Parish Council Meeting 18th July 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 resolve on whether the Council will move into closed session to consider confidential staffing and other matters in accordance with the Public Bodies (admission to Meetings) Act 1950. Should this resolution be passed the public and press will be required to leave the meeting at this later stage. To move into closed session at Item 30. To review the probation period for the new Clerk and RFO and make a decision as to whether probation is passed. To move out of closed session.
• 4. To answer any submitted questions from the public.
• 5. To confirm the minutes of the Parish Council Meeting held on Thursday 20th July 2024.
• 6. Review actioning of items from previous minutes and agree any further action required. Appendix A
• 7. To consider the standing agenda item of Torrington Lodge Car Park.
• 8. To agree the new signage for the Claygate Village Sign.
• 9. To agree the involvement of the Parish Council in taking forward the recommendations of Claygate The Way Forward.
• 10. In respect of the recommendations of Claygate The Wayford (CTWF), and in particular to consider:
  • Whether it should encourage the development of 1 and 2 bedroom housing units, including flats close to the village centre
  • Whether more use should be made of pavement areas by restaurants, cafes and pub to increase their sense of community
  • Whether a community garden can by funded by CPC
  • The possibility of setting up a ‘This is Claygate’ website, and its relationship with CPC’s own website
  • The possibility of accessing the mailing list of the Claygate Village Association to keep Claygate residents informed of progress in implementation and recommendations.
• 11. To discuss the village market held on Sunday 30th June 2024, and to consider whether and how CPC should be involved in future developments.
• 12. To consider and if thought fit to agree the governance structure set out in Appendix B.
• 13. To note that the CPC bus stop will be moved to implement a crossing on Church Road by the recreation ground, and to move and properly re-instate the bus stop further north with tarmac and appropriate fixings to the ground.
• 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.
• 15. To review and sign the Reconciliation for April – June 2024 and all other Financial reports to June 2024 and receive the finance report including the expenditure for the balance of the year and decide any actions arising. Appendix C
• 16. To consider appointing a Councillor as a trustee to the CGRT , and to defer this consideration of appointing until January 2025.
• 17. To agree to extend the remit of the Communications Committee to include the Courier, the progress of implementation of CTWF recommendations and website.
• 18. To appoint additional Councillors to the Communications Committee.
• 19. To agree the timetable of publication of the Courier and arrangements for managing distribution.
• 20. To consider arrangements of Remembrance Sunday on November 10th and agree any action.
• 21. To agree who will put up the poppies, Remembrance Day soldiers and soldier biographies
• 22. To receive an update from the Planning Committee and agree any action arising.
• 23. To receive an update from the Environment, Highways and Transport Committee and agree any action arising. To discuss postponing the meeting to be held on Thursday 1st August to 8th August.
• 24. To receive nominations from Councillors for volunteers for the Claygate Lights.
• 25. To consider grant requests for the Claygate Lights and Christmas Tree on The Green.
• 26. To hear a report from the EBC’s Overview and Scrutiny meeting held on 11th July
• 27. Matters for information purposes only.
• 28. In accordance with the Public Bodies (Admission to Meetings) Act 1960, to move into closed session.
• 29. To review the probation period for the Clerk and RFO and make a decision as to whether probation is passed.
• 30. To move out of closed session.
• 31. To confirm that the next meeting of the Claygate Parish Council is to be held on Thursday 15th August at 8.30pm.

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 5 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:

• All 10 CPC Cllrs
• Cllr Holt (C)
• Cllr Moon (VC)

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
• John Ovenden
• Vanessa Relleen
• Gareth Jones
• Cllr Sheppard (C)

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