hurstpierpoint logo

Hurstpierpoint & Sayers Common
Parish Council

The MINUTES of the Meeting of the COMMUNITY ENGAGEMENT COMMITTEE held at 7.30pm on Thursday 11th April 2024 at The Village Centre, Hurstpierpoint.

Members present:Claire Majsai (Chair) Lyndsay Thompson Duncan Ranger Michael Avery Sarah Baldey  Bob Sampson (Vice Chair) Helen Bedford Mark Froud Annette Street  

Also present:                         Viv Aloy, Assistant Clerk and 2 members of the public

CE23/24.038. Apologies for absence: Apologies were received and accepted for Cllr Dyke

CE23/24.039. To receive and record Declarations of Interest: Cllr Sampson declared an interest in item 8.2 due to being a trustee of the Hurst Festival.

CE23/24.040. To receive and accept the minutes of the Community Engagement Committee meeting held on 8th February 2024: Members reviewed the minutes, and it was:

RESOLVED: That the Committee AGREED the minutes of 8th February 2024 meeting noting the change to CE23.24.034, action plan to be returned as Version 5 of the 2023/24 Action Plan NOT Version 1 of 2024/25.  

CE23/24.041. Adjournment for Questions from the Public:

RESOLVED: That the Committee AGREED to carry on the meeting as the members of the public were in attendance to discuss their grant applications.

CE23/24.042 Members reviewed Version 5 of the action plan noting that the format is subject to continuous review, and it was:

RESOLVED: That the committee AGREED:

i)             to Version 5 of the 2023/24 Action Plan

ii)            for the Assistant Clerk to update Version 5 of the 2023/24 Action Plan as per the committee discussions and bring it to the next meeting as Version 1 of the 2024/25 Action Plan.

CE23/24.043 Grants Application Process:  Members discussed the proposed revised applications process in detail, agreeing some amendments to the website text, further information forms and revised application forms for each budget line to make them clearer. Questions were raised about “double funding” where the Council gives a grant to an organisation, such as the charity shop, which then gives out grants to other organisations. It was:

RESOLVED: That the committee AGREED

  1. to recommend the proposed application process, amended as per Committee discussions, for approval and adoption by Council.
  2. to refer the issue of double funding to the Finance Governance and Estates Committee for discussion.

CE23/24.044. Budget Monitoring: Members reviewed the budget monitoring report for the Committee,

  1. The Nominal Ledger (Year to Date) and
  2. Detailed Income & Expenditure as of 29 February 2024, and it was:

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

a)            the Nominal Ledger

b)            the Detailed Income & Expenditure as of 29 February 2024 noting that the payment to MSOPC is not yet showing.

CE23/24.045.1 New Small Grant Applications to be considered 2024/25: Members noted the Grants Budget 2024/25 was £4,500 with £4,500 remaining and considered two grant applications that had been received.

OrganisationGrant Request ForAmount RequestedAmount Awarded
  Victim Support    To recruit and train new volunteers and provide enhanced training for existing volunteers working in Sussex.    £350   £350
  Hurstpierpoint Twinning Association  To contribute towards costs of hosting members from Saint-Martin-De-Boscherville during Hurst Festival    £500          £0

Members considered the application from Victim Support.  While it was agreed that this was a good cause, it was also noted that they had not supplied Parish specific data, which they indicated on their application form they would do.  Cllr Froud had checked the Police crime data available online, which evidenced the need for Victim Support services locally.  Assistant Clerk Aloy to feedback about lack of evidence and request statistics.

A member of the public from Hurstpierpoint Twinning Association spoke about the association and their application.  They intend to host approximately 20 guests from Saint-Martin-De-Boscherville for a week during the Hurst Festival to help foster relations and revive the twinning programme.  While the visitors would be put up by hosts, the grant is to go towards the costs of some of the food and drink.  Concerns were raised about the lack of financial detail in the application, as well as the use of public money to benefit a very small group of people and a lack of clarity as to what “need” was being addressed.  It was noted that there is a meeting due to take place between the Twinning Association and the Chairman and Vice Chairman of the Council next week and that they could re-apply for funding with more specific detail at the next meeting in June.

It was:

RESOLVED: That the Committee AGREED to:

  1. Award £350 to Victim Support on the understanding they provide some statistics in relation to support for parishioners.
  2. Refuse the Twinning Association application for the reasons laid out above.

1 member of the public left at 7:55pm

CE23/24.045.2 Community Events Grant Applications to be considered 2024/25 Members noted the Community Events Budget was £4,000 with £4,000 remaining.

Organisation  Grant Request ForAmount RequestedAmount Awarded
Hurst FestivalTowards the 20th Anniversary Hurst Festival Super Sunday and indoor “Family Day” events£3,000£2,000

A member of the public from Hurst Festival spoke about their grant application, the struggles they face in terms of funding and recruiting volunteers with costs rising by approaching 30%.  In addition to their usual Super Sunday, they also intend to put on a family event on the middle Saturday to improve their reach to young families, although this will be ticketed and have a cost.  They stressed the benefits of the festival to local groups and residents. Members noted the amount requested is 50% more than was granted by the Committee last year, and that there are other events coming up that would like to apply for grant money.  Members were unanimous that the festival was a positive thing for the parish and that the Committee should contribute towards the free Super Sunday event, which is well enjoyed and accessible to all. 

A vote was taken on the final amount for the grant, with 5 Councillors voting to award £2,000 3 Councillors voting to award £2,500 and one abstention. It was:

RESOLVED: That the Committee AGREED to award £2,000 towards the Super Sunday event.

1 member of the public left at 8:25pm.

CE23/24.045.3 Health & Wellbeing Grants application to be considered 2024/25 Members noted the Health & Wellbeing Grants Budget was £1,000 with £1,000 remaining.

There were no Health & Wellbeing Grant Applications received.

CE23/24.045.4 Health & Wellbeing Projects Budget 2024/2025.  Members noted the Health & Wellbeing Projects Budget was £1,000 with £1000 remaining.

OrganisationGrant Request ForAmount RequestedAmount Awarded
  Knit & Natter    To cover the conference room hire    £250  £252

Members considered the project, noting that it addresses a clear need, however they were disappointed with the lack of detail in the application.  It was:

RESOLVED: That the Committee AGREED to award £252 to cover the full costs of the conference room hire for the group for the year.

CE23/24.046 Information Items, Correspondence Received and Requests:

CE23/24.046.1 High Street Update:  A verbal update was received from Cllr Bedford and Cllr Thompson confirming a grant application will be forthcoming for the Santa Sunday Event on 1st December, planning for which is already well underway, including the road closure.

CE23/24.046.2 External Communication: An update was given by Assistant Clerk Aloy on the trial of Instagram. The Parish Council will be having a stall again at the St Lawrence Fair on 6th July and Councillors are encouraged to be available to staff this. 

CE23/24.037.3 Hurst Life Protocol: Members noted the revised Hurst Life Protocol and Programme for 2024/25.

CE23/24.037.4 Mid Sussex Applauds feedback: Members noted the email of thanks from one of the suggested nominees from the Committee, Margaret Taylor, who won her “lifetime achievement” award.

There being no other business the Chair closed the meeting at 21:47