MINUTES of the Meeting of the Council held on Thursday 28 September  2017 at 8.00pm in the Village Centre, Trinity  Road, Hurstpierpoint.  

Members Present 

Also Present:   

John Wilkinson (MSDC Ward member) 

Joy Dennis (WSCC Ward member) 

Stephen Hoyles  CLERK TO THE  COUNCIL  

C17/045.  Apologies for absence and declarations of interest:  The following apologies for absence were received before the meeting and accepted:   Colin Trumble (MSDC Ward member),  Anthony Watts Williams (MSDC Ward member).   There were no declarations of interest.   

C17/046.  Minutes of the Meeting of the Council held on 27 July 2017 and the CONFIDENTIAL 

Minutes of 24 August 2017:  The Council received and accepted the minutes.    RESOLVED:  The Minutes of the Council meeting of 27 July 2017 and the CONFIDENTIAL Minutes of 24 August 2017 are approved. 

C17/047.  Matters arising from the Minutes of the Council held on 27 July 2017 and the CONFIDENTIAL Minutes of 24 August 2017:  There were no matters arising from the Minutes which were not covered elsewhere on this agenda.  

C17/048.  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.   

C17/049.  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:  (1) District Plan:  The main modifications following the Examination were approved by MSDC 27 September 2017.  A public consultation was due from 2 October 2017 for 6 weeks, and it was expected that the Planning Inspector would confirm acceptance by the end of 2017, followed by adoption in January 2018.  The modifications included an additional strategic 500 unit housing site at Clayton Mills, Hassocks, and the allocation of West End Farm  between Gatehouse Lane and the A2300 for housing in place of employment land (about 170 units).  These additions removed the pressure on the 5-year Housing Land Supply figure and increased the strength of the District Plan  allocations.  The West End Farm allocation was within the HP&SCPC parish area and would therefore contribute towards the numbers delivered by the Parish, with the effect of removing the need for additional homes until at least 2023/24.  Additional housing sites will be needed after 2023/24 across the District and MSDC had therefore published a call for sites (SHELAA).  (2) MSDC was starting to consider a 2-year forward budget.  (3) The District Economic Plan will be published in 2018.  (4) There would be recruitment of more planning officers to address the increased demand.  (5)  Two  Council members had recently passed away and by-elections would be held.   Questions were then asked about developers’ s106/CiL contributions relating to the Burgess Hill Northern Arc development, and the matter of housing densities on new developments.   
2. (2) West Sussex County Council County Local Committee   (WSCC/CLC) :  Cllr Joy Dennis reported:  (1)  High Street, Hurstpierpoint:  WSCC were to undertake an engineering review to assess what additional measures could be made to manage traffic flow.  (2)  Cuckfield Road:  The Traffic and Parking Joint Councils Group were preparing a design brief for the possible traffic management.  (3)  145 High Street:  investigations were ongoing regarding alleged incursion onto the public footway.  (4)  Gatehouse Lane, dead-end section:  problems had been reported with fly-tipping and investigations were being made into possible deregulation of the road, to prevent vehicle access.  (5)  Suggestions had been made for a defibrillator station near the Sportsman public house.  (6)  Investigations were being made into addressing traffic concerns in the Reeds Lane area, but on the section outside the Parish.  (7)  Cllr Dennis had held recent meetings with High Street traders and St Lawrence School.  (8)  A fish and chip mobile trader was working each Thursday outside the Community Shop  in Sayers Common, resulting in some public complaints.  It was understood that permission was not required from either MSDC or WSCC.  (9)  Court Bushes building:  A meeting had been held on 26 September 2017 with interested parties concerned with the future of the building.  It was currently under lease from MSDC to the Ex-servicemens’ Club but the building was not in use and it was believed that opportunities existed to provide a broader community facility.  The Clerk advised that he had also attended the meeting and would be reporting to Council shortly.  The Council confirmed its interest in possible involvement in a future community project.   
3. (3) Mid Sussex Association of Local Councils (MSALC) :  Rodney Jackson reported:  (1) The MSALC 

AGM had been held  on 1 August 2017, at which major concerns were expressed about planning issues.  (2)  The Mid Sussex Partnership meeting on 14 September 2017 included a report from the Sussex Police, at which it was stated that policing resources were largely focussed around the Crawley area.   

C17/050.  Committee and Working Group minutes:  The Committee Chairmen or, in their absence the Vice-chairmen, introduced each Minutes, which the Council was asked to receive and where appropriate, considered the RECOMMENDATIONS::  

C17/050.1   Planning Committee (3 August and 24 August 2017):  The Committee Chairman reported that the application for 10 houses at College Lane, which had been recommended for refusal by the Parish Council, was being considered by the MSDC Planning committee on 5 October 2017  with an officer recommendation for refusal.   (Ref:  MSDC application ref  DM/17/0992)   

C17/050.2  Community Affairs Committee  (20 July 2017).  It was noted that a recommendation was being put forward to cease the Councillor Surgeries.  However, it was noted that due to timing the matter had not reached the Council agenda and would therefore be considered at the October meeting of Council.  (Ref:  Minute CA17/040).  The matter of disposal of allotment waste was raised and Council agreed to support the Committee decision not to offer a disposal service.  (Ref: Minute CA17/043.2).  The Clerk reported on Christmas Lights, advising that the Committee had decided to purchase the lights rather than lease over a three-year period.  The cost of purchase was therefore £955 over budget for the lights, but could be met within the overall Committee budget for 2017/18.  The matter had therefore not been referred to Finance + General Purposes Committee.  

(Ref:  BRIEFING NOTE  Christmas Lights – 7 July 2017)   

C17/050.3  Finance + General Purposes Committee (10 August and 14 September 2017).   C17/050.4  Strategic Policy Working Group  (8 August 2017)  The Group Chairman reported that a meeting had been held with MSDC on 27 September 2017  regarding strategic planning issues and the District Plan, and that a report would come to Council shortly.   

C17/050.5  Governance + Staff Panel (CONFIDENTIAL)  (8 August 2017) 

C17/051.  Routine Annual Reviews:  The Council was asked to consider the following and approve as required:   

1. (1) Standing Orders – Review:  The Council reviewed its Standing Orders which were last approved in September 2015.  There were no changes proposed for this review.    (Ref:  HP&SCPC Standing Orders(NALC 2013)  September 2017)   

RESOLVED: The Council confirms adoption of the Model Standing Orders (NALC 2013) September 2017 

1. (2) Freedom of information:  The Council reviewed its Freedom of Information policy which was last adopted in September 2015.  It was noted that some items should be rescheduled as also being on the website, as well as in hard copy.  There were no other changes proposed from the previous version.  (Ref:  Freedom of 

Information Publication scheme  –  September 2015.)  

RESOLVED:  the Council confirms adoption of the Freedom of Information publication scheme  from September 2017.   

1. (3) PROTOCOL for filming and recording at public meetings:  The Council was asked to confirm the Protocol which was last adopted in September 2015.  It was agreed to delete the sentence  starting “ At the beginning of each meeting…”.   (Ref:  PROTOCOL for filming and recording at public meetings – 7 September 2015 ) 

RESOLVED:  the Council confirms the PROTOCOL for filming and recording at public meetings. 

1. (4) Internal Audit – Review of effectiveness of Internal Control  2017/18  –  Internal Control Arrangements:  The Council was asked to confirm the review which was last adopted in September 2015.  

(Ref:   Internal Audit – Review of effectiveness of Internal Control  2017/18  21 Sept 2017) 

RESOLVED:  the Council confirms the Review of effectiveness of Internal Control  2017/18  –  Internal Control Arrangements. 

1. (5) Clerks delegated powers:  The Council was asked to confirm the Clerk’s delegated powers.  There are no changes  proposed since last approved by Council 22 September 2016.    (Ref:   s101  Local government Act 

1972;  Clerk’s Delegated Powers – 6 September 2016 ) 

  RESOLVED:  the Council confirms the Clerk’s delegated powers (6 September 2016)    

C17/052.  General Data Protection Regulation Compliance (GDPR):  Council was advised that the new regulations for managing and monitoring data come into force 25 May 2018.  The Parish Office was monitoring the issue and would be reporting to Council in due course on the appropriate procedures.   

C17/053.  Dementia Awareness Project 2017:  Following the presentation given to members on 21 

September 2017, Council agreed to give further support to the Project, and to receive further presentations.  (Ref:  

BRIEFING NOTE  Dementia Awareness  31 July 2017) 

RESOLVED:  that the Council agrees to support the Dementia Awareness Project and agrees to the schedule suggested for moving forward in the Parish. 

C17/054.   Information items, correspondence received and requests:    The Council noted:  

1. (1) South East Water Drought Plan 2017 – consultation: ( Ref:www.southeastwater.co.uk/droughtplan) 
2. (2) Hurstpierpoint College – letter to local residents (Ref:  Hurstpierpoint College ltr 22 August 2017) 
3. (3) Action  in Rural Sussex AGM 2017 –  19 October 2017  (Ref:  AIRS letter 1 September 2017)  
4. (4) West Sussex County Council  – County News August 2017 (Ref:  www.westsussex.gov.uk) 
5. (5) West Sussex Association of Local councils AGM – 4 October 2017 (Ref:  WSALC ltr 24 August 

2017)   

1. (6) West Sussex Cycle Summit – 9 October 2017:  County Hall North, Horsham.  (Ref:  WSCC 

email  20 August 2017)   

1. (7) WSCC Public consultation on post-16 Transport Charges;  (Ref:  WSCC email  27 September 

2017)   

1. (8) Mid Sussex District Council – paperless planning applications:  The Council was advised that MSDC were changing all application to paperless from May 2018.  The Parish Office would be offering proposals for managing the new process in due course.  (Ref:  MSDC email  21 September 2017)   

C17/055.  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 item: 

RESOLVED:  The Council agreed to close the meeting to the public and the press under the Public Bodies (Admissions to Meetings) Act 1960 to discuss the following item: 

C17/055.1.  Co-option of Councillors:  Further to minute C17/025 (Meeting 29 June 2017) seven applications had been received for the two positions of co-opted Councillor, but one had later withdrawn, one each for the wards of Hurstpierpoint and Sayers Common.  The Governance and Staff Panel had interviewed six candidates at their meeting 26 September 2017 and brought their recommendations to Council.   

RESOLVED:  The Council agreed to co-opt the following Members:  Claire Majsai for Hurstpierpoint ward and Peter Griffiths for Sayers Common ward   

There being no other business the Chairman closed the Meeting at 9.38 pm.  

  Chairman