Minutes of the Annual Council Meeting held on Thursday 26 May 2022 at 7.30 pm at Court Bushes Community Hub.

Members Present:

Also Present:   Sarah Groom (Clerk to the Council).

C22/23.001 To elect the Chairman of the Council for the ensuing year and receive the Chairman’s Declaration of Acceptance of Office as Chairman of the Council:  Members received one nomination for the Chairman of the Council for the ensuing year, proposed by Cllr Ranger 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.

C22/23.002 To receive and accept apologies for absence: Apologies for absence were received before the meeting from Cllr David Evans, Cllr Martin Machan and Cllr Duncan Ranger, and it was:

RESOLVED:  That the Council ACCEPTS the apologies for absence from Cllr David Evans, Cllr Martin Machan and Cllr Duncan Ranger.

Apologies were also received from Cllr Dennis (WSCC), Cllr Trumble and Cllr Bennett (MSDC).

C22/23.003 To receive and record declarations of interest:  Cllr Jee declared an interest in a non-specific item, as he was a member of the Sayers Common Village Society.

C22/23.004 To elect the Vice-Chairman of the Council for the ensuing year and receive the Vice-Chairman’s Declaration of Acceptance of Office as 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 with all Members in favour, Cllr Allan Brown was duly elected Vice-Chairman of the Council.   Cllr Brown 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 Allan Brown as the Vice-Chairman of the Council for the ensuing year.

C22/23.005 To consider the Terms of Reference, responsibilities and accountabilities of each Committee, Panel, and Working Group and to consider dissolving the Advisory Groups.  Members noted the good work of the Advisory Groups during the transfer of the facilities to the Parish Council’s management.  The Chairman would write to the members of each group to thank them for their contributions and explain future working relationships.  The Environmental Policy (renamed the Sustainability Strategy) would be moved to the Community Engagement Committee and the Winter Plan will move to the Estates & Facility Management Committee, and it was:

RESOLVED:  Members AGREED the Terms of Reference, responsibilities and accountabilities of each Committee, Panel, and Working Group and Members AGREED to dissolve the Advisory Groups.

C22/23.006 To elect Councillors to serve upon the Council’s Committees, Panels and Working Groups and to elect Chairs of each:  Members considered the membership of the Council’s Committees, Panels and Working Groups as set out in the accompanying documents. Each Committee will elect their Vice-Chairs at their next meetings.  Upon consideration, the following Chairs were elected:

C22/23.006.1 Planning & Environment Committee (11 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 & Environment Committee Membership of 11 Members was duly AGREED as: Cllrs Shorrocks (Chair), Cllr Avery, Bedford, Brown, Evans, Jee, Lank, Lowman, Machan, Sampson and one vacancy.

C22/23.006.2 Community Engagement Committee (9 Members): There being no other nominations, Cllr Claire Majsai was duly elected Chair of the Committee for the following year.  Cllr Llewellyn resigned from the Committee, and it was: 

RESOLVED:  That the Community Engagement Committee Membership of 9 Members was duly AGREED as: Cllrs Majsai (Chair), Avery, Bedford, Jee, Lank, Ranger, Sampson and two vacancies.

C22/23.006.3 Finance & Governance Committee (9 Members): There being no other nominations and with his prior consent, Cllr Duncan Ranger was duly elected Chair of the Committee for the following year, and it was:

RESOLVED:  That the Finance & Governance Committee Membership of 9 Members was duly AGREED as: Cllrs Ranger (Chair), Brown, Jackson, Jee, Llewellyn, Lowman, Majsai and two vacancies.

C22/23.006.4 Estates & Facilities Management Committee (9 Members): There being no other nominations Cllr Allan Brown was duly elected Chair of the Committee for the following year, and it was:

RESOLVED:  That the Estates & Facilities Management Committee Membership of 9 Members was duly AGREED as: Cllrs Brown (Chair), Bedford, Evans, Jackson, Llewellyn, Lowman, Majsai, Ranger and Sampson.

C22/23.006.5 Highways & Cycleways Joint Council Working Group (5 Members): There being no other nominations Cllr Tony Lank 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 5 Members of the Parish Council, was duly AGREED as: Cllrs Lank (Chair), Brown, Llewellyn, Sampson and Shorrocks.

C22/23.006.6 Strategic Policy & Resources Panel (8 Members): There being no other nominations Cllr John Lowman was duly elected Chair of the Panel for the following year, and it was:

RESOLVED:  That the Membership of the Strategic Policy & Resources Panel of 8 Members of the Parish Council, was duly AGREED as: Cllrs Lowman (Chair – Past Chairman), Brown (Vice-Chairman & Chair of E&FM, Lank (Chair of HDFWG), Llewellyn (Chairman of the Council), Majsai (Chair of CE), Ranger (Chair of F&G), Sampson (Sayers Common Cllr) and Shorrocks (Chair of P&E).

C22/23.006.7 Hurst Meadows Working Group (3 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 3 Members of the Parish Council, was duly AGREED as: Cllrs Brown, Llewellyn and Majsai.

C22/23.006.8 Events Working Group (3 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 Bedford, Majsai and Sampson.

C22/23.006.9 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, Machan and Shorrocks.

Cllr Bob Sampson arrived at 8.05pm.

C22/23.007  To appoint Council representatives to other organisations for 2022/23 and note the representatives assigned to informal groups:  Members considered the list of Council representatives to other organisations for 2022/23.  Cllr Majsai volunteered to attend a GP Patients Consultative Group.  Cllr Lank explained there were no Neighbourhood Watch meetings but he receives notifications.  Cllr Jee agreed to be the Council Representative on the Sayers Common Village Society. Cllr Jackson wished to speak to the South Downs National Park Authority, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the list of representatives on other organisations for 2022/23, as amended and NOTES the representatives assigned to informal groups.

C22/23.008  To review and adopt the Members’ Code of Conduct:  Members reviewed the Code of Conduct, and it was:

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

C22/23.009  To determine the time and place of ordinary meetings of the full Council up to and including the next annual meeting of full Council:  Members reviewed the diary of the dates, time and place of ordinary meetings of the full Council and Committees up to and including the next annual meeting of full Council.  Cllr Majsai request a move of the Community Engagement Committee meeting from 6 October 2022 to 3 November 2022.  Cllr Shorrocks wanted to ensure new Chairs had sufficient support before their first meeting, and it was: 

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

C22/23.010  To receive and accept the Minutes of the Meeting of the Council held on 28 April 2022:  Members reviewed the minutes.  Cllr Jee requested an amendment to be made, and it was: 

RESOLVED:  That the Council AGREES the Minutes of the Meeting of the Council held on 28 April 2022, as amended.

C22/23.011  To receive the minutes and where appropriate, consider the recommendations of the following Committees and Panel.

C22/23.010.2 Planning & Environment Committee (5 May 2022) No recommendations.

C22/23.001.4 Finance & Governance Committee (19 May 2022) All recommendations are listed on the main agenda.

Members considered the minutes of the following Committees and Panels, and it was:

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

1. Planning & Environment Committee (5 May 2022); and
2. Finance & Governance Committee (19 May 2022).

C22/23.012 Income and Expenditure for Year Ending 31 March 2022: Members considered and agreed the Income and Expenditure for Year Ending 31 March 2022, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Income and Expenditure for Year Ending 31 March 2022.

C22/23.013 Asset Register at 31 March 2022: Members reviewed the inventory of land and assets including buildings and office equipment at 31 March 2022.  Members noted a draft Policy to accompany the register was being developed, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Asset Register dated 31 March 2022.

C22/23.014 Internal Controls:  Members considered and agreed the Internal Controls including the findings for action, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Internal Controls.

C22/23.015 Internal Audit Report Letter dated 4 May 2022:  Members considered and agreed the Internal Audit Report Letter dated 4 May 2022 from Mulberry & Co. including the audit findings for action, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Internal Audit Report dated 4 May 2022 from Mulberry & Co. noting the requirement to i) continue to carefully monitor the Reserves and ii) show income and expenditure as gross in the accounts.

C22/23.016 To consider and agree the Annual Governance and Accountability Return for the year ending 31 March 2022: Members considered the Annual Governance and Accountability Return for the year ending 31 March 2022 ensuring it accurately represented the financial management of the Council as required by the Accounts and Audit Regulations 2015 as follows:

C21/22.016.1 To note the signed Internal Audit Report 2021/2022.

RESOLVED:  That the Council AGREES to note the signed Internal Audit Report 2021/2022. 

C22/23.016.2 To adopt Section 1: The Annual Governance Statement 2021/22.

RESOLVED:  That the Council AGREES and ADOPTS Section 1: Annual Governance Statement 2021/22. 

C22/23.016.3 To adopt Section 2: The Accounting Statement 2021/2022.

RESOLVED:  That the Council AGREES and ADOPTS Section 2: Accounting Statement 2021/2022. 

C21/22.016.4 To agree the period of the publics’ right of inspection will be 6 June 2022 to 15 July 2022 (the Regulations require the period to include 30 workings days and the first ten working days of July).

RESOLVED:  That the Council AGREES and ADOPTS the period of public inspection of the accounts as 6 June 2022 to 15 July 2022. 

C22/23.017  Standing Orders: Members reviewed the Parish Council’s Standing Orders noting the amendments to Paragraph 18, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Parish Council’s Standing Orders, as amended.

C22/23.018 Financial Regulations: Members reviewed the Parish Council’s Financial Regulations, noting the amendments to Paragraphs 4.1, 5.2, 5.4 and 11(k), and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Parish Council’s Financial Regulations, as amended.

C22/23.019 Delegations to Clerk: Members reviewed the Parish Council’s delegations to the Clerk noting the amendments to bring them into line with the Financial Regulations and Standing Orders, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Parish Council’s delegations to the Clerk, as amended.

C22/23.020 Insurable Risks: Members reviewed the arrangements for insurance cover in respect of all insurable risks with BHIB Council’s (Aviva) at a cost of £3,652.60 for 2022/2023, and it was:

RESOLVED:  That the Council AGREES the arrangements for the insurable risks with BHIB Councils (Aviva) at a cost of £3,652.60 for 2022/2023.

C22/23.021 Direct Debits: Members reviewed the Parish Council’s direct debits, and it was:

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

C22/23.022 Subscriptions: Members reviewed the Parish Council’s subscriptions to other bodies, and it was:

RESOLVED:  That the Council AGREES the Parish Council subscriptions to other bodies.

C22/23.023 Complaints Procedure: Members reviewed the Parish Council’s complaints procedure, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Complaints Procedure.

C22/23.024 Freedom of Information: Members reviewed the council’s policies, procedures and practices in respect of its obligations under freedom of information legislation, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Freedom of Information Policy.

C22/23.025 Data Protection: Members reviewed the council’s policies, procedures and practices in respect of its obligations under data protection legislation.  Cllr Bedford offered an update to the data protection legislation, and it was:

RESOLVED:  That the Council will review the Data Protection Policy further at a future meeting.

C22/23.026 Media and Communications Policy: Members reviewed the council’s policy for dealing with the media, and it was:

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

C22/23.027 Employment Policies: Members reviewed the council’s employment policies and procedures.  Members agreed the Staff Panel will review the working locations for staff post COVID, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Employment Policies and tasks the Staff Panel will reviewing the working arrangements for staff post COVID.

C22/23.028 Health & Safety Policy:  Members reviewed the council’s Health & Safety Policy, and it was:

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

C22/23.029 Safeguarding Policy:  Members reviewed the Council’s Safeguarding Policy.  Cllr Majsai amended the WSCC contacts details listed, and it was:

RESOLVED:  That the Council AGREES and ADOPTS the Safeguarding Policy, as amended.

C22/23.030 Risk Management: Members reviewed the Risk Policy Statement, Risk Management Strategy, Risk Register and Business Continuity Plan.  Cllr Lank suggested Hurst College was incorporated into the Emergency Plan contacts list, and it was:

RESOLVED: That the Council AGREES and ADOPTS the Risk Policy Statement, Risk Management Strategy, Risk Register, Emergency Plan (as amended) and the Business Continuity Plan.

C22/23.031 Container Storage at Court Bushes:  Members considered the briefing note setting out the background to the request from the St Lawrence Fair for a storage container for their equipment to be placed in the Court Bushes Community Hub car park.  Members were asked to give permission for the container, subject to the agreement of MSDC as Landlord, and subject to any planning permission required.  Members noted there was already a Hurst Colts FC container on site.  Members noted there was also an historic permission from February 2020 (Minute C19/099.2) for the Hurst Festival to site a storage container at Court Bushes.  Following a full debate, it was:

RESOLVED:  That the Council AGREES to revoke the permission for the Hurst Festival to have a container (Minute C19/099.2) and grant that permission to St Lawrence Fair instead, subject to the Landlords agreement and any planning permission required. A licence agreement will be formalised to hold the responsibility for maintenance, insurance and repairs of the container with the St Lawrence Fair, with a monthly storage fee of £20 per calendar month being paid to the Parish Council.

C22/23.032 Applications for Events: Members considered three requests for the use of outside spaces, and it was:

RESOLVED:  That the Council AGREES to the following requests for the use of outside spaces for events.  Each applicant will complete the booking form and comply with the relevant requirements:

1. South Avenue Recreation Ground for the St Lawrence Fair from 30 June to 4 July 2022.
2. South Avenue Recreation Ground for a BBQ Birthday Party on 16 July 2022 from 1-6pm for 20 people, for a fee of £30.
3. South Avenue Recreation Ground for a wedding celebration ceremony on 3 September 2022 at 2pm for 20 minutes with approx. 50 guests, for a fee of £30.

C22/23.033 Members considered whether to adjourn the Meeting in accordance with Standing Orders to receive questions from members of the public in attendance: There were no members of the public in attendance. 

C22/23.034 Members received written reports from the representatives of other Authorities:

C22/23.034.1 Mid Sussex District Council (MSDC):  Nothing to report.

C22/23.034.2 West Sussex County Council (WSCC):  Nothing to report.

C22/23.034.3 West Sussex Association of Local Councils (WSALC):  Nothing to report.

C22/23.034.4 Mid Sussex Association of Local Councils (MSALC):  Nothing to report.

C22/23.035 The Council was asked to note any information items, correspondence received or requests:  

C22/23.035.1 Members noted the MSDC Scrutiny Committee had met on 25 May 2022 and had discussed the Community Governance Review draft recommendations.  The Parish Council would discuss this at the 30 June 2022 Council meeting.

There being no other business, the Chairman closed the meeting at 9.46 pm.

Chairman