MINUTES of the meeting of the Community Affairs Committee on Thursday 25 January 2018 at 8:00 pm in the Village Centre Library, Hurstpierpoint. 

CA17/057.  Apologies for absence and declarations of interest:  The following apologies for absence were received prior to the meeting: Rosemary Burns, Peter Griffiths. 

CA17/058.  Minutes of the Community Affairs Committee Meeting held on 16 November 2017:  The Committee received and accepted the minutes which were then signed by the Chairman.    

CA17/059.  Matters arising from Community Affairs Meeting held on 16 November 2017:  to consider matters arising from the Minutes, which are not covered elsewhere on this agenda:  There were no matters arising to consider. 

CA17/060.  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 was adjourned. 

Mr S Jee, a member of the Sayers Common Village Society, asked a question about funding for tree planting in Sayers Common.  Mr Jee was advised that his request would go to Council and then to the Finance Committee for agreement and funds would come from 2018/19 budget. 

CA17/061.  Short Presentation by Bec Hanley and Astrid Stubbs, HKD Transition Group.  The Councillors received a presentation by Bec Hanley and Astrid Stubbs about HKD Transition Group activities.  HKD Transition stands for Hurst, Hassocks, Keymer and Ditchling Transition group; this group focusses on encouraging people to live more sustainably.  There is a management committee of 9 people and a mailing list of over 400 people.   

HKD Transition is working on a number of projects including Better Biking (improve conditions for cyclists in Hurst, Hassocks, Keymer and Ditchling, considering possible cycle routes), Floods and SuDs (rain gardens, natural flood management, stream surveys, rainbox planters), Community Energy ( to increase the amount of renewable energy generated in our area and to deliver benefits to the local community by demonstrating that community energy works), Ditchling Orchard (helped set up orchard in Ditchling) and Ditchling Eco Village (exploring the possibility of Ditchling becoming an Eco Village).   

Councillors suggested that the Parish Council liaise with HKD Transition as they are both working on common projects, e.g. cycling route, community orchard.  HKD Transition would like to work on Flooding issues in Hurstpierpoint after working in Hassocks; two possible areas to be looked at, together with the Parish Council, are Sayers Common and Chalkers Lane with new developments having been built in that area. 

CA17/062.  Police issues and information:  The Committee received the crime figures for the Parish, which was provided by our PCSO Joel Havicon.  Joel was not available to attend the meeting. 

CA17/063.  Parish Council Grant Applications:  In the current year 2017/18, a budget of £4000 was made available for small grants and a budget of £3000 was made available for a large grant from local community groups.  The Councillors reviewed the grant requests and decided which applications they wished to grant and the amount of each grant. 

CA17/063.1  Small Grants.  Small Grants applications are considered at every Community Affairs Committee meeting.  See attached list of past grants. (Ref:  List of PC Small Grants 2015, 2016, 2017 and requests for Jan 2018, 12.01.18) 

Budget for Small Grants 2017/18: £4000.  £144 granted in November 2017.  £2956 remaining for 2017/18. 

Total amount granted in Jan 2018:  £1800; 2017/18 budget remaining:  £1156. 

CA17/063.2  Larger Grants.  A larger grant (up to £3000) can be selected in this budget year for a local community group. 

Budget for Local Community Groups’ Larger Grant (2017/18): £3000 

The Councillors asked that the following be checked for the grants agreed for Cycling Without Age and Hurstpierpoint Methodist Church:  that the grant can be agreed in this financial year (2017/18) and released in the following financial year (2018/19), if needed. 

RESOLVED:  that the Committee agreed to the following small grant requests: St Catherine’s Hospice 

(£500), Christ Church, Sayers Common (£500), Hurst Society (£300), and Cycling Without Age, Hurstpierpoint & Hassocks (£500).  The Committee also agreed to the larger community grant for Hurstpierpoint Methodist Church (£3000). 

CA17/064.  Parish Councillor Surgery Review.  The Councillors received the following information and decided on the future of the Surgeries.   Parish Councillor Surgeries took place from April – October 2017.  At the Community Affairs Committee of 21 September 2017, it was suggested that the Surgeries be stopped due to poor attendance from the public.  This was discussed at the Council meeting of 23 November 2017 and it was noted that there was some interest from the public and that timing and location of the surgeries should be reviewed before a final decision on cancellation was made.  

Councillors are asked to discuss the future of the Parish Council Surgeries.  [Note:  Many of the issues raised at the PC Surgeries were ones that could be taken to the PC office for action.] 

An option was explored by the PC staff.  Joy Dennis, County Councillor (CC) and the 3 District Councillors (DC) are holding a joint Clinic several times/year at the New Inn.  They have agreed that one of the Parish Councillors could join them at this Clinic.  The next proposed joint Clinic will be on Sat 24 Feb 2018 at 11 am at the New Inn, HPP.  This would allow members of the public to ask questions and raise concerns with the matter being considered at all 3 levels of local government.  It is also a good opportunity for the CC/DCs and Parish Councillor to spend time together and network in an informal manner.  Councillors agreed to join the CC/DCs at their joint Clinic in February 2018. 

RESOLVED:  the Committee agreed that a Parish Councillor join the County Councillor/District Councillors at their joint Clinics. 

CA17/065.  Streetscene Improvement Project.  Councillors reviewed the Briefing Note, giving an update on the 

Streetscene Improvement project, 11 Jan 2018. (Ref:  Briefing Note, Streetscene Improvement Project, Paul Mayne, Asst Clerk, 11 Jan 2018) 

CA17/066.  Hanging Baskets update.  Councillors received the following update:  Martin Dean, Greenscene 

Landscapes, is in the third year of a 3 year contract.  35 hanging baskets will be provided.  In 2017, 30 venues were found and the extra baskets were maintained in the event of baskets being damaged, taken or dying.  This will be repeated for Summer 2018.  When the Streetscene Improvement project begins, the hanging baskets scheme will be reviewed for 2019. 

CA17/067.  Sayers Common Community Shop update.  Councillors received an update fromCllr Sampson on the Sayers Common Community Shop:  The Sayers Common Community Shop has been very successful and has been running for about 4 years.  Extension building works has now been completed.  There is a full-time Manager and 3 parttime staff.  Grants have been given to a number of local groups; grants are open to Sayers Common, Hurstpierpoint and Albourne groups and are considered at every monthly Committee meeting. 

CA17/068.  Albourne Road Allotments update.  Councillors received the following update:  The Albourne Road allotment has about 100 plots, ranging in size from 2 – 10 rods; 5 rod plots are the largest currently being given to new tenants.  There are currently three vacancies, including plot 42A which has been treated for mares tail weed; this plot will be reviewed in the spring and offered to someone on the waiting list.  The PC letters and invoices were sent out in September for payment on 1 October 2017; some of the people paying fees did not pay in a timely fashion but all fees have now been collected.  The waiting list is short, with 8 people on the list at this time. 

CA17/069.   Dementia Awareness project update.  The Councillors received an update by the Assistant Clerk on the Dementia Awareness project:  The Dementia meeting on 14 December 2017 identified five areas that Councillors wished to concentrate on:  deciding on whether to form our own Dementia Action Alliance, Safe Havens, Training and Awareness, Dementia Café and Carer Support.  A Briefing Note and supporting information will be given to Council at its 

February meeting asking for Council to decide whether to form a Hurstpierpoint & Sayers Common Dementia Action Alliance group.  It was requested that the Briefing Note contain a schedule of dates for future actions/meetings to take place.  Councillors also said that they would like the Parish Council (as a key player) to decide on specific tasks it can take, e.g. signs inside/outside toilets.  

CA17/070.  Older Persons’ Tea Parties 2017 update.  The Councillors received the following update:  The December tea party took place on 12 December 2017 at the Torch Holiday and Retreat Centre, HPP.  The Centre provided a lovely spread of sandwiches, cakes and tea for those people that attended; it took place in the Chapel.  The entertainment was provided by J Rogers playing the piano and a small group from Holy Trinity Church leading the singing.   

The January 2018 tea party took place on 16 January; the venue was really lovely and everyone enjoyed the food and tea.  A local artist, P Holmes, came to talk about stained glass and how it is made. 

CA17/071.  Information Items and Correspondence Received:  to note the receipt of the items below (all items available to be seen in the Parish Council Office).  

CA17/071.1   Letter from www.oil–club.co.uk, 2 Oct 2017, giving information about a local heating oil club in our area.  

They are internet based and members must have access to the internet in order to join.  The service is free and the aim is to save money for the members by purchasing the oil in bulk from local suppliers.  For more information, see www.oilclub.co.uk . 

CA17/071.2   Article in Mid Sussex Times, 7 Dec 2017, Report names Mid Sussex as social mobility ‘hotspot’. 

There being no further business, the meeting closed at 9:45 pm.     

_______________________________     Chairman