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Hurstpierpoint & Sayers Common
Parish Council

Full Council

May 26, 2016

MINUTES of the ANNUAL Meeting of the Council held on Thursday 26 May 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   Judith Marsh   Pam Mitchell   Bob Sampson   Julia Shorrocks  Matthew Stokes 

Also Present:   

Colin Trumble (MSDC Ward member) 

Anthony Watts Williams (MSDC Ward member).   

Stephen Hoyles – CLERK TO THE COUNCIL 

Paul Mayne  (Assistant Clerk) 

16/001.  Election of the Chairman of the Parish Council for the year 2016/2017, declaration and acceptance of office.  Completed and signed Nomination Forms had been received by the Clerk prior to the meeting.  There were nominations received for only one candidate and Stephen Hand was duly elected Chairman of Council.  The Chairman accordingly signed the Declaration of Acceptance of Office and took the chair for the meeting.  The Chairman thanked the Council for their support and said that he looked forward to the coming year.   (Ref:  Form of Nomination – election of Chairman or  Vice-chairman) 

16/002.  Apologies for absence and declarations of interest:  The following apologies for absence were received before the meeting and accepted:  Martin Machan,  Steve Whitehead,  Peter Griffiths (WSCC Ward Member),  John Wilkinson (MSDC Ward member).  There were no declarations of interest in accordance with the Council’s Code of Conduct.   

16/003.  Election of the Vice-Chairman of the Parish Council for the year 2016/2017   Completed and signed 

Nomination Forms had been received by the Clerk prior to the meeting.  There were nominations received for only one candidate and Allan Brown was duly elected Vice-chairman of Council.  The Vice-chairman accordingly signed the Declaration of Acceptance of Office.  (Ref:  Form of Nomination – election of Chairman or  Vice-chairman) 

16/004.  Councillors’ Register of Interest:    Council Members were asked to note that they had a duty to register any interests that they may have with the Monitoring Officer of the District Council (Mid Sussex).  Further copies of the Forms had been distributed with the agenda.  (Ref:  Form of Notice of Members Registerable Interests,  May 2016 ) 

16/005. Committees :  Structure, Terms of Reference  and Appointments:   

  1. (1) Committee Structure and Terms of Reference:  The Council agreed to resolved to adopt the revised structure and Terms of Reference for the composition and membership of standing Committees and Working Groups for the Year 2016/17, as detailed in the Briefing Note – Committees 2016/17.  (Ref:  Briefing Note – Committees Terms of Reference  2015/16  – 26 May 

2016) 

RESOLVED:  The Council RESOLVES to adopt the Committee Structure and Terms of Reference for 2016/17.  

  1. (2) Membership of Committees, Working Groups and Panels:  The Council confirmed the membership of the standing Committees, Working Groups and Panels.  It is established practice that a councillor will normally sit on two of the three standing committees.  Councillors had been invited to indicate their committee preference to the Clerk in advance of the Meeting to enable proposed lists to be tabled.  (Ref:  Committee preference form  2016/17; Briefing Note – Committees Membership  2015/16  – 26 

May 2016 v4 )   

RESOLVED:  The Council RESOLVES to confirm the membership of the Committees, Panel and Working Groups for 2016/17  as detailed in the Briefing Note 26 May 2016  v4.   

16/006.  Appointment of representatives to other organisations for 2016/17:  The Council was asked to confirm the appointment of its representatives on other organisations as detailed on the Schedule – Representatives 2016/17.  The Chairman asked that Members be alert to opportunities for links with other organisations.  (Ref:  Briefing Note:  Council Representatives 2016/17  26 May 2016)   

RESOLVED:  The Council confirms the representatives on external organisations as detailed on the Schedule  26 May 2016.  

16/007.   Minutes of the Meeting of the Council held on 28 April 2016:  The Council received and accepted the minutes which were then signed by the Chairman.    

16/008.  Matters arising from the Minutes of the Council held on 28 April 2016:  There were no matters arising from the Minutes which were not covered elsewhere on the agenda.  

16/009.  Adjournment for questions from the public:  There being no members of the public present the Council was not required to consider whether to adjourn the Meeting in accordance with clause 70 of Standing Orders, in order to receive questions.   

16/010.  Reports from other authorities:  The Council received verbal reports from representatives of other Authorities:  16/010.1  Mid Sussex District Council   (MSDC):  Colin Trumble reported:  (1)  The District Council were making representations to Highways England regarding the levels of litter on the A23.  (2)  Central Sussex College:  the initiative by the Sussex Learning Trust had been noted.   (3) Planning: The Planning Director Claire Tester was leaving MSDC to take up another role,  but would continue to assist on a consultancy basis with neighbourhood plans.  Her place was being taken by the temporary secondment of Mr Chris Tunnel from Arup consultants.  He would be the manager for the District Plan.  The Council was intending to review the senior management structure over the coming months.  (4) District Plan:  QC Rupert Warren was advising the Council.  The Plan was on target for submission in July, with the intention of the enquiry in the autumn and adoption in early 2017.  (5)  MSDC were very concerned about recent actions at Pondtail Wood in Twineham where woodland had been removed and hardcore deposited without permission.  SDNPA were also investigating the matter.  In answer to  questions from the meeting Colin 

Trumble advised:  (1) That the QC would be leading representations of MSDC at the District Plan enquiry, and the proposed Pease Pottage strategic housing site traffic issues had been resolved and were not delaying the progress of the District Plan.  (2) The matter was raised of Downlands College (Hassocks) contractor Freedom Leisure  being billed for £47,000 Council Business Rates charges by MSDC, which could affect the viability of the community gym service.  Cllr Trumble agreed that he would investigate the matter.   

16/010.2  West Sussex County Council County Local Committee (WSCC/CLC) :  Cllr Peter Griffiths was not present to provide a report.   

16/010.3  Mid Sussex Association of Local Councils (MSALC) :  Rodney Jackson confirmed that there was nothing to report. 

16/011.  Committee and Working Group minutes:  The Council was asked to receive the minutes and where appropriate, consider the RECOMMENDATIONS: :  

16/011.1  Planning & Environment Committee  (3 May 2016)   

16/011.2  Finance + General Purposes Committee (12 May 2016)  

  1. (1) F15/082.4 Leases:  (1) Chantry Stables:  The Council is the landlord and the tenant is Hurstpierpoint Community Charity.  The new 5-year lease for Chantry Stables has been finalised and copies had been prepared for engrossment.  The revised rent of £9,600 pa and the corresponding grant rebate of £4,800 ( as approved by Council  22 May 2014  Minute  C598.1  ) should be backdated to 1 April 2014 being the start of the new lease.  The Council had received rent totalling £6,737.50   since 1 April 2014, being the rate under the previous lease.  There was now required a reconciliation of   the gross rent due, less the rent paid, less the grant rebate, since 1 April 2014, and the Tenant would be invoiced accordingly.  (Ref: BRIEFING NOTE Chantry Stables  11 March 

2014)   

RESOLVED:  The Lease for Chantry Stables with Hurstpierpoint Community Charity is signed by the Chairman and Vice-chairman of Council, on behalf of the Council in accordance with Clause 22 of Standing Orders. 

  1. (2) F15/082.6  Annual Report and Accounts 2015/16:  Further to Minute C15/120 of Council meeting 28 April 2016, the Committee was asked to receive and consider the Annual Report and Accounts 2015/16, and make a recommendation to Council.  In addition the Committee considered the following elements which support the accounts:  Assets Register (31 March 2016), and the Earmarked Reserves (31 March 2016) as follows:   
EARMARKED RESERVES:   Balance at 31 March 

 
Item 2016 2015 Comment 
Gratuity Fund 0  Funds transferred to Staff WSCC pension 10,790  fund 
Village seats legacy 0  0  Funds have been spent on seats 
Community Affairs  4,268  4,268  Community events fund 
Community Bus 0  The Hurst/Hassocks bus is now closed and 7,500  there is no requirement for a fund.  
St Lawrence 700th anniversary 0  0   
Maintenance van 3,000  2,250  Fund increased by £750 pa. 
High Street Improvements Scheme  6,500  Required to pay outstanding retention monies 21,370  in 2016/17.   

The Committee noted that the Assets Register  at 31 March 2016 had been restated in accordance with the External Auditor’s Report for 2015 (28 September 2015) with the toilet buildings shown at cost of £1 each, and the items valued as insured rates, as a proxy for actual value.   

(Ref:   Annual Report 2016;   Accounts 2015/16 ) 

RESOLVED:   

  1. (1) The Annual Report is approved.   
  2. (2) The Earmarked reserves 31 March 2016  of £13,768  are approved. 
  3. (3) The Assets Register 31 March 2016 totalling £347,415  is approved . 
  4. (4) The Statement of Accounts 2015/16 is approved. 
  1. (3) F15/082.7  Annual Financial Risk Management Review  2016/17: The Committee was asked to RECOMMEND to COUNCIL to receive and adopt the Annual Financial Risk Management Review  2016/17. (Ref:  Annual Financial Risk Management 

Review  2016/17    3 May 2016 ) 

RESOLVED:  The Annual Financial Risk Management Review  2016/17 is adopted. 

  1. (4) F15/082.8  Annual Risk Assessment 2016/17:  The Committee noted that the  Annual Risk Assessment of Council owned property has been undertaken and agreed  to RECOMMEND to Council that it is confirmed that it is complete.  (Ref:  HP&SCPC Risk Assessment and Inspection Records 28 April 2016) 

RESOLVED:  The Annual Risk Assessment 2016/17 is adopted.  

  1. (5) F15/083.2  Streetlight Replacement Scheme:  Further to Minute F15/076.3 of the Committee meeting of 14 April 2016 the details of the tender process were in the Tender Report and a recommendation was made for the appointment of the preferred contractor, but only after the corresponding loan is secured from Public Works Loan Board.  The tender process had been discussed with the Internal Auditor who had confirmed that the correct procedures had been followed.  The Committee agreed to make recommendations to Council.  (Ref:  BRIEFING NOTE Streetlight Replacement  1 October 2015;  BRIEFING NOTE  Streetlighting Replacement Contract  4 May 2016 ) 

RESOLVED:  

  1. (1) The Streetlight Replacement contract is awarded to SSE Enterprise Lighting for the Price schedule figure of   £150,655.30 + VAT subject to confirming the contents of the Schedule and to receiving the loan for the scheme. 
  2. (2) Application is made to PWLB for a  loan of £165,000 repayment over 20 years at an interest rate of 

2.80% (the actual rate to be confirmed immediately prior to the loan being drawn).     

16/011.3  Community Affairs Committee (19 May 2016)  The minutes had not been issued for consideration.   

16/011.4  High Street Economy Working Group (10 May 2016)  

HS15/010.  HM Queen Elizabeth II  90th birthday celebrations – 12 June 2016:  The High Street Traders’ group had expressed a wish to establish a Sunday market and displays for one day on the Village Garden.  The Working Group agreed to RECOMMEND to Council that it supports the proposal, subject to the usual licence and risk assessment procedure, and that no charge is made to the Traders.  Since the Committee meeting outline proposals had been received and it was now noted that the Council, as landowner of the public space, would be required to grant a licence and ensure that appropriate risk assessments are submitted by the users.  The matter of public liability insurance cover was reported to Council as follows:  The Council’s cover is 

£10 M  as is normal for public bodies.  The Traders had indicated that they do not hold that level of cover, and the Council’s insurers had advised that a lesser amount would be acceptable providing that Council agreed.  After discussion the Council agreed that a public liability insurance cover of £3.0M would be acceptable . (Ref:  HP&SCPC email  25 May 2015 – .  HM Queen Elizabeth II  90th birthday celebrations – 12 June 2016 

RESOLVED:  The Council supports the Traders’ proposals for HM Queen Elizabeth II  90th birthday celebrations market and display on the Village Garden, subject to the usual licence and risk assessment procedure, and that no charge is made to the Traders.  A  public liability insurance cover of £3.0M would be required from the users.   

HS15/012.  Hurstpierpoint Heritage Trail:  It had been suggested that investigations are made into developing a Heritage 

Trail around Hurstpierpoint, joining existing public footpaths and rights of way with new footpaths through the Council’s Parkland zones.  The Trail would encourage residents and visitors to take an interest in the village, and would be used to explain elements of history, local interest and nature conservation projects.  Information would be projected by  website, APP, hard-copy maps, noticeboards and interpretation boards, and  finger-posts.  The Parkland is not yet transferred to the Council and a comprehensive scheme might take some time to create.  Suggestions were made about the involvement of local schools and local people with particular interest and knowledge in historical and local interest matters.  It was agreed that further investigations would be made, to set out a broad terms of reference and specification, to enable a future task group to formulate details.   

RESOLVED:  That preliminary investigations are made into developing a Hurstpierpoint Heritage Trail.   

16/011.5  Play Area Working Group:  The Group had not met since the previous Council but the Working Group Chairman reported that a site pre-installation meeting had been held with the contractor on 19 May 2016.  Concern had been raised that the foundations for the rope climbing frame might interfere with the adjacent tree roots.  The Council’s tree consultant Ian Keen Ltd had inspected the site on 24 May 2016  and confirmed that there could be concern.  As a result it was agreed by the Working Group Chairman, together with the Clerk, that the positions of the climbing frame (Orca Net) and the Triple Tower Unit will be swapped, so that the foundations do not pose a risk.  The Planning Authority had been advised and an amendment to the  planning application was necessary.  The work was due on site from 6 June, with a target completion of 17 July 2016.  The Council noted the matter and agreed that it was in order.  

16/012.  Annual Return 2016 – Review of Effectiveness of Internal Control and Annual Governance Statement:  The Council reviewed the Effectiveness of Internal Control schedule at its meeting 29 October 2015 (Minute C15/063).  Council was now asked to RESOLVE to adopt the Annual Governance Statement (Section 1 of the Annual Return 2016).   (Ref:  Review of Effectiveness of Internal Control  2015/16  4 August 2015; Annual Return 2016 Section 1) 

RESOLVED:  The Annual Governance Statement (Section 1  Annual Return 2016) is adopted.   

16/013.  Annual Return 2016 – Accounting Statements 2015/16:  The Council considered and RESOLVE to approve the 

Accounting  Statements 2015/16 (Section 2 of the Annual Return 2016).  The Statements had been reviewed by the Internal  Auditor at his inspection 9 May 2016 and considered by the Finance and General Purposes Committee at its meeting 12 May 2016 and found to be sound..   (Ref:  Annual Return 2016 Section 2) 

RESOLVED:  The Accounting Statements  2015/16 (Section 2  Annual Return 2016) are approved.   

16/014.  Annual Reviews (various):  

16/014.1  Financial Regulations:  The Council last reviewed the Regulations at its meeting 11 September 2014 (Minute 

C634.5).  The Council is now asked to approve the revised form which authorises the Finance + General Purposes Committee  to undertake certain functions, as detailed in clause 2.2 and  Section 5.  (Ref:  HP&SCPC Financial Regulations 26 May 2016 )   RESOLVED:  The Council approves the Financial Regulations  26 May 2016.   

16/014.2  General Power of Competence:  Under the provisions of the Localism Act 2011, the General Power of 

Competence (GPC) can be adopted by qualifying councils, which enable them to exercise more powers than conventional councils.  In broad terms  a GPC council ‘may do anything that an individual may generally do’.  Examples are the purchase and operation of a local shop or providing affordable housing.   At this stage there are no specific projects on which the Council might wish to embark, but such projects may emerge over the coming years.  The Clerk has his CiLCA qualification, including the  Section 7  pass,  and together with other criteria, Council meets the necessary requirements to adopt the GPC.  In discussion the Council requested that some one-off group training should be provided for the Council, with planning matters to be first considered.  (Ref:  

General Power of Competence – LGA  July 2013)   

RESOLVED:  The Council confirms that it meets the qualifying criteria and agrees to adopt the General Power of Competence. 

16/015.  Council vacancy:  The Council noted that further to Council meeting 28 April 2016 (Minute C15/122) the period for a petition for election had now closed and the Council was now required to fill that position by co-option.  The process was for advertisements to be placed, inviting applications which would be considered by the Governance + Staff Panel.  Suitable candidates would be interviewed and a proposal brought to Council for approval.  (Ref:  Local Government Act 1972 s87(1)) 

16/016.   Information items, correspondence received and requests:  The Council noted the following:   

(1)  WSCC Household Waste Recycling Services (HWRs)  –  Public consultation:  This consultation closes 12 June 

2016 but there are no matters which directly affect the Burgess Hill facility, being the one most used by residents of the Parish.  (Re:  WSCC Household Waste Recycling Services (HWRS)  –  Public consultation – May 2016) (2)  SALC Newsletter – March/April 2016:   

  1. (3) Local Government Boundary Commission – West Sussex Review: The Council is advised that the LGBC is 

undertaking further limited consultation in the Crawley area.   (Ref:  LGBC  ltr 10 May 2016)   

  1. (4) Haywards Heath Central Sussex College closure It was agreed that the Council would write in support of the proposal by Sussex Learning Trust.  (Sussex Learning Trust ltr May 2016) 
  2. (5) MSDC Chairman’s Community Service Awards:  The District Council was seeking nominations for the annual awards.  

(Ref:  MSDC email 28 April 2016 ) 

  1. (6) Village Garden sculptureIt was reported that the daughter of a Councillor had noted that there was some minor damage to the sculpture.  It was confirmed that the Parish Office would investigate the matter.   

16/017.  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.  

16/017.1  District Plan – Mid Sussex District Council:  The Council considered its Council’s submission to the District 

Council’s proposals for a Science and Technology Park, as detailed in their Plan Policy DP2.  The detailed proposals for revisions to the Policy are set out in the BRIEFING NOTE (District Plan Policy DP2  – Parish Council response).  (Ref:  CONFIDENTIAL 

BRIEFING NOTE District Plan Policy DP2  – Parish Council response – 19 May 2016  ) 

RESOLVED:  The Council approves the proposed response (BRIEFING NOTE District Plan Policy DP2  – Parish Council response).   

There being no other business the Chairman closed the Meeting at 9.55  pm.  

  Chairman 

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