Meeting of the Parish Council 27th March 2025 Minutes

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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

6th April 2025

MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 27th March 2025 at 8.30pm at Treetops Pavilion, Recreation Ground, Church Road, Claygate

Present:	Chair: Cllr Holt
Council Members:	Cllr Bray, Cllr Collon, Cllr French, Cllr Herbert, and Cllr Sheppard.
In attendance:	Dawn Lacey (Parish Clerk & RFO) 21 members of the public

1.	To accept apologies for absence.
	Apologies from Cllr Bingham, Cllr Coffey and Cllr Moon.

2.	To receive Declarations of Interest in items on the agenda.
	None.

3.	To move into closed session from Item 21 to 23 for a discussion with the Clerk and Staffing Committee.
	Cllr Holt proposed to postpone this until the May meeting due to the absence of Cllr Bingham and Cllr Coffey. This was seconded by Cllr Sheppard and carried unanimously.

4.	To confirm the minutes of the 27th February 2025 Main Parish Committee meeting.
	There were a couple of adjustments made to the minutes: Item 14 – remove apostrophe from the word 'Committees'. Item 17 – change the wording from ‘the approval’ to ‘to approve’. These were then agreed to be a correct copy and were signed and dated by Cllr Holt. Carried unanimously.

5.	To review the actioning of items from previous minutes and agree any further action required.
	All items completed except: Item C㉕018: To write to SCC to apply for the licence for the new bench on The Parade - ONGOING Item C㉕020: To provide an update on the Website - ONGOING

6.	To answer any questions from the general public.
	A question was asked about why the Draft Claygate Vision was being kept secret. Cllr French explained that the Draft Vision was an Elmbridge Borough Council document which EBC would be consulting residents on in April.

7.	To receive a report of EBC’s Overview & Scrutiny Committee & agree actions as appropriate.
	Nothing to report at this time.

8.	To receive a report of EBC’s Audit and Standards Committee.
	The accounts have now been approved by the auditors. Apart from this, there is nothing to report at this time.

9.	To receive a report from the Planning Committee.
	Cllr Sheppard reported that the supplementary guidance on the Green Belt has now been issued and advised for all councillors to read this, as it will be helpful moving forward.

10.	To receive a report from the Environment, Highways & Transport Committee.
	Cllr Bray had nothing new to report.

11.	To receive a report from the Health, Wellbeing and Leisure Advisory Committee.
	Cllr French reported that possibilities of setting up a community fridge in Claygate are being explored.

12.

To receive a report from the Shops and Businesses Advisory Committee.

Leo Tye reported that the survey questions had been refined and tested. There had been a delivery of invitation letters. Training sessions had already commenced. The aim is to launch the survey on the 2nd April and hope for a 60% response and to analyse this in May. Leo requested that the following members of the Committee be accepted: Steve Wells and Vanessa Relleen. This was proposed by Cllr Holt and seconded by Cllr Bray. Carried unanimously.

13.

To sign off the reconciliation for December 2024 and January 2025.

These were agreed to be correct and signed by the Chair and Clerk. The Clerk explained that the delay for Feb 2025 was due to a direct debit being taken by Castle Water for over £1,200; she was trying to find out how and why this was done. It was discussed that we need to have this resolved by 14th April. Proposed by Cllr Holt and seconded by Cllr Sheppard. Carried unanimously. ACTION – Clerk. C㉕023

14.	To review and agree the updated Complaints Procedure.
	It was agreed to defer this to the May meeting to resolve a query that had been raised. Proposed by Cllr Holt and seconded by Cllr French. Carried unanimously.

15.	To confirm the dates for the internal audit with Simon White.
	The Clerk confirmed that the 23rd and 24th April had been booked for this.

16.	To discuss any arrangements for the Claygate Flower Show.
	Nothing new to report at this time.

17.	To confirm the details for the next Claygate Litter Pick.
	The banners needed to be up by the 31st March to allow time for the event to be advertised. ACTION – Clerk to contact Cllr Moon. C㉕024

18.

To discuss issues arising from the Claygate Village Meeting.

This item was brought forward in the meeting and discussed after Item 6: The Village Meeting held on 20 March was discussed. The Clerk informed the members of the public that in future she will be putting requests out on social media two months before the meeting date to see if there are any particular issues that Claygate residents want to raise. There had been conversations with SCC Mark Sugden and Cllr Bray since the meeting regarding the potential dangers of Hare Lane. This will be dealt with by the EHT Committee. It was proposed by Cllr Holt and seconded by Cllr Bray to give a donation of £150 to the Grace Dear Trust from the Chairman’s allowance. This was carried unanimously. ACTION – Clerk. C㉕025 To write and thank the Councillors for coming along and taking part in the Panel. ACTION – Clerk. C㉕026 The litter issue on Littleworth Common Road was discussed and it was confirmed that this area is officially outside the Parish. Cllr Holt is to contact EBC about this and report at the next meeting. ACTION – Cllr Holt. C㉕027 The CPC were asked about our young advisor and what input they give and to whom and that there seems to be lack of communication in this area and that we could strengthen our links with the younger people in Claygate. It was agreed to contact Katie Holmes at the Hub and see how we can do this moving forward. ACTION – Cllr Holt. C㉕028 To add an item for communication to the agenda in June. ACTION - Clerk. C㉕029

19.	To consider and confirm the wording for the new bench on The Parade.
	The wording for the new bench will be as follows: DEDICATED TO THE RESIDENTS OF CLAYGATE BY CLAYGATE PARISH COUNCIL JUNE 2025 Proposed by Cllr Collon and seconded by Cllr Holt. Carried unanimously.

20.	Matters for information purposes only.
	None.

21.	To move into closed session.
	This was no longer needed for the meeting – as per item 3 on this agenda.

22.	To discuss the Clerk’s objectives and review.
	As per item 3 on this agenda, this has been postponed until the May meeting.

23.	To move out of closed session.
	This was no longer needed for the meeting – as per Item 3 on this agenda.

24.	To confirm the date and time of the next meeting.
	It will be the ANNUAL MEETING OF THE PARISH COUNCIL held on Thursday 22nd May, Claygate Village Hall, Main Hall, Church Road, Claygate.

The meeting closed at 10.00pm.

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