View source for Meeting of the Parish Council 25th September 2025 Minutes

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{{council-minutes-head|<!-- 1. Clerk Name --> Dawn Lacey|<!-- 2. Clerk Title -->Parish Clerk & RFO| <!-- 3. Phone -->07741 848 719| <!-- 4. Date of Minutes -->14th Octobery 2025| <!-- 5. Meeting Title --> MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 25th September 2025 at 7pm at Small Hall, Village Hall, Church Road, Claygate}}


{| cellpadding="5"
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| style="vertical-align:top;"| Present:
| style="vertical-align:top;"| Chair: '''Cllr Holt'''
|-
| style="vertical-align:top;"| Council Members:
| style="vertical-align:top;"| '''Cllr Bingham, Cllr Bray, Cllr Burns, Cllr Ellis, Cllr French, Cllr Herbert, Cllr Moon, and Cllr Sheppard.'''
|-
| style="vertical-align:top;"| In attendance:				
| style="vertical-align:top;"| Dawn Lacey (Parish Clerk & RFO)<br>SCCllr Andrew Burton and EBCllr Mike Rollings<br>11 members of the public
|-
|}



{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->1|<!--- 4. Agenda --->To accept apologies for absence.|<!--- 5. Content --->Apologies of absence were received Cllr Bingham and Cllr Collon.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->2|<!--- 4. Agenda --->To receive Declarations of Interest in items on the agenda.|<!--- 5. Content --->None.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->3|<!--- 4. Agenda --->To confirm the minutes of the previous meeting held on Thursday 24th July 2025.|<!--- 5. Content --->There were a couple of small clerical adjustments made. These were then signed and dated by Cllr Holt.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->4|<!--- 4. Agenda --->To review actions from the previous meeting.|<!--- 5. Content ---> }}
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{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->5|<!--- 4. Agenda --->To answer any questions from members of the general public.|<!--- 5. Content --->Cllr Holt brought forward Item 18 from the agenda at this point in the meeting.
	
There was a fairly lengthy discussion with the Councillors regarding the requests from members of the public for speed restrictions on the Hare Lane.  There is already quite a lot of data available on this but it has been requested to gather more.

{{box|Proposal not to vote on this currently but for Transport and Parking Advisory Group to investigate this further and report back to the EH&T Committee.<br>Proposed by Cllr Sheppard and seconded by Cllr Bray.<br>Cllr Holt voted against and everyone else voted in favour.}}


{{box|A second proposal was put to the Committee that they begin the process of looking at other accident mitigations rather than LSIP.<br>
Proposed by Cllr Burns and seconded by Cllr Holt.<br>Cllr Bray and Cllr Ellis abstained from voting.  All other councillors voted in favour.}}

{{hi|ACTION – Clerk to contact SCCllr Burton regarding this. '''[[C㉕051]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->6|<!--- 4. Agenda --->To update on the current situation with Castle Water.|<!--- 5. Content --->Cllr Bray confirmed that Castle Water had now refunded the CPC with the overpayments of £2,300.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->7|<!--- 4. Agenda --->To update on the Village Hall Noticeboard.|<!--- 5. Content --->The Clerk confirmed that she has started to look into this and is awaiting some quotes.  

{{hi|ACTION – The Clerk will update the Committee at the next meeting. '''[[C㉕052]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->8|<!--- 4. Agenda --->To update on the bench on the Parade.|<!--- 5. Content --->Cllr Holt reported that SCC had rejected our request for the placement of the bench outside the Chemist on the Parade, due to their not thinking the pavement is wide enough and new rules on this having just been brought in. It was noted that there are many other much wider items on the Parade than a bench such as the bins outside the Post Office. 

SCCllr Andy Burton agreed to look into this for us.

{{hi|ACTION – Cllr Holt to send SCCllr Andy Burton all correspondence regarding the proposed bench on The Parade. '''[[C㉕053]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->9|<!--- 4. Agenda --->To receive an update on the website.|<!--- 5. Content --->In the absence of Cllr Bingham this has been moved to the next meeting being held in November and will be added to the agenda.

{{hi|ACTION – The Clerk to add the website update to the agenda of the next meeting. '''[[C㉕054]]'''}}
 }}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->10|<!--- 4. Agenda --->To approve the month end reconciliations for July and August.|<!--- 5. Content --->These were agreed to be correct and were signed and dated by Cllr Holt and the Clerk.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->11|<!--- 4. Agenda --->To update on the AGAR.|<!--- 5. Content --->The Clerk reported that there were some small matters still to be completed on the External Audit of accounts by PKF Littlejohn and that she expected to have everything on the Website within the next couple of weeks.  The Clerk will give a full update at the next meeting being held in November.

{{hi|ACTION – The Clerk to provide a full update on the AGAR at the November meeting. '''[[C㉕055]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->12|<!--- 4. Agenda --->To approve the update meeting dates for 2026.|<!--- 5. Content --->The dates had been circulated to all Councillors and were approved.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->13|<!--- 4. Agenda --->To review the paper from Cllr Herbert on the possibility of advertising in the Claygate Courier.|<!--- 5. Content --->{{box|A discussion was held on the proposal to advertise in the Claygate Courier and it was agreed that this would not happen at the present time.<br>Proposed by Cllr Moon and seconded by Cllr Bray.<br>Cllr Herbert abstained from voting.<br>ll other Councillors approved.}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->14|<!--- 4. Agenda --->To confirm the date and venue of the next Litter Pick in October and to discuss the date for the May one in 2026.|<!--- 5. Content --->Cllr Holt confirmed that everything was in place for the Litter Pick in October.  The Clerk will contact the Village Hall to request to borrow one of their tables for the BBQ which Cllr Holt will be organising

{{hi|ACTION – The Clerk to contact the Village Hall to request to borrow one of their tables for the BBQ. '''[[C㉕056]]'''}}

Cllr Holt said that she is currently unable to confirm the Litter Pick in May 2026. Cllr Holt is waiting for the Scouts confirm the dates they are free.  Cllr Holt will update on this at the next meeting in November.

{{hi|ACTION – Cllr Holt will update on the date of the Spring 2026 Litter Pick at the meeting in November. '''[[C㉕057]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->15|<!--- 4. Agenda --->To confirm arrangements for Remembrance Sunday.|<!--- 5. Content --->The Clerk confirmed that everything was in place for Remembrance Sunday.  Cllr Moon will organise the Poppies to be put up in the Village with the help of other Councillors.

{{hi|ACTION – Cllr Moon to organise the Poppies to be put up in the Village with the help of other Councillors. '''[[C㉕058]]'''}}
}} 

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->16|<!--- 4. Agenda --->To receive an update from the Shops and Businesses Group.|<!--- 5. Content --->The Clerk apologised to Leo Tye for not informing her of the meeting. Leo gave her report which is attached (Appendix 2)
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->17|<!--- 4. Agenda --->To receive an update from the Health, Leisure and Wellbeing Group.|<!--- 5. Content --->This was also discussed along with Item 20.

EBC has invited local community organisations to bids for the lease to run its six Community Centres including the Claygate Centre. Applications must be submitted by 14 November and a decision will be announced before Christmas with the aim of transferring the management of the Centre to the successful bidder by 1st April 2026.

There was a proposal for Cllr Holt and Cllr French to organise an event at the Community Centre on Wednesday 15th October at 7:30pm.
 
{{box|There was also a proposal to leave Item 20 on this agenda as a standing item on all agendas moving forward.<br>Proposed by Cllr Holt and seconded by Cllr Moon.<br>Cllr Herbert abstained.<br>All other Councillors approved.}}

{{hi|ACTION – Cllr Holt, Cllr French and Clerk to organise an event to showcase the Community Centre bids at the Community Centre on Wednesday 15th October at 7:30pm. '''[[C㉕059]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->18|<!--- 4. Agenda --->To discuss whether our position on requests for speed restrictions on Hare Lane has changed following a recent traffic incident there.|<!--- 5. Content --->This was discussed and dealt with under Item 5 on the agenda.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->19|<!--- 4. Agenda --->To discuss any updates on devolution.|<!--- 5. Content --->It was discussed that there needs to be much more affordable housing available across the borough and Cllr Holt felt that this was not being addressed at all by the NACs - in fact Planning had generally been excluded from the scope of NACs on the basis of it being a highly regulated activity. Cllr Holt felt this was not appropriate -  more 2 and 3 bedroom properties are needed with an acute lack of affordable housing in the borough.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->20|<!--- 4. Agenda --->To update on EBC’s announcement re Community Service Transformation.|<!--- 5. Content --->This was discussed and dealt with under Item 17 on the agenda.}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->21|<!--- 4. Agenda --->To discuss if there are any further updates on the Torrington Lodge Consultation.|<!--- 5. Content --->Cllr Bray noted that, at the last EBC/CPC liaison meeting, Suzanne Parkes had told us that &mdash; following the tender process of which we had been informed some time ago &mdash; EBC had appointed an architect to examine the following four options:<br>100% Residential<br>Gym and Residential<br>Shopping and Residential<br>Health Centre and Residential

The architects are due to present their report to EBC in mid-October. After EBC have digested it, they will forward us a copy for our review and comments. We will be looking to obtain the report in October which we will then review and respond to with our comments.  To be discussed further at the November meeting.

{{hi|ACTION – Clerk to add the Torrington Lodge Car Park update to the agenda of the November meeting. '''[[C㉕060]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->22|<!--- 4. Agenda --->To discuss any updates on Claygate the Way Forward.|<!--- 5. Content --->EBC had consulted on the draft Claygate Vision and Action in April.  The Consultation Statement had been delayed but is due to be considered by the EBC Cabinet in November. 

Cllr French will co-ordinate the Parish Council’s comments on the Consultation Statement to send to EBC. 

{{hi|ACTION – Cllr French to co-ordinate the Parish Council’s comments on the Consultation Statement to send to EBC. '''[[C㉕061]]'''}}
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->23|<!--- 4. Agenda --->Matters for information purposes only.|<!--- 5. Content --->There had been a discussion regarding the Post Box toppers with Cllr Holt and the Manager of the Hare and Hounds Nick along with Tori Russell from the Ladies WI to be able to find a new home as the box outside Matthew Pierce Estate Agents is now not a viable site.

{{box|The Clerk to contact Nick and Tori to arrange a meeting to discuss the various options to be able to keep this going in the village.<br>
This was Proposed by Cllr Holt and seconded by Cllr Burns.<br>
Carried unanimously.}}

{{hi|ACTION – The Clerk to contact Paul’s Gardening Services to see what the possibilities are of adding a bird bath or something similar onto the Green in the Village. '''[[C㉕062]]'''}}

Peter Whitehead had reported that everything was in place for the latest edition of the Courier and that proofreading was needed. Cllr Collon would, as before, take the lead in this.

{{hi|ACTION – Cllr Collon to organise proofreading of the draft Courier by Councillors. '''[[C㉕063]]'''}}. 
}}

{{Minute|<!--- 1. Meeting Date --->25th September 2025|<!--- 2. Council or Committee meeting --->Parish Council meeting|<!--- 3. Item Number --->24|<!--- 4. Agenda --->To confirm the date and time of the next meeting.|<!--- 5. Content --->It will be held on Thursday 20th November 2025.  Treetops Pavilion, Recreation Ground, Church Road, Claygate – 8.30pm.}}

The meeting closed at 10.20pm.