Minutes of the Meeting of the Council held on Thursday 27 January 2022 at 7.30 pm at Court Bushes Community Hub.

Members Present:

Also Present:   Cllr Joy Dennis (WSCC),Cllr Alison Bennett & Cllr Colin Trumble (MSDC), andSarah Groom, Clerk to the Council.

C21/22.108 To receive and record apologies for absence.  Apologies for absence were received and accepted from Cllr Julia Shorrocks, and it was:

RESOLVED:  That the Council ACCEPTS the apologies of absence from Cllr Julia Shorrocks.

C21/22.109 To receive and record declarations of interest.  Cllr Jee declared a non-pecuniary interest as he was a petitioner for a separate Sayers Common Parish Council, although this did not relate to a specific item on the agenda.

C21/22.110 To receive and accept the minutes of the previous meeting of the Council: Members received the minutes of the meeting held on 16 December 2021, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting of the Council held on 16 December 2021.

C21/22.111 To consider 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 in attendance for the Councillor Co-option item, who did not wish to speak at this time, so no adjournment was required.

C21/22.112 To receive verbal reports from Representatives of other Authorities: The following reports were received: 

C21/22.112.1 West Sussex County Council County (WSCC): Cllr Dennis announced the detail of the highways work was being planned for next year, including the London Road crossing and footpath resurfacing, where that footpath is maintained by WSCC Highways.  A great deal of work was going into increasing the budgets and reviewing policies such as gulley clearing and sign cleaning, including line markings.  A new electric vehicle kerbside charging scheme was underway alongside a low carbon heating for homes initiative. A local nature recovery project is underway working with farmers.  All news is captured in the WSCC monthly newsletters for parishes which the Clerk will circulate.  Significant underground cabling work is taking pace from Bolney to Goddards Green for the new Data Centre at the A23/A272 junction flyover primarily affecting Stairbridge Lane to start but subsequently Jobs Lane and Gatehouse Lane.

C21/22.112.2 Mid Sussex District Council (MSDC):  Cllr Jackson outlined the 2.8% proposed increase in Council Tax.  Further Omicron related business grants are available, as are limited match funded Jubilee grants open to voluntary and community groups with a 21 February 2022 deadline.  Cllr Bennett is speaking with an ecologist about possible re-wilding locations in the parish.  Cllr Trumble gave a brief update on the 145 High Street enforcement action.  All discussions relating to the MSDC Local Plan Review would be considered under the specific item later on the agenda.

The Chairman thanked Cllr Dennis, Cllr Bennett, Cllr Jackson and Cllr Trumble for their reports. 

C21/22.112.3 West Sussex Association of Local Councils / Mid Sussex Association of Local Councils: 

Cllr Jackson confirmed he had no matters to report.  The Chairman highlighted the main points from his recent WSALC Chairman’s meeting:  i) a presentation on the Rampion 2 Wind Farm had been circulated; ii) a briefing on the WSCC Connect to Kerb initiative was outlined; iii) confirmation that remote/hybrid meetings were still not lawful; iv) there was a presentation about “big data” on 25 February 2022; v) an update on the Queen’s Green Canopy was given and; vi) WSALC still wanted to receive feedback on its Neighbourhood Plan survey.

C21/22.113 To receive the minutes and where appropriate, consider the recommendations of the following Committees and Working Group: The Chairs introduced the following sets of minutes:

C21/22.113.1 Planning & Environment Committee (6 January 2022) No recommendations for Council.

C21/22.113.2 Community Engagement Committee (13 January 2022) One recommendation for Council as follows:

CE21/22.032.6 Community Events: The Committee had recommended that Council consider whether it wants to organise a specific event for HM Platinum Jubilee and if yes what is the budget and plan. 

The Chairman reminded Members that the Parish Council had previously agreed it was contributing to HM Queen’s Green Canopy for its Jubilee project and that the Community Engagement Committee had been tasked at the 21 October 2021 Council meeting, with determining any further proposals.  Following a comprehensive debate it was agreed that the Council would not organise its own event, but where it could, it would support those of local voluntary organisations being mindful of the limited resources available, and it was:

RESOLVED: That the Council would not organise a specific event for HM Queen’s Platinum Jubilee in addition to its Queen’s Green Canopy project, but would support local groups where it could, being mindful of councillor and staff resources.

C21/22.113.3 Finance & Governance Committee (20 January 2022) No recommendations for Council.

C21/22.113.4 Strategic Policy & Resources Panel (21 January 2022) The recommendation for Council was set out for consideration under the MSDC Local Plan Review agenda item below.

Following the review of the Committee and Working Group minutes, Members:

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

1. Planning & Environment Committee (6 January 2022)
2. Community Engagement Committee (13 January 2022)
3. Finance & Governance Committee (20 January 2022)
4. Strategic Policy & Resources Panel (21 January 2022)  

C21/22.114 MSDC Local Plan: Members discussed the report and papers presented to the MSDC Scrutiny Committee for Homes, Planning and the Environment held on 19 January 2022 (previously circulated) and considered the recommendation from the 21 January 2022 Strategic Policy and Resources Panel that Members agree, i) that the Parish Council wishes to be involved in the MSDC Scrutiny committee working party; ii) how it will put forward its representation in future and; iii) it will maintain ongoing communication with Albourne Parish Council.

The Chairman introduced the recent background to the announcement of a review of the MSDC Local Plan.  A briefing on 7 January 2022 advised the parish council that the District Council was required to review the housing numbers every five years to ensure its Local Plan projected housing numbers forward 15 years to 2038 (by March 2023), otherwise it would be considered out of date and at risk of challenge by developers.  

Papers had been published for the 19 January 2022 MSDC Scrutiny Committee for Planning a week in advance, with a recommendation that the plans for consultation were put to Council for agreement.  Since the 7 January, a great deal of consternation had been expressed and at the 19 January meeting, the Scrutiny Committee agreed to pause the work whilst a working party was set up to examine the approach to be taken going forward in light of the Government’s imminent Levelling Up White Paper.

Serious concern was expressed over several matters, not least the 54% of homes needed in Mid Sussex being designated to the immediate vicinity of the Sayers Common ward, the future validity of the parish council’s Neighbourhood Plan, strategic gaps and avoiding the coalescence of small villages expressly protected in current policies, the labelling of the west of Burgess Hill strategic site, and a lack of a partnership approach by MSDC to developing the Plan when previously undertaken alongside parishes.

Cllr Trumble outlined the difficulties MSDC had with such a complex matter and the intention of the Leader of MSDC to write to the Secretary of State for Levelling Up, Housing and Communities with the support of the three Mid Sussex MPs.

The recommendations of the 21 January 2022 Strategic Policy and Resources Panel set out above were noted.  In addition it was agreed that the Chairman would write to the MSDC ward councillors, copying in the Leader of Mid Sussex District Council and the MP. to set out the concerns of the Parish Council and its request to work more closely with MSDC on the review of Local Plan in future, and it was:

RESOLVED: That Members AGREED to:

1. The Chairman writing to the MSDC ward councillors, coping in the Leader of MSDC and the MP, to set out the concerns of the Parish Council and its request to work more closely with MSDC on the review of Local Plan in future;
2. The Strategic Policy & Resources Panel would monitor progress and make any relevant recommendations back to Council and maintain ongoing communication with Albourne Parish Council.

On the conclusion of this matter the Chairman thanked Cllr Dennis, Trumble and Cllr Bennett and they left the meeting at 9.06pm.

C21/22.115 Standing Orders: Members considered amending Clause 8 of Standing Orders (Appointments) to add a final sentence that reads “For the purposes of co-option, this will be executed by a written ballot.” as agreed at Minute C21/22.104 of the December 2021 Council meeting, and it was:

RESOLVED: That Members AGREED to amend the wording on the Clause 8 of Standing Orders (Appointments) to add a final sentence that reads “For the purposes of co-option, this will be executed by a written ballot”.

C21/22.116 Councillor Co-option:  Members consider one application to co-opt a councillor to fill the vacancy on the Hurstpierpoint ward.  Following the publication of the notice of vacancy, no electors called for a by-election within the legally specified time period (10 electors are required) therefore applications to fill the post by co-option were invited.  The deadline for applications was 12 noon on Tuesday 18 January 2022.   One application was received and has been circulated to Members of the Parish Council prior to the meeting.  Rebecca Newman spoke briefly to explain her reasons for wishing to serve on the Parish Council.  Members completed a written ballot which resulted in a unanimous agreement (13 votes in favour) to her co-option.  Rebecca Newman was duly elected by co-option to serve on the Parish Council and her Declaration of Acceptance of Office was signed, and it was.

RESOLVED: That Members ELECTED Rebecca Newman to serve on the Parish Council as a member for the Hurstpierpoint ward.

C21/22.117 Court Bushes Access Road Resurfacing: Members considered a briefing note setting out three quotes for the resurfacing of the access road at Court Bushes Community Hub.  The work will include cutting out new edges, a bitumen tack coat plus AC10 DBM tarmac average thickness of 50-60mm and rolled, two concrete bollards and 6 yellow disabled bays. The Chairman suggested that a 15% tolerance was added to the costs to ensure the speed humps were remarked and a small area of tarmac be included just off the rear terrace for the BBQ area, and it was:

RESOLVED: That Members AGREED to appoint Contractor A to re-surface the access road at Court Bushes at a cost of 9,280.00+VAT, with a 15% tolerance to allow for the additional minor items.

C21/22.118 The Council NOTED the following information items, correspondence received and requests:

C21/22.118.1 Police & Crime Commissioners Focus Group:  Members noted the e-scooters update from Sussex Police.

C21/22.118.2 CHS:  Members noted that the Parish Council’s Community Highways Scheme (CHS) which contained a number of improvements to local roads, junctions and signage had been approved and further information would be provided once the detailed work is taken forward.  Also, that Cllr Joy Dennis had earlier confirmed that implementation of the CHS would be following the new WSCC process.