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Hurstpierpoint & Sayers Common
Parish Council

Community Engagement Committee

November 16, 2017

MINUTES of the meeting of the Community Affairs Committee on Thursday 16 November 2017 at 8:00 pm in the Village Centre Library, Hurstpierpoint. 

Members Present: Bob Sampson (Chairman)  

  Allan Brown 

  Rosemary Burns 

  Amanda Geel 

  Peter Griffiths 

  Tony Lank 

  Claire Majsai 

Also Present:        

  Stephen Hoyles  CLERK TO THE COUNCIL 

  1 member of the public 

CA17/048.  Apologies for absence and declarations of interest:  The following apologies for absence were received prior to the meeting:  David Evans, Steve Whitehead. 

Declarations of interest were given at the meeting:  Bob Sampson, personal interest, Item  CA17/054.  Community Affairs Committee Budget 2018/19 – Players Theatre.   

CA17/049.  Minutes of the Community Affairs Committee Meeting held on 21 September 2017:  The Committee received and accepted the minutes which were then signed by the Chairman.    

CA17/050.  Matters arising from Community Affairs Meeting held on 21 September 2017to consider matters arising from the Minutes, which are not covered elsewhere on this agenda: 

(1)  Minute CA17/040: Parish Action Plan review:  The Committee noted that the RECOMMENDATION to Council to immediately cancel the Councillor Surgeries did not make the Council agenda for 26 October 2017  in sufficient time and was not therefore considered.  The matter would now be considered at the November meeting of Council.   There were no other matters to discuss arising from the Minutes, which are not covered elsewhere on this agenda. 

CA17/051.  Adjournment for questions from the public:  The Committee considered whether to adjourn the 

Meeting in accordance with clause 70 of Standing Orders in order to receive questions and presentations.   

  RESOLVED:  The Council meeting is adjourned. 

A member of the public spoke in support of the application for grant funding of Hurst Festival in 2018.  It was reported that the Festival made a loss in 2016, and had broken even  in 2017 and hoped to make a modest surplus in 2018.  The meeting then resumed. 

CA17/052.  Police issues and information:  The Committee was advised that no crime figures had been received.  There was anecdotal evidence of a recent spate of burglaries from shops in the area.   

CA17/053.  Parish Council Small Grant Applications:  Small Grants applications are considered at every Community Affairs Committee meeting.  A total of  £9000 was available for the current year 2017/18; of which £6300 remains in the budget currently.  The following schedule reported the current position:   

Item Beneficiary Budget    Amount requested Approved Date agreed Balance remaining Notes 
  Local Community Groups 3000     3000 No request received 
  Hurst Festival 2000 2000 2000 20-Jul-17   
  Small grants 4000           
West Sussex Mediation   200 200 25-May-17 3800   
St Lawrence Fair   500 500 25-May-17 3300   
Hurstpierpoint British Legion   144   To be agreed  Ref:  Briefing Note  25 October 2017 
Hurst Gardens trees   500   To be agreed  Application expected 
Christ Church,Sayers Common (grass cutting)   400   To be agreed  Application expected 
St Catherines Hospice   200   To be agreed  Application expected 
Victim Support   200   To be agreed  Application expected 

(Ref:  BRIEFING NOTE  British Legion grant  25 October 2017) 

The Committee considered the position and agreed to the grant to Hurstpierpoint British Legion 

RESOLVED:  The Committee approves the following grant:   

  1. (1) £144 to Hurstpierpoint British Legion 

CA17/054.  Community Affairs Committee Budget 2018/19:  The Committee reviewed the Working Draft Budget for its sector (showing the Budget for 2017/18 and the initial proposals for 2018/19).  The Committee was asked to set its expected spend and also consider which items might be deleted or added.  The Finance & General Purposes Committee would finalise budget proposals at its meeting on 7 December 2017 and perform a final review (following Tax Base data) and propose the budget and precept to Council at its meeting on 18 January 2018.  

In discussion it was agreed to make the following adjustments:  (1)  Add a significant upgrade of the Council’s website  (£3000) 

  1. (2) Maintain the budget for local community groups (£3000) 
  2. (3) Delete the budget for young peoples’ initiative (£1000) (4)  Delete the budget for older persons initiative (£1000) To be replaced by:   
  1. (5) Add provision of start up funds for local groups in a possible Court Bushes community hub (£5000) 
  2. (6) Add £2500 for Hurst Festival Grant 2018.  (Ref:  Hurst Festival ltr 16 October 2017) 

(Ref:  Community Affairs Committee Budget 2018/19 draft;  Parish Action Plan 2016 – 21) 

RECOMMENDATION to Finance + General Purposes Committee:  The Committee proposes its budget for 2018/19  of £32,880.   

CA17/055.  Parish Councillor Surgeries.  The Committee noted the update.  It was agreed to confirm the recommendation to Council  made at the meeting of 21 September 2017 (Minute CA17/040) that the surgeries are cancelled forthwith, but that occasional surgeries would be arranged when they could be combined with other village events.  (Ref:  Parish Councillor Surgeries 2017  9 Nov 2017) 

CA17/056.  Information Items and Correspondence Received:  The Committee noted the receipt of the item below (all items available to be seen in the Parish Council Office).   Most information or correspondence received by the office, which is considered important to the Councillors, has been sent to them by email or post.  

(1)  Watch Out magazine – Sussex edition  -October 2017  

There being no further business, the meeting closed at  8.50pm.     

_______________________________     Chairman 

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