Dear Councillor,

Members are summoned to attend a Meeting of the Council to be held on Thursday 24 September 2026 at 7.30pm in the Sayers Common Village Hall.  Members of the public have a right to and are invited to attend the meeting.

Sarah Groom, Clerk to the Council                                                                                                      Friday 18 September 2026

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AGENDA

1. Apologies for absence: To receive and accept apologies for absence.

2. Declarations of interest: To receive and record declarations of interest.

3. Minutes of the Previous Meeting of the Council: To receive and adopt the minutes of the 23 July 2026 Council 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. Reports from Other Authorities: To receive reports from representatives of other authorities:

5.1       West Sussex County Council

5.2       Mid Sussex District Council

6. Committee Minutes: To receive and where appropriate, consider the recommendations of the:

6.1       Planning Committee (3 August 2026): There were no recommendations for Council.

6.2       Finance, Governance & Estates Committee (13 August 2026): There were no recommendations for Council.

6.3 Planning Committee (7 September 2026): There were no recommendations for Council.

6.4 Community Engagement Committee (10 September 2026): There were no recommendations for Council.

6.5 Finance, Governance & Estates Committee (17 September 2026): There was one recommendation for Council to agree the use of Earmarked Reserves, as follows:

F26/27.042: South Avenue Cemetery Drainage improvements: The Committee considered a briefing note setting out proposals to install a French drain on the southern boundary of the South Avenue Cemetery.  Cllr Llewellyn suggested a number of access points were included for inspections in future if required, and it was:  RESOLVED:  That the Committee agreed to recommend to Council that Barcombe Landscapes be appointed to install the French drain at a cost of £5,885+VAT, and to use funds from the Cemetery Earmarked Reserve (320) currently holding £25,017.

RECOMMENDATION:  That Council agree that Barcombe Landscapes be appointed to install the French drain at a cost of £5,885+VAT, and to use funds from the Cemetery Earmarked Reserve (320) currently holding £25,017.

RECOMMENDATION:  That the Council RECEIVES the minutes of the following Committees:

1. Planning Committee (3 August 2026)
2. Finance, Governance & Estates Committee (13 August 2026)
3. Planning Committee (7 September 2026)
4. Community Engagement Committee (10 September 2026)
5. Finance, Governance & Estates Committee (17 September 2026)

7. Councillor Co-option:  To consider applications to co-opt councillors to fill the two ordinary vacancies.  The deadline for applications was 12 noon on Wednesday 16 September 2026.  Two applications have been received and have been circulated confidentially to members of the Parish Council prior to the meeting.  Please note, the Parish Council is not obliged to select any candidate.  The following procedure should be followed:

1. Candidates will be sent a full agenda for the meeting at which they are to be considered for appointment.  They may speak for up to three minutes about their application during the co-option item on the agenda.
2. Voting takes place in public by a written ballot.  After the voting has concluded the Chairman will declare the successful candidates duly elected. 
3. The successful candidates will sign their Declaration of Acceptance of Office form before they can act as a councillor.  The Register of Interests form must be completed within 28 days.

RECOMMENDATION:  That the Council ELECTS two Councillors to serve on the Hurstpierpoint ward, and agrees their Committee membership.

8. Review of 2025/26 External Audit Report: To consider and adopt the External Auditor’s (Moore West Sussex) Certificate for the 31 March 2026 annual governance and accountability return (AGAR).

9. Internal Controls: To consider and adopt the findings from the September 2026 internal controls exercise.

10. Reeds Lane Wood Sculpture:  To agree a proposed design for carving the remaining oak tree stump at Reeds Lane Recreation Ground.

11. Reports from Representatives on Outside Bodies: To receive reports from representative on outside bodies.

12. To note any information items, correspondence received or requests.

12.1    MSDC Draft District Plan: To note the final submission by the Parish Council to the Main Modifications in the draft Mid Sussex District Plan and receive a verbal update on the next steps.

Protocol for filming and recording at public meetings:  The Council has a protocol for public filming, recording and photography at its meetings, which is available on the Council’s website or on request at the Parish Office.