Meeting of the Parish Council 15th August 2024 Minutes

From Claygate
Revision as of 19:30, 31 August 2024 by Gjw5er (talk | contribs)


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
24th July 2024


MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 15th August 2024 at 8.30pm at Claygate Village Hall, Main Hall, Church Road, Claygate



Present: Chair of the Council: Cllr Holt
Council Members: Cllr Moon, Cllr Bingham, Cllr Bray, Cllr Collon, Cllr Coffey, Cllr Freeborn, Cllr French, Cllr Herbert, Cllr Sheppard
In attendance: Dawn Lacey (Parish Clerk & RFO)
Five members of the public including Elmbridge Councillor Rollings


1. To accept apologies for absence.
None.
2. To receive Declarations of Interest in items on the agenda.
None.
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.
It was agreed that the Council would move into closed session for Item 30.
4. To answer any submitted questions from the public.
It was requested to have quarterly updates on the CPC website re the progress of Claygate The Way Forward and whether the CPC should take on this project.
ACTION - Cllr Holt
5. To confirm the minutes of the Parish Council Meeting held on Thursday 20th June 2024.
An adjustment was made under Item 13 – this was altered to the following heading:
‘……by any known person or organization in Meadow Road’
The amended minutes were then agreed and proposed by Cllr Holt, seconded by Cllr Moon and carried unanimously.
6. Review actioning of items from previous minutes and agree any further action required (Actions List).

Item 4:1 ​Completed
Item 7:3 ​Completed
Items 8 & 10 ​Completed
Item 12 ​Cllr Bray confirmed that we are covered under EBC’s Resilience Planning and therefore don’t require our own. EBC would welcome a list of contacts for Claygate and any specific areas should it be needed. A list to be produced and sent to EBC.
ACTION: Cllr Bray
Item 13 ​To discuss the tree felling and ask Mr O’Brien to obtain quotes for Meadow Road: Cllr Bray has met with Mr O’Brien and Mr O’Brien is currently acquiring quotes for this work. This is to be discussed at the next meeting. The Clerk is in touch with SALC to enquire about possible grants and how CPC can help with this.
Item 16 ​Completed
Item 17:1​ To speak to CGRT regarding the gates – Cllr Moon has been in touch with Chris Stedman at Surrey and confirmed that one of the gates has now been adjusted to make it lighter. Cllr Moon to continue with this to request the other gates to be updated in the same way.
ACTION: Cllr Moon
Item 17:2 ​Completed

7. To consider the standing agenda item of Torrington Lodge Car Park.
This item was postponed at Cllr Holt’s discretion due to it being covered under item 9.
8. To agree the new signage for the Claygate Village Sign.
A copy of the proposed signage was handed round for approval including a change to the surround of the signage to green signifying that Claygate is surrounded by Green Belt.
The new signage was proposed by Cllr Holt and seconded by Cllr Sheppard and carried unanimously.
ACTION - Cllr Bray to order the Vinyls and contact Clive Thompson re the erection and also the use of the Cherry Picker.
9. To agree the involvement of the Parish Council in taking forward the recommendations of Claygate The Way Forward.
After a discussion with all Councillors, the following was proposed:
To act in a co-ordination role under the Governance Structure – Item 12 on the Agenda.
This was proposed by Cllr Holt and seconded by Cllr Bray. Cllr Freeborn abstained; all other Cllrs were in agreement.
10. In respect of the recommendations of Claygate The Way Forward (CtWF), and in particular to consider:
a. Whether it should encourage the development of 1 and 2 bedroom housing units, including flats close to the village centre.
It was agreed to support these elements by referring to the Local Plan insofaras it asks for smaller dwellings to be considered. We are not able to tell developers what to build.
Proposed by Cllr Sheppard and seconded by Cllr Holt – carried unanimously.
b. Whether more use should be made of pavement areas by restaurants, cafes and pub to increase their sense of community.
This item to be re-addressed by the local shops group.
ACTION – Cllr Holt
c. Whether a community garden can by funded by CPC.
It was discussed as to whether the Environment Group could apply for a grant for this and also if the Crown Estate would let us have the land? This is to be discussed further at the next EHTC Meeting.
ACTION: Peter Stevenson to contact the Crown Estate.
d. The possibility of setting up a ‘This is Claygate’ website, and its relationship with CPC’s own website.
This point is to be deferred until the next meeting when we will receive an update from Cllr Bingham.
ACTION – Cllr Bingham
e. The possibility of accessing the mailing list of the Claygate Village Association to keep Claygate residents informed of progress in implementation and recommendations.
An action was suggested to ask the CVA to issue an invitation to their mailing list to ask them to accept to join the Parish Council mailing list so that we can manage communication on The Way Forward in the future.
Proposed by Cllr French and Seconded by Cllr Moon. Cllr Herbert abstained, all other Cllrs in agreement.

ACTION - Cllr French to speak to the CVA to action this.

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.
There is no action for the CPC for this but some possible discussions with the Shops and Businesses Group as there are a number of learning points, and the Parish Council in particular wishes to encourage the organisers to have a charity stall and match fund their earnings on the stall to a max of £250.
ACTION - Cllr Holt to approach the organizers with Leo Tye.
12. To consider and if thought fit to agree the governance structure set out in Appendix B.
The structure of this was agreed in principle. The working groups would require regular renewals – six-monthly was proposed. The rest of the details remain to be decided in a motion at our next meeting. Proposed by Cllr Bray and seconded by Cllr Herbert – carried unanimously.
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.
Cllr Sugden updated the council to confirm that an upgraded pedestrian crossing will be implemented on Church Road and is due to be completed in this financial year. He also confirmed that there would be no costs incurred for the CPC for the moving of the bus stop. Dates are not yet confirmed for this, but Cllr Sugden will stay in touch with the Clerk to update us as to when this will happen.
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.
It was proposed that Cllr Moon should continue liaising regarding this.
Seconded by Cllr Bray. Cllr Sheppard abstained, all other Cllrs in agreement.
ACTION - Cllr Moon
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)
It was commented that it would be good to go through the quarterly accounts at the next meeting. It was agreed to do this at the meeting in August. All three reconciliations were signed and dated by Cllr Holt and the Clerk.
16. To consider appointing a Councillor as a trustee to the CRGT, and to defer this consideration of appointing until January 2025.
Cllr French has agreed to volunteer to the CRGT as an advisor for grant applications but not a trustee and to defer appointing one until January 2025.
Proposed by Cllr Herbert and seconded by Cllr Collon – carried unanimously.
17. To agree to extend the remit of the Communications Committee to include the Courier, the progress of implementation of CtWF recommendations and website.
This was discussed and agreed to include Cllrs Herbert and Coffey on the Communications Committee which also has Cllrs Holt, Moon and Collon.
Proposed by Cllr Moon and seconded by Cllr Holt – carried unanimously.
18. To appoint additional Councillors to the Communications Committee.
As above.
19. To agree the timetable of publication of the Courier and arrangements for managing distribution.
It was agreed to go with the later date of end the October / beginning of November. Cllr Bray to organize a list for distribution and to contact the CVA for volunteers.
ACTION - Cllr Bray
20. To consider arrangements of Remembrance Sunday on November 10th and agree any action.
Cllr Bray has taken the lead on this and is also copying the Clerk into all correspondence. Any updates will be discussed, if required, at our next meeting.
ACTION - Cllr Bray
21. To agree who will put up the poppies, Remembrance Day soldiers and soldier biographies.
Cllr Moon and Cllr Coffey will be organizing the above.
22. To receive an update from the Planning Committee and agree any action arising.
The question of why the CPC have no say regarding Household Applications was raised. This is being discussed and dealt with in the Planning meetings and any actions will be reported as necessary.
23. To receive an update from the Environment, Highways and Transport Committee and agree any action arising.
Cllr Bray informed the Councillors that EBC has no responsibility for the weeds on the kerbs and roads in Claygate. This was discussed further in item 24.
24. To send a letter from Cllr Bray to Mark Furniss at EBC regarding the overgrowth of weeds on the kerbs and roads in Claygate.
This was proposed by Cllr Bray and seconded by Cllr Moon – carried unanimously.
25. To discuss postponing the meeting to be held on Thursday 1st August to 8th August.
This was proposed by Cllr Bray and Seconded by Cllr Moon. Cllrs Collon and Herbert abstained. Cllr Coffey, Cllr Sheppard, Cllr Freeborn, Cllr Holt, Cllr French agreed.
26. To receive nominations from Councillors for volunteers for the Claygate Christmas Lights.
Cllr Coffey, Cllr Holt, Cllr Bray all volunteered. Cllr Sheppard to confirm nearer the time.
27. To consider grant requests for the Claygate Christmas Lights and Christmas Tree on The Green.
A grant for £500 was requested for the Claygate Christmas Lights.
This was proposed by Cllr Moon and seconded by Cllr Holt. Cllr Herbert abstained. All other Cllrs in agreement.
A grant application for the Christmas Tree is still to come.
28. To hear a report from the EBC’s Overview and Scrutiny meeting held on 11th July.
Cllr French informed the Committee that there was nothing to report of specific relevance to Claygate. Cllr French informed the Council that reports are picked up and dealt with much quicker by the Police if they are reported online. It was also noted that all crime should be reported even if residents believe the Police is unlikely to act on the report.
29. Matters for information purposes only.
The Equality Policy had been re-circulated to the Committee for approval from the Clerk.
This was proposed by Cllr Moon and seconded by Cllr Holt. Cllr Sheppard abstained. All other Cllrs were in agreement.
ACTION - Clerk to get this added to the website on the Policies page.
30. In accordance with the Public Bodies (Admission to Meetings) Act 1960, to move into closed session.
Cllr Moon and the Clerk left the meeting at 9.50pm.
31. To review the probation period for the Clerk and RFO and make a decision as to whether she has passed her probation.
It was agreed with full agreement from all councillors that the Clerk and RFO had passed her probation.
32. To move out of closed session.
Moved out of closed session at 10.10pm.
33. To confirm that the next meeting of the Claygate Parish Council is to be held on Thursday 15th August at 8.30pm.

The meeting closed at 10.10pm.


3 To confirm the minutes of the Parish Council Meeting held on Thursday 18th July 2024 These were agreed to be a correct again. Proposed by Cllr Holt and seconded by Cllr Moon – Carried unanimously These were signed and dated by Cllr Holt 4 Review actioning of items from previous minutes and agree any further action required (Appendix 1) Item 4: Completed Item 10:1 Removed from the list as not an action for council Item 10:3 Ongoing Item 11 Ongoing Item 14 To review this in two months time Item 19 Ongoing Item 20 Ongoing Item 29 Completed 5 To answer any questions from the general public None to record 6 To Receive a Report of EBC’s Oversight & Scrutiny Committee & Agree Action as Appropriate Nothing to report, the next meeting is being held on Thursday 26th September 2024 7 To Receive a Report of EBC’s Audit’s and Standards Nothing to report. 8 To Receive a Report from the Planning Committee Cllr Sheppard reported that the Planning Application for 11 Elm Gardens is still ongoing and hoping it will be passed to East Area. A short discussion was also held on the most relevant parts of the NPPF 9 To Receive a Report from the E H & T Committee Cllr Bray confirmed that Ben Full had been appointed as a Non-Voting Advisor to this Committee. Cllr Bray reported on the lack of Communication received from SCC regarding the Weed Issues on the Kerbs and Gullies in Claygate. Clerk Dawn Lacey to speak about this at a Clerks Zoom meeting on the 24th September and Cllr Bray at a Councillors Zoom meeting the following week. It was proposed that Cllr Bray writes to SCC CEO Tim Oliver regarding the issues given the lack of response from Cllr Matt Furniss and advises SC Councillor Mark Sugden prior to sending. ACTION: Cllr Bray Proposed by Cllr Bray and seconded by Cllr Holt Carried unanimously 10 To Review minutes from the recent EBC meeting held on 16th July 2024 It was agreed to send the finalised minutes as distributed to the Councillors to EBC and publish these as final. Proposed by Cllr Holt and seconded by Cllr Collon Carried unanimously 11 In respect of the recommendations of Claygate The Way Forward (CTWF), from the meeting held on Thursday 18th July and follow up on the possibility of a new ‘This is Claygate’ website Cllr Bingham has been looking at several different Council websites and an initial thought is to link the CPC Website with a Community one. The Clerk to report at the next meeting the costs of our current website (ACTION: Clerk) Councillors to provide contacts for potential website production so that we can progress a design brief and 3 quotes for consideration against current website costs and to send contact details to the Chair, Cllr Holt before the next meeting (ACTION: Councillors) 12 Having regard to the resolution of the Council on 18th 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 the 18th June 202 ‘Claygate: The Way Forward’ It was requested to formally propose this Governance. This was Proposed by Cllr Collon and seconded by Cllr Holt. Cllr Herbert abstained given his role on the CVA committee. All other Councillors were in agreement. 13 If the resolution in agenda item 12 is agreed, to appoint the listed volunteers to the individual Advisory Committees There was a concern raised by Cllr Herbert that it had been proposed that the chair can add or remove members of the advisory committees without consulting the full council. Cllr Holt was in agreement that this was not desirable. It was therefore proposed by Cllr Holt and seconded by Cllr Bray to remove item (f) allowing this proposal. Resolution carried unanimously New members, were added to the various groups as per the finalised published governance in the revised appendices attached. This was proposed by Cllr Holt and seconded by Cllr Sheppard Carried unanimously 14 To Review and Approve the draft applications to SCC for a new bench on the Parade A discussion was held on where the Bench would be placed and also what the costs would be to place it. Cllr Holt to come back to the council with appropriate recommendations on where to site the bench. Clerk to ask EBC for 3 x approved Highway Contractors contact details. Application will be submitted in due course once the materials are ready to be submitted to SCC suggesting where the bench will be sited and who will carry out the installation It is quite possible given the concerns of adding more street furniture that the bench could replace an existing low bench. ACTIONS: Clerk to contact EBC and Cllr Holt to provide suggestions on the siting of the bench at a future EHTC Meeting. A further discussion was held regarding what wording would be used for a Plaque on the bench. This is to be moved to the next EHTC Meeting for decision. This was all proposed by Cllr Holt and seconded by Cllr Bray Carried unanimously 15 To discuss any updates for Remembrance Sunday on November 10th 2024 Cllr Bray is currently dealing with all the plans and keeping the Clerk informed accordingly so that she can also understand the process followed for future years. Cllr Bray to apply for the road closures in the following week. Cllr Bray also confirmed that the Marshalls are being organised. ACTION: Cllr Bray to apply re the road closures 16 To update on the Tree Surgery Work on Meadow Road Cllr Bray reported that he had been informed by Mr O’Brien that SCC had already been and chopped down one of the trees. Cllr Bray to speak to the tree wardens about removal of the second tree. ACTION: Cllr Bray 16a To update on the Village Sign Cllr Bray reported that the artwork is now completed and that they are organising a Sunday when it can be erected down the parade. ACTION: Cllr Bray 17 To consider the Government Consultation on Amendments to the National Planning Policy Framework (NPPF) Already discussed in Planning Committee and in item 8 above. 18 To agree any changes to the AGAR following audit feedback This is currently ongoing and Cllr Holt and the Clerk will report at the next meeting but in short, it is clear that the AGAR report automatically produced by the Scribe system does not accurately calculate some of the numbers for the AGAR and this has been picked up by the external auditor. The AGAR will therefore need to be amended at the next meeting. There will also be a need to go back to Scribe and advise them of this issue. ACTION: Cllr Holt and Clerk 19 Matters for Information purposes only A - To discuss the Way Maker Project at Holy Trinity There are two meetings being held regarding this and representatives of the CPC have been requested. Cllr Bray to attend the meeting on Tuesday 10th September at 8pm and Clerk to attend the meeting on Wednesday 11th September at 10am B - New Hi-Viz Jackets for the Litter Picks For the Clerk to obtain 3 quotes for replacement Hi-Viz Jackets for the next meeting as we do seem to have a depleted supply. Proposed by Cllr Holt and seconded by Cllr Bray Carried unanimously 20 To Confirm the date and time of the next meeting which will be held on Thursday 12th September at 8.30pm at ‘Treetops Pavilion’, Recreation Ground, Church Road

Retrieved from "http://claygate.org.uk/index.php?title=Meeting_of_the_Parish_Council_15th_August_2024_Minutes&oldid=3781"