Annual Statutory Meeting of Hassocks Parish Council

Agenda

The Annual Statutory Meeting of Hassocks Parish Council will be held on Tuesday 16 May 2023 and follow on from the Annual Parish Meeting which is scheduled to commence at 7.30 pm in the Council Chamber, Parish Centre, Adastra Park, Hassocks.

Parish Clerk – 10 May 2023

Members of the public are encouraged to come to the meetings and there is an opportunity for them to address the Council relating to the non-confidential items on the published agenda. A period of 15 minutes will be set aside in item 11 Public participation.

AGENDA

1. APOLOGIES

1.1 To accept Apologies for absence

2. ELECTION OF CHAIRMAN

3. DECLARATION OF ACCEPTANCE OF OFFICE

4. TO ACCEPT COUNCILLORS DECLARATION OF ACCEPTANCE OF OFFICE.

5. ELECTION OF VICE CHAIR

6. CO-OPTION OF MEMBERS – The Council currently has two vacancies which it is now able to fill via co-option. The Council have received two expressions of interest for these positions both of whom meet the qualification criteria to become a Councillor, therefore on this basis members are requested to approve the co-option of Kate Bailey and Donald Mcbeth onto the council.

In the event either is unable to attend the meeting in person members are requested to approve that the said individuals are authorised to sign there declaration of acceptance of office in the presence of the Clerk prior to the date of the next scheduled Council meeting on the 13^th June 2023.

7. DISCLOSURE OF INTERESTS

7.1 To deal with any disclosure by Members of any disclosable pecuniary interests and interests other than pecuniary interests, as defined under Hassocks Parish Council’s Code of Conduct and the Localism Act 2011, in relation to matters on the agenda.

8. APPOINTMENT OF STANDING COMMITTEES AND WORKING GROUPS

To confirm the membership of each of the following set out in (Appendix 1). The attached paper sets out those Members that have currently expressed a preference therefore does not represent the final representation.

The newer Members may wish to consider attending some of the Committee meeting(s) as an observer prior to finalising their preferences. The expectation if possible would be that Members would sit on two Committees.

a) Policy Resources & Communications Committee
b) Grounds & Environment Committee
c) Planning Committee
d) Neighbourhood Plan Committee
e) Adastra Park Working Group
f) Flood Working Group
g) To confirm that the Chair of the Council is ex-officio Member of each Standing Committee
h) To confirm that the Vice Chair of the Council is ex-officio Member of each Standing Committee

9. APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES

Details of Outside bodies are set out in (Appendix 2) detailing the current expressions of interest. Members are requested to confirm the proposed representatives and agree any further amendments required.

10. MINUTES

To resolve that the minutes of the Council meeting held on the 11^th April 2023 be taken as read, confirmed as a correct record and signed by the Chair.

11. PUBLIC PARTICIPATION

Up to fifteen minutes will be available to allow for the public to make representations, answer questions or give evidence in respect of any items of business included in the agenda, in accordance with Standing Orders.

12. TO ACCEPT THE FOLLOWING MINUTES

12.1     Planning Committee – to agree the minutes for the 17^th April 2023

& to note the minutes for the 2^nd May 2023.

12.2    Neighbourhood Plan Committee to note the minutes for the 20^th April 2023.

12.3    Policy Resources & Communications – to note the minutes for the 30^th March 2023.

13. FINANCE

13.1     To approve the Financial Report and authorise the list of payments in the sum of £37,190.41 issued between 1 March 2023 and 31st March 2023. (Appendix 3).
To view Appendix 3 please click here.

14. REPORTS

14.1     West Sussex County Councillor

14.2     Mid Sussex District Councillors Report

14.3     Police Report

14.4     Rail Matters

14.5     Youth Initiatives – (Frances Gaudencio)

14.6     Reports from Councillors on meetings outside bodies where the Council

Is represented

15. CHAIRMAN’S REPORT

15.1     Current matters (oral report)

16. CLERK’S REPORT

16.1 Municipal Meeting Calendar – The attached paper set out in (Appendix 4) details the proposed meeting schedule for the forthcoming Municipal Year. To view Appendix 4 please click here.

Member’s views are sought on the proposed meeting schedule.

16.2 PRECEPT – This is to inform members that the Council has now received the first parish precept instalment in the sum of £156,151 from Mid Sussex District Council.

17. Communication workshop session – Policy Resources & Communications Committee recently commenced an initiative to review the Councils current communication protocol and its current approach to communications to the wider public. The initiative was being led by Cllr Sewell who set up a number of 1:1 meetings with Councillors to seek their views/feedback on communications with the intention to then set up a focus group meeting with all Councillors to share the information and develop future options as to how the Council may wish to consider developing its communications approach.

The initial intention was to run this focus group session prior to the scheduled elections, however members felt that it would be more beneficial to run this session after the new council was formed (post 16^th May) to enable existing members and new members to engage in this process.

Members are therefore requested to consider holding this session one Saturday morning which was a preferred approach expressed previously by members who participated in the 1:1 sessions.

The sessions will be held on either:

3^rd June

10^th June

24^th June

1^st    July

Members are requested to confirm their availability for these dates as soon as practical via the Clerk so that the session can be organised.

18. URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN for noting and/or inclusion on a future agenda.

19. DATE OF NEXT MEETING

To note that the date of the next Council meeting 13^th June 2023.

EXCLUSION OF PUBLIC AND PRESS

In view of the confidential nature of the business about to be transacted Councillors will be referred to the Confidential Agenda. If any members of the public or press are in attendance they will be requested to withdraw from the meeting in the public interest.

Confidential

20. INSURANCE

FILMING, RECORDING OF COUNCIL MEETINGS AND USE OF SOCIAL MEDIA
During this meeting members of the public may film or record the Committee and officers from the public area only providing it does not disrupt the meeting. The Confidential section of the meeting may not be filmed or recorded. If a member of the public objects to being recorded, the person(s) filming must stop doing so until that member of the public has finished speaking. The use of social media is permitted but members of the public are requested to switch their mobile devices to silent for the duration of the meeting.

Please Note
All members of the public are welcome to attend to attend meetings of the Parish Council and its Committees.
Item 11 – a period of 15 minutes will be set aside for the public statements and questions relating to the published non-confidential business of the Meeting.
It may be necessary to consider particular items in confidential session and where this arises, these items will be considered at the end of the agenda.

Appendix 1

APPOINTMENT OF STANDING COMMITTEES & WORKING GROUPS COMMITTEE MEMBERSHIP 2023/24

(a)  POLICY RESOURCES & COMMUNICATIONS  (22/23 Currently 6 Members)

Current members 2022/23	2023/24 – Members wishing to be considered for PR & C	Agreed PR & C Members for 2023/24 as at 16/5/23
Kate Bailey	–
Carolyn Barton	Carolyn Barton
David Bunting	David Bunting
Dan Sewell	Dan Sewell
Claire Tester	–
Ian Weir	Ian Weir
	Paul Shepherd
6	5

 

(b)  GROUNDS & ENVIRONMENT COMMITTEE (22/23 Currently 10 Members)

Current members 2022/23	2023/24 – Members wishing to be considered for G & E	Proposed G & E Members for 2023/24 as at 16/5/23
Kate Bailey	–
Jane Baker	–
Kristian Berggreen	Kristian Berggreen
Leslie Campbell	–
Frances Gaudencio	Francis Gaudencio
Bill Hatton	Bill Hatton
Sue Hatton	Sue Hatton
Angus Neil	Angus Neil
Alex Simmons	Alex Simmons
	Paul Shepherd
9	7

 

(a)  PLANNING COMMITTEE (22/23 Currently 5 Members)

Current members 2022/23	2023/24 – Members wishing to be considered for Planning	Proposed Planning Members for 2023/24 as at 16/5/23
Carolyn Barton	Carolyn Barton
Kristian Berggreen	Kristian Berggreen
Robert Brewer	Robert Brewer
Bill Hatton	Bill Hatton
Claire Tester	–
5	4

 

(d)  NEIGHBOURHOOD PLAN COMMITTEE (22/23 Currently 5 Members)

Current members 2022/23	2023/24 – Members wishing to be considered for Neighbourhood Plan Committee	Proposed Neighbourhood Plan Committee Members for 2023/24 as at 16/5/23
Carolyn Barton	Carolyn Barton
Kristian Berggreen	Kristian Berggreen
Bill Hatton	Bill Hatton
Claire Tester	–
Ian Weir	Ian Weir
5	4

 

(a)  ADASTRA PARK WORKING GROUP (Currently 6 Members )

Current members 2022/23	2023/24 – Members wishing to be considered for Adastra Park Working Group	Proposed Working Group Members for 2023/24 as at 16/5/23
Kate Bailey	–
Jane Baker	–
Frances Gaudencio	Frances Gaudencio
Bill Hatton	Bill Hatton
Ian Weir	Ian Weir
David Bunting	David Bunting
6	4

 

(f)   FLOOD WORKING GROUP (5 Members plus additional external representation –  (HKD/OART/WSCC)

Current members 2022/23	2023/24 – Members wishing to be considered for Adastra Park Working Group	Proposed Working Group Members for 2023/24 as at 16/5/23
Carolyn Barton	–
Frances Gaudencio	Frances Gaudencio
Angus Neil	Angus Neil
Claire Tester	–
Ian Weir	Ian Weir
5	3

 

Appendix 2

APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES

SCHEDULE OF REPRESENTATIVES OF OUTSIDE BODIES AGREED AT THE ANNUAL MEETING 2023/24.

OUTSIDE BODY	Current Representatives 2022/23	For consideration 2023/24
Adastra Hall Management Committee	Sue Hatton Carolyn Barton	Sue Hatton Carolyn Barton
Hassocks Amenity Association Rail Group	Leslie Campbell	Vacancy
Hassocks Community Organisation	Frances Gaudencio
Hassocks Twinning Association	Kate Bailey
Mid Sussex Association Of Local Councils	Kristian Berggreen Ian Weir	Kristian Berggreen Ian Weir
Oldland Mill Trust	David Bunting	David Bunting
MSDC Parish Liaison Meetings	Bill Hatton Ian Weir	Bill Hatton Ian Weir
Downland Schools Sports Hall Committee	Bill Hatton (School sports hall   Committee)	Bill Hatton
Air Quality Management Area (Aqma)	Sue Hatton Carolyn Barton	Sue Hatton Carolyn Barton