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Hurstpierpoint & Sayers Common
Parish Council

Community Engagement Committee

May 19, 2016

MINUTES of the meeting of the Community Affairs Committee on Thursday 19 May 2016 at 8:00 pm in the Village Centre, Hurstpierpoint. 

Members Present: Bob Sampson (Committee Chairman)  

  David Evans     

  Pam Mitchell 

  Matthew Stokes 

Also Present: Rodney Jackson (Parish Councillor) 

  Roberta Taylor (Assistant Clerk) 

CA485.  Apologies for absence and declarations of interest: 

CA485.1  Apologies were given prior to the meeting by Cllrs T Lank and S Whitehead. CA485.2  There were no declarations of interest given. 

CA486.  Minutes of the Community Affairs Committee Meeting held on 17 March 2016:  The minutes of the meeting was agreed and signed. 

CA487.  Matters arising from Community Affairs Meeting held on 17 March 2016:  There were no matters arising from the Minutes of 17 March 2016, which were not covered elsewhere on the agenda. 

CA488.  Adjournment for questions from the public:  There were no members of the public present at the meeting; therefore the meeting was not adjourned.   

CA489.  Police issues and information:  A report on Parish crime figures for the period 16 March to 13 May 2016 was reviewed.  A discussion followed about the PCSOs and the Police Commissioner election. 

CA490.  Parish Council Small Grant Applications:  Small Grants applications are considered at every Community Affairs Committee meeting.  £4000 is available for the current year 2016/17. 

May 2016 requests.   Budget for Grants 2016/17:   £4000.   

Organisation Amount  Requested/Granted Grant Request for: 
Victim Support   Up to £100 / £100 Recruit, train and supervise volunteers to work in the Sussex community, with specific volunteers allocated to work within your Parish. [Total cost of project:  £700 cost of training each recruit for first year]  (£100 grant June 2015, £50 grant May 2014, £50 grant May 2013,  £50 grant May 2012; £50 grant May 2011) 
West Sussex  Mediation Service   £200 / £200 Support the provision of a free mediation service to residents of the Parish and to help promote it.  Trained & accredited local volunteer mediators help those suffering from conflict to find lasting resolutions to their disputes. They specialise in neighbour disputes and conflicts within a family group.  [6 families within the Parish were helped in 2014/15; 2015/16 figures are slightly lower – 2 families helped as of 8 March  2016.  Cost of helping 6 families = £1000.]  (£200 grant Nov 2014, £50 grant May 2013, £50 grant May 2012, £50 grant May 2011) 

Amount granted: £300.  Amount remaining for 2016/17:  £3700. 

CA491.  Parish Plan – Community Life 2016 – 21 update:  The Parish Plan 2016 – 21 was approved for publication and consultation at the Council meeting of 28 April 2016, with one amendment to be made.  Full copies of the Plan are scheduled for distribution to every Parish household, along with the next Parish Council newsletter, beginning Saturday 14 May 2016. 

The Committee agreed to the following plans for Consultation.  The Consultation will begin on Monday 16 May 2016 and will end on Friday 17 June 2016.  During this time, the Plan will be presented at the Annual Parish Meeting on Tues 24 May by the Committee Chairman.  Exhibition boards will be set up in the Main Hall and there will be tables at the side of the Main Hall, with 2 Councillors at each table to meet with residents about the Plan and see if they want to be involved.   

Exhibitions will take place at the Hurstpierpoint Village Centre on Trinity Road and the Sayers Common Village Hall on London Road, with two Councillors present throughout each session.  The dates suggested are as follows:  

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Hurstpierpoint Village Centre foyer on Fri 3 June from 1 – 5 pm and Tues 7 June from 9 am – 1 pm and 5 pm – 9 pm.   Sayers Common Village Hall on Thursday 2 June from 9:30 am – 4 pm and Fri 10 June from 5 pm – 9 pm.   

Discussion followed about the exhibitions, Comment Sheets, having the exhibition in the Hurstpierpoint Village Centre foyer on the day of the Referendum – 23 June.  Advertising about the exhibitions was discussed, in particular posters, Middy village news column article, and an A-board outside the building on the day of the exhibitions. 

RESOLVED:  that the Committee agreed that the Parish Plan Consultation will consist of a presentation and discussion with the public at the Annual Parish Meeting as well as exhibitions on two different days/times at the Hurstpierpoint Village Centre and Sayers Common Village Hall. 

CA492.  St Lawrence Fair, Sat 2 July 2016:  Each year the Parish Council has a stall at the St Lawrence Fair where the Council displays information and Councillors greet members of the public.  The Parish Council owns a gazebo which is used at the Fair and other occasions.  The gazebo is worn out and needs to be replaced; an estimate for a new gazebo is about £150.  The Committee noted that the Parish Council will have a stall at this year’s Fair and that the current gazebo will be replaced.   The Committee also asked that the PCSO and the St Lawrence Fair Committee be told about the problem of noise on Friday and Saturday evening at Pitt Lane and by the flats, and be asked to help with this problem. 

CA493.  Older Persons’ Event update:  The Committee received the following update:  The tea party in April 2016 at Norfolk House went very well, with talks given about the history of the house and quilt making.  The May tea party at Howard Lodge was lovely with several Hurst College Senior School musicians performing. 

A change with the transport for the April tea party took place, with Hurst College donating the use of one of their minibuses and driver to the tea party initiative.  This worked out very well, as the driver was very kind and patient.  An exercise step was donated by the Hurst Charity Shop to the Parish Council to help the residents get up onto the first step of the minibus.  Therefore to date, the 2016/17 cost of the tea parties has been £0.  The Hurst College minibus and driver has been offered again for the May and June tea parties.  The Parish Council has written a short article about the tea parties and Hurst College’s kind donation of the use of the minibus and driver, which Hurst College has put on their website and will be sending to Hurst Life magazine. 

CA494.  Hanging Baskets for High Street:  The Committee received the following update:  Martin Dean, 

Greenscene Landscapes, is preparing the 35 hanging baskets for the High Street and Sayers Common Community Shop.  The aim is to have the baskets up at the end of May, weather allowing.  Shops and businesses on the High Street have had letters and to date, the list contains 33 shops definitely having a basket and 2 shops as possible. 

CA495.  Parish Council Website:  The Committee received the following update:   The website was updated in early April 2016, making improvements in viewing the website from a hand held device as well as the ease of adding/changing and viewing the news, events, and the Parish Council meetings.  The photos will be updated as soon as new photos are taken. 

CA496. Operation Watershed update:  The Committee received the following update:  An Operation Watershed project was undertaken last year at Washbrooks Farm, on both sides of the road.  Further works has been identified to finish up the project.  Because of the additional money (£319) needed to finish the project, another Operation Watershed application form was completed and submitted by the Assistant Clerk (18.04.16);  we are waiting for the results. 

CA497.  Hurstpierpoint Food Bank:  The Committee received the following update:  Vouchers were given to the Parish Council office and to-date, one resident has come to the office asking for a voucher.  Councillors suggested that the Co-op be considered as a place where people can donate food in the village for the Food Bank. 

CA498.   Albourne Road Allotments:  The Committee received the following update:  There is one vacant plot and the Association Chairman is contacting people on the Allotment Waiting List to fill the plot.  The waiting list is quite short and to date, there are 12 people on the waiting list. 

CA499.  Information Items and Correspondence Received:  The Committee noted the receipt of the items below (all items available to be seen in the Parish Council Office).  

CA499.1  Email from Amanda Geel, Honorary Secretary, The Woodland, Flora & Fauna Group, giving an update on the litter picking in the lanes of the Parish.  Rubbish was picked up from Jobs Lane and Pookbourne Lane during April 2016 and photos attached. 

CA499.2  Thank you card from Ann Winney for the parking discs donated by the Parish Council for the Welcome Bags. 

There being no further business, the meeting closed at 9:10 pm.   

 _______________________     Chairman 

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