The ANNUAL STATUTORY MEETING of HASSOCKS PARISH COUNCIL will be held on TUESDAY 4 MAY 2021 and will follow on from the Virtual Annual Parish meeting which is scheduled to commence at 7.30pm
Parish Clerk 27th April 2021
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.
If you wish to attend, this virtual meeting please email info@hassocks-pc.gov.uk before 4pm on 4th May 2021 to be sent an electronic invitation before 6pm on the 4th May 2021.
AGENDA
1. TO ACCEPT APOLOGIES
2. ELECTION OF CHAIRMAN
3. DECLARATION OF ACCEPTANCE OF OFFICE
4. ELECTION OF VICE CHAIRMAN
5. DECLARATION OF ACCEPTANCE OF OFFICE
6. DISCLOSURE OF INTERESTS
To deal with any disclosure by Members of any dis-closable 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.
7. 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.
(a) Policy, Resources and Communications
(b) Grounds and Environment
(c) Planning
(d) Neighbourhood Plan Committee
(e) Adastra Park Working Group
(f) To confirm that the Chairman of the Council is ex-officio Member of each Standing Committee
(g) To confirm that the Vice Chairmen of the Council is ex-officio Member of each Standing Committee
(h) Appointment of Tree Warden
8. APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES
Details of Outside bodies are set out in (Appendix 2) detailing with the current expressions of interest. Members are requested to confirm the proposed representatives and agree any further amendments required.
9. MINUTES
9.1. To resolve that the minutes of the Council Meeting held on 13 April 2021 be taken as read, confirmed as a correct record and signed by the Chairman.
10. 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.
11. FINANCE
11.1. To approve the Financial Report and authorise the list of payments in the sum of £27,393.02 issued between 1 March 2021 and 31st March 2021. (Appendix 3). To read Appendix 3 please click here.
12. TO ACCEPT THE FOLLOWING MINUTES
12.1 Planning Committee – 6th April 2021 (for acceptance)
12.2. Policy Resources & Communication – 20th April 2021 (for noting only)
13. REPORTS
13.1. West Sussex County Councillor
13.2. Mid Sussex District Councillors Report
13.3 Police Report
13.4. Rail Matters – oral Report (Leslie Campbell)
13.5. Youth Initiatives – oral report (Frances Gaudencio)
13.6. Reports from Councillors on meetings outside bodies where the Council
is represented.
14. CHAIRMAN’S REPORT
14.1 Current matters (oral report)
15. CLERK’S REPORT
15.1 Insurance – Members may recall that they had previously considered a proposal where it was agreed that the Council would utilise a broker to take the Councils insurance requirement to market.
The policy is due for renewal on the 31st May 2021 therefore the decision timeframe does not align with the Councils Committee cycle.
To enable the policy to be renewed to ensure the insurance runs continuously authority is sought for the Clerk in consultation with the Chair to consider and award the insurance contract taking into account the brokers evaluation of the submissions together with the cost and extent of coverage offered.
It is proposed that the outcome of this market testing initiative will be reported retrospectively to the June meeting. Members views are sought.
15.2 Community Infrastructure Levy (CIL) – SDNPA Members are requested to note that the Council has recently received the sum of £439.90 from CIL funds in relation to development in the National Park within the Parish.
The Clerk had previously registered the Council to automatically receive any CIL payments due from the South Downs National Park (SDNP) when any qualifying development occurred within the parish that fell under the jurisdiction of the National Park. It’s proposed that the sum will be held as an Earmarked Reserve with other SDNPA CIL funds held until the funds are specifically allocated to an initiative to facilitate a clear audit trail of the funds.
15.3 Municipal Meeting Calendar. The attached paper set out in Appendix 4 details the proposed meeting schedule for the forthcoming year. Please click here to view Appendix 4.
At the time of drafting this report the outcome of the high court case regarding the ability to continue with remote meetings was not known.
It is anticipated that the outcome of this case will be known by the time of this meeting therefore the meeting cycle may need to be revisited once the outcome of this case is confirmed. Member’s views are sought on the proposed meeting schedule for the forthcoming year.
16. URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN for noting and/or inclusion on a future agenda.
17. DATE OF NEXT MEETING
To note that the date of the next Council meeting is Tuesday 8th June 2021 at 7.30pm.
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.
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 10 – 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
POLICY RESOURCES & COMMUNICATIONS
(Currently 8 Members)
| Current members 2020/21
|
2021/22 – Members wishing to be considered for G & E | Agreed PR & C Members for 2021/22 as at 4/5/21 |
| Kate Bailey | Kate Bailey | |
| Carolyn Barton | Carolyn Barton | |
| Ian Weir | Ian Weir | |
| Frank Rylance | Frank Rylance | |
| Francis Gaudencio | Francis Gaudencio | |
| Sue Hatton | Sue Hatton | |
| 6 | 6 |
GROUNDS & ENVIRONMENT (PARISH COUNCIL REPRESENTATIVES ONLY)
| Current members 2020/21
|
2021/21 – Members wishing to be considered for G & E | Agreed G & E Members for 2021/22 as at 4/5/21 |
| David Bunting | David Bunting | |
| Kate Bailey | Kate Bailey | |
| Jane Baker | Jane Baker | |
| Leslie Campbell | Leslie Campbell | |
| Frank Rylance | Frank Rylance | |
| Alex Simmons | Alex Simmons | |
| Bill Hatton | Bill Hatton | |
| Frances Gaudencio | Francis Gaudencio | |
| Kristian Berggreen | Kristian Berggreen | |
| Claire Tester | Claire Tester | |
| 10 | 10 |
PLANNING COMMITTEE
| Current members 2020/21
|
2021/22 – Members wishing to be considered for Planning | Agreed Planning Members for 2021/22 as at 4/5/20 |
| Leslie Campbell | Leslie Campbell | |
| Carolyn Barton | Carolyn Barton | |
| Nick Owens | Nick Owens | |
| Kristian Berggreen | Kristian Berggreen | |
| Claire Tester | Claire Tester | |
| Bill Hatton | Bill Hatton | |
| Jane Baker | ||
| Robert Brewer | Robert Brewer | |
| 8 | 7 |
NEIGHBOURHOOD PLAN COMMITTEE
| Current members 2020/21
|
2021/22 – Members wishing to be considered for Neighbourhood Plan Committee | Agreed Neighbourhood Plan Committee Members for 20/21 as at 4/5/21 |
| Claire Tester | Claire Tester | |
| Ian Weir | Ian Weir | |
| Kristian Berggreen | Kristian Berggreen | |
| Nick Owens | Nick Owens | |
| Carolyn Barton | Carolyn Barton | |
| Bill Hatton | Bill Hatton | |
| 6 | 6 |
ADASTRA PARK WORKING GROUP (PARISH COUNCIL REPRESENTATIVES ONLY)
| Current members 2020/21
|
2021/22 – Members wishing to be considered for Parking Working Group | Agreed Parking Working Group Members for 2021/22
as at 4/5/21 |
| Frances Gaudencio | Frances Gaudencio | |
| Bill Hatton | Bill Hatton | |
| David Bunting | ||
| Jane Baker | Jane Baker | |
| Kate Bailey | Kate Bailey | |
| 4 | 5 |
FLOOD WORKING GROUP (PARISH COUNCIL REPRESENTATIVES)
| Current members 2020/21
|
2021/22 – Members wishing to be considered for Flood Working Group | Agreed Flood Working Group Members for 2021/22
as at 4/5/21 |
| Claire Tester | Claire Tester | |
| Frances Gaudencio | Frances Gaudencio | |
| Bill Hatton | Bill Hatton | |
| Alex Simmons | Alex Simmons | |
| 4 | 4 |
HIGH STREET WORKING GROUP (PARISH REPRESENTATIVES)
| Current members 2020/21
|
2021/22 – Members wishing to be considered for Flood Working Group | Agreed Flood Working Group Members for 2021/22
as at 4/5/21 |
| Frances Gaudencio | Frances Gaudencio | |
| Ian Weir | Ian Weir | |
| Claire Tester | ||
| 2 | 3 |
Appendix 2
APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES
SCHEDULE OF REPRESENTATIVES OF OUTSIDE BODIES AGREED AT THE ANNUAL MEETING 2019 & CARRIED OVER INTO 2020/21.
| OUTSIDE BODY | Current Representatives 2020/21 | Proposed Representatives 2021/22 as at 4/5/21 |
| Adastra Hall Management Committee | Sue Hatton | Sue Hatton |
| Hassocks Amenity Association Rail Group | Leslie Campbell
|
Leslie Campbell
VACANCY |
| Hassocks Community Organisation | Frances Gaudencio |
Frances Gaudencio |
| Hassocks Twinning Association | Kate Bailey
|
Kate Bailey |
| Mid Sussex Association Of Local Councils | Kristian Berggreen | Kristian Berggreen |
| Oakland Mill Trust | Bill Hatton | Bill Hatton |
| WSCC South Mid Sussex County Local Committee | Ian Weir
Frances Gaudencio (Substitute) |
Ian Weir
Frances Gaudencio (Substitute) |
| 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
(School sports hall Committee) |
| Air Quality Management Area (Aqma) | Sue Hatton | Sue Hatton
VACANCY |
Minutes of the virtual meeting of the Annual Statutory Meeting of the Parish Council held on 4th May 2021 and followed on from the Annual Parish Meeting.
Attendees: Parish Councillors Ian Weir, Jane Baker, Sue Hatton, Kristian Berggreen, Frank Rylance, Frances Gaudencio, Bob Brewer. Clare Tester, Leslie Campbell, Bill Hatton, Nick Owens, David Bunting and Carolyn Barton.
Parish Clerk: Ian Cumberworth
MINUTES
PC21/1 APOLOGIES Cllr Kate Bailey Cllr Alex Simmons
PC21/2 ELECTION OF CHAIR
Cllr Ian Weir indicated that he would be happy to be considered as Chair for a further year if members wished and invited any other members wishing to be considered to come forward. No other members indicated a wish to fulfil the role. It was therefore proposed that Cllr Weir continue in the role for the forthcoming year. Members voted in favour of Cllr Weir to continue as Chair.
RESOLVED that Ian Weir was elected as Chair for 2021/22
PC21/3 DECLARATION OF ACCEPTANCE OF OFFICE
The declaration was duly signed by the Chair Cllr Ian Weir, in light of the meeting being held virtually it was agreed that the Clerk would countersign the declaration when the documents were returned to the office.
PC21/4 ELECTION OF VICE CHAIR
Cllr Weir sought confirmation from Cllr Jane Baker as to whether she would be prepared to consider standing as vice chair for another year. Cllr Baker confirmed that she would. Cllr Weir then sought interest from any other members who wished to be considered for the position. No other members indicated a wish to be considered for this role. It was therefore proposed that Cllr Baker continue in the role for the forthcoming year. Members voted in favour of Cllr Baker to continue as Vice Chair.
RESOLVED that Jane Baker was elected as Vice Chair for 2021/22
PC21/5 DECLARATION OF ACCEPTANCE OF OFFICE
The declaration was duly signed by the Vice Chair Cllr Jane Baker, in light of the meeting being held virtually it was agreed that the Clerk would countersign the declaration when the documents were returned to the office
PC21/6 DISCLOSURE OF INTERESTS
Disclosure by Councillors of personal interests in matters on the agenda, and whether the Councillor regards their interest as prejudicial under the terms of the Code of Conduct. – None
PC21/7 APPOINTMENT OF STANDING COMMITTEES & WORKING GROUPS
The Clerk introduced Appendix 1 setting out the expressions of interest received to date for consideration on the respective committees and working groups. The Clerk indicated that some adjustments were required to the membership of the Committees and would address these in turn.
PC21/8 POLICY, RESOURCES & COMMUNICATIONS COMMITTEE
Cllr Gaudencio had indicated that she wished to stand down from this Committee therefore it was RESOLVED Cllrs (Ian Weir, Sue Hatton, Frank Rylance, Carolyn Barton and Kate Bailey) be appointed to Policy Resources & Communications Committee.
PC21/9 GROUNDS & ENVIRONMENT COMMITTEE
Cllr Tester had indicated that she wished to stand down form this Committee therefore it was RESOLVED Cllrs (David Bunting, Kate Bailey, Jane Baker, Leslie Campbell, Frank Rylance, Alex Simmons Bill Hatton, Francis Gaudencio and Kristian Berggreen) be appointed to Grounds & Environment Committee.
PC21/10 PLANNING COMMITTEE
It was RESOLVED Cllrs (Carolyn Barton, Robert Brewer, Kristian Berggreen, Leslie Campbell. Nick Owens, Bill Hatton and Claire Tester) be appointed to Planning Committee.
PC21/11 NEIGHBOURHOOD PLAN COMMITTEE
It was RESOLVED Cllrs (Claire Tester, Ian Weir, Kristian Berggreen, Nick Owens, Carolyn Barton and Bill Hatton) be appointed to Neighbourhood Plan Committee.
PC21/12 ADASTRA PARK WORKING GROUP
It was RESOLVED Cllrs (Frances Gaudencio, Bill Hatton, David Bunting, Jane Baker and Kate Bailey) be appointed to the Adastra Park Working Group
PC21/13 FLOOD WORKING GROUP
It was RESOLVED Cllrs (Claire Tester, Frances Gaudencio, Bill Hatton and Alex Simmons) be appointed to the Flood Working Group.
PC21/14 HIGH STREET WORKING GROUP
It was RESOLVED Cllrs (Frances Gaudencio, Ian Weir and Claire Tester) be appointed to the High Street Working Group.
PC21/15 To confirm that the Chair of the Council is ex-officio Member of each Standing Committee
RESOLVED The Chair of the Council to act as ex-officio Member of each Standing Committee.
PC21/16 To confirm that the Vice Chair of the Council is ex-officio Member of each Standing Committee
RESOLVED The Vice Chair of the Council to act as ex-officio Member of each Standing Committee.
PC21/17 APPOINTMENT OF TREE WARDEN
RESOLVED that David Brown be appointed Tree Warden for 2021/22.
PC21/18 ADASTRA HALL MANAGEMENT COMMITTEE
RESOLVED that Cllr Sue Hatton be appointed as the primary representative and Cllr Nick Owens as the substitute representative for the Adastra Hall Management Committee.
PC21/19 HASSOCKS AMENITY ASSOCIATION
RESOLVED to delete representation on this group as it has now been incorporated with Hassocks Community Organisation
PC21/20 HASSOCKS COMMUNITY ORGANISATION
RESOLVED that Cllr Frances Gaudencio be appointed as primary representative and Cllr Kristian Berggreen as the substitute representative for the Hassocks Community organisation
PC21/21 HASSOCKS TWINNING ASSOCIATION
RESOLVED that Cllr Kate Bailey be appointed as the representative of the Hassocks Twinning Association.
PC21/22 MID SUSSEX ASSOCIATION OF LOCAL COUNCILS (MSALC)
RESOLVED that Cllr Kristian Berggreen and Cllr Ian Weir be appointed as representatives of MSALC
PC21/23 OLDLAND MILL TRUST
RESOLVED that Cllr Bill Hatton be appointed as the representative of the Oldland Mill Trust.
PC21/24 WSCC SOUTH MID SUSSEX COUNTY LOCAL COMMITTEE.
RESOLVED that Cllr Ian Weir be appointed as the primary representative and Cllr Frances Gaudencio as the substitute representative of WSCC South Mid Sussex County Local Committee
PC21/25 MSDC PARISH LIASION MEETINGS
RESOLVED to appoint Cllr Bill Hatton and Cllr Ian Weir as representatives of the MSDC Parish Liaison meetings.
PC21/26 DOWNLANDS SCHOOL SPORTS HALL COMMITTEE
RESOLVED to appoint Cllr Bill Hatton as representative of the Downlands School Sports Hall Committee
PC21/27 AIR QUALITY MANAGEMENT AREA (AQMA)
RESOLVED to appoint Cllr Sue Hatton and Cllr Nick Owens as representatives of the AQMA.
Cllr Campbell sought clarification as to whether the Green Circle Committee is still in existence and if so consideration be given to providing representation on this. The Clerk undertook to make further enquiries.
PC21/28 MINUTES
The minutes of the meeting held on the 13th April 2021 were accepted as a true and accurate record of the meeting subject to amendment noting Cllr Gaudencio declared interest in item 7.4 Hassocks Youth Projects.
PC21/29 PUBLIC PARTICIPATION
No members of the public were present.
PC21/30 FINANCE
Members considered the finance reports and the supporting bank statements and reviewed the payment list. The Finance report and payments totalling £27,393.02 for the period ending 31st March 2021 were considered and APPROVED.
PC21/31 MINUTES
To agree the Minutes of the Planning Committee 6th April 2021.
To note the minutes Policy Resources & Communications Committee for the 20th April 2021.
PC21/32 Reports
32.1 West Sussex County Councillor report:- none
32.2 District Councillors reports: – Cllr Sue Hatton (SH) advised members that MSDC have indicated that it will be challenging to return to in person meetings and maintaining covid protocols.
At present MSDC are focusing on delivering elections on Thursday 6th May, Hassocks will have 2 polling stations this year at Adastra Hall and St Francis Church Hall. This year due to the covid restrictions no tellers will be permitted to encourage people to enter and leave the venue as quickly as practical.
The planning inspector is due to consider the MSDC Site Development Plan in June.
32.3 Rail matters – Members were advised that in April there were 123 train cancellations of which 85 were cancelled outright and 38 ran but failed to stop at Hassocks.
32.4 Youth Initiatives– nothing to report
32.5 Police matters – nothing to report.
32.6 Report from Councillors on meetings of outside bodies where the Council is represented – nothing to report
PC21/33 CHAIRMANS REPORT – nothing to report
PC21/34 CLERK’S REPORT –
34.1 Insurance – The Clerk informed Members that the broker had taken the Councils proposal to market and the submissions are yet to be fully evaluated. The current policy is due for renewal on 31st May 2021 therefore the decision timeframe does not align with the Councils meeting cycle.
Authority was therefore being sought for the clerk in consultation with the chair to consider and award the insurance contract taking into account the brokers evaluation, cost & extent of cover offered and to report the results retrospectively to a future council meeting.
Members RESOLVED to AGREE to delegate authority to the Clerk in consultation with the Chair to agree and award the Insurance contract and to report the outcome of the award to future Council meeting.
34.2. Community Infrastructure Levy (CIL) SDNPA Members were asked to note that the Council had received the sum of £439.90 from development in the National Park which will be moved to Earmarked Reserves until allocated to a specific initiative.
Members duly noted the report.
34.3 Municipal meeting Calendar
The Clerk introduced the report setting out the draft programme of meetings for consideration for the forthcoming year. A number of minor amendments were drawn to member’s attention.
There are a number of adjustments that are likely to be required.
Members were informed that the paper had been drafted prior to the outcome of the high court case in respect of remote meetings which subsequently concluded that remote meetings should cease from the 7th May 2021.
Although large sections of local government have criticised the need to return to in person meetings at this time the preliminary advice to date is as follows:
Members were advised that as it stands at present the councils chamber would struggle to enable meetings to be held in a covid secure way with the exception of some of the smaller committees with reduced memberships (although this could be impacted upon if members of the public are present).
The Clerk indicated that some preliminary discussions had been held with Adastra Hall regarding the possibility of hiring the venue however there are limited dates so members would need to be flexible if this facility was to be used.
Currently there are 12 meetings proposed between now and the summer recess at the end of July of which six fall prior to the government’s scheduled decision regarding whether social distancing restrictions are to cease.
If members were minded to convene meetings it may be appropriate to consider some members not attending meetings allowing for the committee to remain quorate. This could be done on a rotational basis.
Although most members are likely to have received their second vaccination by the time these meetings fall this will not necessarily be the case for all or the staff.
Member’s views are sought.
The Chair invited comments from members regarding the principle of returning to in person meetings. This generated significant discussion between members some of whom were in favour of returning to in person meetings where others had reservations of doing so at this time. It was acknowledged the difficulties this could pose from an operational aspect of physically hosting meetings within the Councils premises. The majority of members expressed the view that any meetings should only be held if key decisions were required otherwise matters should be deferred for consideration until a later meeting. Planning Committee generated the most discussion as it meets most frequently therefore in the period under consideration it was scheduled to meet four times. Alternative arrangements were discussed including delegation of decisions to the Clerk, reducing member attendance, reverting back to the arrangements put in place when the lockdown measures first came into effect last year. There was a consensus amongst members that with respect to Planning Committee the public should retain the ability to feed comments into the committee and that in person meetings should return as soon as practical subject to the appropriate risk assessments being in place providing it can be done safely.
With regard to the wider committee meetings members felt that unless key decisions were required they should be deferred until a later point.
The Clerk indicated that at the June Full Council meeting members would be required to agree and sign off the Annual Governance Return (AGAR) therefore it would be preferable to retain this scheduled meeting and an alternative venue be identified but with the date being flexible subject to securing an appropriate venue. The Clerk agreed to look to secure the Adastra Hall for this meeting.
Members deliberated on the various options and AGREED that with the exception of Planning meetings all other meetings should be deferred until July unless key decisions are required.
With respect of Planning Committee meetings Members AGREED they should be resumed as soon as practical to in person meetings provided this can be achieved safely.
Members RESOLVED to AGREE the Municipal Meeting Calendar subject to minor adjustment.
PC21/35 URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – He requested members to note that the Council had received its first half instalment of its precept in the sum of £147,773.
PC21/36 DATE OF NEXT MEETING
To note that the date of the next Parish Council meeting is to be finalised once the availability of Adastra Hall has been confirmed.
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.
