MINUTES of the Meeting of the Council held on Thursday 15 December 2016 at 8.00pm in the Village Centre, Trinity  Road, Hurstpierpoint.  

Members Present 

Also Present:   

Anthony Watts Williams (MSDC Ward member)  

Stephen Hoyles  CLERK TO THE  COUNCIL  

C16/074.  Apologies for absence and declarations of interest:  The following apologies for absence were received before the meeting and accepted:  Rosemary Burns, Bob Sampson,  Peter Griffiths (WSCC Ward member),  John Wilkinson (MSDC Ward member).  The following declared a personal non-pecuniary interest in item C16/081.  Bowls Club lease:  Martin Machan,  Stephen Hand,  Tony Lank.  There were no other declarations of interest.   

C16/075.  Minutes of the Meetings of the Council held on 24 November 2016:  The Council received and accepted the minutes which were then signed by the Chairman.    

RESOLVED:  The Minutes of the Council meeting of 24 November 2016 are approved. 

C16/076.  Matters arising from the Minutes of the Council held on 24 November 2016:  There were no matters arising from the Minutes which are not covered elsewhere on this agenda.  

C16/077.  Adjournment for questions from the public:  There being no public present the Council was not required to consider whether to adjourn the Meeting in accordance with clause 70 of Standing Orders.   

C16/078.  Reports from other authorities:  The Council received verbal reports from representatives of other Authorities:  

1. (1) Mid Sussex District Council   (MSDC):  Anthony Watts Williams reported the current major focus was on the District Plan  Examination, starting 29 November 2016.  It was agreed that Cllr Watts Williams would participate in the discussion on item C16/080:  Mid Sussex District Plan Examination.  A question was raised about MSDC granting of planning permission for a strategic site of 600 houses at Pease Pottage, which was partly within the AONB.  Cllr Watts Williams agreed that this could set a precedent for similar sites in similar circumstances.   

1. (2) West Sussex County Council County Local Committee   (WSCC/CLC) :  Cllr Peter Griffiths was not present on this occasion.   

1. (3) Mid Sussex Association of Local Councils (MSALC) :  Rodney Jackson reported that SALC had held a meeting with the Chief Constable Sussex Police (see item C16/082: Information items: (2) SSALC meeting with Sussex Police Chief Constable.)  Concern had been expressed about the non-visibility of PCSOs under the new arrangements, parking issues, issues with some cyclists, and the varied response of the 101 number.   Cllr Jackson had attended the NALC annual meeting where he had been elected to the national Policy Committee.  It had been noted that the recent Government consultation had concluded that there would be no referendum requirements for the time being on larger councils wishing to raise precept above 2%.   

C16/079.  Committee and Working Group minutes:  The Committee Chairmen or, in their absence the Vice0chairmen, introduced each Minutes, which the Council was asked to receive and where appropriate, consider the RECOMMENDATIONS::  

1. 6.1 Planning Committee (1 December 2016)  
2. 6.2 Strategic Policy working Group (6 December 2016) 
3. 6.3 Finance + General Purposes Committee (8 December 2016) 
4. 6.4 Community Affairs Committee (17 November 2016)   

(1)  CA16/043.  Parish Councillor Surgeries:  The Parish Action Plan, Communications (2), Parish Community Life Plan 2016 – 2021, states:  Develop a programme of Councillor Surgeries in locations around the Parish.  The Committee had considered the matter and agreed to make recommendations to Council, as set out in the Briefing Note  (Monthly surgeries (pattern of 2 months in Hurstpierpoint at the Village Centre followed by  1 month in Sayers Common at the Church Hall); on Saturdays from 10am – 12noon; the rota to include all Parish Councillors;  2 Councillors being present at one time, if possible male and female pairs; publicity at all available places including noticeboards and Parish Council newsletters; to start in April 2017 after Parish Council newsletter is distributed; one-year trial with a review taken after 6 months.)  In discussion Council noted that some Members could not commit to the rota due to work obligations, and that the Sayers Common surgeries should take place at the coffee-points at the Community Shop, and not the Church Hall.  It was agreed that a trial would be helpful, to test the effectiveness of the surgeries.  (Ref:  Briefing Note on Councillor Surgeries, Action 

Plan, Communications (2),  08.11.16)  

RESOLVED:  That a one-year trial of Parish Councillor Surgeries be started in April 2017 with available Parish Councillors to participate. 

C16/080.  Mid Sussex District Plan Examination:  The first hearing of the Examination took place 29 

November to 1 December 2016, and again on Friday 9 December 2016 at the District Council offices in Haywards Heath, to address housing targets and delivery.  No  conclusion on housing numbers had been reached and the Examiner was to reconvene the hearing on 12 and 13 January 2017, with the intention of settling the targets.  The following was noted by Council:  

1. (1) The Parish Council had supported the Mid Sussex District Council (MSDC) submitted Plan, following some adjustments to policies relating to the Science Park.  
2. (2) That the District Plan  projected housing of 800dpa for the 17 years remaining period of the Plan.  However, not all sites had been allocated and reliance was being placed on Neighbourhood Plans (NPs) to meet the numbers.  MSDC had said that if necessary they would impose strategic allocations if NPs did not produce sufficient sites.   (3)  The Parish Council had objected to MSDC’s citing of ‘west Burgess Hill’ as a possible strategic site, in their response to the Examiner’s initial questions.  (Ref:  HP&SCPC ltr to Examiner 4 November 2016)  

1. (4) The Examiner had questioned the ONA (housing Objective Needs Assessment) figures and raised the issue of meeting a larger ‘un-met’ need from Crawley.  He also questioned MSDC’s 800dpa target, and suggested that a higher number could be possible.  There was concern that significant additional strategic site allocations would need to be made by MSDC, particularly if the higher housing targets were adopted.  For example, an uplift from 800 to 950dpa over 17 years  could result in a requirement for sites for a further 2500 homes, for which no current allocation had been made.   
2. (5) The Parish Council would be unwilling to accept that a review of its NP should be undertaken.  It was understood that no mechanism existed for reviewing NPs, and they had to be completely re-cast, including a new referendum.  Also, the Council would be unwilling to ask the community to again to consider a new Plan, so soon after supporting the 2015 version.   
3. (6) The Ministerial Statement by Housing Minister Gavin Barwell on 12 December 2016, had set out a clear defence of NPs and a position that ‘made’ Plan policies would prevail where only a 3-year housing land supply was available in the Local Planning Authority area, in place of the previous 5-year.   

The Council considered the draft letter to be sent to the Examiner, setting out the current position.  (Ref:  

HP&SCPC ltr to Examiner  15 December 2016 ) 

RESOLVED:  That the letter is sent to the District Plan Examiner, affirming the Council’s defence of the made Neighbourhood Plan and the unwillingness to undertake an early review.  

C16/081.  Bowls Club lease:  Council was asked to authorise Chairman and Vice-chairman to sign a deed of surrender and a new lease, both relating to the Bowling Club Pavilion and Green, Hurstpierpoint.  As reported to Finance and General Purposes Committee  (13 October 2016   Minute F16/037.5) a new lease was granted by the Council to the Bowls Club in August 2014.  The Club, under the guidance of the Council, made an application to MSDC for a s106 grant contribution towards the pavilion extension, which had also been approved by the Parish Council.  In processing the grant the MSDC lawyers had said that the 2014 lease had not been produced in a manner that provided sufficient security of tenure to the Club, and were therefore withholding the grant.  Following discussion with the MSDC lawyer and consultation with Council Chairman, the Clerk instructed the Council’s solicitors  Mayo Wynne Baxter to prepare a new lease, on the same terms and with the same end date as the 2014 lease.  The solicitors advise that a simultaneous surrender of prior leases should take place with the granting of the new lease.  (Ref:  MSDC email  Bowls Club  29 September 2016;   Deed of Surrender relating to The Bowling Green  BN6 9QA;  Bowls Club lease relating to The Bowling Green and Pavilion, South Avenue recreation ground, Hurstpierpoint, BN6 9QA) 

RESOLVED:  The Chairman and Vice-chairman of Council are authorised to sign the following deeds, in accordance with Standing Orders (Clause 22):   

1. (1) Bowls Club Deed of Surrender of lease, including but not limited to a Deed adding to Premises dated 4 February 2003 and a Renewal Lease dated 14 August 2014 both made between the parties to this Deed. 
2. (2) Bowls Club lease relating to The Bowling Green and Pavilion, South Avenue recreation ground, Hurstpierpoint, BN6 9QA 

C16/082.   Information items, correspondence received and requests:    The Council was asked to note:  

1. (1) Policing your area – Legal Topic note:  (NALC  LTN 13 – November 2016) 
2. (2) SSALC meeting with Sussex  Police Chief Constable  –  Minutes of meeting of 25 November 2016;  Q&A  25 November 2016. 

There being no other business the Chairman closed the Meeting at 9.18    pm.  

  Chairman