Minutes of the Annual Council Meeting held on Thursday 18 May 2023 at 7.30 pm at Hurstpierpoint Village Centre

Members Present:

Also Present:  Sarah Groom (Clerk), and one member of the public who was a prospective co-opted councillor.

C23/24.001: Election of Chairman of the Council:  Members received one nomination for the Chairman of the Council for the ensuing year, proposed by Cllr Ranger and seconded by Cllr Majsai, and with all Members in favour, Cllr Malcolm Llewellyn was duly elected Chairman of the Council.  The Chairman of the Council, Cllr Llewellyn read and signed the Chairman’s Declaration of Acceptance of Office as Chairman of the Council, and it was:

RESOLVED:  That the Council ELECTS Cllr Malcolm Llewellyn as the Chairman of the Council for the ensuing year.

C23/24.002: To receive and accept apologies for absence:  There were no apologies for absence.

C23/24.003: To receive and record declarations of interest:  There were no declarations of interest.

C23/24.004: Election of Vice-Chairman of the Council:  Members received one nomination for the Vice-Chairman of the Council for the ensuing year, proposed by Cllr Llewellyn and seconded by Cllr Ranger, and with the majority of Members in favour, Cllr Claire Majsai was duly elected Vice-Chairman of the Council.   Cllr Majsai signed the Vice-Chairman’s Declaration of Acceptance of Office as Vice-Chairman of the Council, and it was:

RESOLVED:  That the Council ELECTS Cllr Claire Majsai as the Vice-Chairman of the Council for the ensuing year.

C23/24.005: Councillor Co-option:  Members considered an application to co-opt a councillor to fill one of the five ordinary vacancies following the 4 May 2023 uncontested local election for the Sayers Common Ward. The ballot was unanimous, and it was: 

RESOLVED:  That the Council AGREES to CO-OPT Lindsay Thompson to serve on the Sayers Common ward.

C23/24.006: Committee Structure & Responsibilities: Members considered the terms of reference, responsibilities and accountabilities of each Committee and Working Group, and it was: 

RESOLVED:  That the Council AGREES the terms of reference, responsibilities and accountabilities of each Committee and Working Groups.

C23/24.007: Committee Membership: Members considered the Councillors to serve upon the Council’s Committees and Working Groups and elected Chairs of each.  It was agreed Cllr Thompson would join the Planning Committee, Community Engagement Committees and Events Working Group.  Each Committee will elect their Vice-Chairs at their next meetings.  Upon consideration, the following arrangements were agreed:  

C23/24.007.1 Planning Committee (7 Members): There being no other nominations, Cllr Julia Shorrocks was duly elected as Chair of the Planning & EnvironmentCommittee for the following year, and it was: 

RESOLVED:  That the Planning Committee Membership of 7 Members was duly AGREED as: Cllr Shorrocks (Chair), Cllr Avery, Bedford, Evans, Lowman, Sampson and Thompson.

C23/24.007.2 Community Engagement Committee (6 Members): There being no other nominations, Cllr Claire Majsai was duly elected Chair of the Committee for the following year, and it was: 

RESOLVED:  That the Community Engagement Committee Membership of 6 Members was duly AGREED as: Cllrs Majsai (Chair), Avery, Bedford, Ranger, Sampson and Thompson.

C23/24.007.3 Finance, Governance & Estates Committee (5 Members): There being no other nominations, Cllr Duncan Ranger was duly elected Chair of the Committee for the following year, and it was:

RESOLVED:  That the Finance, Governance & Estates Committee Membership of 5 Members was duly AGREED as: Cllrs Ranger (Chair), Evans, Jackson, Llewellyn and Majsai.

C23/24.007.4 Highways & Cycleways Joint Council Working Group (3 Members): There being no other nominations Cllr Malcolm Llewellyn was duly elected Chair of the Working Group for the following year, and it was:

RESOLVED:  That the Membership of the Highways & Cycleways Joint Council Working Group of 3 Members of the Parish Council, was duly AGREED as: Cllrs Llewellyn (Chair), Sampson and Shorrocks.

C23/24.007.5 Hurst Meadows Working Group (2 Members): Members considered the membership of the Group for the following year, and it was:

RESOLVED:  That the Membership of the Hurst Meadows Working Group of 2 Members of the Parish Council, was duly AGREED as: Cllrs Llewellyn and Majsai.

C23/24.007.6 Events Working Group (4 Members): Members considered the membership of the Group for the following year, and it was:

RESOLVED:  That the Membership of the Events Working Group of 3 Members of the Parish Council, was duly AGREED as: Cllrs Majsai (Chair), Bedford, Sampson and Thompson.

C23/24.007.7 Sustainability Working Group (3 Members): Members considered the membership of the Group for the following year, and it was:

RESOLVED:  That the Membership of the Sustainability Working Group of 3 Members of the Parish Council, was duly AGREED as: Cllrs Majsai (Chair), Bedford and Sampson.

C23/24.007.8 Staff Panel (3 Members): Members considered the membership of the Panel for the following year, and it was:

RESOLVED:  That the Membership of the Staff Panel of 3 Members of the Parish Council, was duly AGREED as: Cllrs Lewellyn (Chair), Ranger and Shorrocks.

C23/24.008: Council Representatives: Members considered appointing Council representatives to outside bodies for 2023/24 and noted the representatives assigned to informal groups.  It was agreed Cllr Bedford will replace Cllr Ranger as the Hurst Traders representative and it will be added that Cllr Bedford is the representative on the St Lawrence Fair Committee.  The Court Bushes Strategic Partnership is to be removed from the informal list, and the Police and Crime Commissioner’s Mid Sussex Focus Group will be attended by Cllr Evans and Cllr Ranger, and it was: 

RESOLVED: That the Council AGREES the Council representatives to outside bodies for 2023/24, as amended.

C23/24.009: Meeting Diary: Members considered the time and place of ordinary meetings of the full Council up to and including the next annual meeting of full Council.  It was noted that the Planning Committee will now be held on Monday evenings, and the combined Finance, Governance & Estates Committee’s June meeting will be on 15 June 2023 and the September meeting will be on 19 September 2023, and it was: 

RESOLVED:  That the Council AGREED the time and place of ordinary meetings of the full Council up to and including the next annual meeting of full Council, as amended.

C23/24.010: Standing Orders: Members considered the Parish Council’s Standing Orders.  It was noted the thresholds for EU tendering had been updated and it was: 

RESOLVED:  That the Council AGREES AND ADOPTS the Parish Council’s Standing Orders.

C23/24.011: Financial Regulations: Members considered the Parish Council’s Financial Regulations, and it was: 

RESOLVED:  That the Council AGREES AND ADOPTS the Parish Council’s Financial Regulations.

C23/24.012: Code of Conduct: Members considered the Members’ Code of Conduct, and it was: 

RESOLVED:  That the Council AGREES AND ADOPTS the Members’ Code of Conduct.

C23/24.013: Delegations to the Clerk: Members considered the Parish Council’s Delegations to the Clerk, and it was: 

RESOLVED:  That the Council AGREES AND ADOPTS the Parish Council’s Delegations to the Clerk.

C23/24.014: General Power of Competence: Members considered adopting the General Power of Competence which under the Localism Act 2011, permits a parish council if it meets certain criteria, to do anything that individuals generally may do, and it was: 

RESOLVED:  That the Council AGREES AND ADOPTS the General Power of Competence.

C23/24.015: Previous Minutes: Members received the minutes of the meeting of the Council held on 27 April 2023, and it was: 

RESOLVED:  That the Council AGREES the minutes of the Council meeting held on 27 April 2023.

C23/24.016: Committee Minutes: Members considered the minutes of the Planning & Environment Committee on 2 May 2023. There were no recommendations for Council, and it was:

RESOLVED: That the Council RECEIVES the minutes of the Planning & Environment Committee of 2 May 2023.

C23/24.017: Income and Expenditure for Year Ending 31 March 2023: Members considered the final Income and Expenditure figures for Year Ending 31 March 2023 following the Internal Audit, and it was: 

RESOLVED:  That the Council AGREES the final Income and Expenditure for Year Ending 31 March 2023.

C23/24.018: Fixed Asset Register 31 March 2023:  Members confirmed the asset register dated 31 March 2023 was as agreed at the 27 April 2023 meeting Minute C22/23.160.3.ii, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the fixed asset register dated 31 March 2023.

C23/24.019: Internal Audit Report Letter dated 25 April 2023:  Members considered the Internal Audit Report Letter dated 25 April 2023 from Mulberry & Co. including the audit findings for action, and it was: 

RESOLVED:  That the Council AGREES the Internal Audit Report dated 25 April 2023, noting i) the bank interest correction; and ii) the recommendation that the council consider its general reserves position with care when setting the 2024/5 budget.

C23/24.020: The Annual Governance and Accountability Return for the year ending 31 March 2023:  Membersconsidered the Annual Governance and Accountability Return for the year ending 31 March 2023 ensuring it accurately presents the financial management of the Council as required by the Accounts and Audit Regulations 2015 as follows:

C23/24.020.1: Members considered adopting the signed Annual Internal Audit Report 2022/2023, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the signed Annual Internal Audit Report 2022/2023. 

C23/24.020.2: Members considered adopting Section 1: The Annual Governance Statement 2022/23, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Section 1: Annual Governance Statement 2022/23. 

C23/24.020.3:  Members considered adopting Section 2: The Accounting Statement 2022/2023, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Section 2: Accounting Statement 2022/2023. 

C23/24.020:4 Members considered the period of the publics’ right of inspection being from 5 June to 14 July 2023, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the period of public inspection of the accounts as 5 June to 14 July 2023. 

C23/24.021: Insurance: Members confirmed the arrangements for insurance cover in respect of all insurable risks as agreed at the 27 April 2023 meeting Minute C22/23.162, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Insurance cover in respect of all insurable risks for 1 June 2023 to 31 May 2024.

C23/24.022: Direct Debits: Members considered the Parish Council’s direct debits, and it was: 

RESOLVED:  That the Council AGREES the Parish Council’s direct debits.

C23/24.023: Subscriptions: Members considered the Parish Council’s subscriptions, and it was: 

RESOLVED:  That the Council AGREES the Parish Council’s subscriptions.

C23/24.024: Complaints Procedure: Members considered the Parish Council’s complaints procedure, and it was: 

RESOLVED:  That the Council AGREES Parish Council’s complaints procedure.

C23/24.025: Freedom of Information: Members considered the Parish Council’s policies, procedures and practices in respect of its obligations under Freedom of Information legislation.  Cllr Jackson suggested the fees and charges were reviewed, and it was: 

RESOLVED:  That the Council AGREES the Parish Council’s policies, procedures and practices in respect of its obligations under Freedom of Information legislation.  The copying fees will be reviewed by the Finance, Governance & Estates Committee.

C23/24.026: Data Protection: Members considered the Parish Council’s policies, procedures and practices in respect of its obligations under Data Protection legislation and emerging amendments, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Parish Council’s policies, procedures and practices in respect of its obligations under Data Protection legislation.

C23/24.027: Media & Communications Policy: Members considered the Parish Council’s Media & Communications Policy, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Media & Communications Policy.

C23/24.028: Employment Policies: Members considered the Parish Council’s employment policies and procedures.  Cllr Majsai suggested a review of the staff handbook, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Employment Policies, which will be reviewed by the Staff Panel.

C23/24.029: Health and Safety Policy: Members considered the Health and Safety Policy, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Health and Safety Policy.

C23/24.030: Safeguarding Policy: Members considered the Safeguarding Policy, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the Safeguarding Policy.

C23/24.031: Risk Management: Members considered the a) Risk Policy Statement, Risk Management Strategy and Risk Register, and b) the Emergency Plan and c) the Business Continuity Plan, and it was: 

RESOLVED:  That the Council AGREES and ADOPTS the a) Risk Policy Statement, Risk Management Strategy and Risk Register, and b) the Emergency Plan and c) the Business Continuity Plan.

C23/24.032: Adjournment for Questions from the Public: There were no members of the public in attendance. 

C23/24.033: Reports from Other Authorities: Members received apologies for absence, and a report from Cllr Zeidler Mid Sussex District Council (MSDC) was previously circulated including an update on the outcome of the 4 May 2023 District Council election results and the meeting with Southern Water and Andrew Griffith MP in Sayers Common regarding flooding issues.  Cllr Jackson (MSDC) repeated the election results and conclusion of no overall control, which would be resolved by the 24 May 2023 District Council meeting.  Cllr Shorrocks enquired as to whether there would be changes to the District Plan Review.

C23/24.034: Reports from Representative on Outside Bodies: There were no updates from West Sussex Association of Local Councils (WSALC) or Mid Sussex Association of Local Councils (MSALC).

C23/24.035: Information Items: Members noted that an exclusive use agreement for the small meeting room at the Village Centre is being explored.  Full details will be given at the next Trustees meeting.

There being no other business, the Chairman closed the meeting at 8.45pm.

Chairman