Meeting of the Parish Council 10th October 2024 Minutes
| Present: | Chair: Cllr Bray |
| Council Members: | Cllr Bingham, Cllr Coffey, Cllr Collon, Cllr Freeborn, Cllr French, Cllr Herbert, Cllr Sheppard |
| In attendance: | Dawn Lacey (Parish Clerk & RFO) Eight members of the public including Elmbridge Councillor Rollins |
7) To Receive a Report of EBC Audit and Standards
The meeting was cancelled and so there was nothing to report.
8) To Receive a Report from the Planning Committee
Cllr Sheppard reported that the Inspector considers the Elmbridge Local Plan unsound and that a full revision of housing numbers in accord with the Government’s existing standard calculation is required. EBC have written to the Inspector asking for an extension of 12 – 15 months to re-complete their plans.
9) To Receive a Report from the E H & T Committee
With reference to the Minutes of the last EH & T committee meeting on Oct 3rd, Cllr Bray made the following main points:
a. The new governance structure created to enable the continuation of CTWF work under the CPC umbrella is now well developed, though some “bedding in” is probably still required.In particular, Advisory Groups need to get approvals from relevant Committees before proceeding with initiatives. b. There is to be a Green Elmbridge Networking event at HTC on Nov 20th. It is being run by Peter Stevenson, leader of the Environment and Sustainability group. c. The idea of a possible Community Garden off Coverts Road was discussed. It was agreed that, working from previous correspondence by Peter Stevenson, Cllr Bray should write to The Crown Estate to try to determine their current position. d. Cllr Bray had welcomed Ben Full to the EH & T Committee, as leader of the Traffic and Parking Advisory Group e. The potential new bench for The Parade – and initiative being driven by Cllr Holt – was noted.
10) To receive an update from Claygate The Way Forward (CTWF) from the meeting held on 25th September
Cllr Bray noted that the main point of this meeting was that Dawn Crewe had undertaken to launch a piece of work - to be distinct and separate from the current “New Vision for Claygate” work – to develop and promotea number of options for the future of TLCP.
11) To confirm arrangements for Remembrance Sunday on November 10th.
Cllr Bray confirmed that everything is in place. The Clerk has sent the Invitation letters toleading residents to lay wreaths on the day. Cllr Moon and Cllr Coffey will erect the large RBL poppies around the village. Letters to residents – informing them of the event and road closure - will be distributed 10 days before the event.
12) To update on the requested Tree Surgery Work on the Meadow Road Village Green
This was completed during Item 14 which was moved to earlier in the meeting at Cllr Bray’s discretion
13) To discuss the Weeds and Kerbs and Pavements and to agree the next steps
Cllr Bray is still waiting for a response from SCC Leader Tim Oliver. Cllr Bray noted that SCCllr Sugden had tabled a Members’ Question on the matter in the SCC meeting of Oct 8th and also [by later email] that the matter was raised by other SCCllrslater in that meeting. He also noted that the Clerk and he had made presentations to 2 recent SALC Zoom meetings – one for Clerks, another for Cllrs. It was agreed that Cllr Bray would discuss Next Steps with SCCllr Sugden, one of which might be a further letter. He also noted that Matt Furniss has said that he is more than happy to come and visit with individual Councils.
Proposed by Cllr Bray and seconded by Cllr Sheppard. Carried unanimously
14) To discuss any Grant Applications that have been received
i: An application was received by Holy Trinity Church for their Way Maker Churchyard Project. It requested CIL funding for £50,000 which would cover approximately 20% of the overall costs of the Project. Councillors put their questions regarding the project to John Smith and general discussion ensued. It was agreed – most importantly – that the Clerk would ascertain from EBC which aspects of the project qualify for CIL and which do not, and communicate this to John Smith asap. John would then supply information – including full quotations if possible – for the CIL-qualifying parts of the project. It was agreed to revisit this application at our meeting in December giving the church time to find out more information and resubmit to the Council.
ACTION: Clerk
ii: An application was received from Michael O’Brien regarding the Tree Surgery Work on the Meadow Village Green. As per item 12 on the agenda
Anestimate of £936.00 had been received from Elmbridge Tree Services Ltd for the work to be completed. It was agreed that the Clerk would contact them regarding this and organise a date for the work to be completed. The Clerk will stay in touch with Mr O’Brien regarding this.
Proposed by Cllr Bray and seconded by Cllr Collon. Carried unanimously
ACTION: Clerk
iii: An application has been received from Claygate Village Association for the Christmas Tree on the Green for £480 including VAT. This was proposed by Cllr Bray and seconded by Cllr Collon. Cllr Herbert abstained from voting. All other councillors agreed
15) To report on finalisation of the external audit for 2023/2024
The Clerk reported that this has now been finalised and everything is correct. The accounts will be added to the CPC Website over the next couple of weeks.
ACTION: Clerk
16) To Review the Quarterly Financials and Budget and Sign off the reconciliation for September
These were discussed and agreed to be fine. The September reconciliation is still to be signed off
ACTION: Clerk
17) Green Elmbridge Networking Event being held on Wednesday 20th November.
NVA Peter Stevenson has been asked for a breakdown of costs for this event – especially as regards hospitality - so these can be approved. The hire of the Venue is already known at £135.00 – payment for this was Proposed by Cllr Bray and seconded by Cllr Sheppard and carried unanimously
NVA Peter Stevenson will send an estimate of hospitality costs to the Clerk in order forthem to be approved in the next meeting in November
18) To confirm the 2025/2026 Budget
Due to the absence of Cllr Holt and Cllr Moon this item has been postponed to our next meeting
19) Approval of the Courier
Peter Whitehead will be sending the copy of this to Cllr Collon for proof-reading and then to Councillors for signing off and sending to print.
20) To confirm if we can apply for a £1000 grant from the Elmbridge Community Fund towards the development of the ‘This is Claygate Website’
On discussion it was agreed that we should be able to apply for this grant and will ask Cllr Holt to do this.
ACTION: Cllr Holt
21) Matters for Information purposes only
There were two points on the agenda for this. Parish Council and This is Claygate Website and an Update on the New Bench on the Parade.
Both points were postponed until the November meeting when Cllr Holt will be with us.
ACTION: Cllr Holt
22) The next meeting will be held on Thursday 7th November at Claygate Village Hall, Small Hall, Church Road at 7.30pm
| 1. | To accept apologies for absence. |
| Apologies for absence were given by Cllr Holt and Cllr Moon. Due to these absences the meeting was without a Chair. Cllr Collon proposed Cllr Bray to chair the meeting which was seconded by Cllr Sheppard and carried unanimously. |
| 2. | To receive Declarations of Interest in items on the agenda. |
| None. |
| 3. | To confirm the minutes of the Parish Council Meeting held on Thursday 12th September 2024 |
| These were agreed to be a correct account and were signed and dated by Cllr Bray. |
| 4. | Actions from the previous meeting held on Thursday 12th September |
| These are now all completed. |
| 5. | To answer any questions from the general public. |
| i: A question was asked as to why there has not been a presentation to the general public covering the output from the councillors strategy day. This was postponed for Cllr Holt to respond at the next meeting. ACTION: Cllr Holt ii: A question was asked why the Parish Council had supported the Lithium-Ion Battery Safety Bill, a private member's Bill brought by a Liberal Democrat peer, when the peer had been asked by the Labour Minister to withdraw the Bill because it overlapped with a Government Bill. The Council’s remit did not allow the involvement of national political parties, and three of the Parish Councillors had stood on a 'No Party Politics’ platform, so why did the Parish Council nail Claygate's colours to the Lib Dem Bill rather than to the Labour government's Bill? Cllr Collon explained that this was not a party political issue: Labour, Conservative, Lib Dem and cross-bench members had spoken in favour of both the Lithium-ion Battery Safety Bill and the Government’s Product Safety and Metrology Bill. But the Government Bill was simply an enabling Bill. It would allow ministers to make regulations on the safety of lithium-ion batteries, but they were not obliged to, and the word “lithium” was not mentioned in the Bill. The private member’s Bill dealt only with the safety of lithium-ion batteries. This was a matter of importance to those local authorities which ran recycling centres, and the sponsors of the Bill had written to all local authorities, even those which did not run recycling centres, asking them to support the Bill. Because the Bill would not proceed any further without Government support, the Council did not resolve to support the Bill itself, but resolved to support its purposes. The sponsors of the Bill had been so informed. These were the views of the Council, not necessarily of Claygate residents, who had not been consulted. iii: A final question was that given the Chair of the Parish Council is the director and part-owner of a local electrical firm whose business includes the sale and installation of lithium-ion batteries, why did she not declare an interest before voting? This was postponed for Cllr Holt to respond at the next meeting. |
| 6. | To receive a report of EBC’s Oversight & Scrutiny Committee & agree action as appropriate. |
| Cllr French reported that if there are any concerns about strychnine that they need to send a complaint to the Clerk who will forward this to the appropriate channels. Apart from this there wasn’t any action for CPC. |
| 7. | To receive a report of EBC Audit’s and Standards. |
| Nothing to report in the absence of Cllr Freeborn. |
| 8. | To receive a report from the Planning Committee. | |||
The CPC's responses to the Government’s consultation (on proposed reforms to the National Planning Policy Framework and other changes to the planning system) were discussed following the Planning meeting (Appendix 1).
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| 9. | To receive a report from the EHT Committee. |
| Nothing to report in the absence of Cllr Bray. |
| 10. | To agree to inform the sponsors of the Lithium-ion Battery Safety Bill that Claygate supports the purposes of the Bill (Appendix 2). | |
Cllr Collon had shared the Lithium-ion Battery Safety Bill with Councillors and it was agreed that the Bill was supported. Cllr Collon will get in touch with them to confirm the CPC’s support.
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| 11. | In respect of the recommendations of Claygate The Way Forward (CTWF), from the meeting held on Thursday 18th July and also Thursday 15th August, to discuss and make decisions on the possibility of a ‘This is Claygate’ website. |
| This agenda item had already been covered in our actions earlier in the meeting. A design brief to be put to the full council before the next meeting. ACTION: Cllr Holt |
| 12. | To appoint to the Advisory Committees any new members if advised to the following Committees: |
| A to the New Development and Housing Advisory Committee: no change B to the Health, Wellbeing and Leisure Advisory Committee: no change C to the Shops and Businesses Advisory Committee: no change D to the Transport and Parking Advisory Committee: no change E to the Environment and Sustainability Advisory Committee: Heather Lockwood and Peter Lawrence joined this Committee. |
| 13. | To discuss any updates on arrangements for Remembrance Sunday on 10th November. |
| The Clerk reported that Cllr Bray has been taking the lead on this and everything is in place. The Clerk will be sending out the invitation letters for wreath-laying once she has confirmed the list with Cllr Bray. ACTION: Clerk to contact Cllr Bray |
| 14. | To update on the requested tree surgery Work on the Meadow Road village green. |
| Cllr Bray has been in discussions regarding this and the next stage is to send a grant application to Mr O’Brien. ACTION: Clerk |
| 15. | To agree any changes to the AGAR following audit feedback. |
| Both the Clerk and Cllr Holt and still in the process of completing all of this. This should all be completed for the next meeting being held on the 10th October where any changes will be requested for agreement from the main council. |
| 16. | To discuss our response to EBC re the overpayment of CIL monies and for the Clerk to explain the overpayment and current allocations of CIL. | |
The Clerk went through all the CIL monies from 2020 to date and it was agreed to contact EBC to confirm that we will retain the overpayment until we get to a point where payments equate to the correct CIL amount. The Clerk to reiterate that we do not expect to be charged any Interest on this.
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| 17. | To discuss arrangements for the Environment Day which has been suggested by the Environment Working Group. |
| A proposal has been made to hold a Networking Event in Claygate in November. Peter Stevenson is to put a budget together for this and present it at the next meeting of the Main Council to discuss. This will be added to our next Agenda for the 10th October. |
| 18. | To discuss the possibility of a new noticeboard outside the Village Hall after recent vandalism. |
| The Clerk commented about the Notice Boards being vandalised recently and suggested a replacement board similar to the one we have at the Parade which is covered and locked. To keep costs down it was agreed to look at possibly covering the current board. The Clerk will look into this and report at the next meeting. ACTION: Clerk |
| 19. | To discuss arrangements for the forthcoming litter-pick on 6th October—to include discussing any quotes for the possible replacement of the hi-vis vests. |
| It was agreed to go ahead and purchase 50 new hi-vis vests with Claygate Parish Council printed on the back. ACTION: Clerk Cllr Moon to get the banners and posters up locally in the village and onto social media as soon as possible. ACTION: Cllr Moon |
| 20. | Matters for Information purposes only. |
| Cllr Holt had a meeting with Sandra Cunningham who is the Head of Claygate Primary School to discuss any mutual opportunities that there may be for the CPC and the schoolchildren. A further meeting is to be held in October to discuss this. |
| 21. | To confirm the date and time of the next meeting which will be held on Thursday 10th October at Treetops Pavilion, Recreation Ground, Church Road. |
