Annual Statutory Meeting of Hassocks Parish Council

Minutes

Minutes of the Annual Statutory Meeting of the Parish Council held on 16th May 2023 and followed on from the Annual Parish Meeting.

Attendees: Parish Councillors Ian Weir, Sue Hatton, Bob Brewer, Bill Hatton, David Bunting, Dan Sewell, Carolyn Barton, Alex Simmons, Angus Neil, Frances Gaudencio, Kristian Berggreen, Peter Richardson, Paul Shepherd and Kate Bailey.

Visiting Member Cllr Kirsty Lord (WSCC)

Parish Clerk: Ian Cumberworth

MINUTES

PC23/1         APOLOGIES

PC23/2         ELECTION OF CHAIR

Members were requested to elect a Chair of the Council for the forthcoming year. Cllr Ian Weir had indicated that he would be happy to be considered as Chair for a further 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 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 2023/24.

Cllr Weir indicated that he had been the Chair of the Council for a number of years and would hope to relinquish this role sometime later in the year.

PC23/3         DECLARATION OF ACCEPTANCE OF OFFICE

The declaration was duly signed by the Chair Cllr Ian Weir and countersigned by the Clerk in the presence of the meeting.

PC23/4         ELECTION OF VICE CHAIR

Members were requested to elect a Vice Chair of the Council for the forthcoming year Cllr Frances Gaudencio indicated that if no other member wished to take up this role she would be happy to be considered as Vice Chair.

It was therefore proposed that Cllr Gaudencio be elected as Vice Chair for the forthcoming year.

All Members voted in favour of Cllr Gaudencio becoming the Vice Chair.

RESOLVED that Cllr Gaudencio was elected as Vice Chair for 2023/24.

The declaration was duly signed by the Vice Chair Cllr Gaudencio and countersigned by the Clerk in the presence of the meeting.

PC23/5         CO-OPTION OF MEMBERS

Members were informed that the recent election was uncontested as a result of insufficient nominees coming forward (13 candidates for 15 positions) consequently the Council has two vacancies. The Council is now permitted to fill these vacancies via co-option without the need to go back out to advertisement. Since the elections the Council has been approached by two individuals wishing to join the council therefore members were requested to consider their co-option onto the Council.

Members were therefore requested to consider firstly whether to co-opt Kate Bailey (formerly a councillor) onto the Council. Member’s views were sought.

Members RESOLVED to APPROVE the co-option of Kate Bailey on to the Council who was then invited to sign the Declaration of acceptance in the presence of the Clerk.

Members were then requested to consider the co-option of Don McBeth onto the Council. The Clerk indicated that he had been advised that he would be unable to attend this evening’s meeting however members are advised they could still consider co-opting him onto the Council.

Members were advised that if members approve the co-option, members would be requested to approve that the clerk makes appropriate arrangements for Don McBeth to sign the Declaration of Acceptance in the presence of the Clerk in advance of the next scheduled Council meeting to enable him to become a Councillor.

Member’s views were sought.

Members RESOLVED to co-opt Don McBeth onto the Council and APPROVED that the Clerk make arrangements for the Declaration of acceptance be signed in his presence prior to the next scheduled Council meeting in June.

PC23/6         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. – Cllr Gaudencio disclosed an interest in item 14.5

PC23/7         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 make to amendments where necessary.

PC23/8        a) POLICY, RESOURCES & COMMUNICATIONS COMMITTEE

It was RESOLVED Cllrs (Carolyn Barton, David Bunting, Dan Sewell, Ian Weir, Paul Shepherd and Kate Bailey) be appointed to Policy Resources & Communications Committee. (6 members).

PC23/9         b) GROUNDS & ENVIRONMENT COMMITTEE

It was RESOLVED Cllrs (Kristian Berggreen, Francis Gaudencio, Bill Hatton, Sue Hatton, Angus Neil, Alex Simmons, David Bunting, Paul Shepherd, Peter Richardson and Kate Bailey) be appointed to Grounds & Environment Committee. (10 members).

PC23/10       c) PLANNING COMMITTEE

It was RESOLVED Cllrs (Carolyn Barton, Kristian Berggreen, Bob Brewer, Bill Hatton, Angus Neil and Peter Richardson) be appointed to Planning Committee. (6 members).

PC23/11       d) NEIGHBOURHOOD PLAN COMMITTEE

It was RESOLVED Cllrs (Carolyn Barton, Kristian Berggreen, Bill Hatton and Ian Weir) be appointed to Neighbourhood Plan Committee. (4 members)

PC23/12       e) ADASTRA PARK WORKING GROUP

It was RESOLVED Cllrs (Frances Gaudencio, Bill Hatton, Ian Weir, David Bunting, Kate Bailey) be appointed to the Adastra Park Working Group. (5 members)

PC23/13       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).

PC23/14       g) 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.

PC23/15       h) 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.

PC23/16       ADASTRA HALL MANAGEMENT COMMITTEE

RESOLVED that Cllr Sue Hatton be appointed as the primary representative and Cllr Carolyn Barton as the substitute representative for the Adastra Hall Management Committee.

PC23/17       HASSOCKS AMENITY ASSOCIATION RAIL GROUP

RESOLVED that Cllr Bill Hatton be appointed as the representative for Hassocks Parish Council.                                                                          

PC23/18       HASSOCKS COMMUNITY ORGANISATION

RESOLVED that Cllr Dan Sewell be appointed as the representative for the Hassocks Community organisation.

PC23/19       HASSOCKS TWINNING ASSOCIATION

RESOLVED that Cllr Kate Bailey be appointed as the representative of the Hassocks Twinning Association.

PC23/20       MID SUSSEX ASSOCIATION OF LOCAL COUNCILS (MSALC)

RESOLVED that Cllr Kristian Berggreen and Cllr Ian Weir be appointed as representatives of MSALC.

PC23/21       OLDLAND MILL TRUST

RESOLVED that Cllr David Bunting be appointed as the representative of the Oldland Mill Trust.

PC23/22       MSDC PARISH LIASION MEETINGS

RESOLVED to appoint Cllr Bill Hatton and Cllr Ian Weir as representatives of the MSDC Parish Liaison meetings.

PC23/23       DOWNLANDS SCHOOL SPORTS HALL COMMITTEE

RESOLVED to appoint Cllr Bill Hatton and Cllr Peter Richardson as representatives of the Downlands School Sports Hall Committee.

PC23/24       AIR QUALITY MANAGEMENT AREA (AQMA)

RESOLVED to appoint Cllr Sue Hatton and Cllr Carolyn Barton as representatives of the AQMA.

PC23/25       MINUTES

The minutes of the meeting held on the 11th April 2023 were accepted as a true and accurate record of the meeting.

PC23/26       PUBLIC PARTICIPATION

No members of the public were present.

PC23/27       MINUTES

(i)  To agree the Minutes of the Planning Committee 17th April 2023 and to note the minutes for the 2nd May 2023.

(ii)  To note the minutes Neighbourhood Plan Committee for the 20th April 2022.

(iii)  To note the minutes of the Policy Resources & Communications Committee for the 30th March 2023.

PC23/28       FINANCE

Members considered the finance reports and the supporting bank statements and reviewed the payment list. The Finance report and payments totalling £37,190.41 for the period ending 31 March 2023 were considered and APPROVED.

PC23/29       Reports

    29.1          West Sussex County Councillor report (Cllr K Lord)

Highways issues

Ockley Lane – Ockley Park site traffic lights – clarification is being sought regarding how long the current traffic lights are to remain in situ. Confirmation has been received that the contractor will resurface the southern end of the works and deal with the water pooling issue at the northern end, and county have indicated that this work will not be signed off until the drainage issue is resolved.

Clayton Hill – poor surfacing was originally scheduled for repair in April but the revised resurfacing date is later this month. Works will last 1 day and will entail 100sq meter of work.

Underhill Lane – Proposed closure from 31st July regarding Broadband installation however resident’s access will be available.

Pedestrian Crossing (South bank) point has been installed to aide crossing Keymer Road.

Cycle Markings – Keymer Road – WSCC have installed these as part of the initiative of a cycle route from Sayers Common to Downlands. As it is not possible to accommodate a dedicated cycle lane these signs are to act as an additional alert to drivers that cyclists are around. This scheme will progress into Dale Avenue later this year probably in the school holidays.

Also it’s proposed to upgrade the crossing outside Halfords (formerly National Tyres).

Public Rights of Way (PROW) – Footpath closure 4C (near Hammonds Mill) from 17^th May for 3 weeks to enable work on the bridge.

Footpath 11K six month closure, however it’s been agreed that the contractor will only close those sections as needed so parts of this PROW will remain accessible.

Pothole reports: Indicated that KL had raised a number areas directly with Highways however the overall county repair programme remains challenging.

Members raised concerns regarding the Stonepound crossing (North – South) and were advised that at the current time due to the location being a designated AQMA site, they are unable to resolve as they would not be permitted to hold vehicles at that site for any longer periods. However KL indicated that air quality was improving and if that location becomes an undesignated AQMA site alternative options may be possible to implement.

Members raised concerns generally about sections of road and verges along Ockley Lane including at the Ockley Park site entrance but also stretches towards Folders lane and towards the village.

Members subsequently requested the clerk to write to Mid Sussex District Council requesting assurances regarding the timing of the re-instatement highways works under the terms of the planning permission. 

29.2          District Councillors reports: – Cllr Sue Hatton (SH) advised members of the outcome of the recent election: 20 Liberal Democrats, 18 Conservatives, 4 Greens, 5 Independents and 1 Labour resulting in no overall control.

29.3          Rail matters – The Clerk advised that representatives of the Rail Group had recently met with representatives of Govia Thameslink Railway (GTR) to discuss timetable issues and in particular the Cambridge Train that no longer stops at Hassocks. As a result the Bedfordshire train is now very busy, therefore the GTR have agreed to re-look at this to see whether the Cambridge train can be re-instated at some point in the future.

29.4          Youth Initiatives – Cllr Gaudencio informed members that at a previous meeting she had indicated that the Hassocks Youth Project (HYP) were not proposing to schedule events at that time, however they were now in a position to explore further options identified in relation to the village survey and the market. Members may recall that HYP operate under the umbrella of Hassocks Community Organisation therefore Cllr Gaudencio provided further detail of organisations relationship with HCO for the benefit of the new members present and would keep members informed of future initiatives.

29.5          Police matters – The Clerk informed members that he and Cllr Weir were scheduled to attend a Police Liaison meeting with representatives from the Police Commissioners’ office later this month where they would be able to raise issues regarding policing in Hassocks. There is also a scheduled Police Beat Surgery meeting to be held on the 4^th July 11am – 12am in the Parish Centre where members of the public will have the opportunity to raise any issues/concerns directly with the local PCSO’s.

Members raised a number of suggested areas that should be raised at the Police liaison meeting.

29.6          Report from Councillors on meetings of outside bodies where the Council is represented – Cllr Bill Hatton indicated that he had recently attended the Downlands School Sports Hall Committee. Although Freedom Leisure have experienced tough trading conditions with the increases in utility costs etc, there are positive signs of memberships now increasing.

Cllr Gaudencio indicated that she was scheduled to attend an HCO meeting where they considered the contents of the Village Action Plan commissioned by MSDC last year but was unable to attend but had received the minutes. Cllr Gaudencio had been requested to raise some items with the council in respect of signage, speed limits and interconnectivity of public transport and sought clarification as to how these items might be considered by the Council.

Cllr Gaudencio was advised that if the HCO formerly write to the council setting out in detail the specific initiatives they wish the council to consider they can then be referred to the relevant committee to consider.

PC23/30       CHAIRMANS REPORT – nothing to report

PC23/31       CLERK’S REPORT –

31.1         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.

31.2        Precept Members were requested to note that the Council had received its first half instalment of its precept in the sum of £156,151. Noted.

PC23/32       Communications workshop session; Members were informed that a number of members had participated in various 1:1 meetings with Cllr Sewell who is leading on this work stream. It had been agreed that a joint meeting would then be convened and all Councillors invited to consider the outcome of these sessions and to consider how they may wish to take any outcomes forward. The report set out a number of dates for consideration which fall on a Saturday as this had been the preferred day expressed by those attending the 1:1 sessions.

Cllr Sewell provided further details of work undertaken to date and how he would like to progress this.

Cllr Weir requested that rather than respond to the clerk setting out availability it would be helpful if a date could be agreed at this evening’s meeting. Members were therefore requested to consider the date options with a view to establishing a date that suited the most members.

After discussion between members the preferred date was agreed as June 3^rd 2023. The following members indicated they would be available to attend: Cllr Sewell, Cllr Weir, Cllr Gaudencio, Cllr Bunting, Cllr Simmons, Cllr Neal, and Cllr Shepherd other members were requested to review their diaries further to ascertain whether they may also be available on this date. It was also agreed that Cllr Sewell would prepare an outline agenda for the session and circulate prior to the meeting.

PC23/33       URGENT MATTERS AT THE DISCRETION OF THE CHAIR – none

PC23/34       DATE OF NEXT MEETING – 13^th June 2023

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.