Annual Meeting of the Parish Council 22nd May 2025 Minutes
From Claygate
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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
30th May 2025
MINUTES OF THE ANNUAL CLAYGATE PARISH COUNCIL Meeting held on Thursday 22nd May 2025 at 7.30pm at Claygate Village Hall, Main Hall, Church Road, Claygate
| Present: | Chair: Cllr Holt |
| Council Members: | Cllr Bingham, Cllr Bray, Cllr Collon, Cllr French, Cllr Herbert, and Cllr Sheppard. |
| In attendance: | Dawn Lacey (Parish Clerk & RFO) EBC Cllr Mike Rollings Four members of the public |
| 1. | 1. To confirm the receipt of Declarations of Interest for current Councillors. |
| The Clerk confirmed that these have all been received and will be added to the Website in due course. ACTION – Clerk C㉕030 |
| 2. | To accept apologies for absence. |
| Apologies were received from Cllr Moon. |
Before the next item a one-minute silence was held in the memory of Surrey County Councillor Mark Sugden by the Council, Clerk and members of the public.
| 3. | To elect a chair for the ensuing year. |
| Cllr Holt was proposed by Cllr Bray and seconded by Cllr Collon. This was carried unanimously. |
| 4. | To receive the chair’s declaration of acceptance. |
| Cllr Holt signed the Declaration of Acceptance and this was also signed and dated by the Clerk. |
| 5. | To elect a vice-chair for the ensuing year. |
| Cllr Bray was proposed by Cllr Holt and seconded by Cllr Collon. This was carried unanimously. |
| 6. | To receive declarations of interest in items on the agenda. |
| None. |
| 7. | To resolve on whether the Council will move into closed session on Item 31 to discuss with the Staffing Committee any updates from the Clerk or from the Council. To move out of closed session at Item 33. |
| This was proposed by Cllr Holt and seconded by Cllr Bray. This was carried unanimously. |
| 8. | 8. To confirm the minutes of the Parish Council Meeting held on Thursday 27th March 2025. |
| These were agreed to be a correct copy and approved. They were signed and dated by Cllr Holt. |
| 9. | 9. Review actioning of items from previous minutes and agree any further action required. (Appendix 1) |
| Item 13: Ongoing Item 17: Completed Item 18a: Completed Item 18b: Completed Item 18c: Completed Item 18d: Ongoing Item 18e: Completed. |
| 10. | To answer any questions from the general public. |
| The Clerk had received the following question: It would seem that Claygate Parish Council does not publicly state what its co-option procedure is, whereas many other parish councils specify their procedure in their Standing Orders. (See a sample procedure below.) Would this not be an excellent time for the Parish Council to agree such a procedure, add it to its own Standing Orders, and thereby restore residents' confidence? This question was responded to by Cllr Collon, as follows:
|
| 11. | To confirm the Remit of the Parish Council (Appendix 2). |
| It was agreed to delay the confirmation of the remit until the Vision for Claygate is completed. This proposed by Cllr Sheppard and seconded by Cllr French. Carried unanimously. |
| 12. | To review delegation arrangements to committees, employees and other local authorities. (Appendix 3). |
| This was proposed by Cllr Holt and seconded by Cllr Bingham. Carried unanimously. |
| 13. | To confirm the Terms of Reference (Remits) of the Planning, Highways, Environment & Transportation and Staffing Committees. (Appendix 4). |
| It was agreed that each Committee would confirm its own Remit as its next meeting. Proposed by Cllr Holt and seconded by Cllr Bingham. Carried unanimously. |
| 14. | To confirm delegation arrangements for Committees which are not quorate. |
| It was agreed that whenever the Clerk suspects, on the basis of apologies for absence submitted in advance, that a coming committee meeting might not be quorate, she shall use her best endeavours to get another Cllr to attend that meeting, in order that it be quorate. This was proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. |
| 14a. | To appoint membership to the three principal committees. |
| a) Environment, Highways & Transportation Committee: Cllr Holt, Cllr Bray, Cllr French and Cllr Herbert b) Planning Committee: Cllr Holt, Cllr Sheppard, Cllr Bingham, Cllr Collon and Cllr Herbert c) Staffing Committee Cllr French and Cllr Sheppard |
| 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). |
| There were adjustments made to several of the policies which the Clerk will action. These will be re-circulated for approval at the June meeting and added to our website thereafter. The need to review our Standing Orders was discussed and agreed Cllr Collon and Cllr Sheppard will work with the Clerk on this with a view to a new set of Standing Orders being presented for approval at a future meeting. The above was proposed by Cllr Sheppard and seconded by Cllr Holt. Carried unanimously. ACTION – Clerk on the adjustments to current policies. C㉕031 ACTION – Clerk, Cllr Collon and Cllr Sheppard on the CPC Standing Orders. C㉕032 |
| 16. | To review arrangements including any charters with other local authorities and review of contributions (Appendix 6). |
| Approval of the Parish Charter was proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. |
| 17. | To review representation on and monitoring of, external bodies and arrangements for reporting back. |
| A: EBC Overview & Scrutiny Committee: Cllr French to continue to monitor this EBC Committee. Proposed by Cllr Holt and seconded by Cllr Bingham. Carried unanimously. B: EBC Audit and Standards Committee: Cllr Holt proposed that Cllr Herbert should be nominated as our representative on this committee. This was seconded by Cllr Bingham and carried unanimously. C: EBC’s Main Planning Committee: Cllr Bray to continue monitor this body for our own Planning Committee. Proposed by Cllr Holt and seconded by Cllr Collon. Carried unanimously. D: EBC’S East Area Planning Committee: Cllr Herbert to continue to monitor this body for our own Planning Committee. Proposed by Cllr Holt and seconded by Cllr Bingham. Carried unanimously. |
| 18. | To review the Council’s assets (Appendix 7). |
| It was agreed that Cllr Bray will work with the Clerk to review the Council’s assets and to update our asset register and post the results to our website. Proposed by Cllr Holt and seconded by Cllr Sheppard. Carried unanimously. ACTION – Clerk and Cllr Bray C㉕033 |
| 19. | To confirm arrangements for insurance cover in respect of all insured risks. (Appendix 8). |
| These arrangements in Appendix 8 were proposed by Cllr Holt and seconded by Cllr Sheppard – carried unanimously. |
| 20. | To review the Council’s and/or staff subscriptions to other bodies. |
| Memberships with SALC/NALC and SLCC were discussed. It was proposed by Cllr Holt and seconded by Cllr Collon to continue with these. Carried unanimously. |
| 21. | Review of the Council's expenditure incurred under s.137 of the Local Government Act 1972. |
| None to report. |
| 22. | To approve the Parish Council bank accounts online signatories, invoice signatories and signatories of monthly bank reconciliations through to March 2026 and approve the appointment of the Clerk as service administrator to all bank accounts. (Appendix 9). |
| Cllr Holt, Cllr Moon, Cllr Bray and Cllr Collon to continue as signatories. Clerk approved as Service Administrator to all bank accounts. These arrangements were proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. Cllr Bray asked the chair and Clerk to look at transferring appropriate monies from the main Unity Account to the higher-interest-yielding Building Society and report at the next meeting. ACTION – Clerk & Cllr Holt C㉕034 |
| 23. | To set the dates and times of meetings of the Council and its Committees for the year ahead. (Appendix 10) |
| The arrangements in Appendix 10 were proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. |
| 24. | To receive and review the Annual Governance Statement for the year ending 31/3/2025 and sign it. (Appendix 11) |
| These were proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. Signed by Cllr Holt and also by the Clerk. ACTION – Clerk to send the AGAR to our external auditors for approval. C㉕035 |
| 25. | To receive and review the Statement of Accounts for the year ending 31/3/25 and sign accounts. (Appendix 12) |
| These were proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously. |
| 26. | To receive details of grant applications and consider whether they will be approved. a: CRGT Trust (Appendix 13) |
| The grant application was approved. Proposed by Cllr Sheppard and seconded by Cllr Collon. Carried unanimously. ACTION – Clerk to contact CRGT. C㉕036 |
| 27. | To discuss the feedback from the EBC Quarterly meeting on the Claygate Vision and Action Plan Consultation and discuss any further action that maybe required |
| As far as the Vision and Action Plan Consultation is concerned, it was agreed to carry this over to a later meeting as there is a meeting scheduled with EBC to review the outcomes of the consultation in June. There was discussion about EBC’s proposals for TLCP, which had themselves been discussed at the last EBC/CPC liaison meeting on May 19th. EBCllr Rollings noted that, following discussions he had had with Dawn Crewe, EBC was now happy that CPC could issue a statement on this. It was agreed that Cllr Holt would draft a statement, circulate it to PCllrs initially and then to EBCllrs Rollings & Coomes for their comments, before posting to our website. Cllr Holt to draft a statement re EBC’s proposals for TLCP, circulate to PCllrs, and EBCllrs Rollings & Coomes for comment, prior to publishing. ACTION – Clerk to add to June agenda. C㉕037 |
| 28. | To discuss the possibilities of advertising in the Claygate Courier. |
| A discussion was held about the possibility of local businesses advertising in the Claygate Courier with several views being expressed, some strongly. A few of the issues were: a. Peter Whitehead already does an enormous amount of work producing the Courier as it is, and we should not take for granted that he would be happy to take on such additional work. b. It might be possible to produce an advertising supplement to the Courier [i.e. a document separate and distinct from it] c. Whatever is done, it needs to be in harmony with the Shops & Businesses Advisory Group. At the end of the discussion, it was agreed that Cllr Herbert would produce a proposal paper for the next meeting, but that this should not involve him in any further discussions with business owners, or Peter Whitehead. This was proposed by Cllr Holt, seconded by Cllr Bingham and carried unanimously. ACTION – Cllr Herbert C㉕038 |
| 29. | Matters for information purposes only. |
| None. |
| 30. | To confirm the date and time of the next meeting. |
| Claygate Village Hall, Small Hall; Thursday 26th June 8.30pm |
| 31. | To move into closed session. |
| The Council moved into closed session at 9.00pm. |
| 32. | To discuss the Clerk’s objectives and review. |
| A discussion was held between the councillors and the Clerk. Cllr Bray asked for a minuted vote of thanks to Dawn in her first year as the Clerk & RFO of CPC. Proposed by Cllr Bray and seconded by Cllr Holt. Carried unanimously. |
| 33. | To move out of closed session. |
| The council moved out of closed session. |
The meeting closed at 9.25pm.
Appendix 1: Actions List from the CPC Meeting held on Thursday 27th March 2025
| 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 |
