HORLEY TOWN COUNCIL
Joan Walsh
Town Clerk
Council Offices, 92 Albert Road
Horley, Surrey RH6 7HZ
Tel: 01293 784765
info@horleysurrey-tc.gov.uk
www.horleysurrey-tc.gov.uk
AGENDA
ORDINARY MEETING OF HORLEY TOWN COUNCIL
Date / Time: Tuesday, 28 January 2025 at 7.30 pm
Venue: Horley Town Council offices, Albert Rooms, 92 Albert Road, Horley RH6 7HZ
SENT BY EMAIL TO ALL MEMBERS OF THE COUNCIL
Dear Councillors
You are hereby respectfully summoned to attend an ORDINARY MEETING of HORLEY TOWN COUNCIL to
be held on Tuesday, 28 January 2025, 7:30 pm, at the Albert Rooms, 92 Albert Road, Horley RH6 7HZ. The
Agenda for the meeting is attached to this Summons.
Yours sincerely
Joan Walsh
Town Clerk
Members’ Apologies: If required, a Member must submit their apologies for this meeting
by sending an email to: town.clerk@horleytown.com or by
telephoning the office on 01293 784765, by no later than noon on
the day of the meeting.
Public Forum: Members of the Public and Press are welcome to attend this
meeting in person or may join it remotely by requesting a Zoom
link by email to: town.clerk@horleytown.com or by telephoning the
office on 01293 784765, by no later than noon on the day before
the meeting is due to be held.
Public and Press attendees are invited to put questions or draw
relevant matters to the Council’s attention and are permitted to
speak once only and for five minutes maximum in respect of a
business item on the agenda, at the discretion of the Chairman. If it
appears that the number of speakers is likely to unreasonably delay
the disposal of business items on the agenda, the Chairman may
direct that a question or comment is submitted in writing which
shall be answered in due course.
To: Cllrs Avery, Baird, Baker, Beech, Barlow, Blacker, Burnham, Chester, Easterbrook, Fagan, George, Hudson, Hughes, Marr,
Marshall, Saunders, Turner, Wotton
HORLEY TOWN COUNCIL
An Ordinary Meeting of Horley Town Council will be held at the Albert Rooms,
Albert Road, Horley on Tuesday, 28 January 2025, at 7.30 pm
All correspondence and papers referred to in the public part of the agenda are available to view in the Town
Council Offices during normal office hours or on the website.
AGENDA
1 Apologies for Absence
To receive apologies for absence with officer recommendation for acceptance.
2 Disclosable Pecuniary Interests and Non-Pecuniary Interests
To receive any declarations of interest in relation to any items included on this agenda.
3 Public Forum
4 Minutes
To approve the Minutes of the Ordinary Council Meeting held on 10 December 2024
5 Full Council Updates
6 Committee Reports
To receive the Minutes of the following Committee meetings: Planning & Development Committee held on 17
December 2024
7 Council Chairman’s Report
To receive a report of events attended by the Chairman or representative since the Full Council meeting held on
10 December 2024 (attached).
8 Surrey Association of Local Councils (SALC) and National Association of Local Councils (NALC)
i) To receive an update from Cllr Mike George as the HTC representative on the SALC Board, including the
recent SALC Clerk/Cllr Forums and SALC Vision Day.
ii) To receive any other updates from the National and County Associations.
9 Borough, County Council and Other Updates
i) To receive an update on the SCC/RBBC/HTC Joint Council meeting, held on 20 January 2025.
ii) To note that the next RBBC/HTC Liaison Meeting is due to be held on 26 March 2025.
iii) To receive an update on any other matters.
10 Internal Audit Matters
i) To receive the Councillors’ Audit Certificates for October, November, and December 2024 (attached)
ii) To receive an update on any other matters.
11 Financial Matters
i) To approve the financial reports, including bank reconciliations and summaries of receipts and payments, up
to December 2024. (attached)
12 Community Foundation for Surrey (CFS) - Horley Edmonds Community Fund (HECF)
i) To note receipt of the quarterly HECF Statement for the period 1 October 2024 to 31 December 2024.
ii) To receive an update on any other matters.
13 Meetings Calendar 2025-26
To review meeting arrangements and the proposed meetings calendar for the Municipal Year 2025/26 and to
make recommendations for final approval at the next Full Council meeting on 18 March 2025.
14 Annual Town Public Forum (formerly ‘Town Meeting’)
To consider arrangements for the meeting to be held on Friday, 16 May 2024, from 6.30pm.
15 HTC Neighbourhood CIL: To receive the latest quarterly CIL report from Reigate and Banstead Borough Council for
the period 16/09/24-15/12/24.
-2-
16 Live streaming of Council Meetings Using Webex
i) To approve one-off expenditure up to a maximum of £500 plus VAT to purchase the equipment.
ii) To approve the monthly subscription for Webex of £13.50, subject to an annual increase.
iii) To approve live streams and recordings of all Committee meetings of the Town Council (apart from confidential
items) and upload on the website for one year.
17 Outside Bodies
To receive any updates from the Town Council representatives on the following outside bodies:
i) Royal British Legion
18 Working Groups
i) Communications Working Group: To receive an update on the recent meeting held on 7 January 2025.
ii) Resilience Working Group: To note that the group is due to convene a meeting on 12 February 2025.
19 Government Consultations
i) MHCLG Consultation - Strengthening the standards and conduct framework for local authorities in England To
approve the Town Council’s response to the NALC survey (Closing Date: 2 February 2025)
ii) Local Audit Reform consultation - A strategy for overhauling the local audit system in England - To consider the
Town Council’s response. (Closing Date: 29 January 2025)
20 Communications Received
21 Diary Dates
22 Items for Future Consideration: To note urgent business for inclusion on future agenda.
23 Press Release: To agree items for inclusion.
24 Exclusion of Public and Press
“In view of the special or confidential nature of the business about to be transacted, it is advisable in the public
interest that the press and public be excluded and that they be instructed to withdraw.”
25 Confidential Minutes CONFIDENTIAL
To approve the confidential minutes of the Ordinary Meeting of the Council held on 29 October 2024.
26 ‘Café In The Park’ Occupancy, Horley Recreation Ground CONFIDENTIAL
i) To receive an update from the Town Clerk.
ii) To consider for approval expenditure of £ 2,650 + VAT for a replacement extraction system at the Café.
27 CIL SIP (2) 18: HTC Offices Expansion & Sustainability Project CONFIDENTIAL
To receive an update.
29 SCC Your Fund Surrey – Small Community Projects Fund CONFIDENTIAL
i) To consider for approval officer recommendations for contractor award to replace the outdoor fitness equipment
at Horley Recreation Ground, in the total sum of £24,450.00 plus VAT with funding from a grant through the
scheme, supported by Cllr Jordan Beech (Ref: CF484), as summarised in the Committee Decision report
(appended).
ii) To consider for approval officer recommendations for contractor award to resurface the pathway at the
roundabout at Horley Recreation Ground for better access together with a new pathway to the existing Multi-
Use Games Area (MUGA), in the total sum of £14,055.59 plus VAT with funding from a grant through the scheme,
supported by Cllr Jordan Beech (Ref: YF486 a.), as summarised in the Committee Decision report (appended).
iii) To consider for approval officer recommendations for contractor award to introduce a new pathway lighting from
the Horley Recreation Ground entrance leading to Horley Bowling Club with 6 new bollards, in the total sum of
£4,146.48 plus VAT with funding from a grant through the scheme, supported by Cllr Jordan Beech (Ref: YF486 b.),
as summarised in the Committee Decision report (appended).
iv) To consider for approval officer recommendations for contractor award to replace the whole exterior paving
surrounding The Innes Sports Pavilion, Court Lodge Fields, Horley, in the total sum of £38,874.00 plus VAT with
funding from a grant through the scheme, supported by Cllr Andy Lynch (Ref: YF489), as summarised in the
Committee decision report (appended).
v) To receive an update on any other matters.
Signed: Town Clerk, 23 January 2025 Date of Next Meeting – 18 March 2025
List of Mayoral Events 08 December 2024 – 28 January 2025
Date Event Location
13 Dec
Official opening of Nationwide Horley’s
newly refurbished branch Nationwide Horley Branch
15 Dec
Greyhound Trust Christmas Event National Greyhound Centre
10 Jan 104th Birthday Amherst House Care Home

Proposed Calendar of Meetings 25/26
Meeting
2025 06-May Annual Council
2025 16-May Annual Town Public Forum
2025 13-May Planning Full
2025 03-Jun Environment Working Group 6 pm (Remote)
2025 10-Jun Planning (Interim)
2025 17-Jun Full Council (AGAR)
2025 01-Jul Leisure
2025 08-Jul Communications Working Group 6.30pm (Remote)
2025 15-Jul Planning (Full)
2025 29-Jul Full Council
2025 19-Aug Planning (Interim)
2025 02-Sep Environment Working Group 6 pm (Remote)
2025 09-Sep Full Council
2025 23-Sep Planning (Full)
2025 30-Sep Communications Working Group 6.30pm (Remote)
2025 14-Oct Leisure
2025 21-Oct Planning (Interim)
2025 28-Oct Full Council
2025 18-Nov Planning (Full)
2025 02-Dec Environment Working Group 6 pm (Remote)
2025 09-Dec Full Council (Precept)
2025 16-Dec Planning (Interim)
2026 06-Jan Communications Working Group 6.30pm (Remote)
2026 13-Jan Planning (Full)
2026 20-Jan Leisure
2026 27-Jan Full Council
2026 10-Feb Planning (Interim)
2026 10-Mar Planning (Full)
2026 17-Mar Full Council
2026 24-Mar Environment Working Group 6 pm (Remote)
2026 31-Mar Communications Working Group 6.30pm (Remote)
2026 07-Apr Planning (Interim)
2026 21-Apr Leisure
2026 05-May Annual Council
2026 15-May Annual Town Public Forum
Date
Report: Webex Recording and Live Webcasting Council Meetings
1. Overview
A proposal for the Webex recording and live webcasting of Full Council meetings and
meetings of the Leisure and Planning Committees. Members of the public, council members,
or officers who wish to view the live stream of meetings remotely can access the online
meeting link provided on the council's website meetings page
Recorded content after the meeting will be uploaded to a cloud server and a link added to the
council’s website for public access. The equipment needed for this has been purchased with
the help of Cllr Saunders and test recording and broadcast of the Council meetings have been
carried out successfully.
This report sets out the practical and legal steps needed to implement the recording and
webcasting of Council meetings and seeks the council’s approval to record and live webcast
its meetings. As highlighted in Section 5, this will be implemented in the new municipal
year.
2. Legal and Practical Considerations
NALC’s legal guidance on Parish council meetings in England outlines key points that must
be considered when recording or webcasting council meetings. These include ensuring the
protection of personal privacy, accommodating attendees who do not wish to be filmed, and
managing sensitive data.
3. Implementation
3.1 Right to Film
NALC’s primary position is that those who attend public meetings should expect to be
filmed, recorded, photographed or otherwise reported about. However, councils may wish to
consider adopting a policy which allows the filming, recording, photographing or other
reporting of children and the vulnerable only with the consent of a responsible adult,
Where members of the public are attending remotely, a council should ensure that they can
remotely contribute to public participation. However, as the Council’s meetings are being
live-streamed only this requirement does not apply, as the public will be viewing the meeting
rather than actively attending or participating.
If the Council agrees to proceed with live streaming of its Councill meetings, the recordings
will be uploaded to the Meetings page on the Council Website for a period of 12 months.
3.2 Designated Areas for Non-Participants
A specific area within the meeting venue i.e. should be set aside for:
• Non-participating members of the public: Members of the public who are present at
the meeting and do not wish to participate in the meeting but who object to being
filmed, recorded, photographed or otherwise reported about.
• Children and vulnerable adults: When consent for filming has not been provided by
their responsible adult.
3.3 Notification of Filming
At the start of each meeting, the Chair should remind all attendees, including both in-person
and remote participants, that subject to the paragraphs above, the meeting may be filmed,
recorded, photographed, or reported on. This serves as a notification that the meeting could
be documented for public viewing.
Additionally, the Chair should remind anyone wishing to film, record, photograph, or report
on the proceedings about the applicable restrictions regarding vulnerable adults or children.
The Chair should also ensure that individuals wishing to film or document the meeting avoid
capturing any participants seated in designated separate areas.
These measures balance transparency with individuals’ right to privacy.
4. Review and Update of Council Policies
The following Council policies
4.1 Standing Orders
Section 3j of the council’s standing orders will be revised to explicitly provide for the
protection of privacy. The provision must address:
• Excluding non-participating individuals and sensitive groups from being filmed,
recorded, or reported without consent.
• Clearly defining the processes for managing such objections during meetings.
4.2 Retention Policy
The council’s retention policy must reflect the requirements for managing video recordings,
ensuring compliance with data protection regulations. Considerations include:
• Specifying the duration for which recordings are retained.
• Secure storage and controlled access to the recordings to prevent misuse e.g. being
deleted.
• Procedures for the timely disposal of recordings once the retention period ends.
4.3 Freedom of Information (FOI) Publication Scheme
As recordings made publicly accessible will constitute publications, the FOI publication
scheme should outline:
• How recordings can be accessed by the public.
• Any associated costs (if applicable).
• Processes for requesting additional information related to the recordings.
The policies will be reviewed in May.
5. Implementation Date
If the Council approves the use of Webex for recording and live webcasting of Council
meetings, this will be implemented in the 2025/26 municipal year. This timeline will allow
for the necessary updates to policies (as mentioned above) and for arrangements to be made
with Jarret & Lam, the Council’s website provider.
6. Proposal for approval:
i) Proposal for the council to spend £411 one off and £162 per year for the Webex
equipment
ii) Proposal that the council live streams and provides for recordings of all Full Council,
Leisure and Amenities and Planning and Development meetings apart from items of a
confidential nature.