Dawn Lacey — Parish Clerk & RFO
claygate PARISH COUNCIL
caring for Claygate Village
Claygate Parish Council
Claygate Village Hall
Church Road
Claygate
Surrey KT10 0JP
☎ 07741 848 719
email: clerk@claygateparishcouncil.gov.uk
website: www.claygateparishcouncil.gov.uk
29th May 2024
MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 16th May 2024 at 7.30pm at Claygate Village Hall, Main Hall, Church Road, Claygate
| Present:
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Vice-Chairman of the Council: Cllr Moon
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| Council Members:
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Cllr Bray, Cllr Collon, Cllr Freeborn, Cllr Herbert, Cllr Sheppard, Cllr French and Cllr Coffey
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| In attendance:
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Dawn Lacey, Clerk & RFO
16 Members of the Public
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| 1.
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To confirm the receipt of Declarations of Acceptance and Interest for new Councillors.
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The Clerk confirmed that all new Councillors had signed their Declarations of Interest and that these would be sent to Elmbridge Borough Council and entered onto the Claygate Parish Council website.
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| 2.
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To confirm the receipt of Declarations of Interest for current Councillors.
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The Clerk confirmed that Cllr Holt, Cllr Moon, Cllr Bray, Cllr Herbert and Cllr Freeborn had updated their Declarations of Interest and these would be sent to Elmbridge Borough Council and entered onto the Claygate Parish Council website. Cllr Collon had no updates to make.
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| 3.
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To accept apologies for absence.
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Apologies were received from Cllr Holt and Cllr Bingham.
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| 4.
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To elect a Chair for the ensuing year.
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Cllr Holt was elected as Chair for the forthcoming year.
This was proposed by Cllr Bray and seconded by Cllr Moon. Carried unanimously.
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| 5.
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To receive the Chair’s Declaration of Acceptance.
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Cllr Holt is currently on vacation, and this will be signed and accepted at the next meeting.
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| 6.
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To elect a Vice-Chair for the ensuing year.
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Cllr Moon was elected as Vice-Chairman for the forthcoming year.
This was proposed by Cllr Bray and seconded by Cllr Collon. This was carried with one abstention.
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| 7.
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To receive Declarations of Interest in items on the agenda.
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Cllr French to leave the meeting during items 28B and 28C.
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| 8.
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To confirm the minutes of the Parish Council Meeting held on Thursday 28th March 2024.
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| These were agreed and proposed by Cllr Moon and seconded by Cllr Bray with two abstentions.
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| 9.
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Review actioning of items from previous minutes and agree any further action required.
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Actions List:
Item 16: Cllr Bray to contact Ian Burrows regarding the Parade Sign. It was agreed to leave this until the meeting on 20th June.
Item 27:2: Clerk Dawn Lacey to look at having a new flyer made for the Claygate Flower Show.
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| 10.
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To answer any questions from the general public.
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A question was asked by Gavin Wilson: Do we need a Parish Council? Is its leadership worthwhile and do we get back from it what we pay in?
In answer, Yes. Comments from other members of the public:
A member of the public—Caroline, along with Steve Wells—wished to comment on how impressed she had been with the current council and the developing dynamic with the new councillors. A vote of confidence to our Chair Cllr Holt along with all the Councillors for all their hard work. Steve also commented that there was now an enormous community spirit and great cooperation between the Parish Council with the Claygate Village Association.
On the 18th June at Holy Trinity Church there will be a meeting held to present the full report of the survey on Claygate—the Way Forward.
Another comment was made on the lists of planning and environmental achievements being displayed on the notice boards.
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| 11.
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To confirm the remit of the Parish Council (Appendix A of the Agenda).
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| These were approved. Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 12.
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To review delegation arrangements to committees, employees and other local authorities.
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Cllr Bray was proposed for Claygate Recreation Ground delegate.
This was proposed by Cllr Collon and seconded by Cllr Moon. Carried unanimously.
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Cllr Collon was proposed for Claygate Village Hall Association delegate.
This was proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 13.
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To confirm the Terms of Reference (Remits) of the Planning, Highways, Transportation and Environment and Staffing Committees.
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It was agreed that each individual committee would do this at its next meeting and report back to the Council if changes were thought to be needed.
Proposed by Cllr Bray and seconded by Cllr Moon. Carried unanimously.
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| 14.
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To confirm delegation arrangements for Committees which are not quorate.
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It was proposed that the Council should authorise the Clerk to nominate for each meeting of a Committee a Councillor who was not a member of that Committee who could be called upon to attend where there was a danger that the Committee might otherwise not be quorate, as was previously the practice.
Proposed by Cllr Bray and seconded by Cllr Collon. Carried unanimously.
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| 15.
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To appoint membership to the following committees:
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a) Environment, Highways & Transportation Committee (EHTC)
The following will be members of this committee:
Cllr Moon, Cllr Bray, Cllr Freeborn, Cllr French, Cllr Coffey, and Cllr Holt ex officio.
b)Planning Committee
The following will be members of this committee:
Cllr Herbert, Cllr Moon, Cllr Bray, Cllr Collon, Cllr Sheppard, Cllr Bingham, and Cllr Holt ex officio.
c)Staffing Committee
This committee to be discussed at the meeting on 20th June.
Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 16.
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To appoint any new Committees in accordance with Standing Order 4 if the Council deem they are required.
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:A: Communications
B: Strategy
It was agreed to postpone discussion of the possibility of setting up two new Committees at the next meeting on 20th June.
Proposed by Cllr Moon and Seconded by Cllr Bray. Carried unanimously.
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| 17.
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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.
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The Clerk informed the Council that she was currently working on an Equality Policy to be added to the website. This will be reviewed at the next meeting on 20th June.
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| 18.
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To review arrangements including any charters with other local authorities and review of contributions (Appendix B of the Agenda).
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No changes needed.
Proposed by Cllr Moon; seconded by Cllr Sheppard. Carried unanimously.
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| 19.
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To review representation on or work with external bodies and arrangements for reporting back.
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A: Elmbridge Borough Council Oversight and Scrutiny Committee
B: Elmbridge Borough Council Audit and Standards
Cllr Freeborn to be the representative.
Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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C: Elmbridge Borough Council Planning Committee
D: Elmbridge Borough Council East Area Planning Sub-Committee
Both C and D are to be discussed at the next Planning Committee Meeting.
Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 20.
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To review the Council’s assets (Appendix C of the Agenda).
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To discuss the Grit Bins at the next EHTC Meeting.
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| 21.
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To confirm arrangements for insurance cover in respect of all insured risks. (Appendix D of the Agenda).
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All confirmed.
Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 22.
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To review the Council’s and/or Staff Subscriptions to other bodies.
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All confirmed.
Proposed by Cllr Moon and seconded by Cllr Collon. Carried unanimously.
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| 23.
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Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972.
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Noted.
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| 24.
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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 of the Agenda).
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Approved.
Proposed by Cllr Moon and seconded by Cllr Collon. Carried unanimously.
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| 25.
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To set the dates and times of meetings of the Council and its Committees for the year ahead (Appendix F of the Agenda).
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The Clerk to change the request to the Small Hall except for Annual Meetings.
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| 26.
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To receive and review the Annual Governance Statement for the year ending 31/3/2024 and sign it (Appendix G of the Agenda).
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Approved.
Proposed by Cllr Moon and seconded by Cllr Bray. Carried unanimously.
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| 27.
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To receive and review the Statement of Accounts for the year ending 31/3/24 and sign accounts (Appendix H of the Agenda).
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Approved.
Proposed by Cllr Moon and seconded by Cllr Collon. Carried unanimously.
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| 28.
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(Discussed at 7.35pm) To receive details of grant applications and consider whether they will be approved.
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a. CVHA Grant (Appendix I)
Mr Tony Woolhead informed the Council of the reason for the application. The Village Hall is used by most of the community in Claygate. Cllr Bray spoke on behalf of the Council to say how personally impressed everyone is with the Hall.
It was agreed to authorise a payment of £10,679 from CIL funding to the Claygate Village Hall Association.
Proposed by Cllr Bray and Seconded by Cllr Moon. Carried unanimously.
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Cllr French left the meeting at 7.45pm.
b. Claygate Community Benefits Society Seed Funding Grant (Appendix J of the Agenda).
Claygate Community Benefit Society requested a seeding grant of £2,000. This was to match £2,000 already given by the committee of the CCBS to cover costings.
The Council agree to make a grant of £2,000 to cover 50% of the costs of Valuation and Structural Survey of the Winning Horse Public House, payable to Claygate Community Benefit Society Ltd once the company had been set up and received approval from the Financial Conduct Authority
Proposed by Cllr Moon and Seconded by Cllr Herbert. Four Councillors agreed and one voted against.
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c. Claygate Community Benefits Society Ltd: To receive details of grant applications and consider whether they will be approved (Appendix K of the Agenda)
The Council agreed to make a payment of £50,000 from the Community Infrastructure Levy to contribute to the capital renovation of the Winning Horse Public House, payable to Claygate Community Benefit Society Ltd when (a) the company had been set up and received approval from the Financial Conduct Authority, and (b) written confirmation had been received from the Community Ownership Fund that it intended to contribute £890,000 towards the project.
Cllr French rejoined the meeting at 8.15pm.
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| 29.
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Matters for information purposes only.
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The Clerk informed the Council that the Claygate Recreation Ground Trust had been in touch to suggest a plaque or something similar on the picnic benches that the CPC had given the grant for. She would contact them regarding this and report at the next meeting.
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| 30.
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To confirm the date and time of the next meeting.
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The next meeting to be held on Thursday 20th June, at the Claygate Village Hall, Main Hall at 8.30pm.
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The meeting closed at 9.20pm.
