Dear Members of the Council,

Council Members are summoned to attend the MEETING of the Council to be held on Thursday 23 February 2023 at 7.30pm at the Hurstpierpoint Village Centre.  Members of the public have a right to and are invited to attend the meeting.

Sarah Groom, Clerk to the Council                                                                                        Friday 17 February 2023

AGENDA

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

• Declarations of Interest: To receive and record any declarations of interest.

• Minutes of the Previous Meeting of the Council: To receive and adopt the minutes of the 26 January 2023 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 & Environment Committee (2 February 2023) No recommendations for Council.

6.2      E&FM Committee (9 February 2023) There are three recommendations for Council:

• EF22/23.047 Estate & Facilities Update: The Committee considered the update report and noted the contents, and it was RESOLVED:  That the Parish Council AGREED to recommend to Council a transfer of an additional £1,125 in-year from the Millennium Garden Earmarked Reserve, to allow the Holm Oak work to be paid for at a cost of £1,600. 

RECOMMENDATION:  That the Parish Council AGREES to the transfer of an additional £1,125 in-year from the Millennium Garden Earmarked Reserve, to allow the Holm Oak work to be paid for at a cost of £1,600. 

• EF22/23.049 South Avenue Play Area Resurfacing: The Committee considered the briefing note to resurface around four items of play equipment in South Avenue Recreation Ground, and it was: RESOLVED:  That the Committee AGREED to recommend to Council to appoint Redlynch Leisure Ltd to resurface around 4 items of play equipment in South Avenue Play Area at a cost of £17,713 ex. VAT, using the 2023/2024 £10,000 Recreation Ground code (5400-202); and use £7,713 from the South Avenue Earmarked Reserve.

RECOMMENDATION:  That the Parish Council AGREES to:

• EF22/23.051 Hurst Meadow Cutting Programme for 2023: The Committee considered a quotation from Greenscene Landscapes to carry out the grass cutting within Hurst Meadows in 2023 at a total cost of £10,730+VAT, and it was: RESOLVED: That the Committee AGREED to recommend to Council that Greenscene Landscapes be appointed to complete the 2023 Hurst Meadow cuts at a total cost of £10,730; and a transfer of an extra £1,000 in-year from the Hurst Meadows Earmarked Reserve to allow the Spring cut (at a cost of £4,200) to be paid for in 2022/2023.

RECOMMENDATION:  That the Parish Council AGREES:

1. that Greenscene Landscapes be appointed to complete the 2023 Hurst Meadow cuts at a total cost of £10,730; and
2. a transfer of an extra £1,000 in-year from the Hurst Meadows Earmarked Reserve to allow the Spring cut (at a cost of £4,200) to be paid for in 2022/2023.

6.3      Finance & Governance Committee (16 February 2023) There are four recommendations for Council.  Three are listed below and one is under Confidential Items:

• F22/23.085 Reserves Policy: The Committee considered the Reserves Policy for recommendation to Council for re-adoption, and it was: RESOLVED:  That the Committee AGREED to recommend the Reserves Policy to Council for adoption.

RECOMMENDATION:  That the Parish Council ADOPTS the Reserves Policy.

• F22/23.086 Savings and Investment Policy: The Committee considered the Savings and InvestmentPolicy for recommendation to Council.  It was agreed to add the words ‘suitably qualified’ professional to the second sentence of 4.6, and it was: RESOLVED: That the Committee AGREED to recommend the Savings and Investment Policy to Council for adoption, as amended.

RECOMMENDATION:  That the Parish Council ADOPTS the Savings and Investment Policy, as amended.

• F22/23.087 Document Retention Policy: The Committee considered a revised version of the Document RetentionPolicy for recommendation to Council.  It has been revised to reference the handling of electronic data such as emails and files.  It was agreed to add the option of exporting emails and One Drives as PST files to be accessed by the Clerk if required, and it was: RESOLVED:  That the Committee AGREED to recommend the Document Retention Policy to Council for adoption, as amended.

RECOMMENDATION:  That the Parish Council ADOPTS the Document Retention Policy, as amended.

RECOMMENDATION:  That the Council RECEIVES the minutes of the following Committees and AGREED the above recommendations:

1. Planning & Environment Committee (2 February 2023)
2. Community Engagement Committee (12 February 2023)
3. Finance & Governance Committee (16 February 2023)

7.        West Sussex Pension Fund:  To consider i) the updated Funding Strategy Statement which was previously reviewed at the October 2022 Council meeting, ii) consider a requirement for ill-health insurance iii) note the 2022 valuation results, and iv) agree to sign the SSB Pooling Agreement Variation letter by 20 April 2023.

8.        Training for Councillors: To agree the courses recommended that all councillors complete, proposed as the WSLAC new councillors training course plus four WSCC Learning and Development Portal on-line courses namely Safeguarding, Health and Safety, Equality and Diversity and Data Protection.

9.         Councillor Representatives on Outside Bodies: To receive updates from representatives on external organisations including WSALC and MSALC.

10.      To note any further information items, correspondence received or requests:

10.1    To receive a verbal update on the Inter Parish Group meeting held on Monday 20 February 2023 (regarding the Horsham and Mid Sussex District Plans).

10.2    To review the WSALC responses to the Levelling Up and Regeneration Bill consultation on reforms to the National Planning Policy.

Council to RESOLVE that in view of the confidential nature of the following items, the press and public be excluded under section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.

Confidential Matters:

11.      Recommendation from Finance & Governance Committee (16 February 2023) Minute: F22/23.090 Assistant Clerk (2) Vacancy:  The Committee noted the resignation of the Assistant Clerk (2) and agreed the next steps to recruit a replacement, to be recommended to Council due to the budget implications, and it was:  RESOLVED:  That the Committee AGREED to thank the Assistant Clerk for her hard work, and the next steps for recruiting a replacement would be recommended to Council due to the budget implications.

RECOMMENDATION:  That the Parish Council thank the Assistant Clerk (2) for her hard work and AGREE the next steps for recruiting a replacement, due to the budget implications.

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.