The Chair Report for November is here!
Published: 03 December 2024
Windlesham Parish Council Meeting – Tuesday 26th November 2024
Update for the residents of Bagshot, Lightwater and Windlesham
from the Chair of Council - Councillor Alf Turner
Please find below my update for residents of Bagshot, Lightwater, and Windlesham from our recent Parish Council meeting. I hope you find it informative and would welcome any comments either directly or through local councillors - see the links below for contact details. As there are no more Full Council meetings and so no further monthly reports this year, can I wish all residents a Happy Christmas and great 2025!
1. Public Comments & Question Time
The only member of the public in attendance was a Surrey Heath Borough Councillor (SHBC). Addressing the Council, he raised the importance of fostering constructive interactions among Councillors across all tiers of local government. He specifically enquired whether the Council agreed that all elected officials should strive to "disagree agreeably." In response, Council members unanimously affirmed that adhering to the Nolan Principles of Public Life is a fundamental and implicit expectation for all Councillors. Additionally, Windlesham Parish Council reaffirmed its commitment to upholding the Civility and Respect Pledge, promoting a culture of integrity and professionalism. The Council respectfully requested that SHBC also commit to these principles to ensure harmonious and respectful conduct across all levels of local governance.
There were 2 further questions submitted in writing from residents. One was on the planned Annual Parish Council meeting (APM) which had been pre-circulated to Council for consideration under the relevant item on the agenda (see section 3 below). The other question was whether the Parish Council supported staff and councillors who have mental health issues. In response it was noted that we offer support in accordance with the Councils sickness and absence policy. As some organisations go further in mental health it was agreed to refer this to the Personnel Committee for further consideration.
2. Financials:
· Current year to March 2025 - Parish Council financials remain on track with no significant issues. It was resolved to transfer underspends for all 3 cemeteries into individual village cemetery earmarked reserves in order to roll over any unspent funds into the next year. This was necessary to protect these funds for essential cemetery maintenance work that will be undertaken in 2025. E.g. Windlesham cemetery drainage.
· Community Governance Review (CGR) costs – Members discussed the costs associated with the Community Governance Review (CGR), noting that if the review proceeds, the responsibility for conducting it, along with the associated costs, lies with Surrey Heath Borough Council (SHBC) as the designated review body. However, the Parish Council had previously allocated £40,000 to cover anticipated legal expenses, particularly to manage its involvement in the process, including the potential implications of the Council's breakup.
Noting the significant cost that would be required by the Parish Council in the event of a CGR, it was agreed that these funds would be transferred into a dedicated reserve, which could also be used for other expenses related to or arising from the CGR.
· Budget and Precept for 2025-26
The Council approved a budget of £551,000 for the 2025-26 financial year, alongside an indicative precept increase of 8.27%. In monetary terms, this represents an increase of £5 per annum for a Band D property, which is currently charged just over £60 annually.
While the cash increase is modest, the Council expressed concern over the high percentage rise. This increase is primarily driven by significantly higher greenspace maintenance costs projected for next year, rising staff costs due to changes in employer national insurance contributions, and planned improvements to the cemetery and memorial facilities.
Additionally, the Council confirmed that the previously reported plan for an additional Communications role will no longer proceed.
· Asset Register – The Council noted and approved the updated fixed assets register of £407K which had been reviewed as part of the year end accounts process.
· Bank Accounts – a new account has been opened with Unity bank in order to increase financial returns for monies held for ongoing projects.
3. Governance:
· Resignation of Cllr Hills – the Council noted Cllr Hills resignation and thanked him for his hard work and contribution to the parish over many years. This results in councillor vacancy for Bagshot Ward which has already been notified. Should 10 electors of Bagshot Ward call for a By-Election this will be held by 13th February 2025.
· Improving Internal Collaboration & Relations – In light of the tensions arising from the Community Governance Review (CGR), the Chair proposed holding an informal workshop to explore ways to enhance the Council’s effectiveness. Any proposed changes resulting from this workshop would subsequently be discussed and decided upon at a Full Council meeting. Some Members emphasised that such a workshop was necessary regardless of the CGR's outcome, given that Members will need to work collaboratively for at least another 18 months - even if a decision is made to break up the existing Parish Council.
It was agreed that a meeting will be scheduled early in the new year, with external support to facilitate the workshop.
· Annual Parish Meeting (APM) – The Council has scheduled the meeting for 19th March 2025, to be held in Lightwater, acknowledging that previous meetings over the past two years were hosted in Windlesham and Bagshot. During the discussion, the Council considered the format of the meeting, including representation from a Windlesham resident who had submitted written concerns. The resident expressed their view that the reporting of the 2023 Annual Parish Meeting (APM) had been misrepresented and suggested that the Council had disregarded the principle of democratic debate in deciding the format of past APMs. In response, the Council respectfully disagreed with these remarks, noting that the subsequent 2024 APM had been more effective in capturing residents' priorities across the parish on a wide range of topics. Citing this success, the Council resolved to adopt the same format for the 2025 meeting. This will include a resident engagement session, offering an opportunity for attendees to express their views on matters affecting their communities.
4. Projects:
· Retendering of the Greenspace Contract – The Council discussed the upcoming retendering of the Greenspace Contract, a high-priority initiative that affects all three villages, with the current contract set to expire in Autumn 2025. Due to the significant value of the contract services, the Council is legally obligated to undertake a comprehensive tender process. To ensure the successful management of this complex, multi-lot procurement process, the Council approved spending up to £20,000 on a specialist consultant. The aim is not only to replace the current contract but also to enhance the quality of the greenspace services provided across the parish.
· War Memorials refurbishment – Council has agreed to undertake a conditions survey of all three memorials in the villages. This essential preliminary work is necessary, as the memorials are designated as ‘heritage assets’ and are subject to strict regulations prior to any repair work being carried out.
· Allotments – The planned offer to purchase the allotments is progressing with Council agreeing the appointment of a conveyancing solicitor from four quotes. It was also agreed to convert a waste area to a new plot in the allotments area.
· Windlesham Windmill Field Playground Grant –There are early indications that Windlesham Parish Council should receive a grant from Surrey County Council to support the playground replacement project.
· Project Work Stream Prioritisation – The project priorities were reaffirmed, taking into account the capacity of the Parish Office team, which is managing not only major projects but also Freedom of Information requests, alongside routine statutory responsibilities. Workforce implications will be reviewed at the upcoming Personnel meeting in January.
5. Other Items:
· Christmas Trees and Lighting – this has all been installed according to plan.
· Christmas Children’s Drawing Competition – has been launched and closes on Friday 6th December.
· Newsletters – the Autumn Newsletter has been published with positive feedback. A special Christmas one will be issued in the coming weeks.
· Christmas Tree Recycling – The Parish Council agreed to write to SHBC to express its disappointment on the withdrawal of this service provided by them and which will affect residents. There is insufficient time to set up an alternative service but this can be considered by the Parish Council for next year.
· Government Consultation on Remote Attendance at Council meetings and Proxy meetings – a small work group was established to draft a response.
· Surrey County Council (SCC) Consultation on Rights of Way Improvement Plan – this will be considered by the Planning Committee.
Forthcoming meetings in the next 2 months:
· Windlesham Village Committee – 10th December
· Planning Committee – 18th December and 21st January 2025
· Personnel Committee – 14th January 2025
· Communications Committee – 14th January 2025
· Lightwater Village Committee – 15th January 2025
· Full Council Meeting – 21st January 2025
Full details of Council meetings will be on the Windlesham Parish Council Website before the meeting with a link as follows: Home - Windlesham Parish Council (windleshampc.gov.uk)
Contact details:
Bagshot Councillor contact details
Lightwater Councillor contact details
Windlesham Councillor contact details
If you would like to contact Jo Whitfield, Clerk to the Council or visit the office please use the link below to view the office opening hours and contact details:
Contact Us - Windlesham Parish Council (windleshampc.gov.uk)
Alf Turner
Chair of Windlesham Parish Council
29th November 2024