06/01/2026

OUTWOOD PARISH COUNCIL

C/O 2 Dirty Lane, Ashurst Wood, West Sussex RH19 3RY

Tel:  07592 151985 ~ Email: parish.clerk@outwood.org 

Your attendance is required at the meeting of the Parish Council to be held on Tuesday 6th January 2026 at 7.30 pm in THE MAIN HALL, LLOYD HALL, BRICKFIELD ROAD, OUTWOOD

Rodabe Rudin

PARISH CLERK

AGENDA

THE FIRST 15 MINUTES WILLL BE AVAILABLE FOR ANY RELEVANT QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC – IF ANY.  MEMBERS OF THE PUBLIC ARE INVITED TO STAY AND OBSERVE THE REST OF THE MEETING.

1. APOLOGIES FOR ABSENCE
2. MINUTES OF THE PREVIOUS MEETING 
   1. To approve the Minutes of the meetings held on 4^th November 2025
   2. Matters Arising - not covered elsewhere on the agenda.
3. DECLARATIONS OF INTEREST
4. COUNTY COUNCILLOR’S REPORT
5. DISTRICT COUNCILLORS' REPORTS
6. PLANNING APPLICATIONS including any updates
   1. Application:        2025/1299

Proposal:             Variation of Condition 2 (Drawings) and Condition 4 (Air Source Heat Pumps) of planning permission ref: 2025.126 (Extension to front of dwelling and conversion of the existing garage into home office gym and garden store) to allow for minor amendments and removal of Air Source Heat Pump

Location:              Outwood Post Mill, Gayhouse Lane, RH1 5PW

1. 2. Application:        2025/1466

Proposal:             Erection of part two storey part single storey side extension.

Location:              Cherrytrees, Dayseys Hill, Outwood, RH1 5QY

1. 3. Application:        2025/1340

Proposal:             Variation of Condition 2 (Plans) of planning permission ref: 2024/695 (Demolition of existing garage and erection of new detached garage building). To move garage away from the boundary wall to allow access.

Location:              Brightleigh Farmhouse, Millers Lane, Outwood, RH1 5PZ

7. National Trust
8. Airports
9. Beacon – to consider repairs
10. Finger Post: -
    1. To note outcome
11. TECHNOLOGY
    1. To retrospectively approve creation of Sub-Committee based on email correspondence and approval by Clerk under delegated authority.  Cllrs. McIntosh, and Malley
    2. To adopt Assertion 10 Requirements under the 2025 Practitioners’ Guide for the Governance and Accountability for smaller authorities in England - below

“AGS Assertion 10 — Digital and data compliance

5.117. Data protection and security - Using authority-owned email accounts ensures that

sensitive information is handled in a controlled environment with appropriate security

measures. This aligns with GDPR principles such as data minimisation, integrity and

confidentiality.

5.118. Accountability and transparency - authority-owned email accounts provide a clear

record of communications, which is essential for transparency and accountability.

This helps in maintaining an audit trail and ensures all authority-related

communications are accessible for review if needed.

5.119. Consistency, trust and professionalism - it is best practice to use .gov.uk domains for

smaller authorities' emails and websites (excluding parish meetings). This helps

maintain a consistent and professional image for the authority and ensures all

communications are easily identifiable as coming from the authority. This is

increasingly important as cyber scams are on the rise. For support on setting up a

gov.uk domain for your smaller authority you can follow the guidance on moving your

parish council to a .gov.uk domain.

5.120. Having authority-owned email accounts also makes Data Subject Access and

Freedom of Information Requests easier to manage.

5.121. Compliance with policies - All authorities should have an IT policy that mandates the

use of authority-owned email accounts for official business. These policies are

designed to ensure that all communications are conducted in a manner that is

consistent with the authority’s standards and legal obligations

5.122. IT Policies - An IT policy prevents misunderstandings when using IT equipment for

authority business and makes sure that there can be no excuses for anyone in your

authority not protecting their data or working safely. If your authority does not have a

policy, you might like to use this IT policy template. It is important to personalise the

template for the specific use of your authority and add links to guidance where

needed.

5.123. Website accessibility - Where a smaller authority is subject to the requirements of

website accessibility it does not have to buy a new website to comply with

accessibility law if it places a disproportionate burden on the authority. At a minimum

47 of 74

all authorities’ websites must include an accessibility statement on their website and

keep it under regular review. This statement should include reasons for not meeting

accessibility requirements, ways to source alternative copies of non-accessible

documents and a point of contact.

5.124. Data Protection - To ensure compliance with data protection regulations, smaller

authorities must:

• Appoint a Data Protection officer to oversee data protection and ensure

compliance with GDPR.

• Conduct regular data audits to identify what personal data is held, how it is

used and make sure it is processed lawfully.

• Implement a Data Protection policy on data handling, storage and sharing.

• Provide regular training to ensure all staff and members are trained on data

protection principles and practices.

• Secure data using appropriate technical and organisational measures to protect

personal data from breaches.

5.125. The Freedom of Information Act places a duty on every public authority to adopt and

maintain a publication scheme which details the publication of information by the

authority and is approved by the Information Commissioner; adoption of the

Information Commissioners Office model publication scheme meets this requirement.

5.126. In addition to this the Transparency Code for Smaller Authorities requires parish

councils, internal drainage boards, charter trustees and port health authorities with

an annual turnover not exceeding £25,000 to publish certain information set out in

the code. This enables local electors and local taxpayers to access relevant

information about the authority’s accounts and governance.

5.127. Smaller Authorities with total turnover or expenditure greater than £25,000 should as

best practice comply with the Local Government Transparency Code 2015; the

government believes that in principle all data held and managed by local authorities

should be made available to the public unless there are specific sensitivities to doing

so.

5.128. Monitoring an authority’s compliance with the relevant transparency code is not part

of the external auditor’s limited assurance review of the AGAR. It would however be

expected that internal auditors would review this control area.”

11. 3. To consider options for a new website and AGAR Assertion 10 requirements
12. ANNUAL VILLAGE MEETING
    1. To confirm date
    2. To discuss agenda
13. FINANCE
    1. To approve
       1. Budget for 26-27 Financial Year
       2. Set Precept to be levied on Tandridge District Council
    2. To approve Payroll Services Contract
    3. To Approve Bank Reconciliation
    4. To Approve Detailed Receipts and Payments by Budget Heading
    5. To approve replacement mobile phone
    6. To Approve List of Payments:

• Deccember 25 – approved via Email
• January 26

14. AGENDA ITEMS FOR NEXT MEETING