A meeting of the Annual Statutory Meeting of Hassocks Parish Council to be held on Tuesday 14 May 2024 which is scheduled to commence at 7.30 pm in the Council Chamber, Parish Centre, Adastra Park, Hassocks.
Parish Clerk – 8 May 2024
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. A period of 15 minutes will be set aside in item 10 Public participation.
AGENDA
1. APOLOGIES
1.1 To accept Apologies for absence
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
6.1 To deal with any disclosure by Members of any disclosable 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). (To view Appendix 1 please click here). The attached paper sets out those Members that have currently expressed a preference therefore does not represent the final representation.
a) Policy Resources & Communications Committee
b) Grounds & Environment Committee
c) Planning Committee
d) Neighbourhood Plan Committee
e) Adastra Park Working Group
f) Flood Working Group
g) Speed Limit Working Group
h) High Street working Group
i) To confirm that the Chair of the Council is ex-officio Member of each Standing Committee
j) To confirm that the Vice Chair of the Council is ex-officio Member of each Standing Committee
8. APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES
Details of Outside bodies are set out in (Appendix 2) detailing the current expressions of interest. Members are requested to confirm the proposed representatives and agree any further amendments required. (To view Appendix 2 please click here).
9. MINUTES
9.1. To resolve that the minutes of the Council meeting held on the 9th April 2024 be taken as read, confirmed as a correct record and signed by the Chair.
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. TO ACCEPT THE FOLLOWING MINUTES
11.1 Planning Committee – to agree the minutes for the 2nd April 2024 and to note the minutes for the 22nd April 2024.
11.2 Policy Resources & Communications – to note the minutes for the 24th April 2024.
12. FINANCE
12.1 To approve the Financial Report and authorise the list of payments in the sum of £36,329.71 issued between 1 March 2024 and 31st March 2024. (Appendix 3). (To view Appendix 3 please click here).
13. REPORTS
13.1 West Sussex County Councillor
13.2 Mid Sussex District Councillors Report
13.3 Police Report
13.4 Rail Matters
13.5 Youth Initiatives
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 Ockley Lane – Speed consultation 24/4
The Council has received an email from WSCC (Appendices 4) inviting the Parish Council to participate in the current consultation process to consider changes to the speed limits in sections of Ockley Lane set out in (Traffic Regulation Order MDS 2316MM). (To view Appendix 4 email please click here).
The consultation document limits responders to indicate simply whether they are supportive or not, together with the ability to add any comments in support of the views being expressed. (To view Appendix 4 TRO Consltation please click here).
Members are therefore requested to consider whether they wish to submit a formal response as part of this consultation and if so indicate the view the Council wishes to express. The closing date for the consultation is on the 16th May. Members have previously expressed the view that they would generally be supportive where speed limits were being reduced.
15.2 Municipal Meeting Calendar – The attached paper set out in (Appendix 5) details the proposed meeting schedule for the forthcoming Municipal Year. (To view Appendix 5 please click here).
Member’s views are sought on the proposed meeting schedule.
15.3 Precept – This is to inform members that the Council has now received the first Parish precept instalment in the sum of £165,914 from Mid Sussex District Council.
16. Adastra Park drains (Sports & Social club) – The Sports and Social club have experienced a number of issues with the sewage drains connected to the club, causing various blockages in the system. Under the terms of the lease the club are liable for all drains within the curtilage of the building, outside of this they then cross onto private land owned by the Council. It has been established that this section of the sewer is private and not the responsibility of Sothern Water.
Due to the recent incident where ‘effluent’ was spilling over into the car park it was necessary to commission a drainage company to undertake a visit to firstly ‘unblock’ the drains and secondly undertake a CCTV camera survey to investigate the cause of the problem.
The cause of the issue has been established as a collapsed section of drain down a 20 meter run of pipe from the manhole cover located in the car park. Due to the collapsed section it was not possible to establish the condition of the drains beyond this point.
It will therefore be necessary to undertake some remedial repairs/replacement/re-lining of the section of pipes which will include the excavation of sections of the Pavilion car park.
It will only be at this point when the collapsed section of drain has been replaced that it will be possible to undertake further CCTV investigation beyond this point to ascertain if any further sections are compromised.
The Council have received a quote to undertake the works in the sum of £2,630 (net). This work was not budgeted for but in light of the circumstances and that the Council could not allow untreated effluent to leak into the car park, in consultation with the Acting Chair of the Council and the Chair of Grounds & Environment it was agreed to progress the work expediently.
The works are scheduled to be undertaken later this month and will impact on the access to the car park which is unlikely to be accessible for at least 2 – 3 days as the affected point of the drains is near to the entrance to the car park.
All impacted users have been advised of this (Sports & Social Club, Park Coffee Concessionaire and the Cricket Club).
To enable the works to progress the Council is requested to release £2,630 (net) from General Reserves and authorise the Clerk to agree further works if required with the Chair and the Chair of the Grounds & Environment Committee in the event further issues being identified beyond the current blockage.
17. Insurance Members are requested to note the Councils Insurance policy will be renewed with Clear Insurance Management Ltd (formerly BHIB) as part of the 3 year term agreement the Council entered into last year (year 2). The policy is provided by Aviva.
Members may recall that last year the Council commissioned a revaluation of all of its property assets for insurance purposes to ensure that the Council continued to hold sufficient cover; these valuations have also been increased this year to reflect increased costs. The policy cover has been reviewed and will be renewed on the 1st June 2024 in the sum of £4,010.11. Members are requested to note the action taken.
18. Risk Management to consider the Councils Risk assessments in accordance with the Councils requirement to review annually. (Appendix 6 – 8).
(To view Appendix 6 please click here).
(To view Appendix 7 please click here).
(To view Appendix 8 please click here).
19. Internal Audit appointment – the attached letter sets out the basis of appointment of the internal auditor up until 31st March 2026 and details the responsibilities of the Council and the internal auditors. Members are requested to confirm that they are content to enter into a term agreement with Mulberry & Co to continue to deliver Internal Audit services to the Council up until March 2026. (Appendix 9). (To view Appendix 9 please click here).
20. Internal Audit Report 2023/24 The attached report sets out the final year end internal audit report for the year ending 31st March 2024, which follows on from the interim audit review completed earlier in the year. The report sets out the work undertaken by the auditor together with any findings and recommendations.
The year-end audit did not raise any recommendations and the Internal auditor noted ‘It is clear the council takes governance, policies and procedures seriously and I am pleased to report that overall, the systems and procedures you have in place are fit for purpose’.
Members are asked to note the contents of the year end internal auditor’s report which will also be considered alongside the governance reports scheduled to be considered by Members in June. (Appendix 10). (To view Appendix 10 please click here).
21. URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN for noting and/or inclusion on a future agenda.
22. DATE OF NEXT MEETING
To note that the date of the next Council meeting 11th June 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 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.
Minutes of the Meeting of the Parish Council held on 14th May 2024
Attendees: Parish Councillors Frances Gaudencio, Sue Hatton, Bill Hatton, Carolyn Barton, Alex Simmons, Angus Neil, Kristian Berggreen, Peter Richardson, Paul Shepherd, Kate Bailey and Lesley Cruickshank-Robb.
Visiting Member: None
Parish Clerk: Ian Cumberworth
MINUTES
PC24/1 APOLOGIES Cllr Ian Weir, Alex Neil, Robert Brewer and David Bunting.
PC24/2 ELECTION OF CHAIR
Members were requested to elect a Chair of the Council for the forthcoming year. Cllr Frances Gaudencio had indicated that she would be happy to be considered as Chair for the forthcoming year. Members were also provided an opportunity to express an interest in the position prior to the matter being formally considered by the Council. No other members indicated a wish to fulfil the role.
It was therefore proposed that Cllr Frances Gaudencio be elected as Chair for the forthcoming year. All Members voted in favour of Cllr Gaudencio becoming the Chair.
RESOLVED that Frances Gaudencio was elected as Chair for 2024/25.
PC24/3 DECLARATION OF ACCEPTANCE OF OFFICE
The declaration was duly signed by the Chair Cllr Frances Gaudencio and countersigned by the Clerk in the presence of the meeting.
PC24/4 ELECTION OF VICE CHAIR
Members were requested to elect a Vice Chair of the Council for the forthcoming year. The Clerk indicated they he had not received any expressions of interest in advance of this meeting therefore sought to establish whether any Members wished to be considered for this role. Cllr Kristian Berggreen indicated that if no other member wished to take up this role he would be happy to be considered as Vice Chair.
It was therefore proposed that Cllr Berggreen be elected as Vice Chair for the forthcoming year.
All Members voted in favour of Cllr Berggreen becoming the Vice Chair.
RESOLVED that Cllr Kristian Berggreen was elected as Vice Chair for 2024/25.
PC24/5 DECLARATION OF ACCEPTANCE OF OFFICE
The declaration was duly signed by the Vice Chair Cllr Kristian Berggreen and countersigned by the Clerk in the presence of the meeting.
PC24/6 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.
PC24/7 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 invited members to consider the proposals and to make amendments where necessary. Each Committee was considered in turn.
PC24/8 a) POLICY, RESOURCES & COMMUNICATIONS COMMITTEE
It was RESOLVED Cllrs (Carolyn Barton, Paul Shepherd, Don McBeth, Lesley Cruikshank-Robb and Kate Bailey) be appointed to Policy Resources & Communications Committee. (5 members).
PC24/9 b) GROUNDS & ENVIRONMENT COMMITTEE
it was RESOLVED Cllrs (Kristian Berggreen, Frances Gaudencio, Bill Hatton, Sue Hatton, Angus Neil, Alex Simmons, David Bunting, Paul Shepherd, Peter Richardson, Ian Weir, Lesley Cruickshank–Robb and Kate Bailey) be appointed to Grounds & Environment Committee. (12 Members).
PC24/10 c) PLANNING COMMITTEE
It was RESOLVED Cllrs (Carolyn Barton, Kristian Berggreen, Bob Brewer, Bill Hatton, Angus Neil, Don McBeth and Lesley Cruikshank-Robb) be appointed to Planning Committee. (7 Members).
PC24/11 d) NEIGHBOURHOOD PLAN COMMITTEE
It was RESOLVED Cllrs (Kristian Berggreen, Bill Hatton, Don McBeth and Lesley Cruickshank-Robb) be appointed to Neighbourhood Plan Committee. (4 Members)
PC24/12 e) ADASTRA PARK WORKING GROUP
It was RESOLVED Cllrs (Frances Gaudencio, Bill Hatton, David Bunting, Kate Bailey and Peter Richardson) be appointed to the Adastra Park Working Group. (5 Members)
PC24/13 f) FLOOD ACTION GROUP
It was RESOLVED Cllrs (Frances Gaudencio, Angus Neil, Ian Weir and Peter Richardson) be appointed to the Flood Action Group. (4 Members).
PC24/14 g) SPEED LIMIT WORKING GROUP
It was RESOLVED Cllrs (Peter Richardson, Paul Shepherd and Bill Hatton) be appointed to the Speed Limit Working Group. (3 Members)
PC24/15 h) HIGH STREET WORKING GROUP – members considered whether they wished to continue this group at this current time and indicated that they were minded to dissolve this group at the present time and reform at a later time if necessary . Therefore Members RESOLVED to disband this working group.
PC24/16 i) To confirm that the Chair of the Council is an ex-officio Member of each Standing Committee
RESOLVED The Chair of the Council to act as an ex-officio Member of each Standing Committee.
PC24/17 j) To confirm that the Vice Chair of the Council is an ex-officio Member of each Standing Committee
RESOLVED The Vice Chair of the Council to act as an ex-officio Member of each Standing Committee.
PC24/18 ADASTRA HALL MANAGEMENT COMMITTEE
RESOLVED that Cllr Sue Hatton be appointed as the representative and another Councillor be identified at a future point to represent the parish at the Adastra Hall Management Committee.
PC24/19 HASSOCKS AMENITY ASSOCIATION RAIL GROUP
RESOLVED that Cllr Bill Hatton be appointed as the representative for Hassocks Parish Council.
PC24/20 HASSOCKS COMMUNITY ORGANISATION
RESOLVED that Cllr Lesley Cruickshank-Robb be appointed as the representative for the Hassocks Community Organisation.
PC24/21 HASSOCKS TWINNING ASSOCIATION
RESOLVED that Cllr Kate Bailey be appointed as the representative of the Hassocks Twinning Association.
PC24/22 MID SUSSEX ASSOCIATION OF LOCAL COUNCILS (MSALC)
PC24/23 OLDLAND MILL TRUST
RESOLVED that Cllr David Bunting be appointed as the representative of the Oldland Mill Trust.
PC24/24 MSDC PARISH LIASION MEETINGS
RESOLVED to appoint Cllr Bill Hatton and Cllr Alex Simmons as representatives of the MSDC Parish Liaison meetings.
PC24/25 DOWNLANDS SCHOOL SPORTS HALL COMMITTEE
RESOLVED to appoint Cllr Peter Richardson as representatives of the Downlands School Sports Hall Committee.
PC24/26 AIR QUALITY MANAGEMENT AREA (AQMA)
RESOLVED to appoint Cllr Sue Hatton and Cllr Carolyn Barton as representatives of the AQMA.
PC24/27 MINUTES
The minutes of the meeting held on the 9th April 2024 were accepted as a true and accurate record of the meeting subject to the following amendment with the District Councillors report (151.2) it should read ‘As part of the Parking Strategy the proposed parking fee increases are being introduced in the three main towns (Burgess Hill, Haywards Heath and East Grinstead) later this month.
PC24/28 PUBLIC PARTICIPATION
No members of the public were present.
PC24/29 MINUTES
PC24/30 FINANCE
Members considered the finance reports and the supporting bank statements and reviewed the payment list. The Finance report and payments totalling £36,329.71 for the period ending 31 March 2024. Members asked a range of questions on clarification on some of the payments which the Clerk responded to. Members were content with the explanations provided therefore the payment schedule was considered and APPROVED.
PC24/31 Reports
31.1 West Sussex County Councillor report – no report submitted.
31.2 District Councillors reports: – Cllr Sue Hatton (SH) advised members that MSDC would be going through a similar exercise this week to the Parish Council with the appointment of Members to the respective Committees.
The new Parking charges introduced in the three main towns has been introduced however it’s been acknowledged that the Communication process to explain the new charging regime could have been improved.
It’s anticipated that the consultation to introduce parking charging in the villages (including Hassocks) will commence later in the year.
31.3 Rail matters – The Clerk advised the Rail Group are scheduled to meet later this week.
31.4 Youth Initiatives – The Clerk informed Members that he had written to Hassocks Community Organisation (HCO) seeking to recover unused grant funding previously awarded to Hassocks Youth Project (HYP) who operated under the umbrella of HCO. HYP are no longer operating. Under the terms of the award unused funds are recoverable which in turn could then be ring-fenced for future youth initiatives.
31.5 Police matters – none.
31.6 Report from Councillors on meetings of outside bodies where the Council is represented – Cllr Peter Richards had attended the Downlands School Sports Hall Committee. It was confirmed that finances are continuing to improve with the 3 G pitch performing particularly well. Representatives on the group indicated they would welcome wider Community representation on the Committee and in particular from Hassocks Community Organisation (HCO).
Cllr Richardson also recently attended an Active Travel meeting held by the Greener Hassocks & Ditchling group where they discussed various cycling schemes and modes of transport.
Cllr Berggreen recently attended the Mid Sussex Association of Local Councils (MSALC) and advised members of the areas of discussion which included MSDC improving engagement with Parish Councils. The meeting also talked about Members conduct generally and the impact it’s having nationally on the sector.
Cllr Barton – provided an update on the progress of the Adastra Hall extension and explained there had been some delays due to materials etc. but it was anticipated that the project will now be completed at the end of this month. It was indicated that supply and re turfing of damaged areas of grass adjacent to the extension would be arranged by Adastra Hall personnel.
PC24/32 CHAIRS REPORT – Cllr Gaudencio reminded Members that the Annual Parish Meeting was to held at the Adastra Hall next week on Thursday 23rd May and would like to see all Members present next week.
PC24/33 CLERK’S REPORT –
33.1 Ockley Lane – Speed Consultation – The Council had been invited to participate in the current consultation, details of the proposal were set out in Appendix 4 of the report. Members were invited to consider whether they were supportive of the proposal and whether they wished to submit a response to the consultation.
Members RESOLVED to support the proposed speed reductions and authorised the Clerk to submit the Councils view as part of the consultation.
33.2 Municipal meeting Calendar
The Clerk introduced the report setting out the draft programme of meetings for consideration for the forthcoming year. Members considered the content of the proposed meeting schedule and RESOLVED to APPROVE the programme of meetings.
33.3 Precept Members were requested to note that the Council had received its first half instalment of its precept in the sum of £165,914. Noted.
PC24/34 Adastra Park Drains (Sports & Social Club);
The report summarised the current situation with regard to the sewage drains outside of the curtilage of the property, therefore the liability of repairs falls on the Council as they are private sewers on private land.
Members were advised that since this report was drafted it had also been necessary to call out the drainage company several times to unblock the drains.
The cause of the blockage is a collapsed section of drain and appropriate remedial works have been scheduled for 22nd May – 24th May and it will be necessary to close the Pavilion Car Park for the duration of these works. A quote for the works has been obtained in the sum of £2,630 (net).
This was not budgeted for therefore funds will need to be released from General Reserves to cover the cost of repair.
The Clerk advised that once the collapsed area has been repaired a camera will be placed beyond this point to establish if the drain is compromised beyond this point and whether additional works are required.
Members were therefore requested to approve the release of £2,630 from General Reserves to undertake the identified repairs and secondly authorise the Clerk in consultation with the Chair and the Chair of Grounds & Environment Committee to approve any further works if further sections of the drains have been compromised.
Members considered the report and raised a number of queries which the Clerk responded to therefore Members were supportive of the proposed approach and RESOLVED to:
PC24/35 Insurance – Members were requested to note the insurance Policy renewal as part of the Councils three year term agreement in the sum of £4,010.11. Members were advised that the property valuations had been uplifted this year to reflect the ever increasing property insurance valuations. These values had been built on the professional valuations undertaken last year to ensure the Councils assets were appropriately insured.
Members sought confirmation that the Council seeks confirmation from the leaseholders on the park that adequate cover is provided by their insurers for the respective premises. The Clerk undertook to do so,
Members NOTED the renewal of the Councils insurance under the terms of the framework agreement.
PC24/36 RISK MANAGEMENT
The Clerk introduced the papers which were set out as Appendix 6 – 8 (pages 23-33) of the report which set out the position regarding risks within the Council and it is a requirement that they are reviewed formally once a year, although operationally risks are kept under review throughout the year.
To assist Members a traffic light system has been incorporated to differentiate between the respective risks, the majority of which are either low or medium risk.
Members were advised that risks would also be considered and assessed independently as part of the internal auditors work.
The paper before Members covered:
Members were informed that although the assessments are undertaken by the Clerk and can be subjective these are subject to review by the internal auditor.
Members sought clarification on some of the items particularly in relation to historical records. The Clerk confirmed that when he first started at the Council it was established that some historical records that were accessible were incomplete, therefore since that point efforts have been made to ensure ‘key’ records are accessible and either backed up electronically or copies held remotely.
Members therefore RESOLVED to AGREE the contents of the risk review and accepted that it reflected the risk profile of the Council.
PC24/37 INTERNAL AUDIT APPOINTMENT
The attached letter (Appendix 9) (pages 34 -37) set out the basis of appointment of the internal auditor up until 31st March 2026, together with their and the Councils responsibilities. By entering into a term arrangement the Council would secure marginally improved terms.
Members are requested to confirm they are content to enter into a term agreement with Mulberry & Co to deliver internal audit services to the Council.
Members RESOLVED to APPROVE the entering into a term agreement with Mulberry & Co to deliver Internal Audit services on behalf of the Council for the period ending March 2026.
PC24/38 INTERNAL AUDIT REPORT 2023/24
The Clerk introduced the report set out in Appendix 10 .The attached report set out the outcome of the work undertaken by the internal auditor in reviewing the governance framework of the Council.
The year-end review did not raise any recommendations and the internal auditor noted: ‘it is clear the Council takes governance, policies and procedures seriously and I am pleased to report that overall, the systems and procedures you have are fit for purpose.’
Members were asked to note the contents of the Internal Auditors report and the actions taken to date to address the points raised.
Members duly NOTED the contents of the Internal Auditors report and his opinion on the Councils control framework.
Members indicated they also wished to place on record their thanks and appreciation to the officers for ensuring that the control frameworks in place remain effective.
PC23/39 URGENT MATTERS AT THE DISCRETION OF THE CHAIR – none
PC23/40 DATE OF NEXT MEETING – 11th June 2023
See full list of 2024/25 meetings, minutes and agendas here >
04/07/2024
Neighbourhood Plan Committee
09/07/2024
Hassocks Parish Council
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.
