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Hurstpierpoint & Sayers Common
Parish Council

Community Engagement Committee

July 19, 2018

MINUTES of the meeting of the COMMUNTY AFFAIRS Committee on Thursday 19 July 2018 at 8.00 pm in the 

Village Centre, Trinity Road, Hurstpierpoint.  

Members Present 

Steve Whitehead (Chairman)   Rosemary Burns  Allan Brown  David Evans   Bob Sampson    

Also Present:   


Helen  Valler  (Assistant Clerk)  

CA18/004.  Apologies for absence and declarations of interest:   The Committee received and accepted the following apologies for absence: Amanda Geel,  Claire Majsai,  Peter Griffiths .  There were no declarations of interest made in accordance with the Council’s Code of Conduct. 

CA18/005.  Minutes of the Community Affairs Committee Meeting held on 15 March 2018 and 17 May 

2018:  The Committee received and accepted the minutes which were then signed by the Chairman.  

RESOLVED:  Minutes of the Community Affairs Committee Meeting held on 15 March 2018 and 17 May 2018  are approved.  

CA18/006.  Matters arising from Community Affairs Meeting held on 15 March 2018 and 17 May 2018There were no matters arising from the Minutes, which were not covered elsewhere on this agenda.  

CA18/007.  Adjournment for questions from the public:  There being no members of the public present the 

Committee was no required to consider whether to adjourn the Meeting in accordance with clause 1(d) of Standing Orders. 

CA18/008   Hurstpierpoint & Sayers Common Neighbourhood Panel:  The Committee noted the latest reported crime figures for the Parish area and the minutes of the Neighbourhood panel meeting of 19 April 2018.  

(Hurstpierpoint & Sayers Common Neighbourhood Panel  meeting minutes 19 April 2108;  Crime reports (1), (2), and  (3) ) 

CA18/009.  Parish Council Grant Applications:  The Committee considered the making of Council grants to local  groups.  In the current year 2018/19, a budget of £4000 was available for small grants and £3000 for a large grant for local community groups.   

(1)   Small Grants:  It was noted that small grants applications were considered at every Community Affairs Committee meeting.  Budget for Small Grants 2018/19: £4000.  Remaining:  £3,500 

Organisation Amount  Requested Grant Request for: Grant approved 
  Cancervive     £500 The grant will go towards core funding and ongoing running costs. Have expanded by 20 clients this year, whilst taking many more telephone calls from prospective clients.    £500 
  West Sussex  Mediation Service   £100 To support the ongoing provision of services to those living within this parish, suffering conflicts in their lives. Each case we service costs our charity around £400. Budget this year is £90,000.   £100 
St Lawrence Fair     £1500 Note: this request has already been considered at Council Meeting dated 17th May 2018. The Council granted £500 to this event (ref minute C18/017) £500 

RESOLVED:  The Committee approves the following grants:  

  1. (1) Cancervive:  £500 grant 
  2. (2) West Sussex Mediation Service:  £100 grant 

CA18/010  Dementia Awareness project update.  It was reported that steps were being taken to get this project up and running again, as previously agreed by Council.  The Parish Office was looking to set up a meeting with Rachel Beckett (Burgess Hill Dementia Action Alliance) for an update on past progress and future actions.  

CA18/011  Publicity: The Committee noted the following: 

  1. (1) Hurst Life – It had been suggested that the Parish Council take a monthly page in this local commercial magazine, to raise awareness of events and any ongoing projects the Council are working on, perhaps including a ‘letter from Council’ or ‘Chairman’s letter’.  This would be in addition to the Council’s Newsletter which was published 3 times a year.  The cost for full page content was £100 per page,  or £700 for the remainder of the current financial year.  The Committee agreed to make a recommendation to Council.   

RECOMMENDATION to COUNCIL:  That a one-page article is included in Hurst Life, on a monthly basis, for a trial  for the remainder of the current financial year 2018/19.   

  1. (2) Newsletter – The Summer  issue was published May 2018.  There had been an encouraging response on Hurst Meadows, and the Annual Parish Meeting was well-attended.   
  1. (3) Website – The Committee had a budget of £3,000 for a redesign of the current Council website.  It was proposed that the process would be to  prepare a specification for a new design; to issue terms of reference to three web-designers, with an indicative budget cost;  and to select and appoint  the preferred designer.   Reference was made to the Terms of reference Briefing Note.  The Committee agreed that a specification would be prepared for further consideration, and that any website should be readily available on all popular mediums.  (REF:  Briefing Note: DRAFT Terms of reference  New website   10 July 2018  ) 
  1. (4) Social Media – The Parish Office was working to increase Facebook posts, with an aim of 3/4 per week going out. The page was also being monitored regularly for any comments/shares.   

CA18/012.  Christmas lights:  The Committee was asked to consider further enhancements to the Council’s 

Christmas lights in the Village Garden for 2018.  After discussion it was agreed that the arrangements for 2017 were good and that no further enhancements were required.   (REF:  BRIEFING NOTE  Christmas Lights 2018 – proposed changes)   

CA18/013.  Hurstpierpoint Strategic Partnership :  The Committee noted the work of the Partnership, which was an ad-hoc group organised by Clarion Housing – Community Engagement Team.  In particular, the appointment of temporary and part-time Youth Worker and Community Development worker in Hurstpierpoint, jointly funded between Clarion and WSCC.  It was reported that the funding was only short-term and would expire in Summer 2018,  and that the Council was being asked to fund £2,800 for a further 12-week period.  In discussion the Committee felt that it would require more information and more notice before making a decision, and that the sustainability of such a project would have to be addressed.  Nevertheless the Committee agreed that it would be willing to consider such projects as part of a wider programme  of community engagement.  (REF:  NOTES of Hurstpierpoint Strategic Partnership  mtg  28 March 2018;  Clarion Housing email 17 July 2018 ) 

CA18/014.  Information Items and Correspondence Received:  There was no  additional information to  consider.    

There being no other business the meeting closed at    8.50 pm      Chairman 

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