View source for Parish Council Meeting 27th February 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 -->20th February 2025| <!-- 5. Meeting Title --> A Meeting of the Claygate Parish Council will be held on Thursday 27th February 2025 at 8.00pm in Treetops Pavilion, Recreation Ground, Church Road<br>PLEASE NOTE THE EARLIER TIME FOR THIS MEETING}}

*1) To accept apologies for absence.
*2) To receive Declarations of Interest in items on the agenda.
*3) To pass a special resolution on Item 33 for discussion and agree any action required for the Claygate the Way Forward Vision and Action Plan.
*4) To resolve on whether the Council will move into closed session on Item 32 to consider the winner of the Brian Rhodes Cup 2025. Item 34 to discuss with the Staffing Committee any updates from the Clerk or from the Council. To move out of closed session Item 35.
*5) To confirm the minutes of the Parish Council Meeting held on Thursday 9th January 2025.
*6) Review actioning of items from previous minutes and agree any further action required (Actions List – Appendix 1).
*7) To answer any questions from the general public which pertain to this Agenda.
*8) To receive the notes from the Quarterly meeting with EBC (Appendix 2).
*9) To receive a report of EBC’s Overview & Scrutiny Committee.
*10) To receive a report of EBC’s Audit and Standards Committee.
*11) To receive a report from the Planning Committee.
*12) To receive a report from the E H & T Committee.
*13) To agree the terms of reference for the CtWF Advisory Committees – (Appendix 3).
*14) To consider the reappointment of the CtWF Advisory Committees and consider if there are any changes to membership.
*15) To receive a report and agree appropriate actions from the Health and Wellbeing and Leisure Advisory Committee.
*16) To receive a report and agree appropriate actions from the Shops and Businesses Advisory Committee.
*17) Motion to consider the approval of the Shops and Businesses Advisory Committee’s Survey approach and ethics statement (Appendix 4).
*18) To confirm and agree the next Claygate Courier for production pending any decisions made during this meeting.
*19) To receive the finance reports, including expenditure for the balance of the year and decide on any actions arising. To sign off the reconciliation for January 2025 (Appendix 5).
*20) To confirm the arrangements and timing for the mock Internal Audit with Simon White.
*21) To consider the appointment of a trustee for the Claygate Recreation Ground Trust.
*22) To discuss the Claygate Flower Show and any actions required at this point.
*23) To confirm the plans for the next Claygate Litter Pick being held on Saturday 26th April and the date to commence the publicising of this.
*24) To confirm the plans for the Claygate Village Meeting being held on Thursday 20th March at the Claygate Village Hall & to review and confirm the suggested questions for the meeting regarding devolution (Appendix 6).
*25) To receive details of grant applications and consider whether they will be approved (Appendix 7).
*:Get Involved Day Grant – Claygate Village Association
*26) To receive details of CIL grant applications and consider whether they will be approved (Appendix 8, 9 and 10)
*:a: Claygate Primary School
*:b: The Waymaker Project – Holy Trinity Church
*:c: The Elm Road Youth Club
*27) To discuss the possibilities of a Claygate Calendar.
*28) To consider three quotes for the Bench on The Parade and select a contractor (Appendix 11).
*29) Matters for information purposes only:
*:a: Community Centres round-up.
*:b: Update on the Claygate Parish Council website.
*:c: Update on the meeting re the catchment area for Hinchley Wood School and how and if it will affect Claygate residents.
*:d: Update on free parking.
*:e: To receive an update on all the various current consultations.
*30) To move into closed session.
*31) To decide a winner for the Brian Rhodes Cup.
*32) To agree the CtWF Vision and Action Plan for consultation in April by EBC.
*33) To discuss with the Staffing Committee any updates from the Clerk or from the Council.
*34) To confirm the date and time of the next meeting which will be held on Thursday 27th March, Treetops Pavilion, Recreation Ground, Church Road, Claygate.

== Appendix 1: Action List from the CPC meeting held on Thursday 6th January 2025 ==
	 
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|  align="center" |'''Action №'''
|  align="center" |'''Description'''
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== Appendix 2: Notes from Liaison meeting with EBC 3rd February 2025  ==
{{center|Claygate Parish Council & Elmbridge Borough Council Liaison Meeting}}
{{center|Monday 3 February 2025 – 10am}}
{{center|Committee Room 1, EBC Offices}}

'''ACTION NOTES:'''
===1. Devolution and EBC Plans===
Following the Leader’s Community Engagement Event held in Claygate on Thursday 20 January where this item was discussed, there were no further updates.

===2. Local Plan===
Cllr Mike Rollings (MR) updated on the latest position regarding the draft Elmbridge Borough Council Local Plan, following receipt of the Planning Inspector’s Initial Findings Letter (September 2024) and Final Letter (October 2024) and, in light of the Local Government Re-organisation. And the key points were:
*Report to be brought to Cabinet at its meeting of 5 February ahead of Council on 26 February with an officer recommendation to withdraw the current local plan.
*Report to be brought to Cabinet at its meeting on 5 February setting out a timetable for the preparation of a new Local Plan. This would be adopted and submitted to Government as required by 6 March 2025, providing that Council agrees to withdraw the Local Plan. Some of the Council’s projects may need to be paused if their timetable runs beyond Spring 2027/28. Work programmes are currently being reviewed.
*Resources would be concentrated on Place Making projects: viability and social housing

Cllr Donna Holt (DH) enquired as to whether Claygate could be informed on land availability following the call for sites.

Suzanne Parkes (SP) confirmed that this was still progressing and that further details on this would be published later in the year but said that she would check if that could be updated for Claygate Parish Council. She did say that more urban sites had been proposed, as opposed to just grey belt/green belt.

===3. Local Street Improvement Plan & EBC involvement with the SCC Initiative===
There was a general discussion around proposed speeding restrictions of 20-mph to be placed in Claygate. CPC circulated a document produced by SCC which stated that a 20-mph zone across the whole village was likely to be wanted. Claygate Parish Councillors confirmed that the feedback they were receiving from residents was that this was not wanted.

SP said that SCC, as part of their Local Street Improvements (LSI) project, had divided the entire borough into areas where they would be designing and carrying out work to improve local streets and the public realm. As part of the ‘package’ of improvements, 20 mph was one intervention, but others were also available.

SP explained that Walton - Bridge Street & Terrace Road – were currently part of the pilot for the LSI project. She also said that it was not just Elmbridge, but that SCC was rolling out the LSI programme across the other eleven borough and district councils and that SCC did engage/consult with the council and community as part of the process.
DH confirmed that she had been approached by members of public who had said that they had experienced difficulties in accessing pavements around Claygate and that she had walked along with them to see at first hand the issues.
Cllr Gil Bray (GB) said that there would be backlash from residents should the speed restriction be imposed upon Claygate as the consensus of opinion was that they did not want the 20-mph zone.
SP said that she had regular meetings with Surrey County Council and that she would ensure that they are aware that Claygate did not want the 20-mph imposed on them.
===4. Vision & Claygate The Way Forward===
SP updated the meeting on the current situation:
* Due to LGR, the timetable for EBC projects was being reviewed to see what could be completed in two years/what needed to be speeded-up or paused etc.
* Place-making projects were forging ahead, for example, Claygate and Lower Green but the focus would be on short-term actions rather than some of the longer-term ambitions.
*It is currently anticipated that the Council will undertake consultation with the wider Claygate community on the Vision, Objectives and Action Plan in April and then this to be taken to Council in for the June/July meeting for adoption.
* Officers will need to draft reports by the end of February, so any changes proposed by CPC will be required by then.

===5. Torrington Consultations===
{{Hi|Dawn Crewe (DC) confirmed that from the four car parks that were being considered for possible development opportunities, only Torrington was proceeding at this time. She also said that a decision would need to be made this year, otherwise this would be on hold until the Unitary councils come into effect.}}

===6. Referrals to the East Area Planning Committee===
GB enquired as to whether the Council would consider allowing CPC to be able to refer household applications to the East Area Planning Sub-Committee if they had concerns.

SP confirmed that this was a constitution amendment issue and would need to be considered in light of the Government’s Planning Reform Working Paper Planning Committees. SP stated that the Government’s aim was to see more applications determined under delegated authority and that her concern was that CPC’s request would go against this grain.

DH and GB said that the numbers were few and this would also give greater scrutiny.

SP said that the Council stands by the planning decisions it makes but that if there were an error, the option would be for the Council to seek a Judicial Review of its decision.

GB said that some referrals were decided on technical data but said that there were others whereby a judgement call decision was required.

SP confirmed that no decisions were ever made by single officers, and that more complex cases were taken to a Development Management Case Review Panel where at least 10 Planning Officers, on average, would listen to the case. In addition, that case officer reports were signed off by team leaders and the Planning Development Manager/Head of Service where required/appropriate.

SP said that it was important to have the collaboration, even if there was not total agreement, but that it would be useful to have continued dialogue.

Cllr Alex Coomes (AC) said, he, as Chair of the East Area Planning Committee, would appreciate the continued support from Claygate Parish Council regarding any details they would have, if a planning application were refused, as this could prove invaluable in the appeal process.
===7. Community Services – Centres' Usage===
Vicky Wise (VW) joined the meeting to update on the latest position regarding the borough’s community services:
* there were six centres in the borough, and provision for a meals on wheels service, community transport and dementia services.
* In February 2023, Cabinet and Council published their vision for re-imagining the usage of centres as currently only 2% of the resident population were being reached, when in fact 9% were in need of help.
* Areas that were particularly in need - West Molesey, Cobham, Walton and Lower Green.
* There had recently been some engagement events at the centres for the public to inform of their experiences of the service – some 425 people had turned up to the various events across the week. The events had taken the form of three in-person open events also on-line and evening events, to allow more to attend, if working during the day, for example.
*There had been some listening sessions and consultation with voluntary sector partners, including questionnaires both on the website and in paper form. The consultation period closes at the end of March.
*DH confirmed that the Claygate Centre only caters for older people.
* VW said the service needed a reimagining and that it had to be evidence-based, hence the wide consultation with users etc.
* MR said that services would be reviewed in light of the local government reorganisation and that the centres fell under the category of a “discretionary” spend.

===8. Hinchley Wood School – De-prioritising Claygate pupils from catchment area===
DH enquired as to Elmbridge’s position regarding this de-prioritisation.

MR said that in addition to this not being an Elmbridge issue, it was also not that of Surrey County Council’s as Hinchley Wood school afforded academy status and therefore Trustees made the decisions.

There followed a general discussion on this issue. At the conclusion of which DH said Claygate would proceed on their own and approach Hinchley Wood themselves as this was not acceptable. Claygate Parish would send an official Claygate Parish Council letter.

===9. Any Other Business===
===Rats in Holroyd Garages===
SP said that PA Housing had been asked “informally” about removal of items causing the infestation, but that this had not been done officially. Therefore, there would need to be an official approach made, i.e. in writing, as they should be allowed some time to sort before they had a notice served on them.

It was confirmed that a site visit was being arranged.

== Appendix 3: Terms of Reference for Working Group Members ==
(Too lengthy to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=8AA66F57-327A-4E97-B85C-630EEA94F519 at CPC website].)

* [[Terms of Reference for members of Working Groups]]

== Appendix 5: Budget for 2024/25 ==

(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=E31B6C44-99C9-4CB2-9570-8AB2220458E9 at CPC website].)

== Appendix 6: Questions to Ask ==
To agree the Questions in BOLD but have the others on hand in case we need more:

#Could Surrey become a single Mayoral Strategic Authority without separate subordinate Unitary Principal Authorities?
#How will Surrey consult on its plans?
#'''What would be the effect of Government refusing to write off debts of Woking and other Surrey Authorities?'''
#'''What extra functions would Parish/Town Councils be expected to take on?'''
#How do Parishes avoid double taxation when taking on extra functions from County or District?
#What is the effect on unparished areas of Surrey?
#'''Would unparished areas be disadvantaged in terms of service delivery or advocacy with the unitary Authority?'''
#'''Who would authorise new Parish/Town Councils during the transition period?'''
#How will the powers of Strategic Authorities affect Unitary Authorities subordinate to them, e.g. in Planning?
#Will Parish/Town Councils be able to support acquisition of community assets?
#What training will be available to Parish Councils taking on new responsibilities?
#'''What ideas/plans are there for parishing the rest of Elmbridge?'''
#'''What could this mean for Claygate Parish Council?'''

== Appendix 7: CVA Application for Grant for 'Get Involved Day'==
(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=243722AF-2DDA-47A6-ACD7-4A2B45975FCF at CPC website].)

== Appendix 8: Grant Application from Claygate Primary School ==

(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=FA9EB254-096B-43BF-BB0B-E83492C2AE3A at CPC website].)

== Appendix 9: Grant Application from Holy Trinity Church ==

(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=6683843D-D62D-4F97-AD15-B344FEC4E2DB at CPC website].)

== Appendix 10: Grant Application from the Youth Hub ==

(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=1307E0C9-0929-48DB-A7F8-12FA78D4C6D8 at CPC website].)

== Appendix 11: Quotes for installation of a new bench on The Parade ==

(Too complex to be included here. Find [https://www.claygateparishcouncil.gov.uk/Document/Default.aspx?DocumentUid=7C57EC53-AD18-4294-9C19-BB15A2C9FFEA at CPC website].)