Category: Minutes (Page 5 of 12)

Albury Parish Council was unable to meet in April 2020 because of COVID-19 restrictions

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 3rd March 2020 at 7.15 pm at the Village Hall

Present: Councillors Clayden, Jolly, and Kent
In attendance: Mrs J Pettitt and 1 member of the public

The Chair opened the meeting at 7.15 pm

1. Councillor Jolly to sign declaration of acceptance of office
The acceptance of office was signed by Councillor Jolly and the clerk
2. To receive and accept apologies for absence.
Apologies from Councillors Davis, Hoyes and Muller were received and accepted.
3. To receive declarations of interest. None.
4. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 4th February 2020.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
5. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
6. To receive petitions, comments and questions from the public
Graham Frary from the Middlesex Automobile Club told the Parish Council about the Hertfordshire Stages Rally which is planned on 12th July 2020. It will pass through Furneux Pelham and roads will be closed. If anyone would like more information. they can contact Graham directly by emailing grahamfrary@tiscali.co.uk
Councillor Jolly reported drainage issues causing floods outside the school plus a dangerous tree in Albury End and agreed to report both to East Herts Council.
7. To consider planning applications.
APPLICATION: 3/20/0339/FUL PROPOSAL: Conversion of garage to self-contained dwelling together with elevational alterations including the erection of two dormer windows. AT: Walnut Tree Cottage Patmore Heath Albury. NO COMMENT
APPLICATION: 3/20/0335/LBC PROPOSAL: Demolition of single storey side extension. Erection of a single storey side extension. Removal of first floor flank window and the insertion of a conservation roof light. AT: Pightle Cottage Patmore Heath Albury Ware Hertfordshire. NO COMMENT
8. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 4/2/2020 £12,480.13
Income: Bank interest £3.51
Balance at 3/3/2020 £ 12,483.64
Plus unpresented cheques £63.04
Balance per bank statements £12,546.68
9. To agree payments due
Clerk for printer paper and ink £65.98, Hundred Parishes subscription £10. Total: £75.98
Resolved, proposed Councillor Clayden, seconded Councillor Kent, that the payments due be paid. Unanimously agreed.
10. To receive the clerk’s report (for information only)
A VAT reclaim for £1675.23 has been submitted.

11. To receive any update from the playground committee and discuss future plans
Charity status has been approved. The parish council has to sign a declaration to submit to the charity commission confirming the land will always be a play area and will never be sold or subjected to a change of use.
12. To receive an update of a meeting held with Jeremy Kent, John Bosworth and Geoff Williamson regarding proposed changes to Patmore Heath Conservation area
This meeting took place on 17th February. An executive meeting is scheduled for 27th April. Residents’ feedback is to be acknowledged. There will be no change in development potential as a result of this consultation and it us also unrelated to any wildlife conservation plan in the area.
13. To discuss the risk assessment of the removal of collapsed fencing between the village hall and the river
The playground and village hall patio fence need to be repaired to ensure both are secure. The broken fencing along the river Ash can then be removed with no risk to hall and playground users. Resolved, proposed Councillor Kent, seconded Councillor Clayden, that the broken fencing along the River Ash should be removed. Unanimously agreed.
14. To discuss any information received from Herts Highways regarding who is responsible for maintaining the road and ditches from Patmore Heath towards Hixham Hall
No reply has been received and so Councillor Kent is to follow up.
15. To review the allotment agreements before reissue
We need to review any pesticide restrictions in weed killers before issuing new agreements..
16. To gather new signatory information for a bank mandate update
On-going.
17. To discuss tree work quotes for village hall area
Quotes to tidy trees in front of the hall, beside the car park and in the playground, and to remove two dead trees have been sought. We are still waiting for one quote. The parish council will pay for the work which is expected to be in the region of £1,500 excluding VAT. Resolved, proposed Councillor Kent, seconded Councillor Jolly, that the parish council will pay for the cost of the recommended tree works. Unanimously agreed.
18. To discuss supporting the Local Electricity Bill
Postponed until all councillors have familiarised themselves with the bill.
19. To discuss maintenance requirements at the village hall
The village hall committee are to get quotes for slipped tiles, outside decoration, gutter clearance and fence repairs.
20. Draw January, February and March 200 club numbers
Numbers 199, 71 and 9 were drawn.
21. To discuss organizing the Annual Easter Egg Hunt and set a budget as necessary
Resolved, proposed Councillor Kent, seconded Councillor Jolly, that a budget of £200 be allowed. Unanimously agreed.
22. To suggest agenda items for the Parish Council meeting to be held on Tuesday 7th April 2020 at 7.15 pm at the village hall
Allotment agreements, tree quotes, fencing, hall maintenance, invite East Herts rep to discuss roads, paths and who is responsible.

The Chair closed the meeting at 8.25 pm

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 4th February 2020 at 7.15 pm at the Village Hall

Present: Councillors Clayden, Davis, Kent and Hoyes
In attendance: East Herts Councillor Williamson and 1 member of the public

The Chair opened the meeting at 7.20 pm

1. To receive and accept apologies for absence.
Apologies from Councillor Muller and Mrs Pettitt were received and accepted.
2. To receive declarations of interest. None.
3. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 14th January 2020.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
4. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
5. To receive petitions, comments and questions from the public
The playground committee asked if the VAT charged could be donated back to the once it has been reclaimed.
An MOP asked if 20 MPH could be imposed along the road outside the school.
6. To consider planning applications.
None.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 14/1/2020 £14,393.21
Outgoings: As agreed 14/1/2020 £1,913.08
Balance at 4/2/2020 £ 12,480.13
Plus unpresented cheques £193.04
Balance per bank statements £12,673.17
8. To agree payments due
None due.
9. To receive the clerk’s report (for information only)
None
10. To hear from anyone interested in filling the parish councillor vacancy
Kate Jolly expressed and interest in joining and the councillors agreed she should be co-opted.
Resolved, proposed Councillor Kent, seconded Councillor Davis, that Kate Jolly should be co-opted to the office of parish councillor. Unanimously agreed.
Kate will sign the acceptance of office at the next meeting due to the absence of the clerk.
11. To receive any update from the playground committee and discuss future plans
The playground committee is in the process of applying for charitable status.
12. To discuss the draft Albury parish plan and any comments received
Suggestions from residents were incorporated and the plan will be reviewed again at the next meeting. The chairman is to ask for a copy to be added to the newsletter and will pin modified copied to the noticeboards.
13. To receive an update of the Patmore Heath Conservation Area Appraisal
All comments from residents are being considered.
Damage to Patmore Heath from car parking is to be discussed with the Herts & Middlesex Wildlife Trust at our May meeting as part of the HMWT management plan.
14. To discuss the risk assessment of the removal of the collapsed fencing between the village hall and the river
Councillors Kent and Clayden agreed to assess the fencing. It is believed that the parish council own the land surrounding the hall.
15. To discuss who is responsible for keeping the River Ash clear
Councillor Kent contacted the Environment Agency in January but has had no feedback.
16. To report on any information received from Herts Highways regarding who is responsible for maintaining the road and ditches from Patmore Heath towards Hixham Hall
None received as yet.
17. To review the allotment agreement before reissue
Deferred to next meeting.
18. Discuss quotes received for creating a new village website using WordPress and migrating the content of the existing website
D Muller has quoted £430 and XS Creativity has quoted £500. As D Muller created the current site it was agreed to accept his quote.
Resolved, proposed Councillor Davis, seconded Councillor Clayden, that D Muller should create the new website on WordPress. Unanimously agreed.
19. To gather new signatory information for a bank mandate update
The clerk will email the councillors to be added and request the information necessary as the forms are now completed by Barclays over the phone.
20. To discuss necessary tree works at the village hall and play area
There is no evidence of TPOs on the trees in question so the clerk will ask local companies to provide quotes:
21. To discuss supporting the Local Electricity Bill
Councillor Kent is to send information to the other councillors.
22. Draw January and February 200 club numbers
Postponed
23. To suggest agenda items for the Parish Council meeting to be held on Tuesday 3rd March 2020 at 7.15 pm at the village hall
Kates acceptance of office, Parish Plan, Local Electricity Bill, Tree work at the hall, website progress, ditches on road to Hixham Hall, River Ash clearance, fencing behind village hall, Allotment agreements, Update on meeting held with Jeremy Kent, John Bosworth and Geoff Williamson regarding proposed changes to Patmore Heath Conservation area, village hall maintenance

The Chair closed the meeting at 8.15 pm

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 14th January 2020 at 7.15 pm at the Village Hall

Present: Councillors Clayden, Davis, Kent and Muller
In attendance: Mrs J Pettitt (parish clerk) and 1 member of the public

The Chair opened the meeting at 7.20 pm

1. Anita Clayden to sign acceptance of office and DPI form
The acceptance of office and DPI forms were signed.
2. To receive and accept apologies for absence.
Apologies from Councillor Hoyes were received and accepted.
3. To receive declarations of interest. None.
4. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 5th November.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
5. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
6. To receive petitions, comments and questions from the public
A member of the public reported that the lane from Patmore Heath towards Furneux Pelham has a build-up of mud along its centre and that drainage is poor due to blocked gullies and ditches. The chairman agreed to forward this information to highways and ask if they are responsible for its maintenance.
7. To consider planning applications.
None.
8. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 5/11/2019 £14,521.92
Outgoings: As agreed 5/11/19 £127.45
Remembrance wreath £20.00
Income: Bank charges refunded £15.48
Interest £3.26
Balance at 14/1/2020 £14,393.21
9. To agree payments due
Clerk’s salary Q3 £758.55, Litter picker 1 Q3 £130 Litter picker 2 Q3 £130, Grass Cutters & Co £195, A Cooper (sign/railing clearance) £636.49, N Davis for fencing materials for tree at village hall £63.04 Total £1,913.08
Resolved, proposed Councillor Kent, seconded Councillor Davis, that the payments due be paid. Unanimously agreed.
10. To receive the clerk’s report (for information only)
None
11. Councillors to sign the Standing Orders, Financial Standing Orders and Code of Conduct
Councillors Clayden and Muller signed the above (previously circulated).
12. Chair and 2 councillors to sign the completed precept form
A precept of £8,000 was agreed at the last meeting.
Councillors Kent, Davis and Clayden signed the precept form
13. To receive any update from the playground committee and discuss future plans
No update received.
14. To discuss the new village sign site maintenance progress
The clearance has been completed and invoices totalling £636.49 received.
15. To receive feedback from ‘Speeding and & Various Traffic Issues’ meeting
Two of our parish councillors met with other local councillors and representatives from the police, highways and the county council to discuss speeding and other traffic issues.
Speeding cars was deemed to be the biggest issue. Data collected from the radar speed signs is to be analysed and compared to previous traffic survey results. Some areas currently with 60 MPH limits may be lowered to 40 MPH. HGVs travelling through the village to have permits to do so. There is nothing can be done to prevent them travelling legitimately to local businesses. The Clapgate/Albury Road junction is due to be resurfaced and give way lines will be added. The hill between the village hall and the school will hopefully have its speed limit reduced to 40 MPH. It was noted that there is a need for a safe path to enable a safer walk to school. This will be discussed at the next meting of the group.
16. To discuss the progress of the Albury parish plan
A draft copy is ready and will be published for residents to access and provide input. It will be finalised at the 4th February 2020 meeting.
17. To discuss the condition of the fencing between the village hall and the river and whether it should be removed or replaced
This has fallen down and is mostly beyond repair. A risk assessment is to be undertaken and discussed at the next meeting.
18. To review the allotment agreements before reissue
Councillor Davis is to add a plan of the allotment with clear boundaries marked.
19. To receive an update on the asbestos waste dumped on Albury verges
The chairman reported asbestos waste on various Albury verges. They were collected by East Herts. Some were missed and this was reported. These were collected at a later date.
20. To review further quotes received for creating a new village website using WordPress and migrating the content of the existing website
None received yet. To be added to the next meeting agenda
21. Draw December 200 club number
Number 177 was drawn.
22. To suggest agenda items for the Parish Council meeting to be held on Tuesday 4th February 2020 at 7.15 pm at the village hall
Playground update, Parish Plan, Feb 200 Club draw, bank mandate change, website update, Patmore Heath Appraisal, can Patmore Heath speed limit be lowered to 20 MPH, updating asset register to include laptop/radar speed signs/new village sign, River Ash – who is responsible for keeping it clear? Tree work at the village hall and playground.

The Chair closed the meeting at _______ pm

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 5th November 2019 at 7.15 pm at the Village Hall

Present: Councillors Davis, Hoyes and Kent
In attendance: Mrs J Pettitt (parish clerk), district councillor Geoff Williamson and 5 members of the public

The Chair opened the meeting at 7:20 pm

1. To receive and accept apologies for absence.
Apologies from councillor Muller were received and accepted.
2. To receive declarations of interest. None.
3. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 1st October 2019.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
4. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
5. To receive petitions, comments and questions from the public
Five members of the public attended to give their views of the Patmore Heath Conservation Area appraisal. They queried specific inclusions and exclusions detailed in the appraisal. It was agreed that Albury Parish Council would respond to the appraisal and include all the points raised.
6. To consider planning applications.
None.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 1/10/19 £16,168.02
Outgoings: As agreed 1/10/19 £1,636.10
Stansted Airport Trust £10.00
Income:
Balance at 5/11/19 £14521.92
8. To agree payments due
Pippin Trees £55.90, Village Sign flowers £31.08, Clerks Expenses £40.47 Total £127.45
Resolved, proposed Councillor Kent, seconded Councillor Davis, that the payments due be paid. Unanimously agreed.
9. To receive the clerk’s report (for information only)
A resident asked if the speed limit at Patmore Heath can be lowered to 20 mph as it is an SSSI and also not suitable for 30 mph due to the size of the road and the number of pedestrians, riders and wildlife. Many visitors and even residents drive to quickly.
10. To hear from any residents interested in filling the parish councillor vacancies
Anita Clayden expressed an interest. Resolved, proposed Councillor Kent, seconded Councillor Davis, that Anita Clayden should be cop-opted to the office of parish councillor. Unanimously agreed.
This leaves one vacancy to fill.
11. Councillors who have not already done so to sign the Standing Orders, Financial Standing Orders and Code of Conduct circulated for review prior to the meeting
Postponed.

12. To agree the budget and set the precept for the next financial year
The budget for next year was approximated to be £8,600. Last year the precept was set at £8,000 and it was agreed that it should remain the same this year.
Resolved, proposed Councillor Davis, seconded Councillor Hoyes, that the precept should be set at £8,000. Unanimously agreed.
13. To discuss the new village sign site maintenance progress
Clearance has started and is expected to be completed soon.
14. To discuss them progress of the plan for other regular village maintenance
It is estimated other regular maintenance could cost £1,600 per year. This will be included in the village plan.
15. To receive any update from the playground committee
None.
16. To discuss the progress of the Albury parish plan
It is planned to include playground improvements and social isolation. The draft will be pinned to the noticeboards and uploaded to Facebook for residents to give their input.
17. To discuss the quote for creating a new village website using WordPress and migrating the content of the existing village website to it @ £430
One quote has been received. Two more are to be sought for compliance purposes.
18. To discuss planting Catherine’s tree which is due to be delivered w/c 2nd December
Dates of 7th or 8th December were suggested and will be confirmed with the family.
19. To discuss the Patmore Heath Conservation Area appraisal in light of the 22nd October meeting
The parish council will send feedback including residents comments by 3rd December.
20. To discuss the possible prevention of certain heavy goods vehicles driving through the village
We have to establish if any vehicles are in contravention of their licenses and which vehicles are causing the worst problems. Large vehicles speeding in the 30 MPH zone are an issue. Councillor Williams suggested we arrange a meeting with police and highways at County Hall.
21. To review the allotment agreements before reissue
The agreement is to be reviewed before reissue to allotment holders.
22. To draw the November 200 club numbers
Number 164 was drawn.
23. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 14th January 2020 at 7.15 pm at the Village Hall
Playground update, Parish Plan, December and January 200 Club draw, bank mandate change to add new signatories, website update, Patmore Heath Appraisal, can Patmore Heath speed limit be lowered to 20 MPH, fencing between village hall and river, updating asset register to include laptop, radar speed signs, new village sign, feedback from ‘Speeding and & Various Traffic Issues’ meeting of 8th Jan

The Chair closed the meeting at 8:45 pm

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 1st October 2019 at 7.15 pm at the Village Hall

Present: Councillors Davis, Hoyes, Kent and Muller
In attendance: Mrs J Pettitt (parish clerk) and district councillor Geoff Williamson

The Chair opened the meeting at 7.20 pm

1. To receive and accept apologies for absence.
Apologies from councillor Muller were received and accepted.
2. To receive declarations of interest. None.
3. To confirm the minutes of the Albury Parish Council annual meeting held on Tuesday 3rd September 2019.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
4. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
5. To receive petitions, comments and questions from the public
None.
6. To consider planning applications.
APPLICATION: 3/19/1956/HH PROPOSAL: Change to roof pitch to rear elevation. Alterations to fenestration at first floor level. AT: Mill Cottage Patmore Heath Albury.
No comments.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 3/9/19 £10,832.29
Outgoings: As agreed 9/3/19 £195.00
Income: September precept £4,000.00
Litter picking grant £1,530.73
Balance at 1/10/19 £16,168.02
8. To agree payments due
Clerk’s salary quarter 2 £758.55, Litter Picker 1 Q2 £130.00, Litter Picker 2 Q2 £130.00, External Auditor £240.00, EHC Election Services £51.15, CHBT Annual fee £302.40, Website hosting £24.00 Total £1,636.10
Resolved, proposed councillor Davis, seconded Councillor Kent, that the payments due be paid. Unanimously agreed.
9. To receive the clerk’s report (for information only)
None.
10. To hear from any residents interested in filling the parish councillor vacancies
Albury resident, Anita Clayden expressed an interest in joining. A vacancy notice is due to be displayed and if an election isn’t called the parish council will be in a position to co-opt at the next meeting.
11. Councillors to sign the Standing Orders, Financial Standing Orders and Code of Conduct circulated for review prior to the meeting
These were duly signed by the councillors present.
12. Councillors to review the Data Protection Policy previously circulated
No changes were deemed necessary.
13. To discuss the budget for the next financial year to be approved at the November meeting
Previous accounts and last year’s budget will be circulated to the councillors in order to accurately project a budget for next year. The new sign value will be added to the asset register.
14. To discuss the new village sign site maintenance
One clearance quote of £925 has been received and another of £550. The second quote came from a local gardener who will also maintain the site for £87 per visit.
Resolved, proposed councillor Davis, seconded Councillor Hoyes, that the £550 quote should be accepted. Unanimously agreed. Councillor Kent is to contact the person and book a date for the work to commence.
15. To discuss the plan for other regular village maintenance requirements
Councillor Davis is to review he allotment agreements in readiness for reissue. The person who quoted for the village sign site is to be asked to quote for the maintenance of the hedges in the village hall car park. Councillor Kent is to issue a maintenance plan.
16. To receive any update from the playground committee
None.
17. To discuss the progress of the Albury parish plan
Ray Murdoch is happy to keep up the defibrillator checks. The village maintenance schedule is in hand. Residents opinions are to be sought by adding a notice to the newsletter and Facebook.
18. To discuss changing to a WordPress website
We have asked for a quote and advice from local designer, David Muller.
19. To discuss Catherine’s tree and fencing
Councillors Kent and Davis are happy to install protective fencing once the tree is in place. He clerk will ask Catherine’s family to suggest a date and then confirm the tree can be delivered by then.
20. To discuss how to deal with any future cars abandoned at the village hall
Councillor Williamson said to contact him should the situation arise.
21. To receive any response from our community PC with regards to local crime and other issues
Postponed.
22. To draw the October 200 club numbers
Number 126 was drawn.
23. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 5th November 2019 at 7.15 pm at the Village Hall
Playground update, Catherine’s tree planting date, Parish Plan, November 200 Club draw, mandate change to add new signatories, website update, co-option of new councillors

The Chair closed the meeting at 8.20 pm

ALBURY PARISH COUNCIL MEETING
Minutes of the meeting held Tuesday 3rd September 2019 at 7.15 pm at the Village Hall

Present: Councillors Hoyes, Kent and Muller
In attendance: Mrs J Pettitt (parish clerk)

The Chair opened the meeting at 7.20 pm

1. To receive and accept apologies for absence.
Apologies from Councillors Vicary and Walne received and accepted. No word from Councillor Davis.
2. To receive declarations of interest. None.
3. To confirm the minutes of the Albury Parish Council annual meeting held on Monday 8th July 2019.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
4. To receive reports on actions agreed at the last council meeting
To be reported in specific agenda points.
5. To receive petitions, comments and questions from the public
None.
6. To consider planning applications.
APPLICATIONS: 3/19/1708/HH and 3/19/1709/LBC. PROPOSAL: Demolition of existing single storey side extension. New Single storey side extension. Block existing side first floor window. New Conservation roof light. AT: Pightle Cottage, Patmore Heath, Albury
No comments.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 8/7/19 £20,364.09
Outgoings: As agreed 8/7/19 £10,446.20
Income: UK Power Wayleave £29.90
New Housing Bonus Grant £882.00
Interest £2.50
Balance at 3/9/19 £10,832.29
8. To agree payments due
Allotment mowing for April to June, £195.00 Total £195.00
Resolved, proposed Councillor Muller, seconded Councillor Kent, that the payments due be paid. Unanimously agreed.
9. To receive the clerk’s report (for information only)
Councillors Vicary and Walne have handed in their resignations.
10. To hear from any residents interested in filling the parish councillor vacancies and to co-opt any new members
None.
11. To discuss the tree provider suggested date for the planting of a tree in memory of Catherine Hibberd
The supplier said the chosen tree should be planted in December. The clerk will ask the family to choose a date.
12. To discuss the new village sign site maintenance contract
Deferred to next meeting so Councillor Davis can give an update.

13. To discuss a plan for other regular village maintenance requirements
The parish council is responsible for the hedges in the village hall car park, the village hall play area and the allotment gardens. They will also keep the area surrounding the new village sign clear. Councillor Kent agreed to draft a plan.
14. To discuss the A120 bypass works and note their plan to hold monthly surgery sessions at Little Hadham village hall
The A120 Little Hadham bypass team are to hold monthly surgery sessions at Little Hadham village hall from 5.30 pm to 7.30 pm on the first Tuesday of each month. Residents can attend if they have any queries about the ongoing works.
15. To receive any update from the playground committee
None.
16. To discuss the format and content of a parish plan for Albury
Councillor Kent has created a template. The clerk agreed to circulate the following documents: the parish council asset register, title registers of land owned by the parish council, councillors code of conduct, Standing Orders, Financial Regulations, GDPR information.
The website needs some attention and the clerk agreed to discuss the requirements with the designer.
Councillor Kent agreed to update the template plan to review at the next meeting,
17. To receive any response from our community PC regarding the invite to attend a meeting to discuss any local crime issues
Councillor Muller agreed to make contact to discuss local crime and antisocial behaviour.
18. To draw the August and September 200 club numbers
Number 152 was drawn for August and number 10 for September.
19. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 1st October 2019 at 7.15 pm at the Village Hall
Playground update, Catherine’s tree, Parish Plan, regular village maintenance plan, October 200 Club draw, mandate change to add new signatories, all councillors to sign various documents circulated since last meeting, website update

The Chair closed the meeting at 8.40 pm

ALBURY PARISH COUNCIL MEETING

Minutes of the meeting held Monday 8th July 2019 at 7.15 pm at the Village Hall
Present: Councillors Davis, Kent and Walne
In attendance: Mrs J Pettitt (parish clerk) and 5 members of the public

The Chair opened the meeting at 7.20 pm

1. To receive and accept apologies for absence.
None.

2. To receive declarations of interest. None.

3. To confirm the minutes of the Albury Parish Council annual meeting held on Monday 8th April and Tuesday 14th May 2019.
Resolved, that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.

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

5. To receive petitions, comments and questions from the public
None.

6. To consider planning applications.
APPLICATION: 3/19/1375/PNHH PROPOSAL: Single storey rear extension: Depth 4.3 metres, Maximum height 3.5 metres, Eaves height 2.6 metres. AT: 7 Parsonage Lane Albury. No comments.

7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 14/5/19                    £14,902.99
Outgoings: As agreed 14/5/19     £4,292.80
Sign installation                                 £485.00
Income:       VAT refund                  £1,818.31
Interest                                                      £5.59
Albury Playspace                             £8,415.00
Balance at 8/7/19                     £20,364.09

8. To agree clerk’s salary adjustment
Salary increases for clerk and RFO awarded on April 2016 and 2017 were not applied. This means £114.66 of backpay is due. The clerk and RFO hourly rate as of 1st April this year is £11.67 and so the quarterly payment due on 30th June is £758.55
Resolved, proposed Councillor Davis, seconded Councillor Kent, that the backpay due is awarded to the clerk and the new hourly rate of £11.67 is adopted. Unanimously agreed.

9. To agree payment of any playground invoices received by 8th July
An invoice for the balance of £8,910 has been received. Albury Playspace has forwarded £8,415 towards this and the difference of £495 is to be paid from the VAT reclaimed from the deposit invoice.
Resolved, proposed Councillor Kent, seconded Councillor Davis that the invoice be paid. Unanimously agreed.

10. To agree payments due
HAPTC councillor training £140, internal audit £120, J Kent for leavers gift £22.99, Litter picker 1 £130, Litter picker 2 £130, clerk/RFO salary and backpay £873.21, Playground invoice balance £8,910.00. CHBT 120.00 Total £10,446.20
Resolved, proposed Councillor Kent, seconded Councillor Davis, that the payments due be paid. Unanimously agreed.

11. To receive the clerk’s report (for information only)
A VAT reclaim was submitted on 21st May and a refund of £1,818.31 has been received.

12. To hear from any residents interested in filling the parish councillor vacancies and to co-opt any new members
Three Albury residents offered their services as parish councillors.
Abigail Muller has previously been a parish councillor and chair for Albury. Maggie Vicary has lived in the village for many years. George Hoyes moved here several years ago.
Resolved, proposed Councillor Kent seconded Councillor Walne, that Abigail Muller is co-opted as a parish councillor for Albury. Unanimously agreed.
Resolved, proposed Councillor Walne, seconded Councillor Davis, that Maggie Vicary is co-opted as a parish councillor for Albury. Unanimously agreed.
Resolved, proposed Councillor Davis, seconded Councillor Kent, that George Hoyes is co-opted as a parish councillor for Albury. Unanimously agreed.
The new councillors signed acceptance of office forms

13. To agree the purchase of a tree in memory of Catherine Hibberd
It was agreed to plant a flowering cherry known as Prunus Catherine. The family would like the tree placed near to the village hall playground and asked if it is possible to plant it before the end of June. The clerk agreed to phone the company to purchase the tree and arrange delivery. Councillors Kent and Davis agreed to organise the installation of a low fence around the tree to protect it. The parish council will also order a memorial plaque to attach to the fence.

14. To discuss the new village sign and the finishing of the area around its base
Councillor Kent has created a wooden surround and Ray Murdoch has planted geraniums.

15. To discuss the playground refurbishment and playground committee
Kate from the playground committee took the councillors out to view the playground and they all agreed that it looks fantastic and want to thank the committee for their hard work. Kate told the parish council that the committee are beginning fundraising for the next phase. The clerk agreed to put the committee in touch with the team who organise the Albury Santa every year as they want to use the funds they have raised to purchase playground equipment.

16. To discuss the progress of the mandate change request
This was submitted to Barclays in Bishop’s Stortford on Tuesday 4th June and is now completed. Councillors Walne, Ken and Davis are now signatories.

17. To discuss the requirement for a parish plan
The councillors are to look at the HAPTC template parish plan and discuss this further at the meeting in September.

18. To discuss the condition of the allotment gardens
One plot is due to be tidied by the tenant. He has requested permission to burn waste from the plot. This has been granted as long as it’s lit on a day when the wind is not blowing towards The Bourne.

19. To consider what actions the parish council can take in response to recent reports of increased crime
To get a full picture of the current situation, it was agreed to invite our local community police officer to the next meeting to provide an update.

20. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 3rd September 2019 at 7.15 pm at the Village Hall
Playground update, Catherine’s tree, Example Parish Plan. Invite community pc to talk about local crime figures, regular village maintenance schedule, A120 works, mandate change progress, parochial church charities, July 200 Club draw

The Chair closed the meeting at 9 pm

ALBURY PARISH COUNCIL ANNUAL MEETING
Minutes of the annual meeting held Tuesday 14th May, 2019 at 7 pm at the Village Hall

Present: Councillors Davis, Kent and Walne
In attendance: Mrs J Pettitt (parish clerk)

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 2019/20 and sign Declaration of Acceptance of Office
Resolved, proposed Cllr Walne, seconded Cllr Davis, to elect Councillor Jeremy Kent as Chair. Unanimously agreed. Cllr Kent signed the declaration of acceptance of office.
3. To elect a vice-chair for the year 2019/20 and sign Declaration of Acceptance of Office
Resolved, proposed Cllr Walne, seconded Cllr Kent, to elect Councillor Norman Davis as Vice-chair. Unanimously agreed. Cllr Davis signed the declaration of acceptance of office.

The Chair opened the meeting at 7.05 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 8th April 2019.
Postponed as the minutes were not printed.
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
Councillor Davis passed on a comment from a resident regarding the condition of an allotment plot. The clerk agreed to find out what was happening with it.
9. To consider planning applications.
None.
10. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 8/4/19 £12,516.90
Outgoings: As agreed 5/3/19 £1,461.66
Bank charges 4/4/19 £7.74
Easter Eggs 13/4/19 £147.90
MS Office 365 subs 13/1/19 £79.99
Playground equipment 23/4/19 £2,970.00
Bank charges 9/5/19 £7.74
Income: Wayleave £91.12
Precept £4,000.00
From Albury Playspace £2,970.00
Balance at 14/5/19 £14,902.99
A new mandate change form was signed to remove old signatories and add the current councillors.
11. To Sign the Annual Return and accounts previously circulated
Expenditure for the financial year exceeded £25,000 so Albury Parish Council is not exempt from an external audit.
The councillors reviewed the annual accounts and sections 1 and 2 of the Annual Governance and Accountability Return part 3 (AGAR3) all circulated via email prior to the meeting.
The clerk suggested Paul Chapman of Magi Associates as the internal auditor.
He is available to audit the accounts on 29th May. The public rights period can then begin Monday 10th June and end Friday 17th July.
Resolved, proposed Cllr Kent, seconded Cllr Davis, to approve:
the annual accounts,
sections 1 and 2 of AGAR3,
Paul Chapman as internal auditor,
the public rights period of 10th June to 19th July.
Unanimously agreed.
12. To consider the insurance renewal quote
The quote is the same as last year at £260.80
Resolved, proposed Cllr Davis, seconded Cllr Walne, to renew the insurance with Community First. Unanimously agreed.
13. To agree payments due
Village signpost £4010.00, Community First Insurance £260.80, Clerk for printer ink £22.00 Total £4,292.80
Resolved, proposed Cllr Davis, seconded Cllr Walne, that these payments be made. Unanimously agreed.
14. To receive the clerk’s report (for information only)
A resident asked if we had any information regarding the moved garden fence along the Albury Road.
15. To discuss the progress of the traditional village sign project and agree installation costs
The signpost is due to arrive during this week. The installation will cost £485 including equipment hire and cement.
16. To discuss the three vacancies in the office of parish councillor and hear from any interested parties
No-one has expressed an interest. The clerk agreed to place an advert in the Albury Newsletter. The clerk and councillors agreed to ask residents if they are interested.
17. To suggest agenda items for the next Parish Council Meeting to be held Tuesday 4th June 2019 at 7.15 pm at the Village Hall
Village sign project, playground update plus councillor involvement, Catherine’s tree, Parish Plan. New councillors, VAT reclaim, mandate change progress.

Meeting minutes 08.04.19

ALBURY PARISH COUNCIL
Minutes of the meeting held Monday 8th April 2019, 19.15 at the Village Hall

Present: Cllrs Kent, Walne and Waples
In attendance: Mrs J Pettitt (parish clerk)

Councillor Waples opened the meeting 7.20 pm

1. To receive and accept apologies for absence.
Apologies from Councillor Davis, Murdoch and Wheatley were received and accepted.
2. To receive declarations of interest. None.
3. To confirm the minutes of the Albury Parish Council meeting held on Tuesday 5th March 2019. Resolved that these minutes be agreed as a true and accurate record of the proceedings and be duly signed by the chair. Unanimously agreed.
4. To receive reports on actions agreed at the last council meeting
These will be reported in agenda points.
5. To receive petitions, comments and questions from the public
None.
6. To consider planning applications.
3/19/0639/HH PROPOSAL: Construction of two storey rear extension and single storey side extensions. Addition of new ground floor and first floor window and door openings and changes to existing windows and doors. Addition of brick gates. (Amendment to previous approvals 3/17/2175/HH and 3/18/0679/HH). AT: The Old Vicarage, Parsonage Lane, Albury.
No comments.
7. To receive bank statements, bank reconciliation and financial summary
These were received by the Council and found to be satisfactory.
Balance at 5/3/19 £24,755.79
Outgoings: As agreed 5/3/19 £12,238.89
Balance at 8/4/19 £12,516.90
8. To agree payments due
£711.36 Clerks salary, £130 Litter picker 1, £130 Litter picker 2, £340.30 HAPTC subs, Tree Clearance £150 Total £1,461.66
Resolved, proposed Cllr Waples, seconded Cllr Kent, that these payments be made. Unanimously agreed.
9. To receive the clerk’s report (for information only)
None.
10. To discuss the Parish Council Elections to be held on 2nd May 2019
Only three people have been nominated so we will have three vacancies to fill.
11. To discuss the purchase and planting of a tree in memory of Catherine Hibberd
The councillors have carried out some research into blossoming trees and found Prunus ‘Catherine’, a flowering cherry tree. We will check it the family are happy with this choice before ordering it.
12. To discuss the village sign progress and regular clearance work schedule
The sign is due soon and the balance to pay is £4010. We need to organise installation which involves digging a 1 metre deep hole and cementing a post sleeve in the centre.
13. To discuss the repair of playground fencing
The clerk is to check with our insurer if councillors are covered to carry out repair work.
14. To discuss the fallen tree reported by a resident at Patmore Heath
The resident who reported the tree has had a quote from a local company for £120 to remove the tree. The clerk asked her to contact them to go ahead with the work.
15. To receive any update from the Albury playground committee
The committee are due to order the equipment for phase 1 soon.
16. To discuss and set a budget for the Easter Egg Hunt
The hunt is to be held on Saturday 20th April at Patmore Heath from 11am until 1pm.
The eggs should cost no more than £150.
Resolved, proposed Cllr Kent, seconded Cllr Walne, that the clerk can spend up to £150 on chocolate eggs. Unanimously agreed.
17. To suggest agenda items for the Parish Council Meeting and Annual Meeting of the Parish to be held Tuesday 14th May 2019 at 7.00 pm and 7.30 pm at the Village Hall
Election results, elect chair, elect vice-chair, completes acceptance of office forms, councillor vacancies, year-end accounts, village sign project, playground
Annual meeting – recap activities of previous year