Meeting of the Parish Council 7th November 2024 Minutes

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

15th November 2024

MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 7th November 2024 at 8.30pm

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

1.	To accept apologies for absence.
	None.

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 10th October 2024
	There were two adjustments made to the minutes. These were signed and dated by Cllr Holt. ACTION: Clerk to update minutes on the CPC website.

4.	Actions from the previous meeting held on Thursday 10th October
	Item 5:1 Completed Item 5:3 Completed Item 14:1 In progress ACTION – Clerk to get a much better breakdown of what is covered by CIL and what isn’t ACTION – Chair to contact John Smith at HTC Item 14:2 Ongoing Item 15 Completed Item 16 Completed Item 20 Ongoing Item 21 Ongoing

5.

To answer any questions from the general public.

a: Why do the Accounting Statements for 23/24 show Staff Costs going down when in reality the financial year was an exceptionally expensive one for Clerk-related expenses? Cllr Holt explained that due to the advice of PKF Littlejohn and Scribe we are unable to show consulting fees on our statements. b: In view of the rosy financial picture depicted in the Accounting Statements for 23/24, why did the Parish Council see the need to increase the precept at all this year—let alone by 12%, when both Elmbridge and Surrey increased their council taxes by just 3%? Cllr Holt explained that the Precept had been unchanged for eight years before the increase was put in place, making money extremely tight indeed for core services, especially following the high levels of inflation we have recently experienced. c: Why is the Parish Council considering a grant of £50k to Holy Trinity? Cllr Collon explained that we are considering the application because it has been made. But it has not yet been decided. Cllr Collon also explained that this is not an application for a grant from the Parish Council but an application for CIL funding.

6.	To receive a report of EBC’s Oversight & Scrutiny Committee & agree action as appropriate.
	Nothing to report.

7.	To receive a report of EBC Audit’s and Standards.
	Nothing to report. ACTION – Clerk to confirm with EBC that they are aware Cllr Freeborn is the CPC representative.

8.	To receive a report from the Planning Committee.
	This was covered under Item 17 in the agenda.

9.	To receive a report from the EHT Committee.
	Cllr Bray confirmed that the committees and Non-Voting Advisors can inform the EHT Committee of any ideas they may have but they can only be approved by the committee. Cllr Bray had received contact from Steve Bax who is the deputy to Matt Furniss at SCC. Cllr Bray to draft a response and bring it to the next meeting for approval. ACTION - Cllr Bray

10.	To approve a new CIL Form (Appendix 2).
	It was agreed to add the following wording under Item 8 on the CIL application form: Costs of up to £500 would require one quote. Costs from £500 to £1,500 would require two quotes. Costs £1,500 + would require three quotes. This was proposed by Cllr Bray and seconded by Cllr Holt. Carried unanimously. ACTION - Clerk to update the CIL form and add to the website.

11.	To confirm arrangements for Remembrance Sunday on November 10th.
	Cllr Bray confirmed that everything was ready. Cllr Bray will also organise a checklist for future Remembrance Days. ACTION - Cllr Bray

12.	To elect a SALC Representative.
	Cllr Sheppard was elected to be the CPC SALC Representative. Proposed by Cllr Bray and seconded by Cllr Moon. Carried unanimously.

13.	To sign off the reconciliations for September and October.
	These were both agreed to be correct. Proposed by Cllr Holt and seconded by Cllr Sheppard Carried unanimously. Cllr Bray asked about moving some monies into our high interest account – this will be looked into once the second precept is received. ACTION - Clerk and Cllr Holt

14.	To consider and approve the costs of hiring HTS’s Hall and the provision of hospitality for expected attendees at the Green Network Elmbridge event on Wednesday 20th November 2024.
	An amount of £528 was requested for this event to cover food and drink at £9 per head plus the room hire. It was discussed to give a budget of £438 at £7 per head and Cllr Holt will assist Peter Stevenson with this. Proposed by Cllr Holt and seconded by Cllr Bray. Cllr Freeborn voted against the proposal and Cllr French abstained from voting. All other councillors agreed. ACTION - Cllr Holt

15.

To consider the specification to update the Graphical User Interface (GUI) for the PC Website—not the content of the technical implementation.

Cllr Holt explained that the idea was looking into changing the GUI—not the content—and to make the website look and feel more modern. It was agreed that the Communications committee would meet to discuss this and Cllr Holt would prepare some screen mock-ups. Cllr Bingham has some mock-ups already which she will share with Cllr Holt. This will be brought back to the main meeting in December and to be carried forward to a meeting in the New Year once the CPC website design has been finalised. Template:ACTION - Cllr Holt, Cllr Bingham and the Communications Committee

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 to be £135. Payment for this was proposed by Cllr Bray and seconded by Cllr Sheppard and carried unanimously. ACTION: NVA Peter Stevenson will send an estimate of hospitality costs to the Clerk in order for them 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 a copy of this to Cllr Collon for proofreading and then to Councillors for signing off and sending to print.

20.	To confirm whether we can apply for a £1,000 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.	Date of the next meeting.
	The next meeting will be held on Thursday 7th November at Claygate Village Hall, Small Hall, Church Road at 7.30pm.