Parish Council Meeting 27th February 2025 Agenda

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⇛ 2024

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

20th February 2025

YOU ARE HEREBY WELCOME TO ATTEND

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
PLEASE NOTE THE EARLIER TIME FOR THIS MEETING

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 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 Audit’s and Standards Committee.
• 11) 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’s 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 of 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

ACTIONS:	DESCRIPTION	CLLR / CLERK	STATUS
Item 11	To contact Leo Tye and Emma Curtis to set up a meeting for a secure drive for shops survey.	Clerk
Item 14	To send the approved Precept letter.	Clerk
Item 16	CIL application was received from Claygate Primary School – to write to Sandra Cunningham to explain the delay in decision and also to organise a meeting to look at the damage on waterlogged field.	Cllr Bray & Clerk
Item 18	To organise a list of questions for Claygate Village Meeting regarding the English Devolution white paper.	Cllr Sheppard
Item 19:1	To continue work and updates on the new CPC website.	Cllr Bingham
Item 19:2a	To invite Graham Dear to talk at the Claygate Village Meeting.	Clerk
Item 19:2b	To invite a panel for the Claygate Village Meeting – Sally Harman (SALC), Mike Rollings (EBCllr) and Tim Oliver (EBC) to talk on item 18 in this agenda.	Clerk

Appendix 2:

Dear Mike

The Environment, Highways & Transport Committee of the Parish Council has recently learned that EBC are in the process of developing an LSI [Local Streets Improvement Plan] for the borough and that SCC are lending a hand in this work.

We are concerned about this, given relevant data from the survey work done by CTWF – below – which indicates that residents would very much not want to see a 20 mph blanket thrown over the village, which seems to be a possible thrust of LSI plans.

Measure	Percentage of Responding Residents In Support
Reduced speeds on certain roads	39
Reduced speed limits on certain roads	39
Blanket reduced speed limit across whole village	31
Road engineering measures [chicanes, speed tables]	20
Speed cameras	15

In this context, I am writing to ask you to tell us, please, what is going on within EBC in this regard and particularly insofar as it relates to Claygate. It would be specially helpful if you could lay out for us the process being used, the timetabling of same, and details of the consultations EBC will have with our residents.

I/we look forward to hearing from you.

Regards

GB Chairman: Environment, Highways & Transport Committee of CPC

Appendix 3: Email exchange with Surrey Council Transport Officer

(Too lengthy to be included here. Find at CPC website.)

Appendix 6: Summary of CIL Funds Available

CIL Balance	as at 31st March 2024	£138,670
CIL Payments made:
CVHA	16th May 2024	£10,679
Winning Horse Project	Assigned 16th May 2024	£50,000
Remaining CIL balance	as 31st Dec 2024	£77,991