Parish Council Meeting 15th August 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

18th July 2024

YOU ARE HEREBY WELCOME TO ATTEND

A Meeting of the Claygate Parish Council will be held on Thursday 18th July 2024 at 8.30pm in the Main Hall, Claygate Village Hall

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 18thJuly 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 and Standards
• 8) To Receive a Report from the Planning Committee
• 9) To Receive a Report from the EH&T Committee
• 10) To Review the minutes from the recent EBC meeting held on 16th July 2024 (Appendix 2)
• 11) In respect of the recommendations of Claygate The Way Forward (CTWF), from the meeting held on Thursday 18th July and to follow up on the following area:

  To agree to defer until the following meeting discussion of the possibility of a new ‘This is Claygate’ website.

  ACTION – Cllr Bingham

• 12) Having regard to the resolution of the Council on 18 July 2024, to appoint pursuant to Standing Order 4 five Advisory Committees to take forward the recommendations of the Claygate Village Association in its report of 18 June 2024 “Claygate: The Way Forward”, as follows:

  (a) a New Development and Housing Advisory Committee, to report to the Planning Committee;

  (b) a Health, Wellbeing and Leisure Advisory Committee, to report to the Council;

  (c) a Shops and Businesses Advisory Committee, to report to the Council;

  (d) a Transport and Parking Advisory Committee, to report to the Environment, Highways and Transport Committee;

  (e) an Environment and Sustainability Advisory Committee, to report to the Environment, Highways and Transport Committee.

• 13) If the resolution in agenda item 12 is agreed, to appoint to the Advisory Committees set up under that resolution the following members:

  (a) to the New Development and Housing Advisory Committee, Clive Thompson

  (b) to the Health, Wellbeing and Leisure Advisory Committee, John Bamford, Cllr Collon, Cllr French, Pam Jarvis and Chris Kerr

  (c) to the Shops and Businesses Advisory Committee, Simon Baile, Philip Chapman, Emma Curtis, Cllr Holt, Ulrika Pulford, Gary State, Leo Tye, Nicole and Lauren Dodds, Redmond Walshe

  (d) to the Transport and Parking Advisory Committee, Ben Full, Peter Robinson, Mark Sugden

  (e) to the Environment and Sustainability Advisory Committee, Peter Stevenson

  (f) to add further members to the above Committees to be authorised by the Chairman Cllr Holt

• 14) To Review and Approve draft Documentation for SCC application for a new bench on the Parade sponsored by the CPC and agree the way forward in principle (Appendix 3 and 4)
• 15) To discuss any updates on arrangements of Remembrance Sunday on November 10th
• 16) To update on the requested Tree Surgery Work on the Meadow Road Village Green
• 17) To consider the Government Consultation on Amendments to the National Planning Policy Framework (NPPF) (Appendix 5)
• 18) To agree any changes to the AGAR following audit feedback
• 19) Matters for information purposes only
  • To discuss the Way Maker Project at Holy Trinity Church – to discuss arrangements for attendance of PC representatives the meetings on Tuesday 10th September at 8pm or Wednesday 11th September at 10am (Appendix 6)
• 20) To confirm the date and time of the next meeting which will be held on Thursday 12th September at Treetops Pavilion, Recreation Ground, Church Road.

Appendix A: Actions List from the CPC Meeting held on Thursday 20th June 2024

ACTIONS:	DESCRIPTION	CLLR	STATUS
Item 4:1	to discuss with Vanessa and contact Ian Burrows at EBC To contact John Bamford	Cllr Holt	Complete
Item 7:3	To contact Afternoon Crumbs in the Parade regarding their concerns as a business holder	Cllr Holt
Item 8	To book the first meeting with the Staffing Committee	Clerk
Item 10	To review and update the new Equality Policy	Clerk
Item 12	To write to EBC regarding their Resilience Planning and where they stand with it	Cllr Bray
Item 13	To discuss the tree felling and ask Mr O’Brien to obtain quotes for Meadow Road	Cllr Bray
Item 16	To write to Air-Ambulance regarding not being able to fulfil their grant application	Clerk
Item 17:1	To speak to CRGT regarding the new gate at the Recreation Ground and the difficulty residents are having with it	Cllr Moon
Item 17:2	To circulate the Claygate The Way Forward paperwork for Councillors to read before the Strategy Day	Cllr Holt

Appendix B: Governance Structure

There will be five working groups moving forwards as Health & Wellbeing will merge with Leisure & Recreation The working groups will be:

• Environment & Sustainability managed by Peter Stevenson
• Transport & Parking managed by Mark Sugden
• Shops & Businesses managed by Leo Tye
• Health, Wellbeing, & Leisure managed by Jenny French
• New Development & Housing managed by Clive Thompson

Reporting lines & governance structure are as shown. Working groups will work as they always have done but instead of reporting into CVA Trustees they will report into the main CPC or a related sub-committee as shown. The CPC will be accountable for and manage the project via these sub-committees and working groups.

Claygate Parish Council:

• Cllr Holt (C)
• Cllr Moon (VC)
• All eight other CPC Cllrs

Health, Wellbeing & Leisure Working Group:

• John Bamford
• Cllr Collon
• Cllr French (C)
• Pam Jarvis
• Chris Kerr

Shops & Businesses Working Group:

• Simon Baile
• Philip Champion
• Emma Curtis
• Cllr Holt
• Ulrika Pulford
• Gary State
• Leo Tye (C)
• Nicole & Lauren Dodds
• Redmond Walsh

Planning Committee:

• John Bamford
• Cllr Bingham
• Cllr Bray (VC)
• John Burns
• Cllr Collon
• Cllr Herbert
• Cllr Holt
• Cllr Moon
• Cllr Sheppard (C)
• John Ovenden
• Vanessa Relleen
• Gareth Jones

New Development & Housing Working Group:

• Clive Thompson
• Others TBC by Clive

Environment, Highways & Transport Committee:

• Cllr Bray (C)
• Cllr Coffey
• Cllr Freeborn
• Cllr French
• Cllr Holt
• Cllr Moon (VC)
• Mark Tymieniecki
• Caroline Stevenson
• Peter Stevenson

Transport & Parking Working Group:

• Ben Full
• Peter Robinson
• Mark Sugden
• Others TBC by Mark

Environment & Sustainability Working Group:

• Peter Stevenson
• Others TBC by Peter