Minutes of the Council Meeting held on Thursday 28 July 2022 at 7.30 pm at Court Bushes Community Hub.

Members Present:

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

C22/23.053: To receive and accept apologies for absence: Apologies for absence were given for Cllr Julia Shorrocks, and it was:

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

Apologies were also received from Cllr Joy Dennis, Cllr Alison Bennett and Cllr Colin Trumble (MSDC).

C22/23.054: To receive and record declarations of interest:  Cllr Jee declared an interest in item 7 on the agenda (Community Governance Review), as he was a member of the Sayers Common Village Society.

C22/23.055: To receive and accept the minutes of the meeting of the Council held on 30 June 2022:  Members reviewed the minutes and corrected the final three minute numbers, and it was: 

RESOLVED:  That the Council AGREES the minutes of the meeting of the Council held on 30 June 2022, as amended.

C22/23.056: Members considered whether to adjourn the Meeting in accordance with Standing Orders to receive questions from members of the public in attendance: There were three members of the public present.  In Cllr Dennis’ absence one member of the public would have asked how the roads are coping in the hot weather.  A representative of the St Lawrence Fair explained that after three tough years the Fair would welcome the support of the Parish Council and they would be inviting the Parish Council to nominate a representative to join their Committee in October 2022.  The Chairman confirmed the Parish Council very much wanted to help and support the Fair and would look forward to formally nominating a representative at the next Council meeting in September 2022.  The third member of the public wished to see the Parish Council refund Harris Fun Fair the fee levied on them this year.  This was also supported by the other two members of the public.

C22/23.057: Members received update reports from the representatives of other Authorities:

C22/23.057.1 West Sussex County Council (WSCC):  Cllr Dennis was not present.

C22/23.057.2 Mid Sussex District Council (MSDC):  Cllr Bennett and Cllr Trumble were not present but had kindly provided an update on the District Plan review which Members received as a verbal update.  Cllr Jackson will confirm the members of the new cross party working group set up by MSDC to focus on the policies and site scoring mechanisms.  It was noted there was no local ward councillor representation on the new working group to provide local knowledge and correct inaccuracies.  It was further noted that policies were being reviewed which resulted in scores for previously unsuitable sites now being awarded scores as suitable development sites. Cllr Sampson asked if MSDC were preparing warm places for people to gather in during the cold winter months. The Chairman thanked Cllr Jackson for his report. 

C22/23.057.3 West Sussex Association of Local Councils (WSALC):  Nothing to report.

C22/23.057.4 Mid Sussex Association of Local Councils (MSALC):  Cllr Jackson reported the meeting due to be held today had been postponed.   

C22/23.058 Members considered the minutes of the following Panel and Committees:

C22/23.058.1 Strategic Policy & Resources Panel (27 June 2022).  Cllr Lowman highlighted the recommendation to write to MSDC regarding the District Plan review and begin a dialogue with Albourne Parish Council, at the appropriate time.  The Community Governance Review and the Sustainability Strategy were items on the main agenda.

C22/23.058.2 Planning & Environment Committee (7 July 2022) Cllr Lank highlighted the felling of the sequoia in Trinity Road car park and the Parish Council’s request that it be left as a column for a caving.  The St Lawrence School will be written to asking for their help in designing the carving.

C22/23.058.3 Estates & Facilities Management Committee (14 July 2022) The Chairman highlighted the drainage assessment work being undertaken for Reeds Lane Recreation Ground.

C22/23.058.4 Finance & Governance Committee (19 July 2022) Cllr Ranger and the Chairman introduced the background to the recommendation from the Finance and Governance Committee:

F22/23.022 St Lawrence Fair & Harris Fun Fair:  The Committee reviewed the booking and charging arrangements, and it was RESOLVED:  That the Committee agreed to RECOMMEND to Council that the Parish Council refunds the £290 fee paid by the Harris Fun Fair, and representatives meet with the St Lawrence Fair Committee to agree the approach to future events, and it was:

RESOLVED:  That the Parish Council AGREES i) to refund the £290 fee paid by the Harris Fun Fair, and ii) a formal representative will be appointed at the September 2022 Council meeting to join the St Lawrence Fair Committee.

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

1. Strategic Policy & Resources Panel (27 June 2022)
2. Planning & Environment Committee (7 July 2022)
3. Estates & Facilities Management Committee (14 July 2022)
4. Finance & Governance Committee (19 July 2022)

C22/23.059: MSDC Community Governance Review:  Members considered the Parish Council’s response to MSDC’s community governance review consultation on their draft recommendations, required by 1 August 2022.  Members felt the letter was an appropriate response which accurately reflected previous comments made and that it should be sent as set out.  One amendment to include the boundary issue in the final bullet points was agreed.  

Members took a vote on the decision to submit the letter as amended, which resulted in 12 votes in favour and one abstention by Cllr Jee, and it was:

RESOLVED:  That the Council AGREES to send the response to MSDC’s community governance review consultation on their draft recommendations required by 1 August 2022, as amended.

C22/23.060: Sustainability Strategy: Cllr Majsai introduced the background to the new Sustainability Strategy and its purpose.  The consultation undertaken to date included asking residents what their priorities were and learning from speakers and discussion at last year’s Annual Parish Meeting (Working Together for a Sustainable Future).  Following the 27 June 2022 Strategic Policy & Resources Panel meeting, amendments had been made and the final draft was presented to Council for approval.  The timing of the involvement of key stakeholders was debated, and it was: 

RESOLVED:  That the Council AGREES to i) adopt the Sustainability Strategy and ii) set up a formal working group at the September Council meeting to include key stakeholders.

C22/23.061: Container Storage at Court Bushes:  Members considered a briefing note outlining a request from Hurst Festival to site a 20 foot shipping container on the car park at Court Bushes.  Planning permission would be applied for as soon as possible to include a fourth container for the Court Bushes Community Hub Storage, and it was: 

RESOLVED:  That the Council AGREES to i) grant Hurst Festival permission to site a 20ft storage container in a prescribed location within the Court Bushes Community Hub Car Park. A licence agreement will be formalised for the responsibility for maintenance, insurance and repairs of the container to rest with the Festival, with a storage fee of £20 per calendar month being paid to the Parish Council; and ii) Planning permission would be applied for as soon as possible to include a fourth container for the Court Bushes Community Hub Storage.

C22/23.062: Applications for Events: Members considered a request for the use of South Avenue Recreation Ground for Hurst Festival Super Sunday events on 18 September 2022.  The applicant will complete the booking form and comply with the insurance requirements.  It was noted the applicant wishes to have bouncy castles at the event which the Parish Council does not support and will only permit if the regulations concerning inflatables are strictly adhered to and the appropriate insurance cover is provided by the bouncy castle provider and the Festival, and it was: 

RESOLVED:  That the Council AGREES to approve the application for the use of South Avenue Recreation Ground for Hurst Festival events on Sunday 18 September 2022 on the condition that  the regulations concerning inflatables are strictly adhered to and the appropriate insurance cover is provided by the bouncy castle provider and the Festival.

C22/23.063: Councillor Representatives on Outside Bodies: Members received updates from representatives on external organisations as follows:

C22/23.063.1: Sayers Common Village Society: Cllr Jee reported that the Sayers Common Village Society is considering the request that the Parish Council appoint a representative to their Society and will be responding after consulting the Society’s Committee.   The Chairman looks forward to a formal response from the SCVS Chairman.

C22/23.064: To note any further information items, correspondence received or requests:

C22/23.064.1: Community Highways Scheme Update:  Members noted the written update following a meeting of Cllr Lank, Chair of the Highways, Cycleways and Footpaths Joint Council Working Group, with WSCC on 14 July 2022.  Cllr Lank further reported that a site visit had taken place with the WSCC Area Manager and Cllr Jee to identify three potential crossing points on the London Road (the preferred site being opposite the village shop) and the signage and double yellow lines for Reeds Lane.

C22/23.064.2: MSDC Trinity Road Car Park Electrical Vehicle Charging Points: Members noted the response from Cllr Ruth De Mierre on the reasoning for the eight electrical vehicles charging bays in the Trinity Road Car park, following MSDC’s misunderstanding that the Parish Council was concerned about non-electric vehicles using the bays.  The Chairman was interested in the reference to reviewing future arrangements for the two Hurstpierpoint village centre car parks.  This matter will be added to the next Highways, Cycleways and Footpaths Joint Council Working Group agenda to be explored further.

C22/23.064.3: Events Working Group: Members noted the review of the St Lawrence Fair stall 2022 and the Chairman thanked all those involved. 

C22/23.064.4: Staff Matters: Members wished to record the Parish Council’s thanks following the resignation of the long-serving Cemetery Manager, previously employed as the Maintenance Officer, who leaves on 31 July 2022 after nearly 20 years of employment by the Parish Council.

There being no other business, the Chairman closed the meeting at 9.21 pm.

Chairman