Members are summoned to attend the Community Engagement Meeting to be held on Thursday 5th August 2021 at 7.30pm in the Court Bushes Function Room. Members of the public have a right to and are invited to, attend the meeting. Please note all COVID guidelines must be adhered to:
1. Wear masks on entry and until seated. Masks must be worn if not seated.
2. Wash hands well or use hand sanitiser.
3. Follow the one-way system, clockwise around the room.
4. Open doors and windows to allow air to circulate.
5. Public to sign in for Track and Trace.
6. Maximum room capacity of the Function Room is 24.
Sarah Groom, Clerk to the Council 29th July 2021
AGENDA
1. Apologies for Absence: To receive and accept apologies for absence.
2. Declarations of Interest: To receive and record any declarations of interest.
3. Minutes of the Previous Meeting of the Community Engagement Committee: To receive and adopt the minutes of the 10th June 2021 Community Engagement meeting.
4. Adjournment for Questions from the Public: To consider adjourning the meeting, to receive questions from members of the public in accordance with Standing Orders.
5. Parish Council Grant Applications:
Grant Budget 2021/22: £4,000
Grants awarded in 2021/22: £300
Grant Budget remaining in 2021/22: £3,700
| Organisation | Grant Request For | Grant Approved | Date Grant Approved |
| Victim Support | Supporting victims and volunteers. | £300 | April 2021 |
New Grant Applications to be considered 2021/22:
| Organisation | Grant Request For | Amount Requested | Grant Approved |
| Sussex Clubs for Young People | For the continued running of youth provision in Hurstpierpoint at Court Bushes. | £500 | |
| Sayers Common Village Society | To replace eight failed trees. | £500 | |
| WhatsOnHurst | To help raise awareness of the website by reaching further into the community, via a combination of postering, leafleting, advertising and social media. | £500 | |
| Know Dementia | To cover the costs of part support for the Memory Moments Café for the year April 2021-March 2022. | £500 |
5.1 Health & Wellbeing Budget
Health & Wellbeing Grants budget 2021/2022 £1,000
Health & Wellbeing Projects budget 2021/2022 £1,000
Health & Wellbeing grants remaining in 2021/22 = £0,000
Health & Wellbeing projects budget remaining 2021/2022 = £1,000
| Organisation | Grant Request For | Grant Approved | Date Grant Approved |
| YMCA (Downland School) | Counselling Sessions at Downlands School | £1,000 (Awaiting invoice from YMCA) | April 2021 |
An email was received on the 9th July 2021 from Downlands school confirming that from September they will be increasing the counselling provision. With specific allocation of one period per week counselling, for two terms starting in September funded by Hurstpierpoint Parish Council. This counselling will provide much needed support for students who have identified emotional/mental health/anxiety needs.
New Grant Applications to be considered 21/22
| Organisation | Grant Request For | Amount Requested | Grant Approved |
6. Community Initiatives and projects
6.1 Budget Monitoring: To receive the budget monitoring report for the Committee.
Ref: 6.1 CE Nominal Ledger
Ref: 6.1 Detailed Income & Expenditure
6.2 Review of Action Plan: To note that the updates that were discussed in the 10th June 2021 Community Engagement meeting have not yet been updated on the Action Plan. The Chair and Assistant Clerk have been working on a new format for the action plan to make it easier to read and log updates. This will be discussed at Council.
6.3 Heritage Trail: The Clerk has submitted the required Risk Assessments and Method Statements to MSDC for “landlords consent” from the MSDC Estates Team (as the sign over-hangs the car park land). Once the final approval is received from MSDC the Parish Council will update the owner of 71 High Street, order the signage and arrange the installation. The Hurstpierpoint Society are planning a launch date of 12th September for the Heritage Trail. Two quotes have now been received for the Heritage wall sign. The first quote is from Sussex Sign Centre in Burgess Hill and they have confirmed they can meet the launch date of the 12th September if the sign is approved and all images, details etc… is with them by the 27th August.
The second quote was sourced by a representative from the Hurstpierpoint Society. The Sussex Sign Company, Portslade can also meet the timeframe required and provided risk assessments and method statements for installation that were sent to MSDC. The representative from the Hurstpierpoint Society would prefer to use the Sussex Sign Company, Portslade.
Ref: 6.3 Sussex Sign Centre Updated Quote
Ref: 6.3 The Sussex Sign Company, Portslade SSCQ50787
RECOMMENDATION: The committee AGREE to the quote from The Sussex Sign Company, Portslade
including installation for £570.00 Inc. VAT from budget line 5610 Tourism & Attractiveness.
6.4 Christmas Lights: A vote was organised by the Sayers Common Councillors to pick the preferred design. The residents decided that the preferred light would be ‘Perle Scintillante’. The Assistant Clerk received a letter on 18th June from the Sayers Common shop confirming that they would like to donate £3,000 toward the Christmas light project in Sayers Common. The Assistant Clerk has been in contact with the Parish Councils light contractor, Merlin lighting to understand the process in organising the street- lamp lights. The Assistant Clerk is now awaiting a quote from KIWA who carry out the structural survey on behalf of Merlin Lighting. The committee are asked to discuss how many streetlamps they would like to have structural surveyed and which lights these will be.
Ref: 6.4 Perle Scintillante
Ref: 6.4 Information on process of installing street-lamp lights in Sayers Common
Ref: 6.4 Map of Sayers Common
RECOMMENDATION: The committee AGREE to survey 12 lamp posts including the 9 lamp posts originally chosen and 3 more at the southern end toward the mini roundabout. Once the surveys have been sent to the Parish Office, 9 lamp posts can be confirmed.
6.5 Youth Club Provision in Hurstpierpoint: A meeting was held on 13th July 2021 at Court Bushes Community Hub to continue the discussion of the youth offering in Hurstpierpoint and Sayers Common. A further meeting will be held in October.
Ref: 6.5 MINUTES Youth Club Provision Meeting 13th July 2021
6.6 High Street Update: Cllr Ranger and Cllr Bedford will bring a verbal update to the meeting.
6.7 Safe Place Project: The Safe Place project was unfortunately postponed due to the pandemic in 2020. The Assistant Clerk has now made contact again with a volunteer from the Burgess Hill Dementia Action Alliance who has agreed to once again help the Parish Council set up and carry out training for traders. The Assistant Clerk is planning for the training to take place in October, but work needs to be carried out by the Parish Office and Councillors to help encourage traders to become involved again. Cllr Ranger and Cllr Bedford plan to visit the High Street traders in September to discuss the project. A leaflet advertising the project is being produced and will be given to all traders and advertised on Facebook and the website. The Hurst Life article in September will also detail what the ‘Safe Place’ project is and how traders can become involved. There are no costs to anyone becoming involved and the cost to the Parish Council is the room hire for training and printing of information packs.
6.8 Recycling/Litter meeting: A meeting was held on 9th July 2021 between the Parish Council, Hurst Rethink and a volunteer waste prevention advisor from West Sussex County Council. The Chair took notes based on the discussion during the meeting. The Chair will brief the committee in more detail about what can be achieved in the parish.
Ref: 6.8 Recycling Litter meeting 9th July 2021
7. Publicity: The Committee is asked to note the following:
7.1 Communication: The Hurst Life pages continue to develop, and the Parish Office is receiving positive feedback from the parish. The information combined with images has meant the pages are easier and more inviting to read. Please let the Assistant Clerk know of any stories or relevant information you feel should be included in an article.
7.2 Website: The Assistant Clerk has added two new pages to the website: Road Closures and the Heritage Trail. The road closure page allows for any residents to search for a postcode or area and can then view information about upcoming road closures. The Heritage Trail page is a holding page until the trail is officially launch by the Hurstpierpoint Society.
7.3 Social Media: The Facebook page continues to grow and is regularly used by the Parish Office. The page currently has 474 likes and 587 followers. All posts are regularly being shared on Hurst Hub, Hurst Rethink and Hurst Covid-19 Neighbours Support Group.
8. Information Items, Correspondence Received and Requests: To note any items.