The Chair's report for July is here!
Published: 29 July 2024
Windlesham Parish Council Meeting – Tuesday 23rd July 2024
Update for the residents of Bagshot, Lightwater and Windlesham
from the Chair of Council - Councillor Alf Turner
Dear Residents,
Below is my update from our recent Parish Council meeting. As the full Parish Council had not met since late May, there was a lot to discuss, so this report is a bit longer than usual. However, I hope you find it useful. I welcome any comments, either directly or through your local councillors. Contact details are provided below.
1. Public Comments & Question Time
Regrettably, no members of the public attended, and no pre-submitted questions were received.
2. Governance
- Personnel Committee: Councillor Hardless was unanimously elected as an additional member, ensuring representation from Windlesham. Previously, no Windlesham Village Councillors had come forward when the Committee was reconstituted in May, and this rectifies that. The Committee’s terms of reference were approved, including a new focus on 'workplace culture and behaviours.'
- Community Governance Review (CGR) Working Party: Following a recommendation by the Head of Legal at Surrey Heath Borough Council, the terms of reference were updated to include an impact risk assessment, specifically concerning current contracts and assets, including land (See section 3 below for more on the CGR).
- HR Policies: These policies require annual approval under regulations. Minor changes were made to the Absence Policy, Flexible Working, and Lone Working policies. Additionally, a new ‘Speak Up’ policy will be developed to ensure best practices for individuals to raise concerns.
3. Community Governance Review (CGR)
As previously reported, four Surrey Heath Borough Councillors and all Windlesham Village Parish Councillors have requested a CGR to review the current electoral arrangements. Their request aims to remove Windlesham Village from the existing Parish, thereby establishing it as a standalone Parish Council.
Surrey Heath Borough Council (SHBC) is responsible for the process and will be deciding on this request.
Despite an informal meeting between Windlesham Parish Council and SHBC Officers, the Parish Council has not received formal written advice on the CGR. Therefore, the Parish Council has resolved to write to the SHBC Chief Executive for written confirmation of the CGR request, its process, timetable, and next steps. Additionally, the Parish Council will request to make representations to SHBC on the matter.
Despite differing views on this request, the resulting uncertainty about the Parish Council’s future necessitates progress. Further communications to the residents of all three villages will follow if the CGR proceeds.
4. Finances
No issues were raised regarding Parish Council finances, which remain within the overall budget. Approval was given for any additional electrical work related to the installation of village Christmas trees if required. The Parish Clerk was authorised to approve expenditures from the tree maintenance reserve to prevent delays in necessary tree work.
5. Parish Council Trees
The Council approved using SHBC’s contractor to re-survey the Parish Council tree stock. This periodic requirement is more cost-effective when done alongside SHBC’s own review and will be carried out later this year. The Council declined to participate in Surrey County Council’s 1.2 million Tree Strategy due to ongoing maintenance costs and the area's already substantial tree coverage.
6. Cemetery Review Update
At the February Parish Council meeting, each village committee agreed to create tailored cemetery improvement plans to address capacity and aesthetic issues. Updates are as follows:
- Bagshot: Councillors will conduct a walkaround and discuss outcomes at the next Committee meeting.
- Lightwater: A topographical survey of the cemetery and adjacent land will inform decisions on future expansion. The boundary fence will also be replaced, with funding determined upon obtaining quotes.
- Windlesham: Investigating drainage in the old section of the cemetery and considering additional burial space.
7. Greenspace Contract Future Procurement
Initial market testing indicated potential issues with replacing the current single contract with multiple contracts. The uncertainty created by the possible CGR adds further complexity, so decisions were deferred until October/November. As with all commercially sensitive considerations, this matter will be handled under confidential items on the agenda.
8. Other Items of Interest
- Grass Cutting: The Council has written to Surrey County Council regarding the standard and frequency of grass cutting.
- Young Artists Weekly Competition: Details are on the Council website. Calling all young artists! Windlesham Parish Council.
- Christmas Trees & Festive Lighting: Plans for purchase, installation, and lighting of Christmas trees are underway. Permissions for festive lighting on lamp columns have been requested, and funding is available for any necessary electrical work.
- Parish Council Newsletter: A quarterly newsletter will be introduced in the Autumn.
- Windmill Field Playground (Windlesham): At the March Full Council meeting, Full Council unanimously resolved to approve the expenditure over £15k, provided that at least 50% or more of the funds are sourced externally, with the majority of the funding coming from the landowner (SHBC). Officers are currently investigating several funding opportunities. A full update will be provided at the September Full Council meeting for a final decision.
- War Memorials: Officers are liaising with conservators regarding structural and condition surveys for all war memorials within the Parish and indicative quotes have been sought to refurbish the lettering on the Lightwater and Windlesham memorials. All three war memorials are Grade II listed, with all works subject to SHBC planning approval.
- SHBC Regulation 19 Pre-Submission on Local Plan (2019-2038): As this includes housing and other development across the area, it will be reviewed by the Planning Committee.
9. Confidential Items
The potential sale and disposal of Parish Council land on Hook Mill Lane continues. The Parish Council is also considering arrangements for future allotment provision on the existing site.
10. Correspondence
There was no external correspondence to report.
Upcoming Meetings:
- Bagshot Village Committee: 30th July
- Windlesham Village Committee: 18th September
- Planning Committee: 14th August and 4th September
- Full Council Meeting: 24th September
Full details of Council meetings will be available on the Windlesham Parish Council Website before the meetings.
Contact Details:
For further inquiries or to visit the office, please refer to the office opening hours and contact details.