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Hurstpierpoint & Sayers Common
Parish Council

Dear Councillor,

There will be a meeting of the COMMUNITY ENGAGEMENT committee to be held at 7:30pm on Thursday 8th October 2020 using Microsoft Teams.

Members of the public have a right to and are invited to attend the virtual meeting using Microsoft Teams. If you wish to attend, please email the before 4pm on 7th October 2020 to be sent an electronic invitation.

Sarah Groom, Clerk to the Council


1.  Apologies for absence and declarations of interest: to receive and accept apologies for absence and to record any declarations of interest.

2.  Minutes of the Community Engagement Committee Meeting held on 13th August 2020:  to receive and accept the minutes.

3.  Matters arising from Community Engagement Meeting held on 13th August 2020:  to consider matters arising from the Minutes, which are not covered elsewhere on this agenda.

4. The Committee is asked to consider whether to adjourn the Meeting in accordance with Standing Orders, in order to receive questions from members of the public.

5. Sgt Jon Crabtree: Police local issues including current support and cover in our Parish.  Questions and Answers.    

6. Parish Council Grant Applications:  The Committee is asked to note that the decision made by the Strategic Policy Group to defer all decisions on grant requests still stands. However, grant applications can be considered from organisations that may not survive the year without the Parish Councils support by examining their reserves, and to recommend its grant awards to Council for decision.  

(6.1) Small Grants:  The Parish Office received one new grant application from the Hurst Covid-19 Neighbours Support Group requesting a sum of £165.51 for the costs of thank you posters, thank you cards and street banners produced to thank everyone involved in the Neighbours support group.

(6.2) Memory Moments Update: On the 14th August 2020 an email was received by the Assistant Clerk confirming that the costs for PPE would only cover the Memory Moment Café in Hurstpierpoint. A further email was sent confirming that the costs for PPE had reduced to £73.30 for Dettol wipes, hand sanitiser, disposable gloves, face shields, disposable masks and disposable aprons. The Assistant Clerk emailed to ask if approval had been given from the NHS lead to re-open the café but has had no reply regarding this.

Grants gifted in 2019/2020

OrganisationGrant Request for:Grant ApprovedDate
Know DementiaSupport with running the café£50030.5.19
CancerviveRunning costs of the office£6005.9.19
Older Peoples Tea PartyAnnual Christmas party for the elderly£18014.11.19
Hurstpierpoint PlayersTowards the costs of Hurstpierpoint Player Theatre, mainly new carpets£50014.11.19
Sayers Common Village SocietyFourth and final phase of tree planting along London Road£100014.11.19
St Catherine’s HospiceSupporting the community team who care for local residents facing the end of life, within the comfort and familiar surroundings of their own home.£5006.2.20
Sussex Clubs for Young PeopleTo help cover some of the costs for running the Sussex Clubs for Young People youth club.£5006.2.2020
Knit ‘n’ NatterTo help the group continue running.£2206.2.2020 – Paid in 2020/21 Budget

Grant applications that have been received and deferred for 2020/21:

Grant Budget 2020/21: £4,000

Grant Budget Remaining 2020/21: £3,799

OrganisationAmount RequestedGrant Request for:Grant approved
Know Dementia£500To cover the costs of part support for the Memory Moment Café for the year April 2020-March 2021 
West Sussex Mediation Services£150To support the provision of free mediation services to the residents in your parish who are experiencing conflicts in their lives. 
Victim Support£150Support for victims and volunteers’ expenses 
Older Peoples Tea Parties£300Outings to garden centres, Christmas party and some tea expenses 
St Peter & St James Hospice£400Patient transport services delivered by our 40 volunteer drivers. A free door to door service for patients attending wellbeing services. 
Air Ambulance Kent Surrey Sussex£250To help reach the £14 million required to continue providing our vital pre-hospital care to patients across Kent, Surrey and Sussex. 
Albourne, Sayers Common & Twineham Parochial Church Council£700To assist with the maintenance of fabric and the grounds of Christchurch, Sayers Common; and to assist with disability access. 
Hurst Covid-19 Neighbours Support Group£165.51Thank you posters, thank you cards and street banners produced to thank everyone involved in the Neighbours support group. 
Hurstpierpoint Cricket Club£500To aid the overall refurb & redecoration of the communal space & social area within the pavilion including new flooring. 

7. Community initiatives and projects: 

(7.1) Budget Monitoring: To receive the budget monitoring report for the Committee.

Ref: 7.1 CE 2021-22 Budget

Ref: 7.1 CE Income & Expenditure Report

Ref: 7.1 Nominal Ledger Report

(7.2) Budget Setting for 2021/22: To consider the requirements for the Community Engagement budget for 1 April 2021 to 31 March 2022.  This will allow the Finance & Governance Committee to consider a first draft budget on 19 November 2020 and a second draft on 10 December, which will result in a recommendation to Council for approval 17 December 2020. 

Ref: 7.2 Community Engagement Committee Budget 2021 2022 DRAFT

RECOMMENDATION: The committee AGREE to present the Draft Community Engagement budget to the Finance & Governance Committee in November.

(7.3) Hurst Festival – A video meeting was held between Cllr Hand and a representative of Hurst Festival in August 2020 to discuss the Parish Council support. The 2020 Festival is a virtual event and currently the Hurst Festival are forecasting a small deficit of £440. Cllr Hand explained to the representative that the Parish Council are keen to support the Festival in the future and would encourage a partnership. Cllr Hand explained that any grant request for support would be best placed before any budget setting has happened for 2021/22. The representative agreed that this is a constructive way forward and that the Trustees and Councillors would meet in October to review the 2020 Festival and discuss the PC involvement in 2021. The Hurst Festival committee are keen that the Parish Council support the community event which traditionally take place on the first Sunday of the Festival (Super Sunday). A further update will be bought to the committee once the October meeting has taken place.

(7.4) Phone Signal Issue in the Parish: To consider the next steps outlined in the briefing note including whether it is a good idea to survey the whole Parish.

Ref: 7.4 Briefing Note Phone Signal Issue in the Parish

RECOMMENDATION: The committee AGREE to authorise the working group to formulate a survey to be brought to Full Council.

(7.5) Heritage Walk: To consider the costs for the Heritage Trail including the aluminium board, posts and possible license and planning application fees from Mid Sussex District Council.

Ref: 7.5 MINUTES Heritage Trail 10th September 2020

Ref: 7.5 Heritage Trail Sign Quotes

RECOMMENDATION: The committee AGREE in principle that the Parish Councils costs towards the Heritage Trail will be budgeted under code: 5610 Tourism & Attractiveness.

(7.6) Bus Re-Routing Update: Cllr Sampson sent his proposed plan of re-routing the 100 bus including a map to the Assistant Clerk. The suggested change would mean there is a bus service every hour.

Ref: 7.6 100 Bus re-routing Briefing Note 1.9.20

RECOMMENDATION: The committee AGREE to take the proposed route and briefing note to Full Council.

(7.7) Dog Poo Fairy Campaign: The Assistant Clerk has laminated the mobile signs and are ready in the Parish office for the volunteers to start displaying in the village. The larger A3 posters need to be taken to QD Stationary in Hassocks to be laminated at a charge of £1.55 per poster (Total £15.50 for 10).

Ref: E&FM Committee 10.9.20: F20/21.025 Dog Waste Campaign: Cllr Majsai gave an update on the “There’s no such thing as a dog poo fairy” campaign. Volunteers are asked to place mobile signs where there is a particular problem and hopefully this will highlight the issue and help resolve the problem.

(7.8) Communication Strategy: A review of the communication strategy needs to take place to ensure that the Parish Council are communicating with the Parishes in the most effective way possible. A review of newsletters, Facebook page and Hurst life page needs to be included. The Chair and Assistant Clerk have both attended a Communication course recently and information from these courses can be included in the review.

RECOMMENDATION: The committee AGREE that the Assistant Clerk will organise a meeting to discuss the communication strategy with Cllr Majsai, Cllr Llewellyn and the Clerk. 

(7.9) Donation from Hurst Society: The Clerk was contacted by Cllr Lowman as the Hurstpierpoint Society held a committee meeting and discussed a possible donation toward the High Street Christmas Lights. The Hurstpierpoint Society have requested information about what is planned this year and whether they might be able to contribute in a useful way.

8. Publicity: The Committee is asked to note the following: 

(8.1) Newsletter & Hurst Life:  The newsletters will remain on hold. The Christmas information such as opening hours, winter maintenance and winter volunteers will be shared on the Parish Council website and Facebook page and then shared to the Hub.

The Hurst Life article remains a monthly one-page spread. Feedback was received from Councillors about the look and feel of the page and the need to change the layout. Each article must now have at least three images to help break up the amount of text displayed. It is the responsibility of the author to make the Parish Office aware if photos need to be sourced. The Parish Office is working with Hurst Life to change the look of our page and this will continue with each article and possible branding changes.

(8.2) Website: The new website is working well, and the Parish Office staff have had further training on editing text, pdf updates and image alterations. The Assistant Clerk is still working closely with the designer to ensure any errors or issues are resolved quickly. The Clerk is working on an accessibility statement under the Public Sector Bodies (Websites and Mobile Applications) (No.2) Accessibility Regulations 2018. Once this has been agreed it will be updated on the website.

(8.3) Social Media: The Parish Office would like to improve the Facebook page including new cover images to work in line with the new website. It has also been bought to the attention of the Assistants Clerk that the Parish Council needs to make the Facebook page more humanised. Posting short video clips of the Councillors or residents would help the page become more human and interactive. All videos could then be shared on the Hub for more exposure. It was recommended that a Parish Council should be advertising local groups, charities, events on the Facebook page which again in turn will increase views and followers.