MINUTES of the Meeting of the Council held on Thursday 28 March 2019 at 8.00pm in the Village Centre, Trinity Road, Hurstpierpoint. 

Members Present 

Also Present:   

Joy Dennis (WSCC Ward member)  

John Wilkinson (MSDC Ward member  

Stephen Hoyles  CLERK TO THE COUNCIL 

2  members of the public 

C18/110.  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.   

C18/111.  Minutes and Confidential Minutes of the Meeting of the Council held on 28 February 

2019:  It was agreed that 2 members of the public had attended and the minutes were corrected.  The Council then received and accepted the minutes which were signed by the Chairman.   

RESOLVED:  The Minutes and Confidential minutes of the Council meeting of 28 February 2019 are adopted. 

C18/112.  Matters arising from the Minutes of the Council meeting held on 28 Febuary 2019:  There were no matters not otherwise on the agenda.   

C18/113.  Adjournment for questions from the public:  The Council considered whether to adjourn the Meeting in accordance with clause 70 of Standing Orders, in order to receive questions from members of the public in attendance.   

RESOLVED:  The meeting is adjourned in accordance with clause 70 of Standing Orders. 

A member of the public from Sayers Common raised matters as follows: (1)  It was noted that the London  Road (north) gateway had been damaged in an accident and that broken posts remained in place which could present a hazard.  (2)  Concern was expressed that progress was not being made in siting a new bus shelter  adjacent to the lay-by on the northbound side of London Road.  (3)  The member of the public advised the Council that the Sayers Common village group were surveying households in the electoral ward of Sayers Common to  test whether a separate council should be created to serve the area.   

In response the Chairman  advised that the replacement of the damaged gateway was in hand, including an insurance claim, following the accident which occurred 13 March 2019.  The matter of the bus shelter was being investigated, but it was not certain that the location was appropriate due to sight-line issues and potential objections from adjacent owners.  The meeting then resumed.   

C18/114.  Reports from other authorities:  Council received verbal reports from representatives of other 

Authorities:  

1. (1) Mid Sussex District Council   (MSDC):  Cllr John Wilkinson  reported:  (1) Court Bushes Community hub:  It was understood that discussions were taking place with Colts FC regarding their access on  their annual special event day.  (2)  Kingsland Laines, Sayers Common:  The developer Linden Homes were putting reserved matters for planning consideration, and MSDC had requested some possible changes.  (3)  Triangle, Burgess Hill:  a paddle tennis court was being proposed.  

1. (2) West Sussex County Council County Local Committee   (WSCC/CLC)   Cllr Joy Dennis reported: (1)  Hurst College:  The school had requested a 20mph limit on the roads around the area.  They had been impressed with the new gateways and were considering an additional gateway on the approach to the school.  (2) Cyclepath:  The older Sustrans reports were being reviewed and consultants WSP were preparing detailed proposals.  (3)  A2300 upgrade:  The impact on side lanes was being reviewed and residents consulted.  The Burgess Hill transport sustainability programme had £2.86M earmarked for cyclepaths and pedestrian routed, and a further £2.4M earmarked for access from surrounding villages, as part of the overall expansion of the town.   

In response the meeting raised questions about possible road safety solutions around  Hurst College, and noted the use of pelican crossing and over-bridge at Worth School.  A question was also raised about the assistance given by WSCC to the promoters of Mayfield Market Town, through the Horsham DC Planning Performance Agreement.  Cllr Dennis explained that the support was only to respond to information regarding traffic flows.   

1. (3) Mid Sussex Association of Local Councils (MSALC):  Cllr Rodney Jackson advised that there was no report on this occasion.   

C18/115.  Committee and Working Group minutes:  The Committee Chairmen  introduced each 

Minutes, which the Council was asked to receive and where appropriate, consider the RECOMMENDATIONS:  C18/115.1  Finance + General Purposes Committee  (7 March 2019)  Council was asked to note the delay on repairing the Cemetery wall and the results of the recent tree survey.  

C18/115.2  Planning Committee  (14 March 2019)  

C18/115.3  Hurst Meadows Management Committee (19 March 2019)  Council was advised that there had been some objections to  the planting of an apple orchard and boundary planting in Buckwilly Field, which were being addressed.   

C18/115.4  Community Affairs Committee  (21 March 2019)  Council was advised that a decision had been made not to provide free hanging baskets to the High Street shops, and that a number of traders were making their own arrangements. 

C18/116.  Court Bushes Community Hub:  Council was asked to note the update on progress towards the opening of the Hub in early May 2019, and to agree the following:   

1. (1) The appointment of members to the Court Bushes Advisory Group. The proposed positions were:   
   1. 1. Parish Councillor (to be decided) 
   2. 2. Parish Councillor (to be decided) 
   3. 3. District  Councillor (to be decided) 
   4. 4. MSDC  Community Engagement Officer  
   5. 5. Hurst Festival representative 
   6. 6. Point Church representative 
   7. 7. Nursery operator representative 
   8. 8. Young person  
   9. 9. Young person  
   10. 10. Resident  
   11. (2) To agree that a temporary licence would be entered into with MSDC to permit entry to the site for the purposes of erecting a new perimeter fence, and that the Clerk was authorised to sign on behalf of the Council.   
   12. (3) To agree to award the contract for the perimeter fence to BH Fencing at a cost of £16,200 + VAT. 
   13. (4) To  agree to award the contract for external lighting to SSE Contracting for £4,541.75 + VAT. 

(As items (2), (3) and (4) were not on the agenda, the Chairman asked for a resolution by show of hands, which was confirmed.) 

It was reported that a meeting had taken place with representatives of Colts FC on 28 March 2019. It was agreed that the storage container within the Court Bushes Community Hub curtilage would be moved to  outside as soon as planning permission had been obtained and the arrangements made, but in the short term the container would remain within the curtilage.  The Colts FC were reported as accepting the new arrangements for access and fencing.   

(REF:  BRIEFING NOTE:  Court Bushes Community Hub – update  13 March 2019;  BH Fencing quotation;  SSE Contracting quotation 9 January 2019)    ) 

RESOLVED:   

1. (1) The Court Bushes Community Hub hire rates are approved.  
2. (2) The Court Bushes Advisory Group positions are agreed.   
3. (3) To agree that a temporary licence would be entered into with MSDC to permit entry to the site for the purposes of erecting a new perimeter fence, and that the Clerk was authorised to sign on behalf of the Council.   
4. (4) To agree to award the contract for the perimeter fence to BH Fencing at a cost of £16,200 + VAT. 
5. (5) To  agree to award the contract for external lighting to SSE Contracting for £4,541.75 + VAT. 

C18/117.  Village Centre:  Council was asked to note the update on progress towards the transfer of operations from the current trustees to the Parish Council, as approved by Council (Meeting  28 February 2019  Minutes C18/107),  as detailed in the BRIEFING NOTE.  Council was also asked to confirm  the appointment of members to the  Village Centre Advisory Group as set out in the Operational Manual.  The proposed positions are:   

1. 1. Parish Councillor (to be decided) 
2. 2. Parish Councillor (to be decided) 
3. 3. Gym Club representative 
4. 4. Hurst Festival representative 
5. 5. Point Church representative 
6. 6. Pre-school operator representative 
7. 7. Young person  
8. 8. Young person  
9. 9. User representative 

Council was advised that arrangements were in hand for a replacement cleaning contract which was expected to start 1 May 2019, and that the fire risk works  by A1 Fire were due to take place during the school Easter holiday period.  (REF:  BRIEFING NOTE:  Village Centre – update  13 March 2019) 

RESOLVED:   

1. (1) The Village Centre Advisory Group membership is agreed.   
2. (2) The Village Centre Committee is formed and the membership is agreed at the AGM 

16 May 2019.  In the meantime any decisions regarding the Council’s role as sole trustee are delegated to Chairman and VC and reported to Council.   

C18/118.  St Georges Millennium Garden Trust:  Council was asked to note the notice received from the 

Trust to relinquish the sublease it holds from the Parish Council.  The land (approximately 2 Ac) is held by the Council on a head lease from WSCC on a peppercorn  rent until year 2060.  The notice given by the Trust is in accordance with the terms of the sublease and permits it to give 12 months notice, which means that the Council will assume responsibility for the land from 10 March 2020.  The Trust has indicated that it will also make a grant of about £10,000 to  be earmarked for the ongoing maintenance of the land.  In discussion Council agreed that it would give consideration to an earlier transfer if requested by the Trust.  (REF:  St Georges Millennium Garden Trust  ltr and Resolution  10 March 2019) 

C18/119.  Sayers Common bus shelter:  Further to the item previously reported to Council (Meeting 25 

October 2018,  Minute C18/060)  investigations had taken place to install a new shelter on the northbound side of London  Road, at the existing stop approximately opposite the Community Shop.  Unfortunately a private access exists next to the stop, and there was planning permission for a new dwelling.  There was concern that a new shelter might interfere with sightlines for the private access.  In discussion it was suggested that WSCC Highways had no objections but it was agreed that this needed to be confirmed before the matter could progress. 

The existing stop has a partial lay-by and therefore cannot be easily moved from this location but the Parish Office is continuing discussions with the Highways Authority and the bus companies to see if alternatives can be found.  

C18/120. Staff Structure:  Council noted the revised staff structure  following the recent appoint of a Maintenance Officer and Assistant Clerk.  (REF: CONFIDENTIAL  Staff Structure  -11 March 2019) 

C18/121.  Council Committee Structure:  Council was asked to consider and comment on the draft proposed committee structure which could apply for the new Council commencing 16 May 2019.   It was agreed as a suitable structure.   (REF:  DRAFT Committee Structure  2019/20  13 March 2019) 

C18/122.  Health and Safety Policy:  Council was asked to review the Health & Safety Policy and confirm its adoption.  In discussion it was suggested that the Policy should align with RoSPA guidelines and it was agreed that this would be investigated.  (REF:  Health & Safety Policy    13 March 2019) 

RESOLVED:  The Health and Safety Policy (March 2019) is adopted.   

C18/123.  Information items, correspondence received and requests:   Council noted the following:   

1. (1) Sussex Police and Crime Commissioner – Report  2017/18:   
2. (2) Military Covenant – Respect and Remember:  (REF:  SALC  letter  March 2019) 

C18/124.  CONFIDENTIAL Matters:   The Council was asked to close the meeting to the public and the press under the Public Bodies (Admissions to Meetings) Act 1960. 

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

(1)  Appointment of Clerk.   

There being no other business the Chairman closed the Meeting at 9.12   pm.  

  Chairman