Minutes of the Meeting of the Council held on Thursday 29 April 2021 at 7.30 pm via ‘Microsoft
Teams’ Video Conferencing.
Members Present:
Cllr Malcolm Llewellyn (Chairman)
Cllr Allan Brown (Vice-Chairman)
Cllr Michael Avery
Cllr Rodney Jackson
Cllr Seth Jee
Cllr David Evans
Cllr John Lowman
Cllr Martin Machan
Cllr Claire Majsai
Cllr Duncan Ranger
Cllr Bob Sampson
Also Present: Cllr Alison Bennett & Cllr Colin Trumble (MSDC), Cllr Joy Dennis (WSCC) and Sarah
Groom (Clerk to the Council).
C20/21.122 To receive and record apologies for absence. Apologies for absence were received and
accepted from Cllr Peter Griffiths, Cllr Tony Lank and Cllr Julia Shorrocks, and it was:
RESOLVED: That the Council ACCEPTS the apologies for absence from Cllr Peter Griffiths, Cllr
Tony Lank and Cllr Julia Shorrocks.
C20/21.123 To receive and record declarations of interest. There were no declarations of interest.
C20/21.124 To receive and accept the minutes of the previous meeting of the Council: Members
received the minutes of the meeting held on 25 March 2021, and it was:
RESOLVED: That the Council AGREES the minutes of the meeting of the Council held on 25
March 2021.
C20/21.125 To consider 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.
C20/21.126 Councillor Co-option: Members considered applications to co-opt a councillor to fill the
vacancy left by Cllr Stephen Hand on the Hurstpierpoint ward. The single candidate outlined her
reasons for her interest in becoming a Parish Councillor and the skills and experience she can bring to
the role. Voting took place in public by a show of hands. As there was only one candidate, an absolute
majority in their favour was concluded after the first vote. All members present voted in favour except
Cllr Evans who abstained. The successful candidate will sign their Declaration of Acceptance of Office
in the presence of the Clerk and can then act as a councillor with immediate effect. The Register of
Interests form must be completed within 28 days. The Chairman therefore declared the successful
candidate, Helen Rosemary Bedford was duly elected, and it was
RESOLVED: That the Council ELECTS Helen Rosemary Bedford as a co-opted Councillor to
serve on the Hurstpierpoint ward with immediate effect.
C20/21.127 To receive the minutes and where appropriate, consider the recommendations of the
following Committees: The Committee Chairs introduced the following sets of minutes:
C20/21.127.1 Planning & Environment Committee (1 April 2021) Cllr Machan confirmed there were
no recommendations and no further updates required.
C20/21.127.2 Community Engagement Committee (8 April 2021) Cllr Majsai confirmed there were
no recommendations for Council but encouraged all Councillors to sign up for the Annual Parish
Meeting.
C20/21.127.3 Strategic Policy & Resources Panel (15 April 2021) Cllr Lowman explained the
recommendation for Council is set out under Minute No. C20/21.129 below.
C20/21.127.4 Highways & Cycleways Joint Council Working Group (19 April 2021) The Chairman
confirmed there were no recommendations for Council and outlined the content of the meeting
which he had chaired. The meeting focused on the cycleways and the submission of the community
highways scheme application once the Section 106 funding sources have been confirmed. New
Way Lane is being considered for an 18 month “Clearway” trial to tackle inconsiderate parking.
C20/21.127.5 Finance & Governance Committee (22 April 2021) The Chairman confirmed that
there were two recommendations for Council to consider. The Finance & Governance Committee
papers, previously circulated to all Members, were referred to as follows:
F20/21.132 Provisional Year End Figures: The Committee considered the provisional
year end accounting statement and considered any additional reserves transfers;
and AGREED to recommend to Council on 29 April 2021 to:
(i) Increase the Cemetery Ear Marked Reserve (EMR) by £8,000 to £10,563
(ii) Create a Roads EMR of £10,000 (for South Lane, Pit Lane and South Avenue).
(iii) Create a Youth Facilities EMR of £5,000; and
(iv) Create a Christmas Lights EMR of £5,000, and it was:
RESOLVED: After consideration, that Council AGREED to:
(i) Increase the Cemetery Ear Marked Reserve (EMR) by £8,000 to £10,563
(ii) Create a Roads EMR of £10,000 (for South Lane, Pit Lane and South
Avenue).
(iii) Create a Youth Facilities EMR of £5,000; and
(iv) Create a Christmas Lights EMR of £5,000.
F20/21.134 Review of the Grant Terms and Conditions: The Committee AGREED to
recommend to Council:
i) that an additional condition is included in the grants policy, that “any
cancellation of an event for which a grant of public money has been awarded
will require either a refund of that grant, or that it be held over for that same
event on a new date in the future. The latter course of action will require the
agreement of the Community Engagement Committee”; and
ii) that the Strategic Policy & Resources Panel reviews the Grants Policy and
Fundraising Policy it was:
RESOLVED: After consideration that:
i) Council APPROVED AND ADOPTED the additional condition for the grants
policy that “any cancellation of an event for which a grant of public money has
been awarded will require either a refund of that grant, or that it be held over
for that same event on a new date in the future. The latter course of action
will require the agreement of the Community Engagement Committee”; and
ii) that the Strategic Policy & Resources Panel reviews the Grants Policy and
Fundraising Policy.
Following the review of the Committee, Panel and Working Group minutes, Members:
RESOLVED: That the Council RECEIVED the minutes of the following Committees, Panel and
Working Group:
i. Planning & Environment Committee (1 April 2021)
ii. Community Engagement Committee (8 April 2021)
iii. Strategic Policy & Resources Panel (15 April 2021)
iv. Highways & Cycleways Joint Council Working Group (19 April 2021)
v. Finance & Governance Committee (22 April 2021)
At 8pm, Cllrs Dennis, Trumble and Bennett joined the meeting.
C20/21.128 To receive verbal reports from Representatives of other Authorities: The following
reports were received:
C20/21.128.1 West Sussex County Council County (WSCC): Cllr Dennis had previously provided a full
report, sent to all Members for their information. The Chairman raised the issue of the road closure
on Malthouse Lane which appeared to end on 24 March but was still closed. Cllr Dennis had raised
the issue and is awaiting a response although she believes they may now have until May 2021 to
complete the works. Cllr Evans expressed his desire for the quiet lanes initiative to be concluded. Cllr
Dennis assured Cllr Evans she was still very keen for her Division to be used for a pilot scheme. The
Chairman reassured Cllr Evans that quiet lanes were discussed at the recent Joint Working Group
(minutes provided) and are still a priority for the Parish Council and WSCC. Cllr Evans requested the
names of the WSCC Officers that will be responsible. Cllr Brown enquired after the timing of the A2300 woks and Cllr Dennis confirmed the roundabout will start in the Summer and all the works should be
completed by late Summer. Cllr Majsai spoke about the bus service review post COVID. Cllr Jee asked
about the Sayers Common, London Road crossing and the Chairman explained it is still supported and
is included in the Community Highways Scheme.
C20/21.128.2 Mid Sussex District Council (MSDC): Cllr Bennett congratulated Cllr Trumble on thecompletion of his two years as the MSDC Chairman. Cllr Bennett mentioned the Boundary Commission
Review, the Youth Club meeting she had attended and whether anyone wanted to join an anti-flytipping initiative to contact her. Cllr Trumble had previously provided a full report, sent to all Members
for their information. Cllr Trumble further reported on the Hurst Hub Facebook conversation on weedkilling being used by contractors. Cllr Evans requested more trees to be required in the Science Park
Landscaping Plans. Cllr Trumble will clarify whether the open space opposite the Science Park remains
in place. The Berrylands pond is being cleared. Cllr Jee mentioned volunteers from the village may be
willing to help but Cllr Sampson said the moorhen chicks should be protected.
The Chairman thanked Cllr Dennis, Cllr Bennett and Cllr Trumble for their updates and they left the
meeting at 8.30pm.
C20/21.128.3 Mid Sussex Association of Local Councils & West Sussex Association of Local Councils:
Cllr Brown had attended one meeting where Cllr Tony Steer was elected as Chairman of the MSALC
and the new constitution was agreed.
C20/21.129 Local Government Boundary Commission Review of Mid Sussex District Council:
Members considered the draft response from the Strategic Policy & Resources Panel (SP&RP) to the
review being undertaken into the size of Mid Sussex District Council, undertaken approximately every
twenty years. Members noted the dates of the consultation periods and the invitation to submit
comments by 31 May 2021. A number of amendmentsto the draft response letter were discussed and
it was agreed to feed all comments to the Clerk by Friday 7 May 2021 when a second draft would be
considered by the SP&RP at a meeting prior to the next Council meeting and, it was:
RESOLVED: That the Council AGREES to feed all comments to the Clerk by Friday 7 May 2021
when a second draft would be considered by the Strategic Policy & Resources Panel at a
meeting prior to the next Council meeting.
C20/21.130 Coronavirus Meeting Legislation: Members received a verbal update on the latest
information regarding the High Court’s decision that remote meetings will not be able to continue after
6 May 2021 and noted the challenge by the National Association of Local Council’s to the decision.
Members ratified the change of date of the next Estates & Facilities Management Committee from
Thursday 13 May to Tuesday 4 May 2021 at 7.30pm, so it can be held using Microsoft Teams and noted
that the next Finance & Governance Committee and Full Council meeting will need to be held face-toface, and it was:
RESOLVED: That the Council AGREES to the change of date of the next Estates & Facilities
Management Committee from Thursday 13 May to Tuesday 4 May 2021 at 7.30pm and
NOTES the current position with regards to holding remote meetings.
C20/21.131 John Lawson Circus: Members considered a request from the John Lawson Circus to visit
South Avenue Recreation Ground from Monday 24th to Thursday 27th May 2021 inclusive with their
‘All Human Circus’. Under Step 3 of the Government’s roadmap, they are permitted to tour again,
observing social distancing and other Covid restrictions, and it was:
RESOLVED: That the Council AGREES to allow the John Lawson Circus to book South Avenue
Recreation Ground from 24-28 May 2021, subject to tight control on observing social
distancing and other Covid restrictions.
C20/21.132 Information Items, Correspondence Received and Requests: Members noted:
C20/21.132.1 Preparation for Annual Council Meeting on 27 May 2021: Members noted the
arrangements for the 27 May 2021 Annual Council Meeting and were invited to indicate their
preferences to the Clerk by 20 May 2021. Paperwork will be sent to Members to assist in this process.
C20/21.132.2 Church Pew for Village Centre: Members noted that the Holy Trinity Church are kindly
donating their 3 metre long pews that they have removed from the church, to local venues. The foyer
in the Village Centre is one proposed location, under the noticeboards opposite the Parish Council
reception desk.
C20/21.132.3 Hurst Rethink Day Saturday 18 September 2021: Members noted the formal invitation
to take part in the Hurst Rethink Day on Saturday 18 September 2021 at Court Bushes and were happy
for plans to be explored and that the Clerk will respond accordingly.
C20/21.132.4 Hurstpierpoint College Community Action Day Friday 18 June 2021: Members noted
the invitation from Hurstpierpoint College to suggest projects for their students to undertake on their
Community Action Day on Friday 18 June 2021. Suggestions included litter picking, tidying up Tilley’s
Copse, weeding and dock leaf collection. The Clerk will respond suggesting the proposed projects,
which Cllr Brown offered to supervise, in order to start the dialogue.
C20/21.132.5 Mid Sussex Site Allocation Development Plan Documents (DPD) Examination – Virtual
Hearings: Members noted the Mid Sussex Site Allocation DPD Examination virtual hearings commence
at 10am on Tuesday 1 June 2021 and run for a three week duration. Cllr Sampson and Cllr Jee would
attend.
There being no other business, the Chairman closed the meeting at 9.12 pm.