View source for Annual Meeting of the Parish Council 22nd May 2025 Agenda

{{CPC-2025}} __NOTOC__ 
{{parish-head|<!-- 1. Clerk Name --> Dawn Lacey|<!-- 2. Clerk Title -->Parish Clerk & RFO| <!-- 3. Phone -->07741 848 719| <!-- 4. Date of Summons -->15th May 2025| <!-- 5. Meeting Title --> A Meeting of the Claygate Parish Council will be held on Thursday 22nd May 2025 at 7.30pm in the Main Village Hall, Claygate Village Hall}}



# To confirm the receipt of Declarations of Interest for current Councillors
# To accept apologies for absence.
# To elect a Chair for the ensuing year.
# To receive the Chair’s Declaration of Acceptance.
# To elect a Vice Chair for the ensuing year.
# To receive Declarations of Interest in items on the agenda.
# To resolve on whether the Council move into closed session on Item 31 to discuss with the Staffing Committee any updates from Clerk or from the Council.  To move out of closed session at Item 33.
# To confirm the minutes of the Parish Council Meeting held on Thursday 27th March 2025
# Review actioning of items from previous minutes and agree any further action required. (Appendix 1)
# To answer any questions from the general public.
# To confirm the remit of the Parish Council. (Appendix 2)
# To review delegation arrangements to committees, employees and other local authorities. (Appendix 3)
# To confirm the Terms of Reference (Remits) of the Planning, Highways, Transportation and Environment and Staffing Committees. (Appendix 4)
# To confirm delegation arrangements for Committees which are not quorate.
#* a. To appoint membership to the following committees:
#:a) Highways, Transportation & Environment Committee
#:b) Planning Committee
#:c) Staffing Committee
# To review, reaffirm and adopt the Council’s Standing orders, Financial Regulations, Members Code of Conduct, Health & Safety Policy, Freedom of Information Policy, Freedom of Information Publication Scheme, Risk Management Policy and Assessment, Document Retention Policy, Data Protection Policy, Privacy Policy, Dignity at Work Policy, Complaints Procedure, Media & Communications Policy, CIL Policy and Guidance, Grants Policy and Guidance, Sickness at Work Policy, Register of Interests and the Hospitality Register. (Appendix 5)
# To review arrangements including any charters with other local authorities and review of contributions. (Appendix 6)
# To review representation on or work with external bodies and arrangements for reporting back. 
#: A: Oversight
#: B: Audit and Standards
#: C: Planning
#: D: EA Planning
# To review the Council’s assets. (Appendix 7)
# To confirm arrangements for insurance cover in respect of all insured risks. (Appendix 8)
# To review the Council’s and/or Staff Subscriptions to other bodies. 
# Review of the Council's expenditure incurred under s.137 of the Local Government Act 1972.
# To approve the Parish Council bank accounts online signatories, invoice signatories and signatories of monthly bank reconciliations through to March 2025 and approve the appointment of the Clerk as Service Administrator to all bank accounts. (Appendix 9)
# To set the dates and times of meetings of the Council and its Committees for the year ahead.   (Appendix 10)
# To receive and review the Annual Governance Statement for the year ending 31/3/2025 and sign it. (Appendix 11)
# To receive and review the Statement of Accounts for the year ending 31/3/25 and sign accounts. (Appendix 12)
# To receive details of grant applications and consider whether they will be approved.
#:a: CRGT Trust. (Appendix 13)
# To discuss the feedback from the EBC Quarterly meeting on the Claygate Vision and Action Plan. Consultation and discuss any further action that may be required.
# To discuss the possibilities of advertising in the ''Claygate Courier''.
# Matters for information purposes only.
# To confirm the date and time of the next meeting: Thursday 26th June 8.30pm.
# To move into closed session.
# To discuss the Clerk’s objectives and review.
# To move out of closed session.

== Appendices ==

===Appendix 1:	Actions from previous minutes===
=== 27th March ===
{| border="1" cellpadding="3"
|-
|  align="center" |'''Action №'''
|  align="center" |'''Date Created'''
|  align="center" |'''Description'''
|  align="center" | '''By'''
|  align="center" |'''Status'''
|-
{{C㉕023}}
{{C㉕024}}
{{C㉕025}}
{{C㉕026}}
{{C㉕027}}
{{C㉕028}}
{{C㉕029}}
|}

===Appendix 2:	Remit of the Claygate Parish Council===

===Appendix 3:	Delegation arrangements to committees, employees and other local authorities.===

===Appendix 4:	Remits for the Planning Committee and the Environment, Highways and Transportation Committee===

===Appendix 5:	CPC Policies===

===Appendix 6:	Arrangements including any charters with other local authorities and review of contributions===

===Appendix 7:	Councils Assets===

===Appendix 8:	Insurance Papers===

===Appendix 9:	Parish Council bank accounts online signatories, invoice signatories and signatories of monthly bank reconciliations through to March 2025 and approve the appointment of the Clerk as Service Administrator to all bank accounts.===

===Appendix 10:	Dates for 2026 Meetings===
===Appendix 11:	Annual Governance Statement===
===Appendix 12:	Statement of Accounts to March 2025===
===Appendix 13:	CIL Grant Applications===