Policy, Resources & Communications

Agenda

HASSOCKS PARISH COUNCIL

To:      All Members of the Policy Resources & Communications Committee (Carolyn Barton David Bunting Ian Weir, Kate Bailey, Don McBeth and Paul Shepherd) with copies to all other Councillors for information.


A meeting of the POLICY RESOURCES & COMMUNICATIONS COMMITTEE will be held on TUESDAY 5 March 2024 at 7.30pm in the Parish Centre, Adastra Park, Hassocks.

Parish Clerk 23 February 2024

1. TO ACCEPT APOLOGIES FOR ABSENCE.

2. TO ACCEPT DECLARATIONS OF INTEREST.

3. MINUTES to accept the Minutes of the Policy Resources & Communications Committee held on 16 January 2024. (Previously Circulated)

4. PUBLIC PARTICIPATION.

5. Remembrance Day/Parade – (verbal update) to provide members with an update of ongoing discussions regarding future arrangements.

6. Communications – to provide members with an update on the programme of articles to be produced over the forthcoming year to appear in Hassocks Life. (Appendix 1).

7. Annual Parish meeting to provide members with an update of the proposed format/content of the event scheduled for May. (verbal update).

8. Business Plan – update on progress to date

9. URGENT MATTERS at the discretion of the Chairman for noting and/or inclusion on a future agenda.

10. DATE OF NEXT MEETING. 16 April 2024.

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 present they will be requested to withdraw from the meeting.

Confidential

11. Minutes to accept the confidential minutes of the Policy Resources & Communications Committee held on the 16 January 2024 (previously circulated).

12. Staffing Matters (Appendix 2).

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

TIMELINE FOR ARTICLE SUBMISSION – HASSOCKS LIFE 2024

HASSOCKS LIFE COPY DATES 2024
APRIL 19TH MARCH
MAY 23RD APRIL
JUNE 21ST MAY
JULY 18TH JUNE
AUGUST 23RD JULY
SEPTEMBER 20TH AUGUST
OCTOBER 24TH SEPTEMBER
NOVEMBER 22ND OCTOBER
DECEMBER 19TH NOVEMBER

 

Minutes

HASSOCKS PARISH COUNCIL

Draft Minutes of the meeting of the Policy Resources & Communications Committee held on 5 March 2024 at 7.30pm in the Parish Centre, Adastra Park, Hassocks.

Attendees: Parish Councillors Carolyn Barton, Don McBeth, Ian Weir, David Bunting and
Frances Gaudencio.

Visiting Member: Lesley Cruickshank-Robb

Parish Clerk: Ian Cumberworth.

MINUTES

PRC23/79    APOLOGIES – Cllr Paul Shepherd

Absent without apologies Cllr Kate Bailey.

PRC23/80    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.

PRC23/81    MINUTES

The minutes of the meeting held on the 16th January 2024 were accepted as a true and accurate record of the meeting.

PRC23/82    PUBLIC PARTICIPATION

One member of the public was present who observed the meeting but did not wish to speak on any items on the agenda.

PRC23/83    Remembrance Day/Parade arrangements

Cllr Barton updated members on further discussions held with various organisations to deliver a parade. Some initial discussions have been held regarding some of the challenges and logistical issues that could be associated with this type of event, however in principal a number of groups remain interested in supporting the initiative.

The Clerk advised that he had sought clarification from the Council’s insurer to establish whether the Council’s existing public liability policy would cover this type of event. The Insurer confirmed this would be the case if the Council were the sole organiser.

Members felt as there were a number of models available to run this event these should be explored further. A meeting should be convened with the interested parties to develop options for consideration to determine how this initiative can be realised. Further details will then be brought back to Policy Resources & Communications for consideration. Cllr Barton agreed to lead on co-ordinating this.

Cllr McBeth sought if we had any update in respect of the Royal British Legion memorial plaques on the old legion premises which is currently up for sale and the option of these being passed over to the Parish Council to relocate. The Clerk advised that he had been in correspondence with various Legion representatives (regional and national) and is currently awaiting responses.

PRC23/84   Communications

This item set out in Appendix 1 detailed the editorial dates for the Hassocks Life publication for the forthcoming year. Members indicated that the intention was to publish an article every other month.

Members felt the initial item regarding the budget etc. was well received.

Members agreed that the next article to be produced will be scheduled for the May edition therefore any article would need to be finalised and submitted by 23rd April which is the editorial closing date. Members expressed the view that the focus of the item should be the Annual Parish Meeting together with accompanying item promoting the tennis courts. The timing of the article would then align to the proposed Annual Parish meeting date which is scheduled for Thursday 23rd May 2024. Members also discussed and confirmed that any item published should continue to be clearly branded as the Parish Council.

Based on the proposed approach it follows that articles will be published in the following editions of Hassocks Life.

May, July, September, November, January, March

PRC23/85    Annual Parish Meeting

The Clerk circulated a paper to Members produced by Cllr Gaudencio to consider a number of options/formats for the forthcoming event. The paper covered areas such as format, logistics and potential topics and speakers.

Members discussed and debated the various options in detail with the consensus being that the number of speakers should be limited to say three external organisations and the Chair of the Parish Council. All other groups invited to attend will have the opportunity to set up display boards publicising and promoting their organisations. Members agreed that the meeting will be held on Thursday 23rd May in Adastra Hall and with a start time after 6pm.

The event will be relatively informal and attendees will be encouraged to engage with all organisations present.

It was proposed that the event would consist of presentations including the Parish Council’s Annual report with an opportunity for members of the public to ask questions of the Parish Council and to view those organisations present display boards.

Members also considered providing refreshments and potentially certificates in recognition of the contribution of some of the organisations to the Community. It was agreed that a number of organisations will be contacted to determine whether they would be interested in attending and able to provide a short presentation on their organisation. Other organisations will also be invited and provided with an opportunity to provide a display board to promote the activities of their respective groups. Tasks were therefore assigned to respective members and the office to progress. A further update will be brought back to this Committee.

PRC23/86    Business Plan Review

Cllr Weir updated the group that an outline document had been drafted and will be circulated to members for wider consideration. The recent meeting with members had been quite progressive; the document also incorporates those items that are required to be carried forward from the current plan. Further work is still required on the fine tuning of the prioritisation and identifying whether there are any financial impacts, however this could be done once members views have been obtained regarding the current draft.
Reference to historic actions has been removed.

Cllr Weir indicated that the draft plan should be possible to circulate to members shortly for further consideration.

PRC23/87    URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – None.

PRC23/88    DATE OF NEXT MEETING

To note that the date of the next is Tuesday 16th April 2024 at 7.30pm