Policy, Resources & Communications

Minutes

HASSOCKS PARISH COUNCIL

Minutes of the meeting of the Policy Resources & Communications Committee held on 23 September 2025 at 7.30pm in Parish Centre, Adastra Park, Hassocks.

Attendees: Parish Councillors Paul Shepherd (Chair), Maria Angelaki-King,
Lesley Cruickshank-Robb, Frances Gaudencio, Don McBeth

In Attendance: Elaine Langridge (Clerk & RFO)

MINUTES

PRC25/28    APOLOGIES – None

Absent without apologies: Cllr Ian Weir

PRC25/29    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.

PRC25/30    MINUTES

The minutes of the meeting held on 1 July 2025 were accepted as a true and accurate record of the meeting.

PRC25/31    PUBLIC PARTICIPATION

No members of the public were present.

PRC25/32    POLICIES

The Clerk provided four draft policies for consideration.  She explained that the Data Protection Policy would be the next policy priority as GDPR compliance will be part of the 2025/26 annual audit.  This will require the introduction of Councillor and staff training, data audits and published information regarding data breach protocol. The current policy is dated 2018 and there have been changes in legislation since then.  She would aim to bring a draft to the October or November meeting.  Following this, Health and Safety will be the next policy for review.

PRC25/32.1  Draft Developers Protocol

The Clerk presented an updated Developer Protocol. This is a bespoke document intended to inform Pre-application discussions between the Council and developers. Members were pleased that the new protocol requires notes of discussions to be shared with the Planning Committee as this will improve internal communications. They asked that para 4 be amended as follows to allow more than two Members to attend if there are other Councillors with a particular interest in a proposed development:

Meetings should be organised by the Clerk and attended by at least two members (normally Chair of the Council and Chair of the Planning Committee). 

The Clerk clarified that Councillors should not meet one to one with developers in their capacity as Parish Council representatives.

Members RESOLVED to RECOMMEND the adoption of the amended Draft Developers Protocol to Full Council.

PRC25/32.2  Draft PUBLICATIoN SCHEME

The Publication Scheme is a model document provided by the Information Commissioner’s Office designed to ensure transparency and accessibility of information for the public. It details the type of information available and how it can be obtained free of charge through the Council website or print copies for a small fee of 10p per A4 sheet which will help to discourage excessive paper use.

Members RESOLVED to RECOMMEND the adoption of the amended Draft Publication Scheme to Full Council.

PRC25/32.3  Draft IT POLICY

The IT Policy is a high-level document based on a standard template.  It is intended to protect the Council from inappropriate use of equipment and cyber security risks.  This will be noted on the Council’s corporate risk assessment, and it may be appropriate to arrange an audit to fully assess the level of risk and mitigation measures needed.

The IT Policy relates primarily to the use of Council devices and accounts, but it does make reference to data management and communications.  Therefore, Councillors asked that the following be added to para 1:

This policy should be read in conjunction with the Council’s Data Protection Policy.

There was some discussion regarding how email encryption works and when it should be used and for practical purposes it was agreed that the following should be added to para 7:

Confidential or sensitive information must not be sent via email unless it is encrypted and/or password protected.

Councillors asked who could access and monitor email communications.  The Clerk advised that, if necessary, she could get access to all email accounts with the support of the Council’s IT support service provider.

The Clerk informed Members the Council’s current IT support service provider is no longer trading so para 16 will need to be amended with updated details in due course.

Members RESOLVED to RECOMMEND the adoption of the amended Draft IT Policy to Full Council.

PRC25/32.4  Draft CODE OF CONDUCT

The Clerk explained that the new Code of Conduct is a Local Government Association (LGA) document and quite different to the current adopted version.  The LGA model is also used by Mid Sussex District Council who are responsible for dealing with complaints about the conduct of Members so it is good for our policies to be aligned.

Members discussed the value of the policy as it provides good practise guidance only as there are no penalties and enforcement is generally weak. Cllr Gaudencio felt it was useful to have a policy to refer to if Members are failing to comply with the expected standards as it provides a legitimate reason to challenge poor behaviour.

In relation to para 1, there was a question as to whether Hassocks Parish Council would provide Councillors with resources such as phones and computers and it was agreed that we might in certain circumstances if it was necessary for them to carry out their work.

Members asked if the dual role of Councillors, who also serve on other authorities, is clear to the public. The Clerk said the information should be shown on their Declarations of Interest forms and could be added to the Hassocks Parish Council’s website for transparency.

Members RESOLVED to RECOMMEND the adoption of the Draft Code of Conduct to Full Council.

PRC25/33    FINANCE

PRC25/33.1  Internet Banking

The Chair of PR&C confirmed that he had logged into the Unity Bank website and was able to review bank transactions online. There are eight signatories on the account, including the Clerk.

PRC25/33.2  Financial Scrutiny

The Chair of PR&C (or a nominated Cllr) is required to verify bank reconciliations and examine payroll records at least quarterly, and these checks will need to be evidenced by signing off paperwork in the office and reporting back to the Committee. Cllr Shepherd will arrange to carry out the first set of checks in early October.

PRC25/34    STAFFING MATTERS

PRC25/34.1   STAFFING REVIEW

The Clerk presented a paper regarding the creation of two new posts in 2026/27 – a book-keeper (3 days pw.) reporting to the Clerk and a Community Engagement and Communications officer (full-time) reporting to the Deputy Clerk.

The Clerk explained that this would allow the Council to do more in terms of social media, publicity, community liaison and projects to improve services and facilities across the Parish.  The Deputy Clerk could focus on supporting the Grounds & Environment Committee and improvements to Council assets and the new Community Engagement & Communications officer would be able to facilitate more outward looking initiatives.

Members were generally in favour of more community engagement and felt additional resources would be helpful to allow more research activities, which are currently undertaken by Councillors, and support for working groups.

Cllr Gaudencio questioned how these posts could be funded as she would not support an increase to the precept. The Clerk thought that the new properties in the Parish might bring in additional income without the need for an increase but information about the tax base is needed from the District Council before we can make budget calculations for the next financial year.

Members agreed in principle that additional staff would beneficial, but this would be dependent on affordability, and it might be necessary to adopt a phased approach to recruitment.

PRC25/34.2  PAY SETTLEMENT

Members noted the details of the pay settlement for 2025/26.

PRC25/35    REMEMBRANCE DAY

The Deputy Clerk had prepared an update regarding road closure notices for the Remembrance Day Parade.  Members did not have any questions and the content of the report was noted.

PRC25/36    LEASES & LICENCES

Decisions regarding Licences/Leases & Agreements are delegated to the PR&C Committee.

PRC25/36.1 OPERATION WATERSHED

Cllr Shepherd informed Members that in August he had signed a License with West Sussex County Council to enable the flooding improvement works in Downsview Road to go ahead.  Members noted that these works were scheduled for completion before the end of September.

PRC25/36.2 ADASTRA HALL

The Clerk presented Surrender and Re-Grant documentation papers, drawn up by Wellers Solicitors, in relation to changes to the lease plan for Adastra Hall.  The new lease plan includes additional land for the Green Room and toilet extensions and will be filed with the Land Registry. The execution of legal deeds must be approved by a resolution of the Council in accordance with Standing Order 22.

Members RESOLVED to AUTHORISE signing of the papers by Cllr Gaudencio and Cllr Paul Shepherd in the presence of the Clerk as witness.

PRC25/37    COMMUNICATIONS

It was agreed that the Remembrance Sunday article printed in last month’s Hassocks Life would be replicated in the November edition of Talkabout to reach a different audience and provide a reminder and a further appeal for volunteers. This will be published around 23rd October and will cost £157.

Members discussed the content of the November edition of Hassocks Life and proposed articles on the drainage improvements in Adastra Park, the Operation Watershed project, WSCC road improvements and a reminder of the Community Grants January 2026 deadline.

PRC25/38    URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – Cllr Gaudencio asked that her thanks to the staff for all their good work on projects, policies and other matters be put on the record.

PRC25/39    DATE OF NEXT MEETING Tuesday 28 October 2025

PC25/40       EXCLUSION OF PUBLIC AND PRESS In view of the confidential nature of the business transacted Councillors were referred to the Confidential Agenda.