Meeting of the Parish Council 25th September 2025 Minutes

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Template:Summ-CPC-25-SEP-25

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
14th Octobery 2025


MINUTES OF THE CLAYGATE PARISH COUNCIL Meeting held on Thursday 25th September 2025 at 7pm at Small Hall, Village Hall, Church Road, Claygate


Present: Chair: Cllr Holt
Council Members: Cllr Bingham, Cllr Bray, Cllr Burns, Cllr Ellis, Cllr French, Cllr Herbert, Cllr Moon, and Cllr Sheppard.
In attendance: Dawn Lacey (Parish Clerk & RFO)
SCCllr Andrew Burton and EBCllr Mike Rollings
11 members of the public


1. To accept apologies for absence.
Apologies of absence were received Cllr Bingham and Cllr Collon.
2. To receive Declarations of Interest in items on the agenda.
None.
3. To confirm the minutes of the previous meeting held on Thursday 24th July 2025.
There were a couple of small clerical adjustments made. These were then signed and dated by Cllr Holt.
4. To review actions from the previous meeting.
Unique Action β„– Clerk Item β„– Date Created Description By Status
C㉕039 12 24-JUL-25 Clerk To add the Council's assets to the website.
To look into the costs of repainting the Welcome to Claygate gate in the next budget. 		COMPLETED by 25-SEP-25
C㉕040 13 24-JUL-25 Cllr Bray To update on the current situation with Castle Water. COMPLETED by 25-SEP-25
C㉕041 14 24-JUL-25 Clerk To look at clearing out the Blue Room and make a date with Cllr Bray and Cllr French. ONGOING as at 25-SEP-25
C㉕042 15 24-JUL-25 Clerk To look at costs for replacing the noticeboards at the Village Hall. ONGOING as at 25-SEP-25
C㉕043 16 24-JUL-25 Cllr Holt To finalise the letter for LGR. NOTHING REPORTED on 25-SEP-25
C㉕044 17 24-JUL-25 Clerk, Cllr Sheppard To contact Monica Harding for a copy of the recent letter sent to Jim McMahon about devolution and share with Councillors.

Once received Cllr Sheppard to redraft and circulate.

COMPLETED by 25-SEP-25
C㉕045 20 24-JUL-25 Clerk To contact Steve Bax about the 20mph limits. COMPLETED by 25-SEP-25
C㉕046 21a 24-JUL-25 Clerk To contact the CVA about their grant application. COMPLETED by 25-SEP-25
C㉕047 21b 24-JUL-25 Clerk To contact the Air Ambulance Charity about their grant application. COMPLETED by 25-SEP-25
C㉕048 26 24-JUL-25 Clerk To include Matters Affecting Youths onto each quarterly main meeting agendas. COMPLETED by 25-SEP-25
C㉕049 27 24-JUL-25 Clerk To contact EBCllr Mike Rollings about using the Day Centre for a community meeting. COMPLETED by 25-SEP-25
C㉕050 28 24-JUL-25 Cllr Collon To attend a meeting at the Lower Green Community Centre on behalf of Cllr Holt on LGR and report back to the Council. COMPLETED by 25-SEP-25
5. To answer any questions from members of the general public.
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.

Proposal to not vote on this currently but for Transport and Parking Advisory Group to investigate this further and report back to the EH&T Committee.

Proposed by Cllr Sheppard and seconded by Cllr Bray – Cllr Holt voted against and everyone else voted in favour

A second proposal was put to the Committee that they begin the process of looking at other accident mitigations rather than LSIP Dawn.

Proposed by Cllr Burns and seconded by Cllr Holt – Cllr Bray and Cllr Ellis abstained from voting – all other councillors voted in favour

ACTION – Clerk to contact SCCllr Burton regarding this

6. Councillors to be able to ask questions that they may have to the applicants.
Councillors spoke to each applicant and asked any questions they had for them.
7. To vote formally for the two new Councillors via ballot papers supplied by the Clerk.
The Clerk distributed the voting papers to the Councillors.
8. To announce the two new Councillors—if there is a tie, a second ballot will take place with the candidate having the lowest number of votes in the previous ballot being eliminated.
The Clerk announced that John Burns and Stephen Ellis had been successful. Cllr Holt thanked everyone for their time and welcomed John and Stephen to the Council. They will sign their Declarations of Office at the next Planning Meeting.
9. To reviewing the actioning of items from previous minutes and agree any further action required.
Action β„– Date Created Description By Status
C㉕030 22-MAY-25 To add Declarations of Interest by current Councillors to CPC website. Clerk ONGOING as at 24-JUL-25
C㉕031 22-MAY-25 To make adjustments to current policy documents. Clerk ONGOING as at 24-JUL-25
C㉕032 22-MAY-25 To review CPC's Standing Orders and present for approval at a forthcoming meeting. Clerk, Cllr Collon & Cllr Sheppard ONGOING as at 24-JUL-25
C㉕033 22-MAY-25 To review CPC's assets and update the asset register and website. Clerk & Cllr Bray COMPLETED by 24-JUL-25
C㉕034 22-MAY-25 To look at transferring monies from Unity to our High Interest Building Society. Clerk & Cllr Holt APPROVED as at 24-JUL-25
C㉕035 22-MAY-25 To send the AGAR to external auditors for approval. Clerk COMPLETED by 24-JUL-25
C㉕036 22-MAY-25 To contact CRGT to tell them of grant award. Clerk COMPLETED by 24-JUL-25
C㉕037 22-MAY-25 To add to June agenda discussion of Claygate Vision and TLCP future Clerk There was no June meeting.
It was due to be discussed privately by cllrs at the July meeting.
C㉕038 22-MAY-25 To construct proposal for the Courier to contain advertising. Cllr Herbert ONGOING as at 24-JUL-25


10. To answer any questions from the general public.
There had been some questions raised which were answered with satisfaction before the meeting. Further questions were raised which are answered under Items 17 and 28 on the agenda.
11. To appoint the two new Councillors and Cllr Moon to the following committees:
a) Environment, Highways& Transport Committee: Cllr Moon and Cllr Burns were both welcomed to the EHTC Committee.
b) Planning Committee: Cllr Burns and Cllr Ellis were both welcomed to the Planning Committee.
12. To review the updated Council’s assets.
These were circulated with the agenda and agreed to be a correct account. A discussion was had on repainting the gates at the entrances to Claygate. To be discussed when we look at the next year’s Budget.
Cllr Holt proposed that the Asset register be adopted. This was seconded by Cllr Bingham.
Carried unanimously.

ACTION – Clerk to add to Website.
ACTION – Clerk to add look into the cost of repainting the gates. C㉕039

13. To update on the current situation with Castle Water.
Cllr Bray noted that this is still ongoing and he is waiting to hear from them re holding a meeting. This is a very serious problem as they have taken over Β£2,500 from the bank account. Cllr Bray will continue to work to resolve this and report back to the Committee.

ACTION – Cllr Bray C㉕040

14. To discuss the Blue Room at the Village Hall and a potential clear-out day.
Cllr Bray and Cllr French to organise a date with the Clerk to look at clearing out the Blue Room.

ACTION – Clerk to contact Cllr Bray and Cllr French. C㉕041

15. To discuss the possibility of replacing the Village Hall noticeboard.
To look at replacing the noticeboard outside the Village Hall within next year’s budget.

ACTION - Clerk to look into costings and report back to the Committee. C㉕042

16. 16. To discuss the draft response to Consultation of the Future of Local Government prepared by Cllr Holt and any appropriate action.
EBCllr Rollings confirmed the following dates and points regarding LGR:
Neighbourhood Area Committee (NAC) workshop is on 31 July.
CPC to attend Civic Centre for NAC briefing on 28 July.
⁠Government’s consultation closes on 5 August.
Meeting with MHCLG on Friday - expect news on debt and the next stages.
Decision in mid-October, for either two or three Unitaries for Surrey.
MHCLG letter received today confirms shadow elections on 7th May 2026
Vesting date for new unitary 1st April 2027.
Unitary authority will take on statutory responsibilities of County and District/Borough Councils.
There were a couple of changes to be incorporated into an already prepared letter by Cllr Holt regarding the consultation. Once completed this needs to be sent.
This was proposed by Cllr Sheppard and seconded by Cllr Bray.
Carried unanimously with exception to Cllr Herbert who abstained.
ACTION – Cllr Holt. C㉕043
17. To discuss the draft letter to Jim McMahon about devolution and Parish Councils and agree any appropriate action.
It was agreed to obtain the letter that Monica Harding sent to Jim McMahon and then redraft our letter slightly. Cllr Sheppard to redraft and circulate to Councillors.
This was proposed by Cllr Holt and seconded by Cllr Bingham.
Carried unanimously.

ACTION – Clerk to contact Monica Harding.
ACTION – Cllr Sheppard to redraft and circulate the letter. C㉕044

18. To approve the month end accounts for April, May and June 2025.
These were all agreed to be correct accounts and were signed and dated by Cllr Holt and the Clerk.
19. To approve the movement of monies to the Cambridge Building Society high interest account.
The Clerk discussed the accounts and suggested an amount of Β£50,000 be transferred to the High Interest Account.
This was proposed by Cllr Bray and seconded by Cllr Holt.
Carried unanimously.
20. To discuss the concept of 20mph limits and agree a Parish Council position on them.
It was agreed that this is not the right time to be making any decisions on the concept of 20mph limits within Claygate, given the coming SCC election.
Proposed by Cllr Holt and seconded by Cllr Bingham.
Carried unanimously.
ACTION – Clerk to contact Steve Bax at EBC. C㉕045
21. To receive details of Grant Applications from the following.
a: CVA Grant Application
This grant for Β£1000 was approved. However, the Clerk to write to the CVA to request that in the future they apply for one grant per annum only.
This proposed by Cllr Sheppard and seconded by Cllr Bray.
Carried unanimously with exception to Cllr Herbert who abstained from voting.
ACTION – Clerk to contact CVA. C㉕046
b: Air Ambulance Charity Kent Surrey Sussex Grant Application
This grant was not approved because we are not empowered to give money to support the operating costs of charities.
Proposed by Cllr Holt and seconded by Cllr Herbert.
Carried unanimously.
ACTION – Clerk to contact Air Ambulance Charity. C㉕047

Cllr Holt and Cllr French left the room at 9.10pm and Cllr Bray took the Chair for this part of the meeting.

22. Item A: "To agree that an application by Holy Trinity Church Claygate for further CIL funding for the Way Maker Project should be considered, notwithstanding that an application for CIL funding by the same applicant has been made in the previous 12 months."
This was proposed by Cllr Bray and seconded by Cllr Sheppard.
Carried unanimously.
23. If item 22 is agreed, to receive details of a CIL application for Holy Trinity and consider whether it will be approved.
Holy Trinity CIL Grant Application
John Smith, from Holy Trinity, explained in depth about the application and the path they are planning to replace.
It was agreed to grant the CIL Application for Β£6,764 which is the cost of the path.
Proposed by Cllr Sheppard and seconded by Cllr Bingham.
Carried by all councillors with the exception of Cllr Bray who abstained.

Cllr Holt and Cllr French rejoined the meeting at 9.24pm. Cllr Holt then retook the Chair for the rest of the meeting.

24. To receive details of a CIL application from CRGT.
This entry was an error on the agenda as it was already agreed at the last Council meeting.
25. To update on the possibilities of advertising in the Claygate Courier.
It was agreed to defer this item until the October meeting.
26. 26. To discuss the merits of a Young Advisor from the Hub joining the PC on a quarterly basis to discuss and update on youth matters and provide input on such matters.
Cllr Holt had met with the Hub leaders and discussed the possibility of one of their members becoming the Young Advisor. The Young Advisor would suggest items to go onto our Agenda to do with youth in the village and vice versa for the CPC to be able to discuss issues with them.
This was proposed by Cllr Holt and seconded by Cllr Bingham.
Carried unanimously.
ACTION - Clerk to include matters affecting Youth on the Main Council Agendas quarterly. C㉕048
27. To discuss EBC’s announcements re Community Service Transformation and any action required.
This was discussed at some length with EBCllr Rollings, EBCllr Marshall and a member of the public.
EBCllr Rollings opened the discussion. He was mainly concerned to say that EBC has no plan or intention to close the centre at Claygate or elsewhere, as had been mooted. Rather, EBC’s intention is to spread its limited resources across a larger proportion of the in-need community, with the hope that local, voluntary, groups will come forward to assume control and management of the local centres.
EBCllr Marshall felt that the initiative is potentially good, but impractical. She believes that the 18 months available before EBC is wound up, is wholly insufficient for voluntary groups to do all necessary. This view was echoed by Cllr French, who noted that it had taken four years for a group to assume control of the Lower Green Road centre.
John Bamford asked the Parish Council to:
A – support anyone that is prepared to bid.
B – be proactive in encouraging people to come forward to take on the challenge of running the Centre.
C – to hold a public meeting for the village.
D – make the matter a Standing Item for the next several PC meetings.
Cllr Bray proposed that the Council adopt these four requests.
Cllr Bingham seconded this, and it was carried unanimously.
ACTION – Clerk to contact EBCllr Rollings to find out about holding a meeting at Claygate Day Centre. C㉕049
Proposed by Cllr Holt and seconded by Cllr Bray.
Carried unanimously.
Cllr French and Cllr Collon along with John Bamford to take the lead on all this along with the Health and Wellbeing Group.
Proposed by Cllr Holt and seconded by Cllr Collon.
Carried unanimously.
28. Matters for information purposes only.
Cllr Holt asked for one of the Councillors to attend a meeting at Lower Green Community Centre about the Neighbourhood Area Committee pilot that will run under LGR on her behalf as she is unable to attend. Cllr Collon has agreed to do this and report back to the Committee.
ACTION – Cllr Collon C㉕050
29. To confirm the date and time of the next meeting.
It will be held on Thursday 25th September 2025 in Claygate Village Hall, Small Hall at 7.30pm.
30. To close the meeting and move into Closed Session for Item 32.
Relevant material from EBC was not available, so this closed session was not required.
31. To review and approve the details for the Claygate Vision and Action Plan Consultation Statement to be published by EBC.
As above, the relevant material from EBC was not available, so this item was redundant.

The meeting closed at 9.35pm.

Appendix 1: Actions List from the CPC Meeting held on Thursday 24th July 2025

Action β„– Date Created Description By Status
C㉕039 12 24-JUL-25 Clerk To add the Council's assets to the website.
To look into the costs of repainting the Welcome to Claygate gate in the next budget. 		COMPLETED by 25-SEP-25
C㉕040 13 24-JUL-25 Cllr Bray To update on the current situation with Castle Water. COMPLETED by 25-SEP-25
C㉕041 14 24-JUL-25 Clerk To look at clearing out the Blue Room and make a date with Cllr Bray and Cllr French. ONGOING as at 25-SEP-25
C㉕042 15 24-JUL-25 Clerk To look at costs for replacing the noticeboards at the Village Hall. ONGOING as at 25-SEP-25
C㉕043 16 24-JUL-25 Cllr Holt To finalise the letter for LGR. NOTHING REPORTED on 25-SEP-25
C㉕044 17 24-JUL-25 Clerk, Cllr Sheppard To contact Monica Harding for a copy of the recent letter sent to Jim McMahon about devolution and share with Councillors.

Once received Cllr Sheppard to redraft and circulate.

COMPLETED by 25-SEP-25
C㉕045 20 24-JUL-25 Clerk To contact Steve Bax about the 20mph limits. COMPLETED by 25-SEP-25
C㉕046 21a 24-JUL-25 Clerk To contact the CVA about their grant application. COMPLETED by 25-SEP-25
C㉕047 21b 24-JUL-25 Clerk To contact the Air Ambulance Charity about their grant application. COMPLETED by 25-SEP-25
C㉕048 26 24-JUL-25 Clerk To include Matters Affecting Youths onto each quarterly main meeting agendas. COMPLETED by 25-SEP-25
C㉕049 27 24-JUL-25 Clerk To contact EBCllr Mike Rollings about using the Day Centre for a community meeting. COMPLETED by 25-SEP-25
C㉕050 28 24-JUL-25 Cllr Collon To attend a meeting at the Lower Green Community Centre on behalf of Cllr Holt on LGR and report back to the Council. COMPLETED by 25-SEP-25
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