Parish Council Meeting 7th November 2024 Agenda

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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

1st November 2024

YOU ARE HEREBY WELCOME TO ATTEND

A Meeting of the Claygate Parish Council will be held on Thursday 7th November 2024 at 8.30pm in Village Hall, Small Hall

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 10th October 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 receive a report from the Planning Committee.
• 9) To receive a report from the EHT Committee.
• 10) To approve a new CIL Form (Appendix 2).
• 11) To discuss and confirm final arrangements for Remembrance Sunday on November 10th.
• 12) To elect a SALC Representative.
• 13) To sign off the reconciliation for September and October (Appendix 3).
• 14) To consider and approve the costs of hiring HTC’s Hall and the provision of hospitality for expected attendees at the Green Network Elmbridge event on Wednesday 20th November 2024.
• 15) To consider the specification to update the Graphical User Interface for the PC website. (Not the content or technical implementation) (Appendix 4).
• 16) To provide an update on the Vision for Claygate and proposed next steps.
• 17) To provide an update following the meeting with EBC on the Local Plan.
• 18) To agree a date for spring Litter Pick. Suggestion: 26th April 2025.
• 19) To confirm the arrangements for agreeing the 2025/2026 budget for the Parish Council.
• 20) To agree on whether we respond regarding ‘Enabling remote attendance and proxy voting at local authority meetings'.
• 21) To update on the possibility of applying for a £1,000 grant from the Elmbridge Community Fund towards the development of the ‘This is Claygate’ website.
• 22) Matters for information purposes only.
  • Update on the new bench on the parade
• 23) To confirm the date and time of the next meeting which will be held on Thursday 5th December at Claygate Village Hall, Main Hall, Church Road.

Appendix 1: Action Lists

… from the CPC Meeting held on Thursday 10th October 2024

ACTIONS:	DESCRIPTION	CLLR	STATUS
Item 5:1	Why has there still not been a presentation from the Councillors' Strategy Day to the general public?	Cllr Holt
Item 5:3	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?	Cllr Holt
Item 14:1	To look into which areas of the Way Maker project Grant application is covered by CIL	Clerk
Item 14:2	To contact Elmbridge Tree Services to confirm the booking for Tree Surgery on the Meadow Road village green.	Clerk
Item 15	To add the Financial reports to the website	Clerk
Item 16	To organise the signing off of the September reconciliation.	Clerk
Item 20	To apply for a £1,000 grant from the Elmbridge Community Fund towards the development of the ‘This is Claygate' website.	Cllr Holt
Item 21	Parish Council and 'This is Claygate' website and an update on the Bench for the Parade	Cllr Holt

Appendix 2: To approve the below wording to be added to the CIL application form under

Item 8: Estimated Project Cost

(To include the detailed breakdown of the overall cost and what the CIL funding requested will cover)

Please provide quotes for the work/project. If this is a specialist/bespoke area where only one or two are available, please add details within this section of the application.

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)