Annual Meeting of the Parish Council 16th May 2024 Agenda
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The meeting is open to the public and press. A quarter of an hour has been reserved for members of the public to address the Council, for three minutes each, on any subject relevant to the agenda. In order to address the meeting, we would appreciate you contacting the Parish Clerk before 11am on the day of the meeting who will allocate a slot. All meetings will operate to our Privacy Policy which can be found at www.claygateparishcouncil.gov.uk. Doors will open at 7.20pm.
Covid 19
If attendees have any of the main symptoms of Covid-19 and/or have tested positive to Covid prior to the meeting, you should not attend. Please refer to www.gov.uk for full guidelines.
AGENDA
(The quirky numbering of the Agenda items is copied faithfully from the original Parish Council agenda.)
- 1. To confirm the receipt of Declarations of Acceptance and Interest for new Councillors
- 2. To confirm the receipt of Declarations of Interest for current Councillors
- 3. To accept apologies for absence.
- 4. To elect a Chair for the ensuing year.
- 5. To receive the Chair’s Declaration of Acceptance.
- 5. To elect a Vice Chair for the ensuing year.
- 6. To receive Declarations of Interest in items on the agenda.
- 7. To confirm the minutes of the Parish Council Meeting held on Thursday 28th March 2024
- 8. Review actioning of items from previous minutes and agree any further action required (Actions List)
- 9. To answer any questions from the general public
- 10. To confirm the remit of the Parish Council (Appendix A)
- 11. To review delegation arrangements to committees, employees and other local authorities
- 12. To confirm the Terms of Reference (Remits) of the Planning, Highways, Transportation and Environment and Staffing Committees.
- 13. To confirm delegation arrangements for Committees which are not quorate
- 15. To appoint membership to the following committees: -
- a) Highways, Transportation & Environment Committee
- b) Planning Committee
- c) Staffing Committee
https://www.claygateparishcouncil.gov.uk/Highways_Transportation_Environment_Committee.aspx
- 14. To appoint any new Committees in accordance with Standing Orders 4 if the Council deem required.
- A: Communications
- B: Strategy
- 15. To review, reaffirm and adopt the Council’s Standing orders, Financial Regulations, Members Code of Conduct, Health & Safety Policy, Freedom of Information Policy, Freedom of Information Publication Scheme, Risk Management Policy and Assessment, Document Retention Policy, Data Protection Policy, Privacy Policy, Dignity at Work Policy, Complaints Procedure, Media & Communications Policy, CIL Policy and Guidance, Grants Policy and Guidance, Sickness at Work Policy, Register of Interests and the Hospitality Register. https://www.claygateparishcouncil.gov.uk/Policies.aspx
- 16. To review arrangements including any charters with other local authorities and review of contributions (Appendix B)
- 17. To review representation on or work with external bodies and arrangements for reporting back.
- A: Oversight
- B: Audit and Standards
- C: Planning
- D: EA Planning
- 18. To review the Council’s assets (Appendix C)
- 21. To confirm arrangements for insurance cover in respect of all insured risks. (Appendix D)
- 22. To review the Council’s and/or Staff Subscriptions to other bodies.
- 23. Review of the Council's expenditure incurred under s.137 of the Local Government Act 1972.
- 24. To approve the Parish Council bank accounts online signatories, invoice signatories and signatories of monthly bank reconciliations through to May 2024 and approve the appointment of the Clerk as Service Administrator to all bank accounts. (Appendix E)
- 25. To set the dates and times of meetings of the Council and its Committees for the year ahead. (Appendix F)
- 26. To receive and review the Annual Governance Statement for the year ending 31/3/2024 and sign it (Appendix G)
- 27. To receive and review the Statement of Accounts for the year ending 31/3/24 and sign accounts (Appendix H)
- 28. To receive details of grant applications and consider whether they will be approved
- a: CVHA Grant (Appendix I)
- b: Claygate Community Benefits Society Seed Funding Grant and hear from them for 3 minutes (Appendix J)
- c: CCBS Capital Grant and hear from them for 3 minutes (Appendix K)
- 29. Matters for information purposes only
- 30. To confirm the date and time of the next meeting.
APPENDIX A: Parish Council Remit
Introduction
This document outlines Claygate Parish Council’s view of its key priorities in relation to the community it serves.
What does a Parish Council bring to Claygate?
- Dedicated local focus, without involvement of national political parties;
- Funding via the precept for Claygate’s exclusive benefit, plus access to other sources of funds, both public and private;
- A forum for involving more residents in consulting and taking action to improve village quality of life;
- An officially recognised focus for representing Claygate in discussions at Borough and County level and an effective local partner for the Borough and County Councils.
Core Mission
The overall aim of Claygate Parish Council is to:
- Constantly to strive to improve the quality of life for all those who live, and work, in Claygate, whilst preserving its unique character as a warm, caring and sustainable village community.
Core Values
In discharging this mission, the Parish Council will:
- Act as a democratically accountable focus of Claygate opinion on matters to be decided at County/Borough level, as well as by the Parish Council;
- Be responsive to the village community and easily contactable;
- Ensure that village life is:
- sustainable, in terms of human resources, finance and environmental considerations;
- safe and secure.
The Parish Council’s Vision for Claygate is of a village with the following characteristics:
- A community which no one wants to leave;
- A warm sense of community which welcomes newcomers;
- A high degree of participation in voluntary activities, civic, philanthropic, cultural and spiritual;
- A range of social, cultural and sporting activities to suit all ages and tastes;
- Successful conservation of rural features and period architecture;
- A vibrant business community and local shopping centre.
Implementation
The Parish Council will review this document every four years in the first year of the Council cycle. At least once a year, the Council will review what new proactive initiatives it should be undertaking in the light of changes in its operating environment, community needs and available resources.
Proposed new initiatives will be tested, among other criteria, for compliance with the Council’s agreed Mission and Values.
Reviews of this document
July 2072 approved Nov 2072 July 2020 Reviewed. No amends Sept 2020 Web Accessibility reviewed May 2027 reviewed. No amends.
APPENDIX B: Parish Charter Between Elmbridge Borough Council and Claygate Parish Council
- This Charter is intended to indicate the ways in which the Borough Council and Parish Council would wish to maintain and develop their partnership relationship. Whilst each authority will use its best endeavours to comply with the principles and practices described in this Charter, each authority reserves the right to manage its affairs in accordance not only with the law but also in whatever it considers to be the best interests of its area and to depart from these principles and practices if that is considered to be the best course of action at any time. The Charter does not apply to services provided to individual persons or any matters that are subject to a statutory complaints procedure.
- Elmbridge Borough Council and Claygate Parish Council have agreed to publish this Charter to set out how they aim to work together across the two tiers of local government.
- The County, Borough and Parish Councils are partners in a multi-tiered system of democratically elected local government that exists for the benefit of the people of Surrey. The Councils represent all levels of democratic local government, and are keen to see efforts made to improve their system of local democracy and to encourage greater public participation in local affairs. The Councils are keen to promote transparency and sustainability, and accordingly references in the Charter to sharing information and/or documentation will wherever practical be fulfilled by placing information in the wider public domain and through electronic information sharing.
- Elmbridge Borough Council acknowledges and recognises that Parish Councils are a part of the grass-roots level of local government. By working with them Elmbridge aims to act in partnership with local communities, whilst balancing the needs of the whole borough. Councils in each tier have statutory responsibilities entrusted to them by Parliament for the whole community within their area.
- In their role as democratically accountable bodies, Parish Councils offer a means of shaping the decisions that affect their communities. They offer a means of decentralising the provision of certain services and the revitalisation of local communities. In turn they recognise the role of District Councils and the equitable distribution of services they must provide.
- This Charter reflects the increased importance attached by Central Government to partnership working.
- Elmbridge Borough Council will involve the Parish Council in the preparation and delivery of the Community Strategy, specifically as to how the Community Strategy affects the parish of Claygate.
- Liaison meetings between Elmbridge Borough Council and Claygate Parish Council will ordinarily be scheduled twice a year (subject to business) and may additionally be held when issues of mutual importance require discussion.
- Elmbridge Borough Council will administer Parish Council elections/referenda and will run elections and referenda as efficiently as possible, in consultation with the Parish Council. The Returning Officer will give as much notice as possible of anticipated increases in the costs of running Parish Council elections.
- Elmbridge Borough Council will consider the views the Parish Council has expressed when making a decision that affects the local community. Subject to the statutory provisions for confidentiality under the Local Government (Access to Information) Act 1985 as amended, the need for commercial confidentiality and the requirements of contractual arrangements, the Borough Council will provide, at the request of the Parish Council, information relating to activity by the Borough Council which may affect the Parish Council.
- Elmbridge Borough Council will not always be able to follow the Parish Council’s express wishes, because of their responsibility to the wider community and greater range of considerations to be taken into account. In such cases, the Borough Council will aim to give full consideration to the views of the Parish Council which will be reported to the decision-making body before a decision is made. Where a decision-making body or Chief Officer or his/her representative acting under delegated powers, has made a decision contrary to representations made by the Parish Council, the Parish Council will be given a copy of the committee report (subject to Access to Information provisions).
- To help achieve the objectives laid down by this Charter, liaison and consultation will be further developed at parish level through regular meetings and consultation at officer level, individually or through working parties and groups. Elmbridge Borough Council will provide a liaison officer to act as a point of contact for the Parish Council, and ensure they are signposted appropriately.
- Claygate Parish Council will send all agenda and minutes to Surrey County Council, Elmbridge Borough Council and relevant ward councillors, who will be given the opportunity to speak at Parish Council meetings on matters of mutual interest, if they request to do so and as agreed with the Chairman of the Parish Council.
- When Elmbridge Borough Council consults with the Parish Council it will provide sufficient information to enable an informed view to be expressed, and give adequate time to respond, in accordance with statutory requirements where appropriate.
- Elmbridge Borough Council will supply to the Parish Council, free of charge, a limited number of Council publications as are reasonably requested, where these are not available online.
- Elmbridge Borough Council and the Parish Council will aim to acknowledge emails and letters within three working days and to answer all correspondence within ten working days.
- Both authorities have adopted Member codes of conduct. Representatives of the Parish Council have seats on the Audit and Standards Committee and where required on the Audit and Standards Sub-Committee.
- Should the Parish Council wish to take on delegated responsibility for service delivery and having regard to equitable respective levels of council tax and relevant statutory provisions, Elmbridge Borough Council will consider this and the consequential funding arrangements, where they are mutually beneficial. Where it is considered that the proposed course of action does not represent best value, is not in the interests of the whole Borough or is either inappropriate or impracticable, Elmbridge Borough Council will, in consultation with the Parish Council, consider alternative solutions to encourage more local level input into service delivery.
- Elmbridge Borough Council will, where practical, offer Claygate Parish Council access to certain support services at a mutually agreed price. Assistance will be offered where appropriate and practicable to do so, in identifying and helping to meet the training needs of the Parish Council. The Borough Council will arrange for the Parish Clerk and Parish Councillors to participate in relevant training courses run by the Borough. The Borough Council will according to the exigencies of the services it provides give advice, assistance and support upon request, assuming such a request to be reasonable in nature and that it cannot be met by the Surrey County Association of Parish and Town Councils.
APPENDIX C: The Parish Council's Assets
APPENDIX D: The Parish Council's Insurance Policy wit Zurich Municipal
APPENDIX E: Signatories on the Parish Council's Accounts
APPENDIX F: Dates for Meetings to be held in 2025
- 9th January: Planning and Main Meeting
- 6th February: Planning and EHTC
- 27th February: Planning and Main Meeting
- 20th March: Annual Village Meeting
- 27th March: Planning and Main Meeting
- 24th April Planning and EHTC
- 22nd May: Annual Parish Council Meeting
- 29th May: Planning
- 19th June: EHTC
- 26th June: Planning and Main Meeting
- 24th July: Planning and Main Meeting
- 28th August: Planning and EHTC
- 25th September: Planning and Main Meeting
- 23rd October: Planning and EHTC
- 20th November: Planning and Main Meeting
- 11th December: Planning and EHTC
APPENDIX G: Annual Governance Statement
APPENDIX H: Statement of Accounts for the year ending 31-MAR-24
APPENDIX I: CVHA Grant Application
APPENDIX J: Claygate Community Benefit Society Limited Grant Application
1. YOUR ORGANISATION
(Name, address & description of activities. How long has your organisation been in existence) Claygate Community Benefit Society Limited - FCA registration applied for May 2024
INDIVIDUAL CONTACT DETAILS
Leo Tye and Geoff Eden
2. REASON FOR GRANT
(Brief description of the project or scheme and how it will benefit Claygate - Full details to be provided separately if necessary.)
The Claygate CBS has been formed to purchase the Winning Horse Public House for the benefit of the Claygate community. The proposal is to provide a multi-purpose Community Pub / Hub serving the whole of Claygate. It is proposed that the venue will include a bar community cafe, shop, meeting spaces and a range of other facilities for local community groups, initiatives and projects.
The Winning Horse is located in an area of the village that is less well served than other parts of Claygate, making it an ideal venue to meet the needs of the immediate local community.
TOTAL COST OF SCHEME / PROJECT: £1.1m
VALUE OF GRANT APPLIED FOR: £2,000 seed funding to cover 50% of Valuation and Structural Survey Costs
3. FOR ALL APPLICATIONS OVER £5OO PLEASE EXPLAIN WHY THE PROPOSED ACTIVITY CANNOT BE REASONABLY FUNDED FROM INCOME AND/OR RESERVES
Claygate CBS has only recently been constituted and is in the process of applying for FCA registration and a bank account. The CBS currently has no income or reserves and is not yet in a position to raise funds. ln order to get the project off the ground, the individual members of the Management Committee are funding 50% of the valuation and survey costs themselves.
4. FOR ALL APPLICATIONS OVER £5OO, IF THE GRANT IS TO BE THE 'SEED' FUNDING SOURCE, PLEASE SHOW OTHER SOURCES OF FUNDING THAT WILL CONTRIBUTE ONCE AN INITIAL AMOUNT IS RAISED.
We intend to raise the funding for the overall project from the following sources:
- Community Ownership Fund (COF) Grant from the Government: £890,000
- Parish Council Grants - £52,000 (of which £2,000 is sought in this application and the remainder will be applied for as a CIL Grant)
- Community Share Offer - £130-150k
- Sponsorship - £10-20,000
- Donations £10,000
5. FOR ALL APPLICATIONS OVER £5OO, IF CLAYGATE PARISH COUNCIL IS TO BE THE PROVIDER OF LAST RESORT, PLEASE SHOW OTHER FUND-RAISING ACTIVITIES OR SOURCES OF FUNDING
Not Applicable as CPC is not intended as a provider of last resort. ln fact we would like a letter of commitment to the grant in May to be included in our application and then payment to be made contingent on raising the COF grant money in mid-August.
6. FOR ALL APPLICATIONS OVER T5OO THE GRANT SHOULD BE MATCH-FUNDED OR SOME OTHER RESOURCE PROVIDED i.e. LABOUR, PLEASE GIVE INFORMATION
This grant has been match funded to the tune of £2,000 by members of the CCBS who are as follows:
- Leo Tye
- Geoff Eden
- Donna Holt
- Jenny French
- Mark Sugden
- Adrian de la Touche .
- Pam Jarvis
- Mary Marshall
APPENDIX K: CCBS Capital Grant Application
Section E: Declaration
When you have completed the application, please sign this declaration and submit the application form as directed.
To the best of my knowledge the information, I have provided on this application form is correct.
If Claygate Parish Council agrees to release funds for the specified project, these funds will be used exclusively for the purposes described. ln such an event, I agree to inform Claygate Parish Council via the Parish Clerk of any material changes to the proposals set out above.
When requested, I agree to provide Claygate Parish Council with all necessary information required for the purposes of reporting on the progress or otherwise of the identified project. I recognise the Parish Council's statutory rights as the designated provider of these CIL funds, which includes provisions to reclaim unspent or misappropriated funds.
Privacy Notice: By signing this form, the applicant agrees to Claygate Parish Council checking all supplied information lor the purposes of informing decision making. The information on this form will be stored in the Parish Council's filing system and summarised in the Council's accounting system for the sole purpose of fund processing, analysis and accounting. Information about the project may be publicised on Claygate Parish Council's website and in public material for publicity purposes. Personal data will not be disclosed without any prior agreement of those concerned, unless required by law. For further information on the Council's privacy policy, please see: Statutory Information, then Privacy Policy.
Signed: Donna Holt
Organisation: Claygate Community Benefit Society Ltd
Date: 9 May 2024
All organisations involved with the application will need to sign and date the form.
