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
14th March 2025
MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 27th February 2025 at 8.00pm at Treetops Pavilion, Recreation Ground, Church Road, Claygate
| Present:
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Chair: Cllr Holt
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| Council Members:
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Cllr Bingham, Cllr Bray, Cllr Coffey, Cllr French, Cllr Herbert, and Cllr Sheppard. Cllr Freeborn joined the meeting at 8.25pm.
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| In attendance:
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Dawn Lacey (Parish Clerk & RFO)
21 members of the public
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| 1.
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To accept apologies for absence.
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Apologies from Cllr Moon and Cllr Collon.
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| 2.
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To receive Declarations of Interest in items on the agenda.
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Cllr Holt declared an interest in 26a and 26b.
Cllr French declared an interest in 26b.
Cllr Coffey declared an interest in 26b.
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| 3.
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To pass a special resolution on item 33 to discuss and agree any action required for the Claygate: the Way Forward vision and action plan.
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A special resolution was requested to discuss the Claygate: the Way Forward and action plan in closed session.
This was proposed by Cllr Holt and seconded by Cllr Bray.
Cllrs Herbert, French and Bingham were in agreement.
Cllr Sheppard abstained from voting.
Cllr Freeborn had not yet joined the meeting.
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| 4.
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To move into closed session for items 31–33.
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This was proposed by Cllr Holt and seconded by Cllr Herbert.
Carried unanimously.
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| 5.
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To confirm the minutes of the 5th January 2025 Main Parish Committee meeting.
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These were the following amendments:
Item 10 – Cllr Bray has written to Telereal Trillium Ltd—not BT Estates. Cllr Bray to chase up on a Teams meeting with Oscar Akintoye—not Mike Rollings.
Item 14 – The new budget was approved (wording updated).
Item 15 – The Parish Council currently has three applications—not two—applications for CIL funding to be discussed at the February meeting, when they will look at where the CIL monies can be allocated. It was noted that the condition for CIL Fund award for The Winning Horse project agreed at the Parish Council meeting on 16th May 2024 could not now be met, due to the withdrawal of the government’s Community Ownership Fund, so a fresh application by the Claygate Community Benefit Society would be required.
The minutes with the above amendments were agreed to be a correct copy and were signed and dated by Cllr Holt.
Carried unanimously.
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| 6.
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Review actioning of items from previous minutes and agree any further action required.
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Item 11 – Completed
Item 14 – Completed
Item 16 – Completed
Item 18 – Completed
Item 19:1 – Ongoing
Item 19:2a – Completed
Item 19:2b - Completed.
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| 7.
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To answer any questions from the general public.
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None.
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| 8.
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To receive the notes from the Quarterly meeting with EBC.
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Councillors were in agreement with the minutes of the quarterly meeting circulated by Anne Withers. They are published in an appendix to these minutes for information.
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| 9.
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To receive a report of EBC’s Overview & Scrutiny Committee.
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Cllr French reported that the Community Centres were under review and would continue to operate for four days a week.
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| 10.
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To receive a report of EBC’s Audit and Standards Committee.
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Cllr Freeborn reported that the Audit was not yet completed and therefore was nothing to report at this time.
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| 11.
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To receive a report from the Planning Committee.
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Nothing to report at this time.
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| 12.
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To receive a report from the EH&T Committee.
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Cllr Bray and other Cllrs met with seven members of SCC about Local Street Improvement Plan (LSIP). LSIP proposes a blanket 20 mph limit across large portions of towns and villages. 70% of CtWF survey respondents in Claygate did not want this type of blanket speed enforcement. Therefore the CPC view is that LSIP will not be right for Claygate. Instead CPC will work with EBC and SCC to implement specific improvements which are wanted.
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| 13.
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To agree the terms of reference for the CTWF Advisory Committees.
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The terms of reference were agreed.
A vote of thanks to Cllr French for all her hard work on this was proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
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| 14.
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To consider the reappointment of the CtWF Advisory Committees and consider if there are any changes to their membership.
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The current members of the CtWF Advisory Committees were appointed. A new governance structure is to be produced for publication.
Proposed by Cllr Bray and seconded by Cllr Sheppard.
Carried unanimously.
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ACTION: Clerk. C㉕009
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| 15.
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To receive a report from the Health, Wellbeing and Leisure Advisory Committee.
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Cllr French reported that the committee had met recently and was pursuing opportunities to improve and increase the provision of health services locally. Plans for the provision of an outdoor gym on the Recreation Ground were progressing and a lottery funding bid had been submitted by the Recreation Ground Trust.
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To receive a report from the Shops and Businesses Advisory Committee.
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Leo Tye reported that the committee had met and would be moving forward with the Shops and Businesses Survey once the ethics statement had been approved.
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| 17.
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To consider a motion to approve the approach and ethics statements in the Shops and Businesses Advisory Committee’s Survey.
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Emma Curtis answered councillors’ questions about the ethics statement for the survey which was considered for approval. Cllr Bray applauded Emma Curtis for an incredible piece of work.
The motion was proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
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| 18.
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To approve the Claygate Courier for production.
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Proposed by Cllr Holt and seconded by Cllr French.
Carried unanimously.
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| 19.
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To sign off the reconciliation for January.
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The Clerk requested to have this delayed until the next meeting as the December reconciliation will need to be approved again because there are some changes.
Proposed by Cllr Holt and seconded by Cllr French.
Carried unanimously.
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ACTION – Clerk. C㉕010
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| 20.
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To confirm the arrangements for the internal audit with Simon White.
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It was agreed that this should take place in April and the Clerk would contact Simon White at EBC.
ACTION – Clerk. C㉕011
A discussion was held about having a Process Audit. The Clerk requested that this be deferred until 2025/2026.
Proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
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| 21.
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To review having a Claygate Recreation Ground Trust Trustee.
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It was discussed and agreed to not have a CRGT Trustee from the Parish Council at this time. NBt Cllr French is happy to continue advising on funding applications as and when required.
Proposed by Cllr Holt and seconded by Cllr Herbert.
Carried unanimously.
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| 22.
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To discuss arrangements for the Claygate Flower Show.
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It was confirmed that the next Claygate Flower Show will be held on Saturday 12th July. It was also agreed that CPC will have a stand at the event. Clerk to contact the organisers to book a space and table.
ACTION - Clerk. C㉕012
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| 23.
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To confirm the details for the next Claygate Litter Pick.
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It was confirmed that the next Litter Pick will be held on Saturday 26th April alongside the CVA's Get Involved Day at the Village Hall. Cllr Holt to liaise with Twink Bray regarding the BBQ after the Litter Pick at the Village Hall. The banners need to be up by 31st March to advertise the event.
ACTION – Cllr Holt to contact Mrs Bray. C㉕013
ACTION – Cllr Moon to have the banners up by 31st March. C㉕014
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| 24.
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To confirm the plans for the Annual Village Meeting to be held on Thursday 20th March at the Claygate Village Hall, and to review and confirm the suggested questions for the meeting regarding devolution.
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Cllr Sheppard had circulated a selection of questions for the panel at the above meeting. These were agreed with one addition: Question 2 – How does this affect the CPC?
This was proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
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ACTION – Clerk to send the questions to the three panellists. C㉕015
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| 25.
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To consider grant applications.
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A grant application was received from the Claygate Village Association for £187 to cover the costs of the venue hire for the Get Involved Day. This was agreed.
Proposed by Cllr Bray and seconded by Cllr Sheppard.
Carried by all other Cllrs except Cllr Herbert who abstained from voting.
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ACTION – Clerk to write to CVA to confirm the grant offer. C㉕016
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| 26.
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To consider CIL grant applications.
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Item C – The CIL application for the Claygate Hub was discussed first. Susannah Moffat informed the meeting that the Hub is looking for a £6,000 CIL grant towards helping to pay for the renovations of the sheds at the Hub for the use of the local children.
This was proposed by Cllr French and seconded by Cllr Sheppard.
Carried unanimously.
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- Councillor Holt left the meeting at 8.15pm.
Item B – The CIL application for Claygate Primary School was discussed. The Head informed the meeting that they were looking for £16,100 CIL grant towards the work needed to work on the field and stop the flooding.
This was proposed by Cllr Sheppard and seconded by Cllr Bingham
Carried unanimously.
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- Cllrs French and Coffey left the meeting at 8.25pm.
Item A – The Way Maker Project at Holy Trinity Church.
Rev Patrick Bateman and a representative of the PCC outlined the revised application for £30,000. Cllr Sheppard indicated that the project was an attractive concept, but the view was that CPC funding should focus on the aspects that improved the accessibility of the churchyard in particular the proposed gate and new path to the Recreation Ground. Cllr Freeborn said he was opposed to the whole project, as being an inappropriate use of a cemetery.
The suitability, and cost of the proposed material for the new pathway was discussed. Doubt was expressed about the durability of resin-bound paving for a public thoroughfare.
After discussion, Cllr Sheppard proposed that the grant be limited to the churchyard elements of the proposals, including the gate to the Recreation Ground but excluding the path and the War Memorial Garden, amounting to an award of £9,800. This was seconded by Cllr Bray.
The motion was carried with Cllrs Herbert and Bingham in favour and Cllr Freeborn opposed.
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Cllr Sheppard commented that this decision would be a disappointment to HTC, but that it would be possible to make a further application for funding for the path, once there was a clearer understanding of the suitability of the proposed material.
ACTION – Clerk to write to the three CIL applicants with the offers and confirmations. C㉕017
- Cllr Holt, Cllr French and Cllr Coffey re-joined the meeting at 8.45pm.
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| 27.
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To discuss the possibilities of a Claygate Calendar.
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It was agreed that this was a nice idea but not viable at the moment, given everything else that is being progressed with CtWF.
| To revisit this for 2026.
Proposed by Cllr Holt and seconded by Cllr Freeborn
Carried unanimously.
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| 28.
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To consider three quotes for the bench on The Parade and to select a contractor.
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Cllr Holt informed the council of the three quotes that had been received.
The agreed quote was to be from Beadles for £2,290 + VAT.
Proposed by Cllr Holt and seconded by Cllr French.
Carried unanimously.
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ACTION – Cllr Holt to contact SCC to apply for the licence. C㉕018
ACTION – Clerk to add discussing the wording for the plaque to the agenda of the next meeting. C㉕019
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| 29.
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Matters for information purposes only
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a: Community Centres Round Up
This was covered earlier in the meeting.
b: Update on the Claygate Parish Council website
Cllr Bingham has received four responses from the five agencies she has contacted. Cllr Bingham will share her information and get an idea of what the Councillors are looking to achieve with a new site.
ACTION – Cllr Bingham. C㉕020
c: Update on the meeting re the catchment area for Hinchley Wood School and how and if it will affect Claygate residents
Nothing to report on this currently.
d: Update on Free Parking
It was confirmed that there will be 30 minutes of free parking at Torrington Lodge and Hare Lane car parks from 1st April.
e: Update on all the various current consultations
Cllr French had circulated a list of all the various consultations that councillors are looking at. This is to be added to the website for publication.
ACTION – Clerk. C㉕021
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| 30.
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To move into closed session.
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The meeting moved into closed session at 9.45pm.
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| 31.
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To decide on the winner of the Brian Rhodes Cup.
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The voting forms were completed by the councillors present and the Clerk announced the winner: Susannah Moffat.
ACTION - Clerk to send this information to Peter Whitehead after the meeting. C㉕022
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| 32.
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To agree the CtWF Vision and Action Plan for Consultation in April with EBC.
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The CtWF Vision was discussed and approved.
Proposed by Cllr French and seconded by Cllr Bray.
Carried unanimously.
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The Action Plan was also discussed and approved.
Proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
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| 33.
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To discuss with the Staffing Committee any updates from the Clerk or from the Council.
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:The Clerk left the meeting for the duration of this discussion and rejoined the meeting afterwards.
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| 34.
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To confirm the date and time of the next meeting.
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It will be held on Thursday 27th March, Treetops Pavilion, Recreation Ground, Church Road, Claygate.
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