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Hurstpierpoint & Sayers Common
Parish Council

Dear Councillor,

There will be a meeting of the COMMUNITY ENGAGEMENT committee to be held at 7:30pm on Thursday 13th August 2020 using Microsoft Teams.

Members of the public have a right to and are invited to attend the virtual meeting using Microsoft Teams. If you wish to attend, please email the before 4pm on 12th August 2020 to be sent an electronic invitation.

Sarah Groom, Clerk to the Council


1.  Apologies for absence and declarations of interest: to receive and accept apologies for absence and to record any declarations of interest.

2.  Minutes of the Community Engagement Committee Meeting held on 11th June 2020:  to receive and accept the minutes.

3.  Matters arising from Community Engagement Meeting held on 11th June 2020:  to consider matters arising from the Minutes, which are not covered elsewhere on this agenda.

  • Adjournment for questions from the public:  The Committee is asked to consider whether to adjourn the Meeting in accordance with Standing Orders, in order to receive questions from members of the public.

5. Parish Council Grant Applications:  The Committee is asked to note that the decision made by the Strategic Policy Group to defer all decisions on grant requests still stands. However, grant applications can be considered from organisations that may not survive the year without the Parish Councils support by examining their reserves, and to recommend its grant awards to Council for decision.

The Chair requested that the Assistant Clerk contact Know Dementia to find out how they are helping families living with dementia currently and when they plan to start the Café again. Ref: Item 5.1 Briefing Note Know Dementia.

(5.1) Small Grants: 

Grants gifted in 2019/2020

OrganisationGrant Request for:Grant ApprovedDate
Know DementiaSupport with running the café£50030.5.19
CancerviveRunning costs of the office£6005.9.19
Older Peoples Tea PartyAnnual Christmas party for the elderly£18014.11.19
Hurstpierpoint PlayersTowards the costs of Hurstpierpoint Player Theatre, mainly new carpets£50014.11.19
Sayers Common Village SocietyFourth and final phase of tree planting along London Road£100014.11.19
St Catherine’s HospiceSupporting the community team who care for local residents facing the end of life, within the comfort and familiar surroundings of their own home.£5006.2.20
Sussex Clubs for Young PeopleTo help cover some of the costs for running the Sussex Clubs for Young People youth club.£5006.2.2020
Knit ‘n’ NatterTo help the group continue running.£2206.2.2020

Grant applications that have been received and deferred for 2020/21:

OrganisationAmount RequestedGrant Request for:Grant approved
Know Dementia£500To cover the costs of part support for the Memory Moment Café for the year April 2020-March 2021 
West Sussex Mediation Services£150To support the provision of free mediation services to the residents in your parish who are experiencing conflicts in their lives. 
Victim Support£150Support for victims and volunteers’ expenses 
Older Peoples Tea Parties£300Outings to garden centres, Christmas party and some tea expenses 
St Peter & St James Hospice£400Patient transport services delivered by our 40 volunteer drivers. A free door to door service for patients attending wellbeing services. 
Air Ambulance Kent Surrey Sussex£250To help reach the £14 million required to continue providing our vital pre-hospital care to patients across Kent, Surrey and Sussex. 
Albourne, Sayers Common & Twineham Parochial Church Council£700To assist with the maintenance of fabric and the grounds of Christchurch, Sayers Common; and to assist with disability access. 
Hurstpierpoint Cricket Club£500To aid the overall refurb & redecoration of the communal space & social area within the pavilion including new flooring. 

6. Community initiatives and projects: 

(6.1) Budget Monitoring: To receive the budget monitoring report for the Committee.

Ref: 6.1 Detailed Income & Expenditure- CE Committee

(6.2) Reconfiguration of Rialtus Business Suite Accounting System:  To note the content of the briefing note

explaining the new framework behind the accounting system to make financial information clearer and to 

 allow each committee to take responsibility for financial decisions within its remit.

Ref: 6.2 Briefing Note re RBS and budget 2020-21

(6.3) Budget Review for Community Engagement: The Financial position was considered at the Finance & Governance committee held on 16th July 2020. The committee resolved to recommend to the Council to:  

i) exercise caution when asked to approve expenditure and hold off on discretionary projects and grants recommended by Committees;

ii)ask the Community Engagement Committee to only consider grant applications from organisations that may not survive the year without the Parish Council’s support by examining their reserves; and to recommend its grant awards to Council for a decision.  

(6.4) Hurst Festival Grant application – verbal update to follow.

(6.5) Sussex Vale Rotary Club:  In previous years the Sussex Vale Rotary Club have planted a significant number of crocus bulbs on the Village Garden.  The Sussex Vale have already placed an order for 3500 crocus bulbs from the Rotary District and profit from their purchase goes directly to the Rotary Foundation Charity. The crocuses bloom in Rotary colours of gold and blue to celebrate the service to the community. The Sussex Vale Rotary Club would like to seek permission to plant a further number of crocus bulbs this year probably in October 2020.

RECOMMENDATION: The committee approve the planting of further crocus bulbs by the Sussex Vale Rotary Club. The exact location of planting to be discussed with the Parish Council

(6.6) Mid Sussex Applaud Awards Nomination: The Mid Sussex Applaud Awards and MP’s Covid Community Champion Awards were discussed in the Full Parish Meeting on 23rd July 2020. All Councillors were given an opportunity to nominate an individual or organisation. The Full Council nominated the Hurst Covid-19 support group and Jane Cheshire from the Sayers Common Shop.  The Community Engagement Committee were delegated the responsibility to have the final decision about who should be nominated for the awards. The deadline for nominations is the 18th September 2020. The Committee are also asked by the Clerk to consider nominating the two ladies who have run the foodbank during the Covid-19 pandemic, Wendy Baldman and Catherine Tong.

Ref: 6.6 Briefing Note Awards

RECOMMENDATION: The committee AGREE to nominate Hurst Covid-19 Neighbours’ Support Group and Jane Cheshire from Sayers Common Community Shop using the completed nomination sheets.   

(6.7) Review of Action Plan: To note the content of the new amalgamated Action List 2016-2021 produced by the Chair of Community Engagement.  The new Action List to follow.

Ref: CE19/044.12 Parish Action List 2016-2021: The committee agreed for the chair to draft an amalgamated version of the action plan as there are several duplicate points. The Chair raised a question regarding Councillor surgeries, and it was confirmed by the Chair of Full Council that we no longer run these. However, the Parish Council should participate in the West Sussex and Mid Sussex surgeries. The Chair of Full Council asked for Mid Sussex and West Sussex surgeries to be added to the agenda for Full Council.

RECOMMENDATION: The committee adopt the new Action List 2016-2021

(6.8) Reeds Lane Play Area Update: The Chair and Assistant Clerk organised with the help of Wim Winters for an update to go on the Sayers Common Community Shop and Neighbourhood group websites. The update included drawings by Sayers Common children and an update on why the playground is delayed. Posters with this update were also put up on the Parish Council notice boards in Sayers Common and Hurstpierpoint. The committee are asked to note the minutes from the Estates & Facilities meeting on 9th July 2020:

Ref Estate & Facilities Minute: EF20/21.005 Reeds Lane Recreation Ground Play Area: Cllr Brown introduced the briefing note that set out the background to the redesign and replacement of the play equipment at Reeds Lane Recreation Ground and recommended the next steps. Cllr Brown clarified the responsibilities of each committee with regards to the consultation aspects and the actual project delivery. Cllr Sampson agreed it would be good to include

additional inclusive items of equipment as the budget permitted. The Clerk was asked to report progress back

to the Committees. The Committee agreed the next steps proposed:

i. A specialist drainage surveyor assists the development of a specification, to be paid for from Operation Watershed or S106 funds

ii. Three quotes for drainage schemes are sought/existing quotes updated

iii. The play equipment quote is reviewed to include additional items of inclusive equipment

iv. Three quotes and an application are submitted to MSDC to apply for the Section 106 funding

v. Once approved, the approved drainage and play equipment schemes are implemented.

RESOLVED: That the Committee AGREES the next steps to progress the project to improve the

drainage and replace the play equipment at Reeds Lane Recreation Ground.

Committee Responsibility from 9th July Estates & Facilities meeting: Item 8 Briefing note Reeds Lane Play Area:

For clarification:

  • The Community Engagement Committee is responsible for engaging the community in the project and to keep them updated.
  • The Estates & Facilities Management Committee delivers the project and consults the Community Engagement Committee.
  • The Finance & Governance Committee agrees the final budget and recommends the expenditure to Council.
  • The Ward Councillors, Cllrs Jee and Sampson are to be kept fully informed at all times.

(6.9) Heritage Walk: The Assistant Clerk received an email on 6th August from David Clarke on behalf of the Hurstpierpoint Society. David explained that with help from Christopher Maidment they have managed to progress with the project. The society now has a map ready for the A0 notice board and paper copies of the leaflet guide. The guide on the Hurstpierpoint Society website, which could be accessed by a QR point on the notice board allowing visitors to follow the route on their mobile phone is nearing completion. The digital guide will include photographs and other digital links e.g. to Danny House website.

Christopher Maidment has also been in contact with the Clerk, offering his expertise and advice on the Parish Council branding. An email was received on 28th July 2020 outlining ideas on how to improve logos and consistency. A style specifics document was produced by the Parish office on 8.10.19 which outline fonts, colours, images that should be used however it is noted that improvements could be made to this document as over years logos especially have lost their definition and are now difficult to scale.

Recommendation: (1) The committee agree to organise a virtual meeting in September with the Heritage Society to discuss the Heritage Walk. (2) The Committee agree to ask the Parish Office to produce a brand manual which will be presented to the Full Council.

 (6.10) High Street Traders: As agreed in the minutes from the 11th June 2020 Community Engagement meeting (CE20/21.006.05), the Assistant Clerk emailed Matt Rosin on the 8th July 2020 to offer the Parish Councils support through free publicity using our Facebook Page, newsletter etc.. The email also asked for any traders to get in touch if there was anything else that the Parish Council could do to help. The Assistant Clerk has not received any replies to this email.

(6.11) De-Fib First Responder for Hurstpierpoint: On the 29th July the Village Centre defibrillator was required. A lady came to the site by car (directed by the ambulance services) to retrieve it for her father. The Ambulance service has since called to thank the Parish Council for having this provision available at the Village Center. The Ambulance services explained that they currently do not have a community first responder in the Village and are looking to recruit people. The service can offer defib training sessions for the public, for free.

 RECOMMENDATION: The committee agree to help promote a campaign for first responders in the Community along side the Ambulance Service.  

7. Publicity: The Committee is asked to note the following: 

(7.1) Newsletter:  Newsletters are currently on hold until all facilities are properly open and being used. The Hurst Life monthly page is being used to update the Parish on news items and any changes.  

(7.2) Website: The new Parish Council website was launched on 13th July 2020 and has been received warmly by the Councillors & users. The look and feel of the new website allow for information to be found quickly and easily. The photographs show the warmth and vibrance of the Parishes and the Chair would like to personally thank Rev Jane Willis and Richard Payne for supplying these images.  The Assistant Clerk has requested that any issues/feedback with the new site should be sent to the Parish Office where it will be collated. Stage one of the website project was to launch the new site and allow it to be used for a few months before changes are made. It is suggested that the Website Advisory Group meet in October to discuss additional pages/content that is needed. We have a support contract with Wasabi Design so can call for training, support or for new content to be added which will ensure that the new website is always evolving. The Parish Council would like to thank the main designer Alex for his time and patience with building the site at such a challenging time.

(7.3) Social Media: The Parish Council Face book page is being used regularly and certain posts are being shared to the Hurstpierpoint Hub. Recent posts include the virtual Hurst Festival event, food bank update, Hurstpierpoint open gardens, Samaritans, high street kerbstone issue, Keep Britain Tidy campaigns for fly tipping, taking rubbish home and a youtube video about picking up your dog’s waste. The Clerk received permission from Ian Nelsons children to go ahead with a tribute to him on our Facebook page. This was added on the 3rd July including the you tube video of his Hurstpierpoint History Walk in 2014. This was shared to the Hurst Hub and over 30 comments were made, and 72 people liked the post.