HASSOCKS PARISH COUNCIL
To: All Members of the Grounds & Environment Committee (Kate Bailey, Kristian Berggreen, David Bunting, Lesley Cruickshank-Robb, Frances Gaudencio, Bill Hatton, Sue Hatton,
Angus Neil, Peter Richardson, Alex Simmons, Paul Shepherd and Ian Weir) with copies to all other Councillors for information.
A meeting of the GROUNDS AND ENVIRONMENT COMMITTEE will be held on 3 October 2024 at 7.30pm in the Parish Centre, Adastra Park, Hassocks.
Parish Clerk – 26 September 2024
1. TO ACCEPT APOLOGIES FOR ABSENCE
2. TO ACCEPT DECLARATIONS OF INTEREST
3. MINUTES. To accept the Minutes of the Grounds and Environment Meeting held on 25 July 2024. (Previously circulated).
4. PUBLIC PARTICIPATION
5. OFFICER’S REPORT. (Appendix 1).
6. GARDEN OF REMEMBRANCE. ROYAL BRITISH LEGION MEMORIAL TABLETS. Members are invited to consider quotations for the installation of 2 walls to display the stone memorial tablets. (Appendix 2). To view Appendix 2 please click here.
7. ADASTRA FACILITIES USAGE. Appendix 3 provides details on the usage of each of the Adastra Park facilities for Member’s information. (Appendix 3). To view Appendix 3 please click here.
8. Verbal Update (Cllr David Bunting/Parish Clerk).
8.1 Adastra Park Drainage. Members are invited to consider an update on this project and to consider identifying a suitable party to project manage the progression of the scheme. (Appendix 4).
9. PARKLIFE COFFEE. Members are invited to consider a request from Parklife Coffee to trade from an alternative location in the park during weekdays. (Appendix 5).
10. PUBLIC RIGHTS OF WAY (PROW). Members are invited to consider additional information regarding an application to divert PROW 10K in Adastra Park. (Appendix 6).
11. FLORAL DISPLAYS.
11.1. Floral Displays Contract 2025. Members are invited to agree the extension of the previously approved contracts with Greenscene Landscapes for an additional year (2025) for the planting, installation and maintenance of the Lamp Post floral displays, the planting, installation and maintenance of the hanging baskets and the planting and maintenance of 7 Planters 1 April 2025 – 31 March 2026. (Appendix 7).
11.2 Orion Parade Planters. Members are invited to consider the removal of the diseased trees from 3 planters on Orion Parade. (Appendix 8).
12. FLOOD ACTION GROUP. Verbal Update (Cllr Frances Gaudencio).
13. 20MPH SPEED LIMIT WORKING GROUP. Verbal Update.
14. URGENT MATTERS at the discretion of the Chairman for noting and/or inclusion on a future agenda.
15. DATE OF NEXT MEETING. 7 November 2024 at 7.30pm (*to be confirmed).
Please Note: All members of the public are welcome to attend meetings of the Parish Council and its Committees. Item 4 – 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.
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.
Appendix 1
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contacts for this report: Deputy Clerk
Subject: Agenda Item 5 – Officer Report
The purpose of this report is to update the Committee on (G&E) Matters.
1. ADASTRA PARK
1.1 TREE SAFETY WORKS. Adastra Park. During a period of high winds in August, a large branch fell from a tree (London Plane) on the east border of the South Field in Adastra Park into a neighbouring resident’s garden. The Parish Office was able to arrange for this to be removed the same day and for the remaining damaged limbs in the tree to be made safe temporarily. A further inspection identified additional necessary remedial work to this tree and an adjacent London Plane, this work will be undertaken in November. The total cost for all work including the initial safety clearance is £1830 and will be expended from the Adastra Park Tree Maintenance budget. The remaining funds in this budget following the work detailed will be £1170.
1.2. GARDEN OF REMEMBRANCE STEP. Members are invited to note that the work to replace the step in the gardens with a ramp has been confirmed and will be carried out in November/December. This work will cost £874 in total and will be expended from the Garden of Remembrance EMR.
1.3 BUTTERFLY MOSAIC. The Mosaic Art partnership project was completed in July and installed on the Parish Office wall in early August. An informal opening took place on 6 August and was attended by Parish Councillors, Aimee Harman (Artist), Sue Williams (The Windmills School Art Lead) and pupils & carers from Windmills School. Thanks go to Aimee Harman and Sue Williams for the enormous amount of hard work they both put into making this project happen and for their ongoing positive communication with the Parish Office. Thanks also to MSDC for supporting this project through releasing s106 funds.
2. HASSOCKS BURIAL GROUND. Necessary maintenance work has been undertaken on two trees (a willow and a hornbeam) in the Burial ground costing a total of £650, the work was funded from the Burial ground Budget.
3. ALLOTMENT MANAGEMENT SOFTWARE. As previously agreed by Council, the Allotment Management Software package has now been purchased. The Administrations Assistant who manages the allotments is currently undertaking training and inputting all HPC allotment data onto the system ready for the renewal of tenancies in October.
Appendix 4
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contacts for this report: Parish Clerk
Subject: Agenda Item 8.1 – Adastra Park Drainage
1. The purpose of this report is to update Members on the Adastra Park Drainage project.
Adastra Park – Drainage scheme.
Following the previous Grounds & Environment Committee meeting, the consultant who initially proposed the scheme was approached to provide support in delivering the project as discussed.
A fee proposal was sought to project manage the whole scheme.
In summary the main elements would involve:
Their submitted fee proposal represented in excess of 75% of the overall contract value, therefore this would not be financially viable and would not provide value for money.
A response was sought with regard to the fee element just for the drafting of the specification, but to date no response has been received.
As Members are aware, due to a number of factors the scheme will need to be rescheduled until next year, but to do so, another company will need to be identified to support the delivery of the project.
This should include starting the planning process early in the new financial year with a view to being able to progress the scheme immediately after the cricket season finishes. (September 2025).
With the re-configuration of football pitches this year in the South field, early discussions will also need to be held with the football club regarding the start of the 25/26 season, as it may be necessary to reschedule games to enable the works to be carried out.
It’s understood works should be possible to be undertaken over a two week period, however some of the pitch areas may require longer to recover before they are able to be played on.
2. OFFICER RECOMMENDATION. The Council should seek to identify a suitable party to oversee the project management of the scheme covering the elements identified above. Member’s views are sought.
Appendix 5
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contacts for this report: Deputy Clerk
Subject: Agenda Item 9 – PARKLIFE COFFEE.
1. The purpose of this report is to update Members on the current situation for Parklife Coffee and to invite Members to consider a request from Parklife to support the presence of the concession.
2. After trading for just over a year, the owners of Parklife Coffee have decided that in the current location it is not viable to continue with weekday trading.
3. Weather permitting, weekends remain a good trading option over the winter, particularly when football is running. Therefore the intention is to continue with the current arrangements over the weekends.
4. Similarly, the Hummus Lunch Clubs held earlier in the year in the Pavilion on ad hoc dates, were successful and it is hoped that these will be repeated on various dates over the winter; subject to the availability of the pavilion.
5. Having given some consideration to ways to increase trade during the week, the concessionaire has requested that the Council gives consideration to permitting trading from the main car park/ South Field entrance from early in the morning until around 12.30pm.
It has previously been agreed that trading from the main car park could present challenges in terms of pedestrian safety; furthermore, there is already great demand for parking spaces in the main car park and enabling the coffee trailer to set up in the car park would result in the loss of at least two spaces each morning.
However, ground conditions permitting, the option of setting up just inside the barrier at the top of the South Field could be explored and trialled if the Committee were minded to approve this.
6. OFFICER RECOMMENDATION. Members are invited to approve a trial period for Parklife Coffee to set up and trade from the top of the South Field in Adastra Park; on the understanding that the Clerk would oversee and manage this operationally to protect the park and park users from any negative impact.
Appendix 6
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contacts for this report: Deputy Clerk
Subject: Agenda Item 10 – PROW 10K Diversion.
1. The purpose of this report is to update Members on the previously agreed proposal to submit an application to WSCC for the diversion of path 10K in Adastra Park to allow ticketed events to be held in the North Field without having to apply for temporary stoppage orders.
2. At the G&E meeting held on 21 March 2024
It was RESOLVED TO APPROVE the submission of an application to WSCC for the diversion of PROW 10K to a path which follows the border of the North Field rather than diagonally across. Members approved the expenditure of up to £6000 from the PROW EMR to cover the costs involved. (Min Ref; GE23/93.1).
3. Efforts to progress this application have been delayed by some administrative problems at WSCC, nevertheless the office now has the information and guidance required to take this application forward. The application can be progressed, however it has been suggested that Members are advised that the diversion of a public right of way is a complex matter which is not guaranteed to be successful due to the public objection element; and that a temporary closure application maybe more appropriate.
4. Formal Guidance notes provided by WSCC on this matter have been circulated as a background paper for Members information.
5. OFFICER RECOMMENDATION. Due to the delay in receiving the correct information it is now over 6 months since the Council approved the progression of this application. Therefore, in the light of the received information and with forthcoming changes in resourcing, Members are invited to agree whether the Council still wishes to pursue this matter at this current time.
Appendix 7
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contacts for this report: Deputy Clerk
Subject: – Agenda Item 11.1 – Floral displays Contract 2025
1. The purpose of this report is to invite Members to approve the extension of the existing contracts with Greenscene Landscapes for a further year for the planting, installation and maintenance of the Lamp Post floral displays for a further year at a cost of £1892.03 (plus Vat), the planting, installation and maintenance of the hanging baskets at a cost of £1694.88 (plus VAT) plus costs for additional baskets/brackets as required and the planting and maintenance of 7 Planters between 1 April 2025-31 March 2026 at a cost of £2880.70 (plus VAT).
2. At the G&E meeting held on 19 October 2022, Members:
i) RESOLVED to approve a two year contract with Greenscene Landscapes for the planting, installation and maintenance of 20 x half lamp post baskets and 5 x wall pots at a total cost of £1607.50 plus VAT for 2023 and £1768.25 plus VAT for 2024. With an option to extend for a further year (2025) at £1892.03 plus VAT. (Min ref: GE22/48.1).
ii) RESOLVED to approve a two year contract with Greenscene Landscapes at a total cost of £1440.00 plus VAT for 2023 and £1584.00 plus VAT for 2024 to supply, install and maintain up to 32 planted baskets to businesses in Hassocks. Plus £6.00 per additional new bracket installed and £34.00 plus VAT per replacement basket as required. With an option to extend for a further year if required at a total cost of £1694.88 plus VAT. (Min ref: GE22/49.1).
iii) RESOLVED to approve a contract with Greenscene Landscapes for all year round planting and maintenance of 7 planters as described above at a total cost of £2447.50 plus VAT for 2023 and £2692.25 plus VAT for 2024. With an option to extend for a further year if required at a total cost of £2880.70 plus VAT. (Min ref: GE22/50.1).
3. Hanging Baskets – Members are invited to note for information that in 2024 the Council received the highest uptake from local traders for hanging baskets and 32 baskets in total were on display around the village.
4. OFFICER RECOMMENDATION. Members are invited to approve the extension of:
i. The Lamp post basket contract for 2025 at a cost of £1892.03 plus VAT for 2025 as described above.
ii. The Hanging Basket contract for 2025 at a cost of £1694.88 plus VAT for up to 32 baskets, plus £6.00 plus VAT per replacement basket as required.
iii. The Year round planter contract from 1 April 2025 – 31 March 2026 at a cost of £2880.70 plus VAT.
Appendix 8
HASSOCKS PARISH COUNCIL
To: Grounds & Environment Committee
Date: 3 October 2024
Contact for this report: Deputy Clerk
Subject: – Agenda Item 11.2 – Planters Orion Parade
1. The purpose of this report is to inform Members that the remaining trees in the 3 planters along Orion Parade are all in varying degrees of poor health and should be removed.
2. It is recommended that these trees are cut down to ground level in the autumn to enable the winter planting to be undertaken as usual. In the spring, it would be beneficial to completely empty all 3 affected planters to remove the tree roots and refill with fresh compost.
The cost to undertake this work would be £530.00 plus VAT.
If the Committee is minded to approve this work, it is suggested that it is approved to be undertaken in April and that the Committee sets aside a budget for this expenditure when budget setting for 25/26.
3. OFFICER RECOMMENDATION. Members are invited to approve the removal of the three remaining trees in the planters along Orion Parade as described and to agree the allocation of £530.00 to the Floral Displays Budget for 2025/26 to pay for the emptying of the planters and re-filling with new soil and compost in April 25 prior to the spring/summer planting being undertaken.
See full list of 2024/25 meetings, minutes and agendas here >
15/10/2024
Policy, Resources & Communications
28/10/2024
Planning Committee
See full list of 2024/25 meetings, minutes and agendas here >
The Council Office is located at:
Parish Centre, Adastra Park,
Hassocks, West Sussex, BN6 8QH.
Opening Hours:
Monday, Tuesday, Thursday
10.00 a.m. to 2.00 p.m.
Wednesday CLOSED
Friday
10.00 a.m. to 12 noon.
