Parish Council Meeting 9th January 2025 Agenda: Difference between revisions

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*1) To accept apologies for absence.
*1) To accept apologies for absence.
*2) To receive Declarations of Interest in items on the agenda.
*2) To receive declarations of interest in items on the agenda.
*3) To confirm the minutes of the Parish Council Meeting held on Thursday 5th December 2024.
*3) To confirm the minutes of the Parish Council Meeting held on Thursday 5th December 2024.
*4) Review actioning of items from previous minutes and agree any further action required. (Actions List – Appendix 1)
*4) Review actioning of items from previous minutes and agree any further action required. (Actions List – Appendix 1)
*5) To answer any questions from the general public.
*5) To answer any questions from the general public.
*6) To Receive a Report of EBC’s Overview& Scrutiny Committee.
*6) To receive a report of EBC’s Overview & Scrutiny Committee.
*7) To Receive a Report of EBC Audit’s and Standards Committee.
*7) To receive a report of EBC Audits and Standards Committee.
*8) Receive a Report from the Planning Committee.
*8) Receive a report from the Planning Committee.
*9) To give any updates regarding EBC’s Local Plan Revision.
*9) To give any updates regarding EBC’s Local Plan Revision.
*10) To Receive a Report from the E H & T Committee.
*10) To receive a report from the E H & T Committee.
*11) To Receive a Report from the Shops and Businesses Advisory Committee.
* 11) To receive a report from the Shops and Businesses Advisory Committee.
*12) To Receive a Report from the Health and Wellbeing and Leisure Advisory Committee.
* 12) To receive a report from the Health and Wellbeing and Leisure Advisory Committee.
*13) To discuss and agree the way forward regarding liaison with SCC and EBC regarding the Claygate Local Street Improvement Plan (Appendix 2 & 3).
* 13) To discuss and agree the way forward regarding liaison with SCC and EBC regarding the Claygate Local Street Improvement Plan (Appendix 2 & 3).
*14) To approve the Budget and set the precept for 2025/2026  (Appendix 4 & 5).
* 14) To approve the Budget and set the precept for 2025/2026  (Appendix 4 & 5).
* 15) To review current CIL funds available and understand how long the monies are expected to last prior to the next payment which is due from EBC in 18 months (Appendix 6).
* 15) To review current CIL funds available and understand how long the monies are expected to last prior to the next payment which is due from EBC in 18 months (Appendix 6).
*16) To review a new CIL application (Appendix 7).
* 16) To review a new CIL application (Appendix 7).
* 17) To sign off the December 2024 Reconciliation (Appendix 8).
* 17) To sign off the December 2024 Reconciliation (Appendix 8).
*18) To discuss how the CPC will deal with the various consultations which had been forwarded by SALC regarding:
*18) To discuss how the CPC will deal with the various consultations which had been forwarded by SALC regarding:
*:a: English Devolution White Paper
*:a: English Devolution white paper
*:b: Strengthening Standards and Conduct Framework for Local Councils
*:b: Strengthening Standards and Conduct Framework for Local Councils
*:c: Local Audit Reform: A Strategy for Overhauling the Local Audit System in England.
*:c: Local Audit Reform: A Strategy for Overhauling the Local Audit System in England.
* 19) Matters for Information purposes only.
* 19) Matters for information purposes only.
*20) To confirm the date and time of the next meeting which will be held on Thursday 27thFebruary, Treetops Pavillion, Recreation Ground, Church Road, Claygate.
* 20) To confirm the date and time of the next meeting which will be held on Thursday 27th February, Treetops Pavilion, Recreation Ground, Church Road, Claygate.




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== Appendix 1: Action Lists ==
== Appendix 1: Action Lists ==


=== … from the CPC Meeting held on Thursday 7th November 2024 ===
=== … from the CPC Meeting held on Thursday 5th December 2024 ===
 
{| border="1" cellpadding="4"
{| border="1" cellpadding="4"
|-
|-
|ACTIONS:
|ACTIONS:
|DESCRIPTION
|DESCRIPTION
|CLLR
|CLLR / CLERK
|STATUS
|STATUS
|-
|-
|Item 9
|Item 4 (previous item 16)
|To organise a response to the letter from SCC Cllr Steve Bax.
|The ''Vision for Claygate'': to send a two-page document to the Officers at EBC for their meeting mid-Jan.
|Cllr Bray
|Cllr French
|
|
|-  
|-  
|Item 10
|Item 4 (previous item 18)
|To update the CIL form and have it added to the CPC website.
|To purchase a First Aid Book, Fire Extinguisher and First Aid Kit for our Clean-Up Days.
|Clerk
|Clerk
|
|-
|Item 11
|To organise a check list for future Remembrance Services and send to the Clerk to keep in records.
|Cllr Bray
|
|
|-
|-
|Item 13
|Item 13
|To discuss the movement of monies into the CPD high interest account.
|To discuss the way forward for the Claygate Parish Council's new website.
|Cllr Holt and the Clerk
|Cllr Holt and Cllr Bingham
|
|
|-
|-
|Item 14
|Item 14
|To help organise the hospitality for the Green Elmbridge networking event.
|To add the new approved Planning Remit to the website.
|Cllr Holt
|Clerk
|
|
|-
|-
|Item 15
|Item 19
|To update on the proposed new CPC website.
|To discuss the movement of main monies into the high interest account.
|Cllr Holt, Cllr Bingham and the Communications Committee
|Cllr Holt and Clerk
|
|
|-
|-
|Item 16
|Item 22
|The Vision for Claygate.
|To contact EBC about the installation of the new bench on the Parade.  
|Cllr French
|Cllr Holt
|
|
|-
|-
| Item 18
|To purchase a Fire Extinguisher, First Aid book and First Aid kit for our Clean-up days.
|Cllr Moon and the Clerk
|
|-
| Item 20
|To update on the new bench on The Parade.
|Cllr Holt
|
|-
|}
|}


== Appendix 2: Planning Committee Remit  ==
== Appendix 2:   ==
Dear Mike


The Claygate Parish Council Planning Committee {{sc|[CPC PC]}}, comprising Councillors and Non-Voting Advisors {{sc|[NVAs]}}, meets regularly—on behalf of {{sc|CPC}}—to consider planning matters affecting the village. The bulk of these are planning applications made to Elmbridge Borough Council {{sc|[EBC]}}. The applications to be reviewed at each meeting can be found in the pre-published agendas on our website and details of those applications can be viewed at www.elmbridge.gov.uk/planning/find-or-comment-planning-application.
The Environment, Highways & Transport Committee of the Parish Council has recently learned that EBC are in the process of developing an LSI [Local Streets Improvement Plan] for the borough and that SCC are lending a hand in this work.
===A. Responsibilities ===
We are concerned about this, given relevant data from the survey work done by CTWF – below – which indicates that residents would very much not want to see a 20 mph blanket thrown over the village, which seems to be a possible thrust of LSI plans.  
             
{|cellpadding="3" border="1"
|-
| '''Measure'''
|                                                                                          '''Percentage of Responding Residents In Support'''
|-
|Reduced speeds on certain roads         
|      align="center"      |                                          39
|-
|Reduced speed limits on certain roads                       
|          align="center"      |                                    39
|-
|Blanket reduced speed limit across whole village                         
|        align="center"      |              31
|-
|Road engineering measures [chicanes, speed tables]                        
|        align="center"      |        20
|-
|Speed cameras
|          align="center|15
|-
|}  
In this context, I am writing to ask you to tell us, please, what is going on within EBC in this regard and particularly insofar as it relates to Claygate. It would be specially helpful if you could lay out for us the process being used, the timetabling of same, and details of the consultations EBC will have with our residents.
I/we look forward to hearing from you.
Regards
GB
Chairman: Environment, Highways & Transport Committee of CPC


# Commenting on relevant planning guidelines and proposed amendments to legislation
== Appendix 3: Email exchange with Surrey Council Transport Officer ==
# Obtaining professional support on planning matters when deemed necessary
(Too lengthy to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=C16FF5D8-A27D-4358-95A8-8F40A2D87262 at CPC website].)
# Commenting on planning applications
# Commenting on applications under the Licencing Act 2003
# Commenting on applications under the Gambling Act 2005


*NB: {{sc|CPC}} is not listed as a Consultee and therefore will not be notified of these applications
== Appendix 4: Budget planning for 2025/26 ==


===B. Relationship with the Local Planning Authority [Elmbridge Borough Council] ===
== Appendix 5: Precept Notification to EBC 25/26 ==


*{{sc|CPC}} has no power to grant or refuse an application for planning permission. These powers reside with {{sc|EBC}}.
== Appendix 6: Summary of CIL Funds Available ==
*{{sc|CPC}} is a statutory consultee for most applications made to {{sc|EBC}} for properties in Claygate, and {{sc|EBC}} must take into account any representations made by {{sc|CPC}}.
**NB: {{sc|CPC}} is not listed as a Consultee for “Lawful Development Certificates”, “Confirmation of Compliance”, “Non-Material Amendments” and Prior Notifications for Telecommunications”
*The great majority of planning applications are Householder Applications—that is, applications for changes to or development of an existing dwelling. These are almost invariably decided by EBC Planning Officers. Until 2019, if {{sc|CPC}} objected to such an application it was referred to the {{sc|EBC}} East Area Planning Sub-Committee for decision by {{sc|EBC}} Councillors. This no longer applies, and objections to householder applications from {{sc|CPC}} or from 15 or more households will no longer result in the application being referred to the East Area Planning Sub-Committee.
*In the following cases an objection by {{sc|CPC}}, or objections from 15 or more households, will still result in the application being referred to the East Area Planning Sub-Committee:
** Minor applications for 1 to 9 new dwellings:
** Major applications for 10 or more new dwellings (which go to {{sc|EBC}} Planning Committee rather than a sub-committee):
** Applications for Permission in Principle for new dwellings.


===C. Policies ===
{| cellpadding="10" border="1"
|-
|CIL Balance
|as at 31st March 2024
|align="right" | £138,670
|-
|CIL Payments made:
|
|
|-
|
* CVHA
| 16th May 2024
|align="right" | £10,679
|-
|
* Winning Horse Project 
|Assigned 16th May 2024
|align="right" | £50,000


# '''Green Belt & Open Spaces''' – {{sc|CPC}} is opposed to any reduction in the designated Green Belt and to any proposed development that detracts from its amenity value. It will aim to protect the existing and potential open spaces and greens within the village
|-
# '''Trees''' – {{sc|CPC}} attaches importance to the preservation of trees of significant amenity value, both on private land and the highway. It will press for the granting of Tree Preservation Orders in appropriate circumstances. It will consider the advice of its Tree Wardens on any planning application affecting trees.
|Remaining CIL balance
# '''New Housing''' – {{sc|CPC}} recognises the pressure for housing development. However, it expects {{sc|EBC}} to exercise effective control over the type and density of such development, and to implement good design guide standards in order to avoid incongruous housing development.
|as 31st Dec 2024
# '''Conservation Areas''' {{sc|[CA]}}s – {{sc|CPC}} will look critically at all proposed development and change of use in the CA’s. The sympathetic use of materials and design will be required.
|align="right" | £77,991
# '''Small Works''' – Applications for small works on domestic properties, outside the {{sc|CA}}s, will not normally be opposed. But they should ensure that there is no adverse impact on the street scene or the issues of concern described in this remit. The impact on the amenity of neighbours will usually be left to {{sc|EBC}}, whose attention may be drawn to the relevant rules.
|-
# '''Back land Development''' – {{sc|CPC}} will look critically at any proposals for back land development. It will seek to ensure that such proposals are integrated with existing development and do not detract from the appearance and character of the surrounding area.
|}
# '''Boundaries to Properties''' – {{sc|CPC}}, when considering applications, will pay due attention to proposals for hedges, walls, fencing and gates. It will seek to ensure that these are in keeping with the character of the area. {{sc|CPC}} is in principle opposed to gated developments.
# '''Traffic and Transport''' – {{sc|CPC}}, in considering applications, will assess the likely effect on the volume and nature of traffic in the vicinity, the implications for parking and the access to public transport.
# '''Commercial''' – Applications will be viewed with regard to their benefit to the community, quality of design and visual impact on the area.
 
===D. Procedures & Protocols ===
# '''Notices and Representations''' – {{sc|CPC}} posts the agenda of each meeting on the Parish noticeboards. This references EBC’s Weekly List of Validated Applications which are to be discussed at the meeting. The Weekly List can be found using this link
NB: this links to planning research rather than the weekly list; the link to the weekly list is shown below
https://emaps.elmbridge.gov.uk/ebc_planning.aspx?requesttype=parseTemplate&template=WeeklyListAVTab.tmplt
#'''Contacts with Developers and Applicants''' – except in respect of applications for tree works, Parish Councillors will not normally speak to people regarding Planning Permission. Should such contact arise unavoidably, discussions shall be limited to procedural matters and avoid considering the merit of the application. In such a case, a note will be made of the contact and reported to the next meeting of the {{sc|CPC}} PC. If an interested party wishes to talk to a Parish Councillor prior to an application being heard at a {{sc|CPC}} PC meeting this must be done by appointment with the Clerk. It should be immediately prior to a {{sc|CPC}} PC meeting, with a minimum of two Parish Councillors and the Parish Clerk present and a record taken of the discussion included in the Minutes. Records of such meetings with interested parties should be agreed with the Applicant if at all possible. NVAs will declare any contact with Developers and Applicants before discussion of the relevant Planning Application at a CPC PC and Councillors present at the meeting will decide whether the NVA can participate in the discussion of the Application.
# '''Councillors’ Own Applications''' – Councillors’ own personal applications will be discussed at CPC PC meetings. The Councillor whose application it must adhere to Standing Orders and the Code of Conduct and withdraw from the meeting when it is considering a matter in which he/she has a disclosable pecuniary interest unless he/she has been granted a dispensation. Consideration of the matter begins when the agenda item is moved and includes any public representations and discussions relating to the planning application concerned and/or a vote.  An {{sc|NVAs}}'s personal application will also require the {{sc|NVAs}} to withdraw from the meeting unless prior dispensation has been granted.
# '''Councillors and Public Meetings''' – Councillors may attend publicly advertised open meetings about applications and proposed applications but should not enter into any discussion unless arranged as above. {{sc|NVAs}}s should also avoid entering into any discussion.
# '''Member of the Public at {{sc|CPC}} PC Meetings''' – if a member of the public wishes to make representations at a '''CPC''' PC meeting, this must be done in accordance with Standing Orders and the Planning Process and Public Speaking Guidance. Members of the public who make arrangements prior to a meeting will be given priority on the meeting agenda.
 
===E. Licencing Act 2003===
{{sc|CPC}} will consider applications that could affect Claygate relating to the retail sale of alcohol, the supply of alcohol in clubs, the provision of regulated entertainment, late night refreshment and street trading and, if appropriate, make representations to EBC.
 
===F. Gambling Act 2005===
 
{{sc|CPC}} will consider all applications that could affect Claygate relating to the operation of premises for the purposes of gambling and, if appropriate, make representations to {{sc|EBC}}. In line with {{sc|EBC}} policy, {{sc|CPC}} will oppose any applications for casinos.
 
===G. Organisation ===
 
The quorum of this Committee is three Councillors in accordance with Standing Orders. To prevent the attendance of Councillors falling below the quorate number, it may be necessary to call upon the services of a Councillor not on the {{sc|CPC}} PC to attend and vote at a meeting. This may be achieved in the following ways:-
# The attendance of the {{sc|CPC}} Chairman who is an ex-officio member.
# The attendance of a substitute Councillor who will be invited by the Chairman of the {{sc|CPC}} PC to attend the meeting in question, and for that meeting and that meeting only, will have voting rights.
 
== Appendix 3: DRAFT RESPONSE TO SCC Cllr S BAX’s LETTER OF 18TH OCTOBER 2024  ==
 
 
:SCCllr S Bax
:Surrey County Council
:Woodhatch Place
:11 Cockshot Hill
:Reigate
:Surrey
:RH2 8EF
 
:NN/12/2024
 
Dear Cllr Bax/Steve
 
'''Weeds Growing in Claygate’s Kerb Gullies and Pavement Backs'''
 
Further to my courtesy holding email of 08/11/2024, let me start by saying how pleased the Parish Council was to get a response, at last, from the County Council, to its previous letters to Cllrs Furniss and Oliver.
 
It’s clear that, in general terms, you have a grip on this issue, which is good to know, and we look forward to a much improved situation in Claygate, especially next year and beyond.
 
In reply to some of the points you make in your letter, I have the following observations and/or questions:-
 
*a. “…weed spraying in Elmbridge…later than it should have been”. Could you explain why this was, please, and what will be done to prevent recurrence?
*b. “…spraying…completed in Claygate…”. Indeed it has, as a number of PCllrs have observed – and to very good effect.
*c. “…additional resources…”. Were these SCC resources? I ask because I and another PCllr saw a road sweeper working in the village in October with a man going ahead loosening the accumulated piles of grit, weed roots etc., which will be necessary to get an effective sweep-up. If not SCC resources, do I take it that, wearing your EBC hat, you were able to get these resources there?
*d. “…EBC’s routine road sweeping.” I have been working on this issue for just about a year now and I would simply observe that I believe that time and effort spent coordinating weed spraying and road sweeping would be well spent. There must be an optimum period of timebetween the 2 operations. Given your two hats, might you be able to do something in this connection, in Elmbridge, at least?
*e. “…response to (our) questions:” Thank you for your 4 responses. Understood.
*f. “…important service in 2025.” We look forward to hearing more about your proposals for 2025 in due course. Can I, though, in closing, ask if you will be spraying weeds at the backs of pavements as well along kerb lines, going forward, since this is another area where weeds grow in profusion.
 
We look forward to hearing from you again.
 
Regards
 
 
Gil Bray


== Appendix 3: To sign the September and October Reconciliations  ==
== Appendix 7: Grant Application from Claygate Primary School ==


== Appendix 4: Claygate Parish Council Website ==
== Appendix 8: (not on CPC website) ==


{{Website-Design-CPC-NOV-24}}
== Appendix 9: CPC Website presentation ==

Latest revision as of 14:01, 22 July 2025

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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
3rd January 2025
YOU ARE HEREBY WELCOME TO ATTEND
A Meeting of the Claygate Parish Council will be held on Thursday 9th January 2025 at 8.30pm in Treetops Pavilion, Recreation Ground, Church Road

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 accept apologies for absence.
  • 2) To receive declarations of interest in items on the agenda.
  • 3) To confirm the minutes of the Parish Council Meeting held on Thursday 5th December 2024.
  • 4) Review actioning of items from previous minutes and agree any further action required. (Actions List – Appendix 1)
  • 5) To answer any questions from the general public.
  • 6) To receive a report of EBC’s Overview & Scrutiny Committee.
  • 7) To receive a report of EBC Audits and Standards Committee.
  • 8) Receive a report from the Planning Committee.
  • 9) To give any updates regarding EBC’s Local Plan Revision.
  • 10) To receive a report from the E H & T Committee.
  • 11) To receive a report from the Shops and Businesses Advisory Committee.
  • 12) To receive a report from the Health and Wellbeing and Leisure Advisory Committee.
  • 13) To discuss and agree the way forward regarding liaison with SCC and EBC regarding the Claygate Local Street Improvement Plan (Appendix 2 & 3).
  • 14) To approve the Budget and set the precept for 2025/2026 (Appendix 4 & 5).
  • 15) To review current CIL funds available and understand how long the monies are expected to last prior to the next payment which is due from EBC in 18 months (Appendix 6).
  • 16) To review a new CIL application (Appendix 7).
  • 17) To sign off the December 2024 Reconciliation (Appendix 8).
  • 18) To discuss how the CPC will deal with the various consultations which had been forwarded by SALC regarding:
    a: English Devolution white paper
    b: Strengthening Standards and Conduct Framework for Local Councils
    c: Local Audit Reform: A Strategy for Overhauling the Local Audit System in England.
  • 19) Matters for information purposes only.
  • 20) To confirm the date and time of the next meeting which will be held on Thursday 27th February, Treetops Pavilion, Recreation Ground, Church Road, Claygate.



Appendix 1: Action Lists

… from the CPC Meeting held on Thursday 5th December 2024

ACTIONS: DESCRIPTION CLLR / CLERK STATUS
Item 4 (previous item 16) The Vision for Claygate: to send a two-page document to the Officers at EBC for their meeting mid-Jan. Cllr French
Item 4 (previous item 18) To purchase a First Aid Book, Fire Extinguisher and First Aid Kit for our Clean-Up Days. Clerk
Item 13 To discuss the way forward for the Claygate Parish Council's new website. Cllr Holt and Cllr Bingham
Item 14 To add the new approved Planning Remit to the website. Clerk
Item 19 To discuss the movement of main monies into the high interest account. Cllr Holt and Clerk
Item 22 To contact EBC about the installation of the new bench on the Parade. Cllr Holt

Appendix 2:

Dear Mike

The Environment, Highways & Transport Committee of the Parish Council has recently learned that EBC are in the process of developing an LSI [Local Streets Improvement Plan] for the borough and that SCC are lending a hand in this work.

We are concerned about this, given relevant data from the survey work done by CTWF – below – which indicates that residents would very much not want to see a 20 mph blanket thrown over the village, which seems to be a possible thrust of LSI plans.

Measure Percentage of Responding Residents In Support
Reduced speeds on certain roads 39
Reduced speed limits on certain roads 39
Blanket reduced speed limit across whole village 31
Road engineering measures [chicanes, speed tables] 20
Speed cameras 15

In this context, I am writing to ask you to tell us, please, what is going on within EBC in this regard and particularly insofar as it relates to Claygate. It would be specially helpful if you could lay out for us the process being used, the timetabling of same, and details of the consultations EBC will have with our residents.

I/we look forward to hearing from you.

Regards

GB Chairman: Environment, Highways & Transport Committee of CPC

Appendix 3: Email exchange with Surrey Council Transport Officer

(Too lengthy to be included here. Find at CPC website.)

Appendix 4: Budget planning for 2025/26

Appendix 5: Precept Notification to EBC 25/26

Appendix 6: Summary of CIL Funds Available

CIL Balance as at 31st March 2024 £138,670
CIL Payments made:
  • CVHA
 16th May 2024 £10,679
  • Winning Horse Project
 Assigned 16th May 2024 £50,000
Remaining CIL balance as 31st Dec 2024 £77,991

Appendix 7: Grant Application from Claygate Primary School

Appendix 8: (not on CPC website)

Appendix 9: CPC Website presentation

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