The MINUTES of the Meeting of the COMMUNITY ENGAGEMENT COMMITTEE held at 7.30pm on Thursday 12^th September 2024 at The Village Centre, Hurstpierpoint.

Also present:                         Viv Aloy, Assistant Clerk, and 1 member of the public

CE24/25.011. Apologies for Absence: Apologies were received and accepted for Cllr Duncan Ranger and Cllr Michael Avery

CE24/25.012. Declaration of interest: Cllr Thompson declared a pecuniary interest in items concerning the High Street.  Cllr Susan Dyke declared an interest in the Befriended grant application as she is now employed by the organisation.

CE24/25.013. To receive and accept the minutes of the Community Engagement Committee meeting held on 13^th June 2024: Members reviewed the minutes, and it was:

RESOLVED: That the Committee AGREED the minutes of 13^th June meeting, noting the correction now made to the Sustainable Communities Grant budget which now reads £1500 with £1500 remaining not £1000 with £1000 remaining.

CE24/25.014. Adjournment for Questions from the Public:

RESOLVED: That the Committee AGREED to carry on the meeting as the member of the public was in attendance to discuss their grant application.

CE24/25.015 Members reviewed Version 2 of the 2024/2025 action plan, and it was:

RESOLVED: That the Committee AGREED:

i)             to Version 2 of the 2024/25 Action Plan

ii)            for the Assistant Clerk to update Version 2 of the 2024/25 Action Plan as per the committee discussions and bring it to the next meeting as Version 3 of the 2024/25 Action Plan.

CE24/25.016. 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 August 2024, 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 31August 2024

CE24/25.017 Grants:

CE24/25.017.1 New Small Grant Applications to be considered 2024/25: Members noted the Grants Budget 2024/25 was £4,500 with £4,150 remaining.

The Committee discussed each application in detail.

Cllr Bedford expressed concern about how much of the funds for KSSAA would make it to operational costs given the admin involved in applying for such small amounts and suggested the maximum £500 be awarded.  A vote was taken with 5 councillors for the £350 requested and 1 for awarding £500.

One member of the public spoke about the successful Befriended Community Choir which has been running in Burgess Hill for the past year.  Attendees include people with dementia and their carers, those with varying disabilities and even grandchildren during school holidays, promoting joy and a sense of community.  The grant requested is towards the costs of establishing a new choir in Hurstpierpoint Village Centre 3 times per month. Cllr Street asked about insurance, and it was confirmed that Befriended have full public liability insurance.  A vote was taken with 5 Councillors for and Cllr Dyke abstaining due to a declared interest.  

Cllrs noted the quality of the safeguarding policy and parental information from Hurst Colts, and their detailed and well costed application.  Councillors were unanimous, and it was:

RESOLVED: That the Committee AGREED to:

a) AWARD KSSAA £350 towards their operating costs

b) AWARD Befriended Choir £500 towards their new choir in Hurstpierpoint

c) AWARD Hurst Colts £500 to purchase training equipment for their new under 5 and under 6 teams.

One member of the public left at 8:17

CE24/25.017.2 Community Events Grant Applications to be considered 2024/25 Members noted the Community Events Budget was £4,000 with £33 remaining.

There were no Community Events Grant applications received.

CE24/25.017.3 Health & Wellbeing Grants application to be considered 2024/25 Members noted the Health & Wellbeing Grants Budget was £1,000 with £1,000 remaining.

Cllr Majsai explained that the café had already re-launched with the support of Sussex Vale Rotary, and this application was to ensure funding for the remainder of the year, with the aim that it will then become self-sustaining.  It was noted that the maximum grant amount is usually £500.  This could also be a Health and Wellbeing Project, but there are insufficient funds in that budget line to cover the full amount requested.  It was suggested that the requested funds could be awarded across the two budget lines.  It was:

RESOLVED that the Committee AWARD Age UK £252 towards their Memory café at Court Bushes

CE24/25.017.4 Sustainable Communities Grants applications to be considered. Members noted the Sustainable Communities Grants budget was £1,500 with £1,500 remaining.

There were no Sustainable Communities Grant applications received.

CE24/25.017.5 Health & Wellbeing Projects Budget 2024/2025.  Members noted the Health & Wellbeing Projects Budget was £1,000 with £748 remaining.

As per the discussions on CE24/25.017.3 it was:

                RESOLVED that the Committee AWARD Age UK £748 towards their Memory Café at Court Bushes.

CE24/25.018 Road Signs: The Committee discussed the briefing note in detail.  Consideration was given as recorded in the briefing note and as part of this process it was made clear by the Clerk that the Parish Council did not need new signs and that logistical issues would make this solution undesirable. The Committee discussed options in the light of the concerns stated at the previous and current meeting that the organisers should not be left without closure signs. It was therefore decided that a small grant up to the value of £400, dependant on the minimum number of required signs, should be given for the purchase by the Santa Sunday committee.  It was highlighted that this would mean two grants to the same organisation during the same financial year, but from different budget lines.  A vote was taken with 5 Councillors for and Cllr Thompson abstaining due to a declared interest.  It was:

RESOLVED that the Committee AWARD a small grant up to £400, to cover the minimum number of signs required for the road closure.

CE24/25.019 High Street Traders Parking Survey: The Committee discussed the briefing note on the High Street Traders Parking Survey.  It was suggested that a holding communication should go to the traders and that the school should be consulted as the Head Teacher has already approached one Councillor about the charging proposals.  Councillors agreed that a Communications Strategy should be a decision for Full Council, and it was:

RESOLVED that the Committee NOTED the results of the survey and recommended the report goes to Council on 26^th September to discuss the specific recommendations and a broader communication strategy.

CE24/25.020 Sayers Common Christmas Tree: The Committee NOTED the briefing note and progress made on the project so far, this will be shared with the Sayers Common Village Society by Cllr Thompson.

CE2024/25.021 Information Items, Correspondence Received and Requests:

CE24/25.021.1 Events Working Group update: The Committee NOTED the review of the St Lawrence Fair and the dates for the Community Forum and Hurstpierpoint Orchard Wassail of 29^th and 11^th January respectively.

CE24/25.021.2 High Street Update:  There were no additional updates.

CE24/25.021.3 External Communication: A verbal update was given by Cllr Majsai and Assistant Clerk Aloy including a request to notify the office if any out of date or incorrect information is found on our website.  Cllr Dyke mentioned the Parish History section of the website, specifically regarding the meanings behind some of our local street names and the wealth of knowledge held by a small number of individuals, but not recorded anywhere or accessible to the public.  It was noted that this is a large piece of work, particularly verifying the accuracy of the information obtained, and that the Hurstpierpoint Society might be better placed to progress it further. It was:

RESOLVED that the Committee recommends Council consider a joint project with the Hurstpierpoint Society for the history of street names.

There being no other business the Chair closed the meeting at 21:40