Minutes of the Council Meeting held on Tuesday 24 November 2022 at 7.30 pm at the Village Centre, Trinity Road, Hurstpierpoint.

Members Present:

Also Present:   Sarah Groom (Clerk to the Council), Cllr Joy Dennis (WSCC) and Cllr Alison Bennett (MSDC).   One member of the public joined at 7.35pm.

C22/23.096: To receive and accept apologies for absence: Apologies for absence were given for Cllr Mike Avery and Cllr Julia Shorrocks. Apologies were also received from Cllr Colin Trumble (MSDC), and it was:

RESOLVED:  That the Council ACCEPTS the apologies for absence for Cllr Mike Avery and Cllr Julia Shorrocks.

C22/23.097: To receive and record declarations of interest:  There were no declarations of interest.

C22/23.098: To receive and accept the minutes of the meeting of the Council held on 20 October 2022:  Members reviewed the minutes, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting of the Council held on 20 October 2022.

C22/23.099: 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 in attendance.  There was one member of the public present who did not wish to speak.

C22/23.100: Members received update reports from the representatives of other Authorities:

C22/23.100.1 West Sussex County Council (WSCC):  Cllr Dennis confirmed the Pitt Lane double yellow line enforcement will be included in the existing Traffic Regulation Order for the High Street.  WSCC has been very busy dealing with drainage issues to help ease the recent flooding, that included discussion with MSDC who is responsible for clearing the leaves that block the road gullies that contribute to the flooding.  WSCC is promoting foster caring and asked for help to promote this.  Biker safety is also being promoted with a guide for what to do if an accident occurs.  Safe Drive Stay Alive road safety sessions are being held again for young people 17-24 year olds, to help prevent road collisions.  A woodland opportunities map is being promoted to landowners to show where new woodlands could be developed.  Cllr Bennett will also raise the importance of the drain clearing/road sweeping with MSDC.  The Chairman thanked Cllr Dennis for her report.

C22/23.100.2 Mid Sussex District Council (MSDC):  Cllr Bennett confirmed the Lib Dem Group had written to residents to highlight the District Plan Review meetings and the consultation deadline of 19 December.  The Westminster boundary review consultation closes on 5 December.   Cllr Trumble was taking up the issue of repeated UKPN power failures in the local area.  Cllr Jackson reported the food waste trial had been successful.  MSDC Leisure Centre’s were back to 90% of pre-covid attendance levels.  Clair Hall consultants are looking for a key cultural anchor tenant.  The Chairman thanked Cllrs Jackson and Bennett for their reports.  Cllrs Dennis and Bennett left the meeting at 7.56pm.

C22/23.100.3 West Sussex Association of Local Councils (WSALC):  Cllr Jackson would be attending the WSALC AGM at Billingshurst on 25 November 2022.

C22/23.100.4 Mid Sussex Association of Local Councils (MSALC):  There was no update since the last meeting.

C22/23.101: Members considered the minutes of the following Committees:

C22/23.101.1: Planning & Environment Committee (27 October 2022). No recommendations for Council.  Cllr Lank gave an update on planning action at 18 The Grange.

C22/23.101.2: Community Engagement Committee (3 November 2022) No recommendations for Council.  Cllr Majsai gave an update on the success of the previous evening’s Fraud Awareness and Fire Prevention talk.

C22/23.101.3: Estates & Facilities Management Committee (10 November 2022) No recommendations for Council. The Clerk confirmed a more recent draft of the minutes had been circulated before the meeting.

C22/23.101.4: Finance & Governance Committee (17 November 2022) There were two recommendations for Council, one set out below and the Annual Charges Review 2023/24 on the main agenda:

C22/23.101.4.1: (F22/23.057) Internal Auditors Report:  The Committee reviewed the report of the Internal Auditor, and it was RESOLVED:  That the Committee agreed the report of the Internal Auditor, Mulberry & Co following their 2022/2023 interim audit on 18 October 2022 and agreed to recommend it to Council for adoption, and it was:

RESOLVED:  That the Parish Council AGREES and ADOPTS the report of the Internal Auditor, Mulberry & Co following their 2022/23 interim audit on 18 October 2022.

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

1. Planning & Environment Committee (27 October 2022)
2. Community Engagement Committee (3 November 2022)
3. Estates & Facilities Management Committee (10 November 2022)
4. Finance & Governance Committee (17 November 2022)

C22/23.102 Annual Charges Review 2023/24: Members considered the briefing note and recommendation from the Finance & Governance Committee to adopt the proposed fees and charges for 2023/24 to feed into the budget setting programme for 2023/2024.  Cllr Bedford noted that the Court Bushes charges were well below those of other local venues and should they therefore be increased.  It was recognised that everyone was struggling with the cost of living, so to be able to increase charges at approx. 5%, and well below the current 11.1% inflation rate, would help the fee payers, and it was:

RESOLVED:  That the Council AGREED to adopt the proposed fees and charges for 2023/24 to feed into the budget setting programme for 2023/2024.

C22/23.103 King Charles III’s Coronation:  Members considered plans for celebrating the coronation of King Charles III on Saturday 6 May 2023 such as bunting and banners and the importance of budgeting for their costs.  Members agreed the approach the Parish Council will take, and it was:

RESOLVED:  That the Council AGREED to dress the High Street and Village Garden and to support groups that wished to arrange street parties or events.

C22/23.104 Operation Watershed Application:  Members considered the briefing note seeking approval to submit a bid to WSCC Operation Watershed Fund for phase one improvements to Bishopstone Lane, and it was:

RESOLVED:  That the Council AGREED to seek quotes and submit a bid to WSCC Operation Watershed Fund for phase one improvements to Bishopstone Lane.

C22/23.105 Councillor Vacancies: Members considered not advertising the two vacant councillors positions, as it is now within six months of the 4 May 2023 local elections and the Parish Council is not required to do so, and it was:

RESOLVED:  That the Council AGREED not to advertise the two vacant councillors positions, as it is now within six months of the 4 May 2023 local elections and the Parish Council is not required to do so.

C22/23.106: Councillor Representatives on Outside Bodies: Cllr John Lowman updated Members on the joint projects with the Hurstpierpoint Society and positive liaison over the District Plan Review.  Cllr Bedford had a positive meeting with the St Lawrence Fair committee and a meeting had already been arranged to agree the booking and grant application arrangements for next year. Cllr Evans expected to be attending a Flora and Fauna Group meeting but no Green Circle ones had been held since pre-Covid.

C22/23.107: To note any further information items, correspondence received or requests: 

C22/23.107.1: Cllr Lank gave a verbal update on the review of the usage of the eight electrical vehicle charging points at Trinity Road Car Park and the agreement by MSDC to temporarily reduce the number.

C22/23.107.2: Members considered the MSDC consultation on extending their Public Space Protection Orders to tackle anti-social use of vehicles on the A2300 and Jobs Lane and it was proposed by Cllr Jackson and seconded by Cllr Lank that the Parish Council should reply formally.  The motion was taken to a vote and all were in favour, and it was:

RESOLVED:  That the Council AGREED to formally respond to the MSDC Public Space Protection Order consultation by 22 December 2022.

C22/23.107.3: Members noted the WSCC County Local Forums were abolished in October 2022 and the new approach is for residents to contact their County Councillor (Joy Dennis) directly.

Council AGREED 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:

C22/23.108: District Plan Review:  Members received a verbal update from the Chairman on the Regulation 18 consultation which commenced on 7 November 2022 and will close on 19 December 2022.  Members considered the content of their response to the consultation and the time frames to be met, and it was: 

RESOLVED:  That the Council AGREED to consider a draft response to the Regulation 18 consultation, to be circulated by email by 2 December 2022, in order that a final submission can be agreed at the 15 December 2022 Council meeting.

There being no other business, the Chairman closed the meeting at 9.58 pm.

Minutes of the Council Meeting held on Tuesday 24 November 2022 at 7.30 pm at the Village Centre, Trinity Road, Hurstpierpoint.

Members Present:

Also Present:   Sarah Groom (Clerk to the Council), Cllr Joy Dennis (WSCC) and Cllr Alison Bennett (MSDC).   One member of the public joined at 7.35pm.

C22/23.096: To receive and accept apologies for absence: Apologies for absence were given for Cllr Mike Avery and Cllr Julia Shorrocks. Apologies were also received from Cllr Colin Trumble (MSDC), and it was:

RESOLVED:  That the Council ACCEPTS the apologies for absence for Cllr Mike Avery and Cllr Julia Shorrocks.

C22/23.097: To receive and record declarations of interest:  There were no declarations of interest.

C22/23.098: To receive and accept the minutes of the meeting of the Council held on 20 October 2022:  Members reviewed the minutes, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting of the Council held on 20 October 2022.

C22/23.099: 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 in attendance.  There was one member of the public present who did not wish to speak.

C22/23.100: Members received update reports from the representatives of other Authorities:

C22/23.100.1 West Sussex County Council (WSCC):  Cllr Dennis confirmed the Pitt Lane double yellow line enforcement will be included in the existing Traffic Regulation Order for the High Street.  WSCC has been very busy dealing with drainage issues to help ease the recent flooding, that included discussion with MSDC who is responsible for clearing the leaves that block the road gullies that contribute to the flooding.  WSCC is promoting foster caring and asked for help to promote this.  Biker safety is also being promoted with a guide for what to do if an accident occurs.  Safe Drive Stay Alive road safety sessions are being held again for young people 17-24 year olds, to help prevent road collisions.  A woodland opportunities map is being promoted to landowners to show where new woodlands could be developed.  Cllr Bennett will also raise the importance of the drain clearing/road sweeping with MSDC.  The Chairman thanked Cllr Dennis for her report.

C22/23.100.2 Mid Sussex District Council (MSDC):  Cllr Bennett confirmed the Lib Dem Group had written to residents to highlight the District Plan Review meetings and the consultation deadline of 19 December.  The Westminster boundary review consultation closes on 5 December.   Cllr Trumble was taking up the issue of repeated UKPN power failures in the local area.  Cllr Jackson reported the food waste trial had been successful.  MSDC Leisure Centre’s were back to 90% of pre-covid attendance levels.  Clair Hall consultants are looking for a key cultural anchor tenant.  The Chairman thanked Cllrs Jackson and Bennett for their reports.  Cllrs Dennis and Bennett left the meeting at 7.56pm.

C22/23.100.3 West Sussex Association of Local Councils (WSALC):  Cllr Jackson would be attending the WSALC AGM at Billingshurst on 25 November 2022.

C22/23.100.4 Mid Sussex Association of Local Councils (MSALC):  There was no update since the last meeting.

C22/23.101: Members considered the minutes of the following Committees:

C22/23.101.1: Planning & Environment Committee (27 October 2022). No recommendations for Council.  Cllr Lank gave an update on planning action at 18 The Grange.

C22/23.101.2: Community Engagement Committee (3 November 2022) No recommendations for Council.  Cllr Majsai gave an update on the success of the previous evening’s Fraud Awareness and Fire Prevention talk.

C22/23.101.3: Estates & Facilities Management Committee (10 November 2022) No recommendations for Council. The Clerk confirmed a more recent draft of the minutes had been circulated before the meeting.

C22/23.101.4: Finance & Governance Committee (17 November 2022) There were two recommendations for Council, one set out below and the Annual Charges Review 2023/24 on the main agenda:

C22/23.101.4.1: (F22/23.057) Internal Auditors Report:  The Committee reviewed the report of the Internal Auditor, and it was RESOLVED:  That the Committee agreed the report of the Internal Auditor, Mulberry & Co following their 2022/2023 interim audit on 18 October 2022 and agreed to recommend it to Council for adoption, and it was:

RESOLVED:  That the Parish Council AGREES and ADOPTS the report of the Internal Auditor, Mulberry & Co following their 2022/23 interim audit on 18 October 2022.

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

1. Planning & Environment Committee (27 October 2022)
2. Community Engagement Committee (3 November 2022)
3. Estates & Facilities Management Committee (10 November 2022)
4. Finance & Governance Committee (17 November 2022)

C22/23.102 Annual Charges Review 2023/24: Members considered the briefing note and recommendation from the Finance & Governance Committee to adopt the proposed fees and charges for 2023/24 to feed into the budget setting programme for 2023/2024.  Cllr Bedford noted that the Court Bushes charges were well below those of other local venues and should they therefore be increased.  It was recognised that everyone was struggling with the cost of living, so to be able to increase charges at approx. 5%, and well below the current 11.1% inflation rate, would help the fee payers, and it was:

RESOLVED:  That the Council AGREED to adopt the proposed fees and charges for 2023/24 to feed into the budget setting programme for 2023/2024.

C22/23.103 King Charles III’s Coronation:  Members considered plans for celebrating the coronation of King Charles III on Saturday 6 May 2023 such as bunting and banners and the importance of budgeting for their costs.  Members agreed the approach the Parish Council will take, and it was:

RESOLVED:  That the Council AGREED to dress the High Street and Village Garden and to support groups that wished to arrange street parties or events.

C22/23.104 Operation Watershed Application:  Members considered the briefing note seeking approval to submit a bid to WSCC Operation Watershed Fund for phase one improvements to Bishopstone Lane, and it was:

RESOLVED:  That the Council AGREED to seek quotes and submit a bid to WSCC Operation Watershed Fund for phase one improvements to Bishopstone Lane.

C22/23.105 Councillor Vacancies: Members considered not advertising the two vacant councillors positions, as it is now within six months of the 4 May 2023 local elections and the Parish Council is not required to do so, and it was:

RESOLVED:  That the Council AGREED not to advertise the two vacant councillors positions, as it is now within six months of the 4 May 2023 local elections and the Parish Council is not required to do so.

C22/23.106: Councillor Representatives on Outside Bodies: Cllr John Lowman updated Members on the joint projects with the Hurstpierpoint Society and positive liaison over the District Plan Review.  Cllr Bedford had a positive meeting with the St Lawrence Fair committee and a meeting had already been arranged to agree the booking and grant application arrangements for next year. Cllr Evans expected to be attending a Flora and Fauna Group meeting but no Green Circle ones had been held since pre-Covid.

C22/23.107: To note any further information items, correspondence received or requests: 

C22/23.107.1: Cllr Lank gave a verbal update on the review of the usage of the eight electrical vehicle charging points at Trinity Road Car Park and the agreement by MSDC to temporarily reduce the number.

C22/23.107.2: Members considered the MSDC consultation on extending their Public Space Protection Orders to tackle anti-social use of vehicles on the A2300 and Jobs Lane and it was proposed by Cllr Jackson and seconded by Cllr Lank that the Parish Council should reply formally.  The motion was taken to a vote and all were in favour, and it was:

RESOLVED:  That the Council AGREED to formally respond to the MSDC Public Space Protection Order consultation by 22 December 2022.

C22/23.107.3: Members noted the WSCC County Local Forums were abolished in October 2022 and the new approach is for residents to contact their County Councillor (Joy Dennis) directly.

Council AGREED 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:

C22/23.108: District Plan Review:  Members received a verbal update from the Chairman on the Regulation 18 consultation which commenced on 7 November 2022 and will close on 19 December 2022.  Members considered the content of their response to the consultation and the time frames to be met, and it was: 

RESOLVED:  That the Council AGREED to consider a draft response to the Regulation 18 consultation, to be circulated by email by 2 December 2022, in order that a final submission can be agreed at the 15 December 2022 Council meeting.

There being no other business, the Chairman closed the meeting at 9.58 pm.