allotments, 11th June meeting with Stansted team, free planters from EHDC, volunteering day
The Chair closed the meeting at 8.00 pm
Signed…………………………………..              Date………………………..