Meeting of the Parish Council 25th September 2025 Minutes
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| 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 |
| Cγ039 | 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 |
| Cγ040 | 13 | 24-JUL-25 | Cllr Bray | To update on the current situation with Castle Water. | COMPLETED by 25-SEP-25 |
| Cγ041 | 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 |
| Cγ042 | 15 | 24-JUL-25 | Clerk | To look at costs for replacing the noticeboards at the Village Hall. | ONGOING as at 25-SEP-25 |
| Cγ043 | 16 | 24-JUL-25 | Cllr Holt | To finalise the letter for LGR. | NOTHING REPORTED on 25-SEP-25 |
| Cγ044 | 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 |
| Cγ045 | 20 | 24-JUL-25 | Clerk | To contact Steve Bax about the 20mph limits. | COMPLETED by 25-SEP-25 |
| Cγ046 | 21a | 24-JUL-25 | Clerk | To contact the CVA about their grant application. | COMPLETED by 25-SEP-25 |
| Cγ047 | 21b | 24-JUL-25 | Clerk | To contact the Air Ambulance Charity about their grant application. | COMPLETED by 25-SEP-25 |
| Cγ048 | 26 | 24-JUL-25 | Clerk | To include Matters Affecting Youths onto each quarterly main meeting agendas. | COMPLETED by 25-SEP-25 |
| Cγ049 | 27 | 24-JUL-25 | Clerk | To contact EBCllr Mike Rollings about using the Day Centre for a community meeting. | COMPLETED by 25-SEP-25 |
| Cγ050 | 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 β 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 β Cllr Bray and Cllr Ellis abstained from voting β all other councillors voted in favour ACTION β Clerk to contact SCCllr Burton regarding this |
| 6. | To update on the current situation with Castle Water. |
| Cllr Bray confirmed that Castle Water had now refunded the CPC with the overpayments of Β£2,300. |
| 7. | To update on the Village Hall Noticeboard. |
| The Clerk confirmed that she has started to look into this and is awaiting some quotes. The Clerk will update the Committee at the next meeting.
ACTION β Clerk |
| 8. | To update on the bench on the Parade. |
| 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.
ACTION β Cllr Holt |
| 9. | To receive an update on the website. |
| 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.
ACTION - Clerk |
| 10. | To approve the month end reconciliations for July and August. |
| These were agreed to be correct and were signed and dated by Cllr Holt and the Clerk. |
| 11. | To update on the AGAR. |
| 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.
ACTION β Clerk |
| 12. | To approve the update meeting dates for 2026. |
| The dates had been circulated to all Councillors and were approved. |
| 13. | To review the paper from Cllr Herbert on the possibility of advertising in the Claygate Courier. |
| 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.
Proposed by Cllr Moon and seconded by Cllr Bray β Cllr Herbert abstained from voting β all other Councillors approved |
| 14. | To confirm the date and venue of the next Litter Pick in October and to discuss the date for the May one in 2026. |
| 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
ACTION β Clerk Cllr Holt confirmed 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. ACTION β Cllr Holt |
| 15. | To confirm arrangements for Remembrance Sunday. |
| 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.
ACTION β Cllr Moon |
| 16. | To receive an update from the Shops and Businesses Group. |
| The Clerk apologised to Leo Tye for not informing her of the meeting. Leo gave her report which is attached (Appendix 2) |
| 17. | To receive an update from the Health, Leisure and Wellbeing Group. |
| 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 There was also a proposal to leave Item 20 on this agenda as a standing item on all agendas moving forward. Proposed by Cllr Holt and seconded by Cllr Moon β Cllr Herbert abstained β all other Councillors approved ACTION β Cllr Holt, Cllr French and Clerk
|
| 18. | To discuss whether our position on requests for speed restrictions on Hare Lane has changed following a recent traffic incident there. |
| This was discussed and dealt with under Item 5 on the agenda. |
| 19. | To discuss any updates on devolution. |
| 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 - more2 and 3 bedroom properties are needed with an acute lack of affordable housing in the borough. |
| 20. | To update on EBCβs announcement re Community Service Transformation. |
| This was discussed and dealt with under Item 17 on the agenda. |
| 21. | To discuss if there are any further updates on the Torrington Lodge Consultation. |
| Cllr Bray noted that, at the last EBC/CPC liaisonmeeting, Suzanne Parkes had told us that β following the tender process of which we had been informed some time ago -EBC had appointed an architect to examine the 4 following options.
100% Residential Gym and Residential Shopping and Residential 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 ACTION β Clerk |
| 22. | To discuss any updates on Claygate the Way Forward. |
| 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 Councilβs comments on the Consultation Statement to send to EBC. ACTION β Cllr French |
| 23. | Matters for information purposes only. |
| 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.
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. The Clerk to also contact Paulβs Gardening Services to see what the possibilities are of adding a bird bath or something similar onto the Green in the Village This was Proposed by Cllr Holt and seconded by Cllr Burns β carried unanimously ACTION β Clerk Peter Whitehead had reported that everything was in place for the latest edition of the Courier and that there was proof reading needed. Cllr Collon would, as before, take the lead in this. ACTION β Councillors |
| 24. | To confirm the date and time of the next meeting. |
| It will be held on Thursday 20th November 2025. Treetops Pavilion, Recreation Ground, Church Road, Claygate β 8.30pm. |
The meeting closed at 10.20pm.
Appendix 1: Actions List from the CPC Meeting held on Thursday 24th July 2025
| Action β | Date Created | Description | By | Status | |
| Cγ039 | 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 |
| Cγ040 | 13 | 24-JUL-25 | Cllr Bray | To update on the current situation with Castle Water. | COMPLETED by 25-SEP-25 |
| Cγ041 | 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 |
| Cγ042 | 15 | 24-JUL-25 | Clerk | To look at costs for replacing the noticeboards at the Village Hall. | ONGOING as at 25-SEP-25 |
| Cγ043 | 16 | 24-JUL-25 | Cllr Holt | To finalise the letter for LGR. | NOTHING REPORTED on 25-SEP-25 |
| Cγ044 | 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 |
| Cγ045 | 20 | 24-JUL-25 | Clerk | To contact Steve Bax about the 20mph limits. | COMPLETED by 25-SEP-25 |
| Cγ046 | 21a | 24-JUL-25 | Clerk | To contact the CVA about their grant application. | COMPLETED by 25-SEP-25 |
| Cγ047 | 21b | 24-JUL-25 | Clerk | To contact the Air Ambulance Charity about their grant application. | COMPLETED by 25-SEP-25 |
| Cγ048 | 26 | 24-JUL-25 | Clerk | To include Matters Affecting Youths onto each quarterly main meeting agendas. | COMPLETED by 25-SEP-25 |
| Cγ049 | 27 | 24-JUL-25 | Clerk | To contact EBCllr Mike Rollings about using the Day Centre for a community meeting. | COMPLETED by 25-SEP-25 |
| Cγ050 | 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 |
