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:
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Chair of the Council: Cllr Holt
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| Council Members:
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Cllr Moon, Cllr Bingham, Cllr Bray, Cllr Collon, Cllr Coffey, Cllr Freeborn, Cllr French, Cllr Herbert, Cllr Sheppard
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| In attendance:
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Dawn Lacey (Parish Clerk & RFO)
Five members of the public including Elmbridge Councillor Rollings
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| 1.
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To accept apologies for absence.
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None.
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| 2.
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To receive Declarations of Interest in items on the agenda.
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None.
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| 3.
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To confirm the minutes of the Parish Council Meeting held on Thursday 18th July 2024
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These were agreed to be a correct again.
Proposed by Cllr Holt and seconded by Cllr Moon. Carried unanimously.
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These were signed and dated by Cllr Holt.
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| 4.
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Review actioning of items from previous minutes and agree any further action required (Appendix 1).
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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
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| 5.
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To answer any questions from the general public.
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None to record.
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| 6.
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To receive a report of EBC’s Oversight & Scrutiny Committee & agree action as appropriate.
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Nothing to report. The next meeting is being held on Thursday 26th September 2024.
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| 7.
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To receive a report of EBC’s Audit’s and Standards.
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Nothing to report.
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| 8.
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To receive a report from the Planning Committee.
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Cllr Sheppard reported that the planning application for 11 Elm Gardens is still ongoing. He hoped it would be passed to East Area. A short discussion was also held on the most relevant parts of the NPPF.
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| 9.
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To receive a report from the E H & T Committee.
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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.
Proposed by Cllr Bray and seconded by Cllr Holt. Carried unanimously.
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ACTION: Cllr Bray
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| 10.
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To review minutes from the recent EBC meeting held on 16th July 2024.
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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.
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| 11.
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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.
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Cllr Bingham has been looking at several different council websites and an initial thought is to link the CPC website with a Community one.
ACTION: The Clerk to report at the next meeting the costs of our current website.
ACTION: Councillors to provide contacts for potential website production so that we can progress a design brief and three quotes for consideration against current website costs and to send contact details to the Chair, Cllr Holt, before the next meeting.
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| 12.
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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’.
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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.
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| 13.
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If the resolution in agenda item 12 is agreed, to appoint the listed volunteers to the individual Advisory Committees.
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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.
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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.
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| 14.
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To review and Approve the draft applications to SCC for a new bench on the Parade.
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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 contact details of three approved Highway Contractors. 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.
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| 15.
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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)
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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.
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| 16.
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To consider appointing a Councillor as a trustee to the CRGT, and to defer this consideration of appointing until January 2025.
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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.
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| 17.
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To agree to extend the remit of the Communications Committee to include the Courier, the progress of implementation of CtWF recommendations and website.
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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.
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| 18.
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To appoint additional Councillors to the Communications Committee.
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As above.
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| 19.
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To agree the timetable of publication of the Courier and arrangements for managing distribution.
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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
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| 20.
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To consider arrangements of Remembrance Sunday on November 10th and agree any action.
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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
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| 21.
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To agree who will put up the poppies, Remembrance Day soldiers and soldier biographies.
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Cllr Moon and Cllr Coffey will be organizing the above.
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| 22.
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To receive an update from the Planning Committee and agree any action arising.
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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.
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To receive an update from the Environment, Highways and Transport Committee and agree any action arising.
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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.
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| 24.
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To send a letter from Cllr Bray to Mark Furniss at EBC regarding the overgrowth of weeds on the kerbs and roads in Claygate.
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| This was proposed by Cllr Bray and seconded by Cllr Moon – carried unanimously.
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| 25.
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To discuss postponing the meeting to be held on Thursday 1st August to 8th August.
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| 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.
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| 26.
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To receive nominations from Councillors for volunteers for the Claygate Christmas Lights.
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Cllr Coffey, Cllr Holt, Cllr Bray all volunteered. Cllr Sheppard to confirm nearer the time.
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| 27.
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To consider grant requests for the Claygate Christmas Lights and Christmas Tree on The Green.
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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.
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A grant application for the Christmas Tree is still to come.
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| 28.
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To hear a report from the EBC’s Overview and Scrutiny meeting held on 11th July.
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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.
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| 29.
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Matters for information purposes only.
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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.
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ACTION - Clerk to get this added to the website on the Policies page.
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| 30.
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In accordance with the Public Bodies (Admission to Meetings) Act 1960, to move into closed session.
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Cllr Moon and the Clerk left the meeting at 9.50pm.
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| 31.
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To review the probation period for the Clerk and RFO and make a decision as to whether she has passed her probation.
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It was agreed with full agreement from all councillors that the Clerk and RFO had passed her probation.
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| 32.
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To move out of closed session.
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Moved out of closed session at 10.10pm.
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| 33.
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To confirm that the next meeting of the Claygate Parish Council is to be held on Thursday 15th August at 8.30pm.
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The meeting closed at 10.10pm.
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
