Hassocks Parish Council

Agenda

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