The MINUTES of the Meeting of the COMMUNITY ENGAGEMENT COMMITTEE held at 7.30pm on Thursday 11^th June 2026 at Sayers Common Village Hall.

Also present:                         Viv Aloy, Assistant Clerk, and 4 members of the public

CE26/27.001. Election of the Vice Chair of the Committee. To elect the Vice Chair of the Community Engagement Committee for the ensuing year.  Cllr Ranger proposed Cllr Susan Dyke for Vice Chair, seconded by Cllr Thompson. Councillors were unanimous and it was:

RESOLVED that the Community Engagement Committee elects Cllr Susan Dyke as Vice Chair for the ensuing year.

CE26/27.002.  Apologies for Absence: Apologies were received from Cllr Avery and Cllr Baldey. It was:

                RESOLVED: That the Committee ACCEPTS the apologies for absence from Cllr Avery and Cllr Baldey.      

CE26/27.003. Declarations of Interest: There were no declarations of interest.  

CE26/27.004. To receive and accept the minutes of the Community Engagement Committee meeting held on 9^th April 2026: Members reviewed the minutes, and it was:

RESOLVED: That the Committee AGREED the minutes of 9^th April 2026 meeting

CE26/27.005. Adjournment for Questions from the Public: Members of the public present were there to discuss their grant applications, and it was:

                RESOLVED: That the Committee AGREED to move forward to item 8 on the agenda, resolutions

                recorded under minute ref: CE26/27.008

CE26/27.006. Members reviewed Version 1 of the 2026/2027 action plan, and it was:

RESOLVED: That the Committee AGREED:

i)             to Version 1 of the 2026/27 Action Plan

ii)            for the Assistant Clerk to update Version 1 of the 2026/27 Action Plan as per the committee discussions and bring it to the next meeting as Version 2.

CE26/27.007. Budget Monitoring: Members reviewed the budget monitoring report for the Committee, noting:

1. The Nominal Ledger (Year to Date) and
2. Detailed Income & Expenditure as of 31 May 2026, and it was:

RESOLVED That the Committee NOTED the budget monitoring report for the Committee including:

a)            the Nominal Ledger (year to date)

b)            the Detailed Income & Expenditure as of 31May 2026

CE26/27.008.1 New Small Grant Applications to be considered 2026/27 (5420): Members noted the Grants Budget 2026/27 was £4,500 with £4,000 remaining.

There was  1 Small Grant Application received:

A representative spoke about the association and that it is going from strength to strength since its resurrection approximately 2 years ago. Most events are open to all, with only the exchange visits to the twin village operating a priority system for members. A gazebo and flag to use at events such as the Sayers Common Village Fete will help increase their profile and grow their membership. The group are intending to reach out to the local schools to engage young people. The Committee discussed the application in detail, and it was:

                RESOLVED that Committee AGREED to  AWARD £400 to Hurstpierpoint Twinning Association towards a

                Gazebo, trestle table and branded “feather flag”.

2 members of the public left at 19:37

CE26/27.008.2 Community Events Grant Applications to be considered 2026/27 (5630): Members noted the Community Events Budget for 2026/27 was £4,500 with £2,500 remaining.

Councillors noted that the grant requested from St Lawrence Fair would not cover the full cost of medical provision for the weekend and acknowledged the impact on community events of rising costs. Members discussed funding levels awarded to different parish events but agreed that the Committee could only consider the application as submitted. It was noted that any future request for an increased contribution would be considered in the usual way, having regard to the budget available and competing funding requests.

A member of the public spoke about the application towards the first Sayers Common Village Fete, a free to attend community event, open to all. It was clarified that the application is from Sayers Common Village Hall and not the Village Shop. While fund raising activities for St Peter and St James Hospice will be taking place, the grant application is specifically towards the cost of the marquee. The Committee noted that, while no final cost had been provided, this would be above the £500 requested, allaying any concerns over the reallocation of surplus funds.  One Cllr asked if the required risk assessments were completed and relevant insurance(s) in place, and this was confirmed.

Councillors were unanimous on both applications, and it was:

RESOLVED: That the Committee AGREED to

                a)            AWARD £750 to St Lawrence Fair towards first aid cover for the weekend

b)            AWARD £500 to Sayers Common Village Hall towards the Sayers Common Village Fete

CE26/27.008.3 Health & Wellbeing Grants application to be considered 2026/27 (5640) Members noted the Health & Wellbeing Grants Budget for 2026/27 was £1,000 with £1,000 remaining.

There was 1 Health & Wellbeing Grant Application received

A representative from Sussex Vale Rotary spoke about the memory café project, highlighting their ongoing commitment to the service following the collapse of “Know Dementia” and now the withdrawal of AgeUK from the Hurstpierpoint and Hassocks cafes. The grant requested would ensure that the cost of the venue hire is covered for the ensuing year, enabling the Rotary Club to focus their funding on staffing and entertainment. One Councillor asked who would run the sessions and this was explained in detail. The Committee expressed its disappointment in AgeUK for withdrawing from these rural services. Councillors were unanimous and it was:

RESOLVED that Committee AGREED to  AWARD £500 to Sussex Vale Rotary towards the dementia cafes at Court Bushes

2 members of the public left at 19:45

CE26/27.008.4 New Health & Wellbeing Projects to be considered 2026/27 (5650):

Members noted the Health & Wellbeing Projects Budget for 2026/27 was £1,000 with £743.20 remaining.

There were no Health & Wellbeing Projects discussed.

CE26/27.008.5 Sustainable Communities Grant Applications to be considered 2026/27 (5610):  Members noted the Sustainable Communities Grants budget was £1,000 with £748 remaining.

There were no Sustainable Communities Grant applications received.

Cllr Helen Bedford left the meeting at 19:47 to attend the St Lawrence Fair Committee meeting running concurrently.

CE26/27.009. Events Working Group update: Members received the notes from the Events Working Group meeting held on 22^nd May 2026 including the review of the revised format APM and plans for the St Lawrence Fair, noting that the stall is very short of councillors this year. One Councillor mentioned that the amount of work the Parish Council has undertaken, and continues to do, in relation to the District Plan could have been better highlighted at the APM. The Committee agreed that the District Plan display boards for the St Lawrence Fair would be a good opportunity to demonstrate this to residents.

CE26/27.010 Information Items, Correspondence Received and Requests:

CE26/27.10.1 High Street Update:  Cllr Thompson confirmed there will be a grant application for Santa Fun Day at the September meeting. High Street trading continues to be challenging with changes to business rates, minimum wage and NI contributions impacting many. Councillors suggested a display board at the St Lawrence Fair encouraging people to “shop local” wherever possible to help support the High Street.

CE26/27.010.2 External Communication: A verbal updated regarding the Communications Strategy Meeting held on 8^th June 2026 was provided by Cllr Majsai during the review of the Community Engagement Action Plan earlier in the meeting. There were no further updates.

There being no other business the Chair closed the meeting at 20:23