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Hurstpierpoint & Sayers Common
Parish Council

Members are summoned to attend the Community Engagement Meeting to be held on Thursday 13th January 2022 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 we strongly recommend the Government’s COVID guidelines are followed.

Sarah Groom Clerk to the Council                                                                                                              6th January 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 7th October 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. AgeUK Presentation: Two representative from AgeUk will be sharing and discussing AgeUk’s latest local initiatives around reducing loneliness and isolation in older people.

6. Parish Council Grant Applications:

Grant Budget 2021/22: £4,000

Grants awarded in 2021/22: £1,800

Grant Budget remaining in 2021/22: £2,200

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

New Grant Applications to be considered 2021/22:

OrganisationGrant Request ForAmount RequestedGrant Approved
1st Hurstpierpoint Girls BrigadePurchase for annual zoom licence£143.88 
Life CentreLifesaving Trauma Counselling Service£200 
Hurstpierpoint Gymnastic ClubRequesting support for the club in its recovery from Covid shut down.£500 

6.1 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 (not received invoice)April 2021

7. Community Initiatives and projects

7.1 Budget Monitoring:  To receive the budget monitoring report for the Committee.

Ref: 7.1 CE Nominal Ledger

Ref: 7.1 Detailed Income & Expenditure

              7.2 Review of Action Plan: In the communication meeting held on the 12th October 2021 it was agreed that the Community Engagement committee could trial a new look version action plan and be removed from the current version. The Chair and Assistant Clerk have been working on a standalone document for the Community Engagement committee that can be easily used and updated. The action plan for the Community Engagement committee will be reviewed in detail in April/May each year to ensure that our actions are updated appropriately and can allow for budget setting at the end of the year. The committee is asked to discuss whether any planned actions need reviewing and to specifically look at objective 9 on the action plan and any new potential actions.

Ref: 7.2 Community Engagement Action Plan V1 12.21

7.3 Christmas Lights outcome for Sayers Common: Nine Christmas lights were installed in Sayers Common and switched on, on the 21st November. During the festive period it was reported that a light was not working. The Assistant Clerk has since contacted Merlin lighting and reported this issue and asked for this to be investigated when the lights are removed.  

The total cost for this project was £8,120 + VAT which included the structural testing, electrical infrastructure, purchase of motifs and installation and removal. The committee would like to thank the Sayers Common Shop for the kind donation of £3,000 towards this project.

The Parish Office will need to apply to SSE and West Sussex County Council to gain permission for having these lights put up each year. SSE will need to see a structural test carried out by KIWA as part of the application. The cost of this structural test in 2021 was £695 +VAT for 15 columns (Ref 14-28).

RECOMMENDATION: (1) The committee AGREE to give the Parish Office permission to proceed with organising the structural tests on fifteen columns in Sayers Common with Merlin Lighting and their contractors KIWA from the 1st April 2022 at a cost of £695+ Vat for 15 columns, from the 2022/23 budget code 5610-301. (2) The committee AGREE to give the Parish Office permission to proceed with the application process with SSE and West Sussex County Council from the 1st April 2022 (there are no direct costs associated with this work)

7.4 Youth Offer: A meeting was held on 9th November to try and confirm whether funding would be given from Mid Sussex District Council and West Sussex County Council for a permanent solution for youth provision in the parish.  Confirmation was received after the meeting that Youth Services is the responsibility of the County Council and not the District Council and funding would not be given for a permanent solution for youth provision in the parish. A further meeting is scheduled for the 25th January 2022 to discuss youth services further.

Ref: 7.4 Minutes Youth Club Provision Meeting 9th November 2021

7.5 High Street Update: Cllr Ranger and Cllr Bedford will bring a verbal update to the meeting regarding the Santa Fun Sunday event held on the 5th December 2021 and current projects and initiatives specifically for the High Street.

Ref: 7.5 Update on the High Street

7.6 Community Events: The committee is asked to discuss the events that are on the horizon for 2022 in Hurstpierpoint and how the Parish Council can support them including: The Queens Jubilee to be held on the first weekend in June, St Lawrence Fair to be held on the first Saturday in July, Super Sunday weekend as part of Hurst Festival and Santa Sunday in December.

Ref: 7.6 Events held in Hurstpierpoint & Sayers Common and the Parish Council involvement

7.7 Safe Place Project: The Safe Place project is live in Hurstpierpoint & Sayers Common. This project aims to enable people living with dementia to maintain their independent and feel more confident to lead fulfilling lives in their local community. The Safe Place project was launched on the 20th October with free Dementia Awareness training delivered by Rachel Bignall from Music for Memories (Mid Sussex). The organisations who have agreed to be part of the scheme alongside the Parish Office include Hurstpierpoint Health Centre, Sayers Common Community Shop, Hurstpierpoint Library, The Melting Pot Café, Charlotte Grace Casuals and Sussex Osteopath Clinic.

7.8 Annual Parish Meeting: The Events working group met on the 9th December 2021 to discuss the Annual Parish Meeting for 2022. The concept for the evening will be a ‘Community event’ held at Court Bushes Function Room on Tuesday 17th May 2022. The committee is asked to discuss the concept and ideas set out in the supporting document.

Ref: 7.8 Minutes Events Working Group 10.12.21

RECOMMENDATION: The committee AGREE to the proposed plans set out in the supporting document: Minutes from the Events Working Group 10.12.21.

7.9 Communication Meeting: A Communication meeting was held on the 12th October 2021 between the Clerk, Chairman and Chair of Community Engagement. This meeting focused on next steps to improve our communication within the Parish Council.

Ref: 7.9 Outcomes from Communication Strategy Meeting – 12th October 2021

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

8.1 Communication: The Assistant Clerk has produced a 2022/23 Hurst Life plan based on the articles written last year. The plan will ensure that committees and working groups have an opportunity to inform the parish of work, finished projects or plans for the future.

Ref: 8.1 Hurst Life 12 Month Plan 2022 2023

RECOMMENDATION: The committee AGREE to adopt the Hurst Life 12 Month Plan 2022 2023.

8.2 Website: The website has two new pages called ‘Transport’ and ‘Waste Services’ these two pages can be found on the Services & Information tab and include the following information: car parks, parking disc locations, bus timetables, train tables, where bus passes can be organised, locations of dog waste bins and litter bins including whether the Parish Council or MSDC are responsible and recycling information.

8.3 Social Media: The Facebook page continues to grow and is regularly used by the Parish Office. The page currently has 528 likes and 667 followers.

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