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Hurstpierpoint & Sayers Common
Parish Council

The MINUTES of the Meeting of the COMMUNITY ENGAGEMENT COMMITTEE held at 7.30pm on Thursday 15th September 2023 in the Village Centre Conference Room.

Members present:Claire Majsai (Chair)  
Mark Froud
Duncan Ranger
Lindsay Thompson  
Michael Avery
Susan Dyke
Helen Bedford  

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

CE23/24.013. Apologies for absence: There were no apologies for absence.

CE23/24.014. To receive and record Declarations of Interest: Councillor Thompson declared a pecuniary interest in the grant application for the Santa Fun Day, as a trader on the High Street.  It was agreed that she would not vote on this agenda item.

CE23/24.015. To receive and accept the minutes of the Community Engagement Committee meeting held on 13th July 2023: Members reviewed the minutes, and it was:

RESOLVED: That the Committee AGREED the minutes of 13th July 2023 meeting.

CE23/24.016. Adjournment for Questions from the Public: The members considered whether to adjourn the meeting in accordance with Standing Orders to receive questions from members of the public in attendance and it was:

RESOLVED: that the Committee AGREED carry on the meeting as the members of public in attendance were attending to discuss grants applications.

CE23/24.017. Budget Monitoring: The Committee reviewed the budget monitoring report for the Committee,

  1. The Nominal Ledger (Year to Date) and b) Detailed Income & Expenditure at 31st August 2023 and it was:

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

a)            the Nominal Ledger – it was noted that the coronation bunting appeared under two budget codes, this is due to the journalling over from 2022/23 financial year and the creation of a new budget code for this financial year.

b)            the Detailed Income & Expenditure at 31st August 2023

CE23/24.018.1 New Small Grant Applications to be considered 2023/24: The Committee noted the Grants Budget 2023/24 was £4,000 with £3,200 remaining and considered three grant applications that had been received.

OrganisationGrant Request ForAmount Requested
  Hurstfolk  Towards flyers and posters advertising the Hurstfolk festival weekend.      £500
  Kent, Surrey & Sussex Air Ambulance (KSSAA)    Contribute towards ongoing cost of helicopter, fast-response vehicles, medical equipment, and highly skilled crews.    £300      
  Mid Sussex Radio  Towards cost of replacement microphone compressor and office equipment    £500

The Committee considered each application in detail. Councillor Majsai advised that the grant for Hurstfolkshould be considered as a Community Events grant and, if awarded, should come from that budget.

The representative from Hurstfolk spoke about the programme of events, showcasing local talent. Events are either free or priced at £5.   Even paid events will have free tickets available for those on a low income with a “no questions asked” approach.  All proceeds from ticket sales are going directly to the artists.  It was discussed as to whether to award a lesser amount. A vote was taken with six Councillors for awarding the full amount, and one against.  The motion was carried to award the full amount from the Community Events Budget.

The representative from Mid Sussex Radio spoke to the committee, explaining the community events that they support for free, including St Lawrence Fair and at St Lawrence primary school.   The Committee unanimously supported the application and agreed to award the full amount.

It was:

RESOLVED: That the Committee AGREED to:

a) award £500 to Hurstfolk from the Community Events Budget

b) award £300 to Kent, Surrey & Sussex Air Ambulance

c) award £500 to Mid Sussex Radio

Both members of the public left at 20:20.

CE23/24.018.2 Community Events Grant Applications to be considered 2023/24 The Committee noted the

Community Events Budget was £3,500 with £1,500 remaining and considered the grant application received.

OrganisationGrant Request ForAmount Requested
  Santa Fun Day    Insurance premium, free sweets, flowers for entertainers who are performing for free.    £500

The Committee considered the application. It was discussed that the Parish Council would like to cover the cost of first aid cover as well as the items requested. The Committee unanimously agreed to award the full amount, and it was:

RESOLVED: That the Committee AGREED to award £500 towards the costs of the Santa Fun Day first aid cover, insurance and gifts for children and entertainers.

CE23/24.018.3 Health & Wellbeing Grants application to be considered 2023/24 The Committee noted the Health & Wellbeing Grants Budget was £1,000 with £500 remaining and considered the grant application received.

OrganisationGrant Request ForAmount Requested
  St Peter & St James      Hospice  Restore Shed at the St Peter & St James Distribution Centre Hurstpierpoint and Hospice.    £500

The Committee considered the application, it was noted this particular project was also in accordance with the Council’s sustainability policy.  A vote was taken with six Councillors for, and one abstention and it was:

RESOLVED: That the Committee AGREED to award £500 to St Peter & St James Hospice

CE23/24.018.4 Health & Wellbeing Projects Budget 2023/2024.  The Committee noted the Health & Wellbeing Projects Budget was £1,000 with £965.60 remaining.

There were no new projects.  It was noted that the £34.40 removed from the budget relates to the room hire cost for the Defibrillator training on 6th October in the Conference Room.

CE23/24.019 Review of Action Plan: The Committee reviewed Version 2 of the action plan and it was:

RESOLVED: that the committee AGREED:

i)             to Version 2 of the 2023/24 Action Plan

ii)            for the Assistant Clerk to update Version 2 of the 2023/24 Action Plan as per the committee discussions and bring it to the next meeting as Version 3.

CE23/24.020 Information Items, Correspondence Received and Requests:

CE23/24.020.1 Festive Lights: The Committee discussed the briefing note about the large increase to the costs for the structural tests required for the Sayers Common Festive Lights and it was:

RESOLVED: That the Committee AGREES to recommend to Council the use of the Earmarked Reserve Fund (Christmas Lights) towards the additional cost of the festive lighting

CE23/24.020.2 High Street Update – Councillor Bedford advised that the work towards Santa Sunday was well underway and ahead of last year, with the event expected to be bigger and better.   Concerns were raised by Councillor Thompson that the High Street is having “road closed” signs when there is no work going on, reducing footfall in the village.  It was agreed to bring this up before Councillor Dennis at the next Full Council meeting. New venues 124 High Street and a Micro-Brewery are expected to open soon.

CE23/24.020.3 Defibrillator Training Update: It was noted that the training will take place on Friday 6th October from 6:30pm – 8pm and will be open to all members of the community.  It was discussed that a Councillor attend and open/close the village centre.  Councillor Avery advised he may be able to do this as he would like to attend the training.

CE23/24.020.4 Community Midwife Update: Councillor Majsai gave an update on the situation with the midwifery clinic.  It was suggested that the Committee write a letter to the Health Centre expressing our concern about the lack of midwife care in the village and their responsibilities to the community, and it was

RESOLVED: That the Committee AGREES to a letter being sent to the Health Centre on behalf of the Community Engagement Committee.

CE23/24.020.5 Hurstpierpoint and Sayers Common Community Forum: Councillor Majsai gave an update on the Community Forum planned for 2nd November, in conjunction with MSVA.  A variety of speakers have been confirmed for the day, the final programme to be finalised by 22nd September.  The Assistant Clerk will publicise the event in the usual ways.  There is no overarching theme this time.

CE23/24.020.6 External Communication:  Councillor Majsai gave a verbal update on communication, including plans to review the “about” section of the website.  The Assistant Clerk is to arrange a Communications Meeting.  Use of Mid Sussex Radio and Instagram to be considered. There may be a Wassailing event in the Orchard in January.

There being no other business the Chair closed the meeting at 21:30