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Hurstpierpoint & Sayers Common
Parish Council

Members are summoned to attend the Community Engagement Meeting to be held on Thursday 10th March 2022 at 7.30pm in the Conference room in the Village Centre. Members of the public have a right to and are invited to attend the meeting. Please note we strongly recommend the Government’s COVID guidelines are followed.

Sarah Groom Clerk to the Council                                                                                                              3rd March 2022


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 13th January 2022 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: £2,143.88

Grant Budget remaining in 2021/22: £1,856.12

OrganisationGrant Request ForGrant ApprovedDate Grant Approved
Victim SupportSupporting victims and volunteers.£300April 2021
Sussex Clubs for Young PeopleFor the continued running of the youth provision in Hurstpierpoint at Court Bushes£500August 2021
Know DementiaTo cover the costs of part support for the Memory Moments café for the year April 2021- March 2022£500August 2021
Age UKA grant of £200 would enable us to support around 13 local older people. A grant of £500 would enable us to support around 30 local older people.£500October 2021
1st Hurstpierpoint Girls BrigadeTo purchase an annual zoom licence.£143.88January 2022
Life CentreLifesaving trauma counselling service.£200January 2022

New Grant Applications to be considered 2021/22:

OrganisationGrant Request ForAmount RequestedGrant Approved
Knit and NatterRent for hire of the conference room in the Village Centre.£192.00 
St Catherine’s HospiceSt Catherine’s Hospice is your local hospice, providing expert end of life care to adults and supporting their loved ones.£500 
Hurst Festival Music ClubContinuation of Music Club for local teenagers.£500 
The Monday GroupTo support the work of the Monday Group maintaining and improving the rights of way network in your area for walkers.£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

OrganisationGrant Request ForGrant ApprovedDate Grant Approved
YMCA (Downland School)Counselling Sessions at Downlands School£1,000  April 2021

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: The committee are asked to read in full the Community Engagement action plan and come prepared with suggestions and ideas so each objective and planned action can be reviewed in detail.

Ref: 6.2. Community Engagement Action Plan V2 Jan 2022

6.3 Youth Offer: A Youth Club provision meeting was held on 25th January via ‘teams’. It was agreed for the next follow up meeting to be held in June 2022.

Ref:  6.3 MINUTES Youth Club Provision Meeting 25th January 2022

6.4 High Street Update: Cllr Ranger and Cllr Bedford will bring a verbal update to the meeting.

6.5 Jubilee in Hurstpierpoint: Cllr Bedford attended a meeting on 1st March 2022 regarding plans for the proposed jubilee event in Hurstpierpoint. The idea is to hold a big picnic on South Avenue rec on the 5th June 2022 at the same time as the national jubilee event. The plan is to have a big ‘sustainability’ push on the picnic asking people to bring their own food and take away their rubbish. Hurst Re-think will also be looking into the idea of sustainable bunting and asking groups in the parish to help with this.  All local groups will be invited to take part in the picnic and the event will be promoted to the parish.The aim for this event is to keep it simple and keep costs down but funding would be needed, and the Parish Council have been asked if they would contribute.The Councillors are asked to discuss the event and possible funding.

6.6 St Lawrence Fair: The committee is asked to discuss our involvement with the St Lawrence Fair which is planned to be held on the 1st and 2nd July 2022. Prior to covid the Parish Council has attended this event and had an information stand for residents to come and see upcoming plans and talk to the councillors.

6.7 Annual Parish Meeting: The Events Working Group continue to plan and organise the Annual Parish Meeting ‘Working Together for the Community’ event. As agreed in minute C21/22.127 the audio-visual equipment will be hired for this evening totalling £326.80 + VAT. The Events Working group would like to discuss purchasing two pop up banners that can be used for this event.

Ref: 6.7 Pop up Banners Briefing Note

Recommendation: (1) The committee AGREE that the £326.80 + VAT for AV equipment will be paid from the Tourism & Attractiveness budget code 5610 (2022/2023)(2)The committee AGREE to purchase two classic banners at £98 per banner from My Complete Print, from budget code 5610 Tourism & Attractiveness (2021/2022), totalling £196.00. (3) The committee AGREE to use the two proposed designs for the banners.

6.8 Midwife Clinic: To receive a verbal update on the current position with the Midwife Clinic and to consider the financial arrangement for the health and wellbeing project budget (5650) for 2021/2022.

6.9 Food Bank Update: The Assistant Clerk contacted the Food Bank to ask for an update and to see if they had any projects or funding shortages that would affect our parish. The Food bank confirmed that no extra funds were needed and that the team for Hurstpierpoint continue to deliver food to people in the Parish when it is requested.

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

7.1 Communication: The Parish Office is working hard to ensure that all notice boards are kept up to date in the Parish, thanks to Hamish Raby. This information is replicated on the website and Facebook page to ensure it is available to everyone. More detailed information is contained in the two Hurst Life pages and continues to be a well-received article. The Parish Office has also been trying to link groups together such as the Melting Pot, Know Dementia and Hurst Re-think on similar based projects which would benefit the community.

7.2 Website: The Parish Office have added a new ‘streetlight’ page under the services and information tab on the website. This page details all the streetlights in the parish which are owned and managed by the Parish Council including a detailed table and map for each road.The new small meeting room has also been added to the Village Centre page including photos, prices and the calendar. Over the next few months, the website will be updated by the Assistant Clerk to show the new price structure for the buildings, cemetery which take effect on the 1st April 2022. The website continues to be used well and we are regularly receiving booking enquiries for the building through the website contact form. The Parish Office received an email from Birchington Parish Council commenting on how impressed they were with our website.

7.3 Social Media: The Facebook page continues to grow and is regularly used by the Parish Office. The page currently has 726 followers.  The Parish Office and some councillors are regularly sharing these posts to other groups such as Hurst Hub, Hurst Re-think and Sayers Common Facebook page. The Assistant Clerk regularly ‘invites’ anyone who has liked a post but doesn’t yet follow our page.

                8. Information Items, Correspondence Received and Requests: To note any items.