Meeting Minutes 29.05.2014
ALBURY ANNUAL PARISH COUNCIL MEETING
Minutes of a meeting held Thursday 29th May 2014 at 19.15 hrs at the Village Hall
Abigail Muller (chairman), Brigitte Webster (vice chairman), Nuala Barrett,
Jane Pettitt (Clerk)
Members of the public (MOP) present: 3
The chairman opened the meeting at 19:20
1. Election of chairman.
Proposal: That Cllr Muller be re-elected as chairman of Albury Parish Council.
Proposed by Cllr Webster, seconded by Cllr Barrett. Agreed and resolved unanimously.
2. Chairman’s acceptance of office.
Cllr Muller signed the declaration of acceptance of office.
3. Election of vice chairman.
Proposal: That Cllr Webster be re-elected as vice chairman of Albury Parish Council.
Proposed by Cllr Muller, seconded by Cllr Barrett. Agreed and resolved unanimously.
4. Vice chairman’s acceptance of office.
Cllr Webster signed the declaration of acceptance of office.
5. Apologies for absence. Cllr Benton
6. Other councillor absences. None
7. Declarations of interest
Cllr Muller declared an interest in point 19 as her husband has submitted a quote for the Albury Village website update
8. Minutes of previous Parish Council Meeting – 6th May 2014
The minutes of the previous meeting, having been previously circulated, were agreed as a true record and signed by the chairman
9. Notification of urgent business not included in the agenda
Cllr Webster has received a notification from Black Rock bank that the APC Charity does not have a registered charity number and that one must be obtained by the 26th June. Cllr Webster is to make enquiries into this and provide a further update.
10. New Financial Regulations
Proposal: To adopt the Financial Regulations circulated prior to the meeting. Proposed by Cllr Muller, seconded by Cllr Barrett. Agreed and resolved unanimously.
Meeting suspended at 19:25 for:
11. Questions from Members of the Public (limited to 15 minutes)
A member of the public thanked APC for organising the HMWT talk at Patmore Heath on the previous Friday. It was requested that the HMWT management plan for Patmore Heath for the next 5 years be made available. Cllr Muller said APC will make enquiries with HMWT.
Meeting resumed at 19:30
12. Planning applications received
Clapgate House, Albury, SG11 2JS. Engineering works to include new access, hardstanding and formation of retaining wall
No Objection from APC
Alma Cottage, Albury, SG11 2AG. Proposed oak framed garage/cartlodge
No Objection from APC
Upwick House, Upwick Green, Albury, SG11 2LA. Two storey side extension and single storey rear extension. Removal of single storey courtyard annexe and replacement with single storey building for use as garden room (habitable use)
No Objection from APC
13. Insurance policy
Proposal: To renew the indemnity insurance policy @ £203.52. Proposed by Cllr Muller, seconded by Cllr Webster. Agreed and resolved unanimously.
14. Internal audit
Proposal: To employ the services of Magi Associates as internal auditors for the year end 31st March 2014 @ £150. Proposed by Cllr Muller, seconded by Cllr Webster. Agreed and resolved unanimously.
Proposal: to book annual playground safety inspection @£55.86. Proposed by Cllr Muller, seconded by Cllr Webster. Agreed and resolved unanimously.
16. Society of Local Council Clerks renewal.
Proposal: to renew SLCC annual membership @£76. Proposed by Cllr Muller, seconded by Cllr Barrett. Agreed and resolved unanimously.
17. Financial report.
Missing bank statements have been requested.
The estimated total for both accounts is £28,000.
Payments outstanding are £70 for notice board refurbishment and £19.98 for ‘Please pick up’ stickers, plus any other amounts agreed in points 13 to 16 above.
A non presented cheque ref 100904 for £64 will be added back to the bank balance.
Proposal: to agree the Annual Return figures prepared by the clerk. Proposed by Cllr Muller, seconded by Cllr Barrett. Agreed and resolved unanimously.
18. Clerks report/correspondence
· Received Derek Kendle’s letter of resignation and forwarded to returning officer with request for vacancy notice. Notices received and displayed.
· Barclays confirmed the mandate change is progressing now that all necessary forms have been received.
· Email update received from Thames Water (ref: 33126724) to say Parsonage Lane Pumping Station fence repair is not scheduled yet and expect update by 11th June.
· Email from Jez regarding website changes, forwarded to councillors
A quote for £900 was received from Premier. A further quote was received from David Muller for £650 for the same work plus ongoing annual costs of £120.10.
Cllr Muller left the room after a declaration of interest which left the council inquorate.
Discussion postponed to next agenda. Cllr Muller rejoined the meeting.
20. Allotments update
The request for a key to the gate from Thames Water has been passed to the Clapgate Pumping Station site manager. Cllr Muller has been in correspondence with a company with regards to rainwater harvesting. One option discussed was a lean-to water harvester @ £1920.00. More information on the efficiency of this is to be requested along with an image.
21. Speeding through the village. A Drivesafe campaign is being investigated. Further discussion moved to next agenda.
22. Road signage – update
Highways have agreed to undertake the work requested to replace untidy signs and empty posts and to reposition the 30 MPH sign on the approach to the village from the south. Work should commence in the near future and Cllr Muller is to continue discussions with Herts Highways.
23. Responsible Finance Officer
Proposal: the clerk, Jane Pettitt, should become the new RFO. Proposed by Cllr Muller, seconded by Cllr Webster. Agreed and resolved unanimously.
24. Centenary Poppy Campaign
Proposal: to plant poppy seeds on unused allotment plot 1 to commemorate the 100 year anniversary of the start of WWI. Proposed by Cllr Muller, seconded by Cllr Webster. Agreed and resolved unanimously.
The clerk is to calculate how many seeds are needed and the cost will be agreed at the next meeting. If any request to lease the allotment is received it will be relinquished. The legalities will be checked with the Herts Association of Parish Councils (HAPTC) before commencing.
25. Dog waste
The clerk investigated the possibility of having dog waste bins. A quote from the East Herts Council was acquired as follows per bin: Purchase price £587, installation fee £100, annual service fee £191. It was agreed that this is too expensive and that a campaign to remind people to pick up would be undertaken. The clerk is to investigate the price of bag dispensers and bags. The clerk is to ask if children at the school would like to design some posters to place around the village.
27. Next meeting date: Tuesday 3rd June 2014, 7.15pm, at the village hall
The chairman closed the meeting at 20:15
Abigail Muller (Chairman)