Annual Meeting of the Parish Council 22nd May 2025 Agenda

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⇛ 2024

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

15th May 2025

YOU ARE HEREBY WELCOME TO ATTEND

A Meeting of the Claygate Parish Council will be held on Thursday 22nd May 2025 at 7.30pm in the Main Village Hall, Claygate Village Hall

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.

Parish Clerk & RFO

AGENDA

1. To confirm the receipt of Declarations of Interest for current Councillors
2. To accept apologies for absence.
3. To elect a Chair for the ensuing year.
4. 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 resolve on whether the Council move into closed session on Item 31 to discuss with the Staffing Committee any updates from Clerk or from the Council. To move out of closed session at Item 33.
8. To confirm the minutes of the Parish Council Meeting held on Thursday 27th March 2025
9. Review actioning of items from previous minutes and agree any further action required. (Appendix 1)
10. To answer any questions from the general public.
11. To confirm the remit of the Parish Council. (Appendix 2)
12. To review delegation arrangements to committees, employees and other local authorities. (Appendix 3)
13. To confirm the Terms of Reference (Remits) of the Planning, Highways, Transportation and Environment and Staffing Committees. (Appendix 4)
14. To confirm delegation arrangements for Committees which are not quorate.
    • a. To appoint membership to the following committees:

    a) Highways, Transportation & Environment Committee

    b) Planning Committee

    c) Staffing Committee

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. (Appendix 5)
16. To review arrangements including any charters with other local authorities and review of contributions. (Appendix 6)
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 7)
19. To confirm arrangements for insurance cover in respect of all insured risks. (Appendix 8)
20. To review the Council’s and/or Staff Subscriptions to other bodies.
21. Review of the Council's expenditure incurred under s.137 of the Local Government Act 1972.
22. To approve the Parish Council bank accounts online signatories, invoice signatories and signatories of monthly bank reconciliations through to March 2025 and approve the appointment of the Clerk as Service Administrator to all bank accounts. (Appendix 9)
23. To set the dates and times of meetings of the Council and its Committees for the year ahead. (Appendix 10)
24. To receive and review the Annual Governance Statement for the year ending 31/3/2025 and sign it. (Appendix 11)
25. To receive and review the Statement of Accounts for the year ending 31/3/25 and sign accounts. (Appendix 12)
26. To receive details of grant applications and consider whether they will be approved.

    a: CRGT Trust. (Appendix 13)

27. To discuss the feedback from the EBC Quarterly meeting on the Claygate Vision and Action Plan. Consultation and discuss any further action that may be required.
28. To discuss the possibilities of advertising in the Claygate Courier.
29. Matters for information purposes only.
30. To confirm the date and time of the next meeting: Thursday 26th June 8.30pm.
31. To move into closed session.
32. To discuss the Clerk’s objectives and review.
33. To move out of closed session.

Appendices

27th March

Action №	Date Created	Description	By	Status
C㉕023	27-MAR-25	To find out by 14th April how and why a direct debit for over £1,200 was taken by Castle Water.	Clerk	CREATED on 27-MAR-25
C㉕024	27-MAR-25	To contact Cllr Moon about Litter Pick banners.	Clerk	CREATED on 27-MAR-25
C㉕025	27-MAR-25	To give a donation of £150 to the Grace Dear Trust from the Chairman’s allowance.	Clerk	CREATED on 27-MAR-25
C㉕026	27-MAR-25	To write and thank the Councillors for coming along and taking part in the Panel.	Clerk	CREATED on 27-MAR-25
C㉕027	27-MAR-25	To contact EBC about the litter issue on Littleworth Common Road and report at the next meeting.	Cllr Holt	CREATED on 27-MAR-25
C㉕028	27-MAR-25	To contact Katie Holmes at the Hub to strengthen links with the younger people of Claygate.	Cllr Holt	CREATED on 27-MAR-25
C㉕029	27-MAR-25	To add an item for communication to the agenda in June.	Clerk	CREATED on 27-MAR-25