Minutes of the Council Meeting held on Thursday 25 July 2024 at 7.30 pm at Hurstpierpoint Village Centre.

Members Present:

Also Present:  Sarah Groom, Clerk to the Council.

Cllr Joy Dennis (WSCC), Cllr Geoff Zeidler (MSDC) and Cllr Alison Bennett (MSDC) sent their apologies.

C24/25.049: To receive and accept apologies for absence:  Apologies for absence were received from Cllr Helen Bedford, Cllr David Evans, Cllr Malcolm Llewellyn, Cllr Bob Sampson and Cllr Thompson, and it was:

RESOLVED: That the Council ACCEPTS the apologies for absence for Cllr Bedford, Cllr Evans, Cllr Llewellyn, Cllr Sampson and Cllr Thompson.

C24/25.050: To receive and record declarations of interest:  There were no declarations of interest.

C24/25.051: To receive and accept the minutes of the previous meeting of the Council held on 27 June 2024:  Members reviewed the minutes of the previous meeting, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting held on 27 June 2024.

C24/25.052: Adjournment for Questions from the Public: There were no members of the public present.

C24/25.053: Reports from Other Authorities: Members received reports from representatives of:

C24/25.053.1: West Sussex County Council (WSCC):  Cllr Dennis had sent her apologies.  Matters raised in her absence included comments via the Hurstpierpoint Society over concerns over the strimming around trees.  The Society would like signage for Latchetts Lane, so its name is not lost.  There was concern over the state of grass verges with the reduced number of and missed cuts.  There seems to be some confusion over what the current regime is supposed to be.  The hedge on the corner of Cuckfield Road/Chalkers Lane is due to be cut as it interferes with sight lines for drivers.  There are also overgrown hedges on Mill Lane, Pomper Lane and Danworth Lane etc.  It was believed a new enforcement team at WSCC was due to address these exact issues as road safety should be paramount.  The next Hurst Life article can include how residents can report their concerns to WSCC. 

Cllr Avery will speak with Cllr Dennis about markings at bus stops and his concerns about the disabled parking bay outside the chemist on the High Street.  The management of recent High Street road closure signage has been frustrating residents and affecting businesses.  The High Street is also due to be closed on three Sundays in August for re-surfacing.  Cllr Dennis is looking at a new policy for managing road closure signage when roads aren’t actually closed.  Cllr Thompson was keen to re-apply for the weight limit (except for access) traffic regulation order on Reeds Lane. 

C24/25.053.2: Mid Sussex District Council (MSDC):  Cllr Zeidler had provided a written report which had been circulated previously.   The Chairman highlighted the parking survey consultation for the towns, that closes on 1 August.  Cllr Jackson reported that Cllr Bennett had stood down as Deputy Leader of MSDC and Cllr Hobbs was the new Deputy Leader.  Cllr Bennett remains a Hurstpierpoint ward councillor. The 1-2-3 food waste trial is being rolled out to three more areas but still doesn’t cover the whole District.  This trial includes a landfill collection every three weeks, recycling every two weeks and a food waste collection weekly.   

Cllr Shorrocks asked for clarification on the Alders Farm enforcement action, as what was supposed to have been demolished is now subject to a planning application for conversion.  The pond at Berrylands Farm/London Road initiative with the Woodland Flora and Fauna Group is being progressed by Cllr Zeidler.  Cllr Dyke reported the northern section of Fairfield Recreation Ground is now being cut and plans for the junior football pitch are being discussed with the clubs on site. The Chairman thanked Cllr Jackson for his verbal report.

C24/25.054: Committee Minutes: Members received the minutes of the:

C24/25.054.1: Planning Committee (8 July 2024): There were no recommendations for Council.   

C24/25.054.2: Finance, Governance & Estates Committee (18 July 2024) There were no recommendations for Council, and it was:

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

1. Planning Committee (8 July 2024)
2. Finance, Governance & Estates Committee (18 July 2024)

C24/25.055: Casual Vacancy:  Members considered a timetable and advert to co-opt a councillor to fill the vacancy.  The official ‘Notice of Vacancies’ was displayed until 22 July 2024 to permit ten or more electors to call for a by-election.  It was agreed that the co-option poster will be displayed from 29 July 2024, with a deadline for applications to be received by 16 October 2024 to aim to fill the vacancy at the 24 October Council meeting, and it was:

RESOLVED: That the Council AGREES to advertise to co-opt a councillor with a deadline for applications to be received by 16 October 2024, to aim to fill the vacancy at the 24 October 2024 Council meeting.

C24/25.056: Parish Strategy Working Group Membership:  Members considered the vacancy on the Parish Strategy Working Group and with no other nominations Cllr Barry Forster was elected Chair.  Cllr Forster gave a brief summary of the revised approach being discussed by the Working Group in order to take the plans forward.   Recognising the excellent work done to date, the plans was to be more inclusive and transparent and keep councillors more involved and informed of developments.  Members agreed that Mark Froud be invited as a co-opted member of the public onto the Working Group, and it was:

RESOLVED: That the Council AGREES to Cllr Forster as the new Chair of the Parish Strategy Working Group and for Mark Froud to be invited to join as a member of the public.

C24/25.057: Reports from representatives on outside bodies as follows:

C24/25.057.1: Sayers Common Village Association:  Members noted the update report from Cllr Forster.

C24/25.057.2: Hurstpierpoint Society:  Cllr Dyke reported that the Society had launched their High Street “Then and Now” project in time for the St Lawrence Fair.  The Parish Council has offered to help promote it and will liaise with the Society over its inclusion in the Hurst Life magazine.  New limes trees for South Avenue Recreation Ground are planned in conjunction with the Parish Council.  The Society is making plans to tidy up the High Street i.e. addressing peeling paint and uneven pavements etc.  More traffic surveys were being discussed.

C24/25.058: Information Items:  Members noted the following information items:

C24/25.058.1: MSDC District Plan:  Members noted that Mid Sussex District Council has formally submitted its District Plan 2021-2039 and accompanying documents to the Secretary of State and a Planning Inspector has been appointed.  On-line responses to the Reg 19 consultation are now on the MSDC website.  The Parish Council will need to prepare itself for the public hearings.

C24/25.058.2: SDNPA Local Plan: Members noted the South Downs National Park Authority is undertaking an early participation stage on their Local Plan Review from 8 July to 16 September 2024.

C24/25.058.3: Methodist Church:  Members received a verbal update on the process of listing the venue as an asset of community value.  Clarification has been requested from MSDC on the moratorium time scales, as access is currently being denied to the building so surveys and valuations cannot be completed.

C24/25.058.4: Court Bushes Community Hub:  Members received a verbal update on the repairs to the venue following the car accident on 29 March 2024.  A date for the building works is expected very soon.

C24/25.058.5: Star Council Awards 2024:  Members noted the nominations were open for the National Association of Local Council’s nominations for their Star Council Awards. These awards recognise the positive impact of the parish and town council sector on communities across England.  Entrants can apply for six award categories: Council of the Year, Councillor of the Year, Young Councillor of the Year, County Association of the Year, Clerk of the Year, and Climate Response of the Year. The nomination period ends on 6 September 2024.

Members RESOLVED 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:

C24/25.059: Grounds Maintenance Contracts:  Members considered a confidential briefing note to award the two new grounds maintenance contracts from 1 October 2024 to 31 March 2029, and it was: 

RESOLVED: That the Council:

1. Awards Contract A to Barcombe Landscapes at a cost of £9,442 per year; and
2. Awards Contract B to Greenscene at a cost of £13,057 in the first year.

There being no other business, the Chairman closed the meeting at 9.28pm.

Chairman