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Hurstpierpoint & Sayers Common
Parish Council

Full Council

January 21, 2016

MINUTES of the Meeting of the Council held on Thursday 21 January 2016 at 8.00pm in the Village Centre, Trinity Road, Hurstpierpoint.  

Members Present 

Stephen Hand  –  Chairman  
Allan Brown  
Rosemary Burns  
David Evans 
Rodney Jackson  
Tony Lank  
John Lowman  
Martin Machan  
Judith Marsh 
Julia Shorrocks 
Steve Whitehead 
John Wilkinson 

Also Present:   

Stephen Hoyles – CLERK TO THE COUNCIL 

2 members of the public 

The Chairman and the Council congratulated Member Rosemary Burns on her recent New Years Honour (BEM).  

C15/083.  Apologies for absence and declarations of interest:  The following apologies for absence were received before the meeting and accepted: Pam Mitchell, Bob Sampson, Matthew Stokes, Peter Griffiths (WSCC Ward Member).   No declarations of personal interest in accordance with the Council’s Code of Conduct were recorded.    

C15/084.   Minutes of the  Meeting of the Council held on 23 December 2015:  The Council received and accepted the minutes which were then signed by the Chairman.    

C15/085.  Matters arising from the Minutes of the Council held on 23 December 2015:     

Minute  C15/080(3)  Traffic and Parking Working Group (8 December 2015):  TP15/018.  Hurstpierpoint 

Carparking Survey:  The Council was advised that the request had been lodged with MSDC for a change to 3-hour parking for some spaces in Brown Twins Road Carpark.  (Ref: HP&SCPC email 20 January 2016) 

There were no other matters arising from the Minutes which are not covered elsewhere on this agenda.  

C15/086.  Adjournment for questions from the public:  The Council considered whether to adjourn the Meeting in accordance with clause 3(e) of Standing Orders, in order to receive questions from members of the public in attendance.   RESOLVED :  The Council Meeting is adjourned.   

The Parish Vicar, Jane Willis was introduced to the meeting and she expressed her strong interest, and that of Holy Trinity Church, in community issues, and assured the Council  of her prayers for its work.  The Council thanked the Vicar for her interest.   

C15/087.  Reports from other authorities:  The Council received verbal reports from representatives of other Authorities:  

  1. (1) Mid Sussex District Council   (MSDC):  Cllr John Wilkinson reported:  a) The District Plan consultation (preSubmission) had now ended.  The process of ‘duty to cooperate’ with neighbouring planning authorities was being completed.  b) Devolution:  Presentations had been made to Government;  MSDC were progressing on two streams, the 3SC (with Surrey and East Sussex), and the Greater Brighton bid.    C) The District’s Council Tax for 2016/17 had been set for a 1.99% increase.  In response to a question, Cllr Wilkinson advised that the traffic enforcement team was currently 5 below establishment level, due to recruiting difficulties.   
  1. (2) West Sussex County Council County Local Committee   (WSCC/CLC) :  Cllr Peter Griffiths was not present on this occasion and no report was made.   
  1. (3) Mid Sussex Association of Local Councils (MSALC) :  Rodney Jackson reported: a) The Parish Council was entitled to a second representative to MSALC, in addition to Mr Jackson, and Members were invited to consider the opportunity.  b)  The 3SC Devolution briefing was due to at the Hawth Centre, Crawley  on 11 March 2016.  The Chairman and the Clerk would be attending on behalf of the Council.   

C15/088.  Committee and Working Group minutes:  The Committee Chairmen or, in their absence the Vicechairmen, introduced each Minutes, which the Council was asked to receive and where appropriate, consider the RECOMMENDATIONS: :  

  1. (1) Planning Committee  (14 January 2016)  It was noted that the minutes were in draft form and a number of corrections were required.  The minutes would be confirmed at the next Planning Committee.  It was reported that MSDC were changing their system for consultees entering comments on applications, which was resulting in additional work for the Parish Council.   
  1. (2) Finance + General Purposes Committee (7 January 2016)  

F15/055.  Budget 2016/17The Committee reviewed the DRAFT Budget 2016/17 which had been updated to include comments made at its meeting on 10 December 2015.  The DRAFT indicated a small revenue deficit of £461 and a projected surplus in capital funds of £189,000.  This latter figure is dependent on assumed income from s106 funds attached to the Parkland schemes.  A Precept increase of 2.9% had been applied, equating to an increase of 1.3% on a typical Band D property.  It was agreed that the CAPEX item for the Cycle route would be deleted (income and 

expenditure) and that £5,000 would be added as Business Enterprise CAPEX expenditure.  The WSCC Parish Community Project would remain.  The final iteration of the DRAFT Budget 2016/17 was therefore presented to Council which considered the issues.  (Ref:  BUDGET 2016/17  13 January 2016 V5 ) 

RESOLVED:  The Budget 2016/17 (V5) is adopted and the precept set at  £184,191.   

F15/056.5  St Lawrence School – swimming pool cover:  The School had requested assistance from the Parish 

Council to apply for s106 funds towards the cost of a new swimming pool cover.  The total cost was approximately £94,000 and £20,000 was being sought from s106 funds.  The Parish Office had advised the School how to make an application to MSDC, but has explained that WSCC is also receiving significant sums of s106 funds through the primary and secondary school levies, and it might be appropriate to apply to WSCC directly.  The Committee agreed that it would recommend to 

Council that the Parish Council supports the application by the School, which should be met by either District Council or 

County Council allocated s106 funds. (Ref:  St Lawrence School – Tim Moulds note 1 December 2015)   

RESOLVED:  The Council supports the application by St Lawrence School for £20,000 s106 funds under the Community Infrastructure section.   

C15/089.  Parkland  

  1. (1) Management and Governance:  The Council considered the proposals for a management and governance structure for the anticipated acquisition of parkland at Highfield Drive and Little Park.  The matter was discussed and suggestions made that relevant expertise existed at Bedelands reserve in Burgess Hill and at Pycombe golf Club, for the management of large spaces.  The matter of adequate access for maintenance vehicles was also raised.  (Ref:  BRIEFING 

NOTE  Parkland Management and Governance – 24 November 2015)  

RESOLVED:  The Parkland Advisory Board and the Parkland Management Committee are formed under the terms of reference and membership as detailed.  

  1. (2) Highfield Drive Parkland – acquisition of land:  The Council was asked to approve the acquisition of the Country Open Space 1 (COS1) as defined by the s106 Agreement accompanying the planning application for development north of Highfield Drive (MSDC ref 14/1515).  The Council authorized the signing of the s106 Agreement at its meeting 12 February 2015 (Minute C697).  Under the terms of the s106 Agreement the developer (Rydon Homes) is required to formally offer the transfer of the land to the Parish Council.  This formal offer had now been received.  The Parish Council was in turn required to formally accept the offer.  A question about the possible registering of the parkland as ‘green-space’ was raised and it was agreed that this would be investigated with the Council’s solicitors. (Ref: (Ref:  Rydons email 20 

January 2016;  BRIEFING NOTE  -Highfield Drive Parkland – 21 January 2016)   

RESOLVED:  The Council accepts the offer of the transfer of the land, freehold and not being subject to any charges or liens, known as Country Open space 1 (COS1) in the s106 Agreement accompanying the Planning Application (MSDC ref 14/1515), under the terms of the s106 Agreement.  The Council agrees to appoint its retained solicitors to act on its behalf in the transfer.   

  1. (3) Highfield Drive Parkland – landscaping:   The developer had previously requested that some subsoil arisings from the development be placed on part of the parkland area.  This was reported to Finance + General Purposes Committee on 8 October 2015 (Minute F15/034(7)) and agreed by Council at its meeting 29 October 2015 (Minute C15/058), subject to conditions.  The landscaping works connected with the subsoil placing were detailed in planning application (MSDC Ref:  15/4945) which was approved by the Parish Council’s Planning Committee on 14 January 2016 

(Minute P15/080.3).  The developer has offered the following in response to the Council’s requests:   

  1. a) the planting plan will be subject to the Council’s prior approval  (it was suggested that this approval will be delegated to the Parkland Working Group)  
  2. b) a single payment of £2000 paid to the Council as its share of the developer’s cost savings 
  3. c) a rent of £1000 paid to the Council for the temporary use of land for the site office.   

The methodology for placing the subsoil and replacing the existing topsoil over would be agreed between the developer and the Council.  It was suggested that this matter is delegated to the Clerk for approval.   

(Ref: BRIEFING NOTE 21 October 2015 – Highfield Drive Landscaping;  BRIEFING NOTE  -Highfield Drive Parkland – 21 January 2016 ).   

RECOMMENDATION:  The Council agrees the following in respect of the subsoil re-location at Highfield Drive Parkland: 

(a) accepts the offer of £2,000 single payment in respect of its share of cost savings  (b) accepts the offer of £1,000 single payment for rent for a licence to temporarily locate the  developer’s site office, for the during of the construction. 

  1. (c )  delegates the approval of the planting plan to the Parkland Working Group 
  2. (d delegates the approval of the methodology and a licence for placing the subsoil and topsoil to the Clerk.   

C15/090.  Council representatives on outside groups:  The Council was asked to approve the following as its representatives:   

(a)  Cllr Martin Machan –  South Downs Children and Family Centre Partnership Board (b)  Pam Mitchell  –  Horsham and Mid Sussex Voluntary Action (HAMSVA) 

RESOLVED:  The Council appoints the following as its representatives on the outside groups:   

  1. (a) Cllr Martin Machan –  South Downs Children and Family Centre Partnership Board 
  2. (b) Pam Mitchell  –  Horsham and Mid Sussex Voluntary Action (HAMSVA) 

C15/091.   Information items, correspondence received and requests:    The Council was asked to note:  

  1. (1) Trinity Road, Horse Chestnut Tree:  The Council has been advised that the tree is diseased and has to be removed.  (Ref:  WSCC email 8 January 2016)   
  2. (2) SALC Newsletter – January 2016  
  3. (3) West Sussex County Council – Electoral Review  (WSCC ltr Electoral Review – 6 January 2016)   
  4. (4) South Downs National Park – Update December 2015  
  5. (5) St Georges Millennium Garden Trust:  Annual Management Plan and letter 11 January 2016  

C15/092.  CONFIDENTIAL Matters: 

The Council was asked to determine whether to close the meeting to the public and the press under the Public Bodies (Admissions to Meetings) Act 1960  to discuss the following  items: 

RESOLVED: To close the meeting to the public and the press under the Public Bodies (Admissions to meetings) Act 1960.  

(1)  West Sussex County Council Community Partnership. 

There being no other business the Chairman closed the Meeting at   9.25 pm.   Chairman 

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