Parish Council Meeting 5th December 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

28th November 2024

YOU ARE HEREBY WELCOME TO ATTEND

A Meeting of the Claygate Parish Council will be held on Thursday 5th December 2024 at 8.30pm in the Village Hall, 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 7th November 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's Audit and Standards Committee.
• 8) To confirm the meeting dates for the next two EBC Quarterly meetings: Monday 3rd February and Friday 19th May, both at 10am.
• 9) To receive a report from the Planning Committee.
• 10) To receive a report from the EHT 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 the way forward for the Claygate Parish Council's new website.
• 14) To approve the remit for the Planning Committee (Appendix 2).
• 15) To discuss the way forward and strategies regarding the EBC’s Local Plan revision.
• 16) Weeds in Claygate: To consider and approve Cllr Bray’s reply to SCC Cllr Bax's letter of 18-OCT-24 (Appendix 3).
• 17) To review presentations made by SCC at the SALC AGM Conference held on Tuesday 19th November, and agree any consequent actions (Appendix 4).
• 18) To sign off the Reconciliation for November (Appendix 5).
• 19) The movement of monies to the High Interest account will be discussed once we hear back from EBC regarding the Precept payment.
• 20) To discuss any action to be taken over late payment of Precept by EBC.
• 21) To discuss and approve the Budget and set the precept for 2025/26.
• 22) To give an update on the new bench for Claygate Parade.
• 23) To discuss a scenario for the Consultation on Torrington Lodge Car Park which has been suggested.
• 24) Matters for information purposes only.
• 25) To confirm the date and time of the next meeting which will be held on Thursday 9th January, Treetops Pavilion, Recreation Ground.

Appendix 1: Action Lists

… from the CPC Meeting held on Thursday 7th November 2024

ACTIONS:	DESCRIPTION	CLLR	STATUS
Item 9	To organise a response to the letter from SCC Cllr Steve Bax.	Cllr Bray
Item 10	To update the CIL form and have it added to the CPC website.	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	To discuss the movement of monies into the CPD high interest account.	Cllr Holt and the Clerk
Item 14	To help organise the hospitality for the Green Elmbridge networking event.	Cllr Holt
Item 15	To update on the proposed new CPC website.	Cllr Holt, Cllr Bingham and the Communications Committee
Item 16	The Vision for Claygate.	Cllr French
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

The Claygate Parish Council Planning Committee [CPC PC], comprising Councillors and Non-Voting Advisors [NVAS], meets regularly—on behalf of CPC—to consider planning matters affecting the village. The bulk of these are planning applications made to Elmbridge Borough Council [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.

A. Responsibilities

1. Commenting on relevant planning guidelines and proposed amendments to legislation
2. Obtaining professional support on planning matters when deemed necessary
3. Commenting on planning applications
4. Commenting on applications under the Licencing Act 2003
5. Commenting on applications under the Gambling Act 2005
6. ：NB: CPC is not listed as a Consultee and therefore will not be notified of these applications

B. Relationship with the Local Planning Authority [Elmbridge Borough Council]

• CPC has no power to grant or refuse an application for planning permission. These powers reside with EBC.
• CPC is a statutory consultee for most applications made to EBC for properties in Claygate, and EBC must take into account any representations made by CPC.
  • NB: 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 CPC objected to such an application it was referred to the EBC East Area Planning Sub-Committee for decision by EBC Councillors. This no longer applies, and objections to householder applications from 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 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 EBC Planning Committee rather than a sub-committee):
  • Applications for Permission in Principle for new dwellings.

C. Policies

1. Green Belt & Open Spaces – 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
2. Trees – 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.
3. New Housing – CPC recognises the pressure for housing development. However, it expects 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.
4. Conservation Areas [CA]s – 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.
5. Small Works – Applications for small works on domestic properties, outside the CAs, 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 EBC, whose attention may be drawn to the relevant rules.
6. Back land Development – 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.
7. Boundaries to Properties – 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. CPC is in principle opposed to gated developments.
8. Traffic and Transport – 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.
9. 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

1. Notices and Representations – 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

1. 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 CPC PC. If an interested party wishes to talk to a Parish Councillor prior to an application being heard at a CPC PC meeting this must be done by appointment with the Clerk. It should be immediately prior to a 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.
2. 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 NVAS's personal application will also require the NVAS to withdraw from the meeting unless prior dispensation has been granted.
3. 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. NVASs should also avoid entering into any discussion.
4. Member of the Public at 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

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

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 EBC. In line with EBC policy, 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 CPC PC to attend and vote at a meeting. This may be achieved in the following ways:-

1. The attendance of the CPC Chairman who is an ex-officio member.
2. The attendance of a substitute Councillor who will be invited by the Chairman of the 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 4: Claygate Parish Council Website

Website Design Brief

We require an upgraded website for the Claygate Parish Council which takes the following pictorial formats described using content from www.claygateparishcouncil.gov.uk and existing PDFs:

Home page:

• Written menu at top of page showing the below menu options from “This is Claygate” onwards
• Slider at top of Home page showing 3 photos which rotate:
  • Three messages about the council with matching photos
    • 1 – we are here for you to listen to your views and act on your behalf
    • 2 – we have a strategic role as well as providing a set of practical core services for the village
    • 3 – we care about Claygate and its community
• Eight pictures below slider on the home page showing new photo based menu format
• The eight menu options with pictures as follows and sub-menus below
  • “This is Claygate” link to other village website (this can be added later once developed and does not need to be on the first version of the website)
  • About Us (photo of the full council all together)
    • Council Members (photo of each plus existing committee membership plus a biography)
    • Remit (Charter document)
    • Governance (photo of people meeting) pdf of governance also shown once clicked on
    • Achievements (quarterly Achievements Slides in PDF form)
    • Policies (written document with a pen)
  • Services (photo of recent community event we arranged e.g. Brian Rhodes cup/village meeting)
    • Existing Services shown as pictures which you can click on to get a description e.g
      • Planning (picture of some plans on a table)
      • Environment (picture of woodland/Claygate Common)
      • Consultations (Showing people talking) -there is a button with a photo per consultation – we need to add recent ones such as NPPF and the recent such as NPPF and the recent one from EBC about Community Consultation
      • Hanging Baskets/Troughs (photo of a hanging basket),
      • Highway Garden Sites (photos of the sites and explanation of what we do with them)
      • Remembrance Planning (Picture of our Cenotaph),
      • Grants (Money Notes),
      • Litter Picks (Photo of a recent litter pick) and article
      • The Courier (Photo of Courier hanging out of door) - Organised by year and then under each year by issue but with photo pdf of the front of each issue
      • Brian Rhodes Cup (picture of most recent person to receive it and some verbiage on them),
      • Village Meeting (photo of a recent village meeting)
    • New Initiatives such as:
      • Weeds and Detritus (picture of a weedy road) article about this copied from Courier?
      • Claygate The Way Forward (perhaps a photo from a meeting in the church?) article about this (copied from Courier)
      • Local Plan work (article on what is going on copied from Courier)
      • Claygate Centre and article on how we have been involved (copied from Courier)
      • Soldier Biographies (Picture of a silhouette in situ in Claygate) – Haldeigh’s article about this work
      • Village Sign Replacement (Picture of the new sign in situ) – article about this
      • Bench for the Parade – article about this
  • Meetings (showing people round a table meeting)
    • Organised so there is one button per year with the year number on it with a memorable photo from the last 5 years of something that happened in that year
    • Tabular format of meetings and docs within a year is fine as per current website
  • Finances (showing cash/money photo)
    • Accounts by Year (Photo for each type of statement up to 12 docs)
  • News (someone talking through a loudspeaker)
    • Photo for each piece of news showing with a title under it (up to 10)
  • Contact Us and GDPR Options for mailings (Showing photo of a letter being posted)