Minutes of the Council Meeting held on Thursday 23 March 2023 at 7.30 pm at the Village Centre, Trinity Road, Hurstpierpoint.

Members Present:

Also Present:  Sarah Groom (Clerk), Cllr Alison Bennett (MSDC).  One member of the public.

C22/23.144: To receive and accept apologies for absence: Apologies for absence were received from Cllr Allan Brown, Cllr Tony Lank, Cllr John Lowman, and Cllr Julia Shorrocks, and it was:

RESOLVED:  That the Council ACCEPTS the apologies for absence for Cllr Allan Brown, Cllr Tony Lank, Cllr John Lowman and Cllr Julia Shorrocks.

Apologies were also received from Cllr Joy Dennis (WSCC) and Cllr Colin Trumble (MSDC).

C22/23.145: To receive and record declarations of interest:  There were no declarations of interest.

C22/23.146: To receive and accept the minutes of the meeting of the Council held on 23 February 2023:  Members reviewed the minutes and agreed to amend the word Recommendation to Resolved on Minute C22/23.138, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting of the Council held on 23 February 2023, as amended.

C22/23.147: Adjournment for Questions from the Public: Members considered whether to adjourn the meeting in accordance with Standing Orders to receive questions from members of the public.  There was one member of the public present who did not wish to speak, so the meeting was not adjourned.

C22/23.148: Members received update reports from the representatives of other Authorities:

C22/23.148.1 West Sussex County Council (WSCC):  Cllr Dennis had sent her apologies but was happy to receive any questions.  There were no questions for Cllr Dennis.

C22/23.148.2 Mid Sussex District Council (MSDC): 

Cllr Bennett reported the recent setting of the MSDC budget and Council Tax.  The results of the District Plan Review, Regulation 18 consultation had been heard at the 15 March Planning Scrutiny Committee.  Street sweeping of Hassocks Road had taken place but was hampered by parked cars.  Cllr Jackson informed Members that MSDC had been considering the usage and energy costs of the three leisure centres which showed an increase in swims but fewer gym members.  MSDC had also organised a public exhibition on the new Centre for Outdoor Sports opposite the Triangle Leisure Centre.  Comments included a lack of toilets, parking and cycling provision and some sports expressed disappointed such as athletics and hockey.  It was noted there was no netball provision.  Funding for the project is still unclear.  Cllr Avery queried the village centre car park strategy. 

The Chairman thanked Cllrs Bennett and Jackson for their reports.

C22/23.149: Members considered the minutes of the following Working Group and Committees:

C22/23.149.1: Highways, Cycleways and Footpaths Joint Council Working Group (27 February 2023): One recommendation for Council:

1. Hurstpierpoint 20 mph Zones: The Parish Council will continue to explore the extension of 20mph speed sign locations in Hurstpierpoint and take a proposal to Council on 23 March 2023 to “extend the 20mph zones to include St Lawrence Primary School to give a greater lead-in to the 20mph speed restrictions in order to slow traffic down into Hurstpierpoint”, and it was:

RESOLVED: That Council AGREES to apply for a Traffic Regulation Order to extend the 20mph zones to include St Lawrence School to give a greater lead-in to the 20mph speed restrictions in order to slow traffic down into Hurstpierpoint.

Cllr Bennett (MSDC) left the meeting at 8pm.  Cllr Helen Bedford joined the meeting at 8pm.

C22/23.149.2: Planning & Environment Committee (2 March 2023): No recommendations for Council. 

C22/23.149.3: Community Engagement Committee (9 March 2023): One recommendation for Council:

1. CE22/23.042 Budget Monitoring: The Committee reviewed the budget monitoring report for the Committee, and it was: RESOLVED: That the Committee NOTED the budget monitoring report for the Committee and AGREED to recommend to Council that the underspend at year end on the Cost Centre (301) Community Engagement be transferred to the Christmas Lights Earmarked Reserve (395), and it was:

RESOLVED: That Council AGREES that the underspend at year end on the Cost Centre (301) Community Engagement be transferred to the Christmas Lights Earmarked Reserve (395).

C22/23.149.4: Finance & Governance Committee (16 March 2023): There were two recommendations for Council:

• F22/23.099 Financial Risk Management Review: The Committee considered the Parish Councils exposure to financial risk in 2022/2023 and agreed any necessary changes or actions required for 2023/2024, and it was: RESOLVED:  That the Committee AGREED to recommend the Financial Risk Management Review to Council for adoption, as amended, and it was:

RESOLVED:  That the Council AGREED to adopt the Financial Risk Management Review.

• F22/23.100 Provisional Year End Adjustments: The Committee considered the provisional year end adjustments briefing note, and it was:  RESOLVED:  That the Committee AGREED to recommend the Provisional Year End Adjustments to Council for adoption, as amended.  Council discussed the briefing note and agreed that the Youth Provision Earmarked Reserve will not be topped-up this year, and it was:

RESOLVED:  That the Council AGREED the Provisional Year End Adjustments.

RESOLVED:  That the Council RECEIVES the minutes of the following Working Group and Committees and AGREES the above recommendations:

1. Highways, Cycleways and Footpaths Joint Council Working Group (27 February 2023)
2. Planning & Environment Committee (2 March 2023)
3. Community Engagement Committee (9 March 2023)
4. Finance & Governance Committee (16 March 2023)

C22/23.150: West Sussex Pension Fund:  Members considered the briefing note on the responses to questions raised at the last Council meeting (Minute C22/23.139) and whether to sign the letter of variation.  The Chairman reported that Cllr Dennis (WSCC) was investigating whether a pooled insurance cover could be arranged for the town and parish councils, possibly funded from the employer contributions.  The Parish Council’s current insurers were investigating such an offer, and it was: 

RESOLVED:  That the Council AGREES to sign and return the letter of variation.

C22/23.151: Court Bushes Car Park Surfacing: Members considered a revised quote from Drivepoint for the tarmacking of the car park, as discussed at the 26 January 2023 Council meeting (Minute C22/23.127).  Council agreed the initial quote at a cost of £23,165 (funded by S106 funds) plus a 10% contingency of £2,317 (funded by the Parish Council if required).  Following a site meeting a revised quote has been submitted of £35,975.00.  This now requires £12,810 of Parish Council funds and there is £13,038 in the Court Bushes Projects budget, and it was: 

RESOLVED:  That the Council AGREES the revised quote submitted by Drivepoint of £35,975.00 for the tarmacking of the Court Bushes car park with £23,165 of Section 106 contributions confirmed by Mid Sussex District Council and the remainder funded by the Parish Council.  

C22/23.152: Councillor Representatives on Outside Bodies: There were no reports.

C22/23.153: St Lawrence Fair Hire Agreement: Members considered the joint application from St Lawrence Fair and Harris Fun Fair, to hire South Avenue Recreation Ground for the Friday 30 June 2023 afternoon and evening events and the Saturday 1 July 2023 Fair.  Members reiterated their strong support for the Fair and welcomed the extra efforts made to end the Friday night event promptly for the sake of the neighbours, and for the extra efforts being put into the waste collection and disposal arrangements, and it was: 

RESOLVED:  That the Council AGREES the use of the South Avenue Recreation Ground for the Friday 30 June 2023 afternoon and evening events and the Saturday 1 July 2023, by the St Lawrence Fair and Harris Fun Fair.

C22/23.154: To note any further information items, correspondence received or requests: 

C22/23.154:1: South Avenue Cemetery: Members noted a complaint about the Parish Council charging for additional memorial items on graves in South Avenue Cemetery.  In this case it was a kerb-set for which the fee is £156 for a permit.  The complainant also believed other kerb-sets permits had not been paid for. 

C22/23.154:2: Election Timetable: Mid Sussex District Council’s website sets out their election timetable.  It includes the opening and closing date for parish councillor candidate nominations as 21 March 2023 to 4 April 2023 at 4pm. Any interested parties should use the “parish council election for independent candidate” form.

C22/23.154:3: Tree Planting: Cllr Majsai reported the successful planting of ninety tree whips in Hovel Field earlier in the day, with the children of St Lawrence CofE Primary.

There being no other business, the Chairman closed the meeting at 8.43pm.