Parish Council Meeting 10th October 2024 Agenda

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

2nd September 2024

YOU ARE HEREBY WELCOME TO ATTEND

A Meeting of the Claygate Parish Council will be held on Thursday 10th October 2024 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 12th September 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 Oversight & Scrutiny Committee & Agree Action As Appropriate
• 7) To Receive a Report of EBC Audit’s and Standards
• 8) To Receive a Report from the Planning Committee
• 9) To Receive a Report from the E H & T Committee
• 10) Update from Claygate The Way Forward (CTWF), from the meeting held on 25th September
• 11) To confirm arrangements for Remembrance Sunday onNovember 10th
• 12) To update on the requested Tree Surgery Work on the Meadow Road Village Green
• 13) To Discuss the Weeds and Kerbs and Pavements and to agree the next steps
• 14) To receive details of grant applications and consider whether they will be approved
  (Appendix 2)
• 15) To report on finalisation of the external audit for 2023/2024
• 16) To review the Quarterly financials and budget and sign off the reconciliation for September – to include the Reconciliations from April to Aug 2024
  (Appendix 3)
• 17) To consider and approve the costs of hiring HTC’s Hall and the provision of hospitality for expected attendees at the Green Network Elmbridge Event on Wednesday 20th November 2024
• 18) To confirm the arrangements for agreeing the 2024/2025 budget for the Parish Council

(Appendix 4)

• 19) To confirm arrangements for giving sight to the council of the Courier prior to publishing.
• 20) To discuss whether it is possible to apply for a £1,000 grant from the Elmbridge Community Fund towards the development of the ‘This is Claygate’ website
• 21) Matters for Information purposes only
  a: Parish Council and This is Claygate Website – Cllr Holt to report on this at the Nov meeting
  b: Update on the new bench on the parade – Cllr Holt to report on this at the Nov meeting
• 22) To confirm the date and time of the next meeting which will be held on Thursday 7th November at Claygate Village Hall, Small Hall, Church Road

(Replace all that follows)

Appendix 1: Action Lists

… from the CPC Meeting held on Thursday 18th July 2024

ACTIONS:	DESCRIPTION	CLLR	STATUS
Item 4	To have quarterly updates on the CPC Website re the progress of Claygate The Way Forward.	Cllr Holt	Completed
Item 10:1	Whether more use should be made of pavement areas by restaurants, cafes and pub to increase their sense of community.	Cllr Holt	Removed from list
Item 10:3	The possibility of accessing the mailing list of the Claygate Village Association to keep Claygate residents informed of progress in implementation and recommendations.	Cllr French	Ongoing
Item 11	To contact the village market organisers to have a charity stall and match fund their earnings on the stall to a max of £250.	Cllr Holt	Ongoing
Item 14	To contact the Claygate Recreation Ground Trust (CRGT) regarding implementation of self-closing gates on the recreation ground in the centre as well as at the sides.	Cllr Moon	To review in two months' time.
Item 19	To organise a distribution list for the next Courier.	Cllr Bray	Ongoing
Item 20	To update arrangements of Remembrance Sunday on November 10th.	Cllr Bray	Ongoing
Item 29	To add the Equality policy to the Website.	Clerk & RFO	Completed

… from the CPC Meeting held on Thursday 15th August 2024

ACTIONS:	DESCRIPTION	CLLR	STATUS
Item 9	To write to SCC CEO Tim Oliver regarding the lack of responses from Cllr Matt Furniss and to copy Cllr Mark Sugden on the issues of the Kerbs and Weeds.	Cllr Bray
Item 11a	Recommendations of Claygate the Way Forward – costs of our current website.	Clerk
Item 11b	To look into possible new website productions and design briefs x 3.	Cllrs
Item 14a	To contact EBC for 3 approved Highway Contractors contact details for the installation of a new bench on the Parade.	Clerk for the next EHTC meeting
Item 14b	Siting of the bench on the Parade.	Cllr Holt for the next EHTC meeting
Item 15	To apply for the road closures for the forthcoming Remembrance Sunday.	Cllr Bray
Item 16	Tree surgery work on Meadow Road – to contact the Tree Wardens regarding the removal of the second tree.	Cllr Bray
Item 17	To update on the installation of the new Village sign on the Parade.	Cllr Bray
Item 18	To update on any changes to the AGARS.	Cllr Holt and Clerk