Hassocks Parish Council

Agenda

A meeting of the Parish Council is being held on Tuesday 11 April 2023 at 7.30 pm in the Council Chamber, Parish Centre, Adastra Park, Hassocks.

Parish Clerk 4 April 2023

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 4 Public participation.

AGENDA

1. APOLOGIES

To accept Apologies for absence

2. DISCLOSURE OF INTERESTS

2.1 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.

3. MINUTES

3.1. To accept the minutes of the

Parish Council meeting 14th March 2023

4. 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.

5. TO ACCEPT THE FOLLOWING MINUTES

5.1       Grounds & Environment Committee – to note the minutes for the 22nd March 2023

5.2       Planning Committee – to note the minutes for the 27th March 2023.

6. FINANCE

6.1       To approve the Financial Report and authorise the list of payments in the sum of £23,613.48 issued between 1 February 2023 and 28 February 2023. (Appendix 1).
To view Appendix 1 please click here.

7. REPORTS

7.1       West Sussex County Councillor

7.2       Mid Sussex District Councillors Report

7.3       Police Report

7.4       Rail Matters – oral Report (Leslie Campbell)

7.5       Youth Initiatives – (Frances Gaudencio)

7.6       Reports from Councillors on meetings outside bodies where the Council

Is represented

8. CHAIRMAN’S REPORT

 8.1       Current matters (oral report)

9. CLERK’S REPORT

9.1     Grant funding – letters of thanks

This is to inform members that we have received correspondence from the following organisations thanking the council for their grant award.

  • Befriending &
  • Cycling without Age

9.2     Oldland Mill Trust – appointment to outside body. The Council currently appoints   a Councillor Representative annually to this body.

The Mill are in the process of changing its charitable status to become a Charitable Incorporated Organisation (CIO) and will be known as Oldland Mill CIO.

As a consequence of this the Mill have reviewed their constitution and modified a number of elements, some of which would impact on the Councils representative.

The proposal is that once a Councillor is appointed as the Council representative to this group they become a trustee (no personal liabilities).

The organisation are/have changed their charitable incorporation and emended their constitution accordingly.

It is therefore anticipated that if a Councillor is appointed as a representative this would be for a rolling annual term, however this should not preclude the ability of the Councillor to resign as a trustee and step down at any time in the event they choose to leave the Council during their term of office.

Nominated Trustees (Extract from CIO constitution)

Ditchling Parish Council and Hassocks Parish Council (“the appointing bodies”) may each appoint one charity trustee.

Any appointment must be made at a meeting held according to the ordinary practice of the appointing body.

Each appointment must be for a term of [three] years.

The appointment will be effective from the later of:

10.2.4.1               the date of the vacancy: and

10.2.4.2               the date on which the charity trustees or their secretary or clerk are informed of the appointment.

10.2.5                 The person appointed need not be a member of the appointing body.

10.2.6                  A trustee appointed by the appointing body has the same duty under clause 9.1 as the other charity trustees to act in the way he or she decides in good faith would be most likely to further the purposes of the CIO.

 

Since receiving the initial draft document in consultation with the trust they now propose to modify the term in respect of the parish councillor representatives so they would be appointed on rolling annual basis and not the original 3 year term as other trustees.

Members are requested to note these changes to the organisations and confirm whether the Council wish to continue nominating a representative onto this group based on the proposed changes.

9.3      Light Up Hassocks – Grounds and Environment recently considered a request for additional funding from Hassocks Community Organisation (HCO) who have recently taken over responsibility for organising the Light up Hassocks event. HCO were seeking some additional financial support to assist in covering some of the operating costs of the event. The detailed report is set out in the agenda papers of the Grounds & Environmental Committee meeting held on the 22nd March 2023.

Representatives from Light up Hassocks were present to respond to members questions and provided members with some context to the challenges the event is facing. Members present were supportive of the event and after careful consideration RECOMMENDED the release of £1,500 from general reserves subject to full council approval.

GE22/92.1 It was RESOLVED to RECOMMEND to Full Council the release of £1,500 from General Reserves to be granted to Hassocks Community Organisation – Light Up Hassocks Committee towards the costs of lighting and waste management during the event.        

           

Members of Council are requested to consider and approve the recommendation from Grounds and Environment Committee to release £1,500 from General reserves towards the cost of running the event, this would be a ‘one off’ contribution for the 2023 event.

9.4     Adastra Hall – (verbal update)

9.5     Standing Orders/Financial Regulations Review the paper set out in Appendix 2 summarises the proposed changes together with a copy of the amended Standing Orders as Appendix 3 which was recently considered by the Policy and Resources Committee setting out changes to our existing procedures.

The proposed amendments reflect the National Association Local Councils (Model document) which was published in April 2022.

The Council is required to review its Standing Orders/Financial Regulations periodically to reflect changing circumstances and with the forthcoming elections it seemed appropriate to review these at this time to enable an updated version to be issued to all existing and new members post-election.

The Policy Resources & Communications Committee considered the proposed amendments in detail and recommended.

Members discussed the proposed amendments set out in the attachments  and RESOLVED to RECOMMEND to full Council to formally adopt the amended Standing Orders & Financial Regulations.

 

Members are therefore requested to note the Policy Resources & Communications Committees recommendation and determine whether the Council wishes to formally adopt the revised documents with immediate effect.

To view Appendix 2 please click here.

To view Appendix 3 please click here.

9.6      Elections (verbal update)

9.7       Bank signatories The Council currently has 4 signatories for its current account (3 Councillors and the Clerk) with the forthcoming elections one of the signatories is stepping down therefore to ensure the council remains resilient it is suggested that two additional councillor signatories are agreed. A paper was recently considered by Policy Resources & Communications Committee (PRC22/31) and approved the approach to seek additional signatories at this stage subject to the election not being contested. Cllr Bunting indicated he would be prepared to be considered as a signatory, if members were minded to accept this proposal the Council should consider nominating another councillor signatory to bring this up to four plus the clerk. These signatories will be for our current account with Barclays.

It is proposed to open up an on-line account during the new municipal year where further signatories will be sought.

10. URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN for noting and/or inclusion on a future agenda.

11. DATE OF NEXT MEETING

To note that the date of the next Council meeting is Tuesday 16th May 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.

Confidential

12. Burial Ground path network – to agree the confidential minutes for the 14th March 2023.

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 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.

Minutes

Minutes of the meeting of the Parish Council held on 11th April 2023 at 7.30pm in
Parish Centre, Adastra Park, Hassocks

Attendees: Parish Councillors Ian Weir (Chair), Jane Baker, Kristian Berggreen, Angus Neil, Frances Gaudencio, Claire Tester, Kate Bailey and Sue Hatton.

Parish Clerk: Ian Cumberworth

MINUTES

PC22/138     APOLOGIES   Parish Councillors David Bunting, Carolyn Barton, Leslie Campbell, Bill Hatton and Alex Simmons.

Absent without apologies Cllr Dan Sewell, Cllr Robert Brewer.

PC22/139     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.

PC22/140     MINUTES

The minutes of the meeting held on the 14th March 2023 were accepted as a true and accurate record of the meeting.

PC22/141     PUBLIC PARTICIPATION

No members of the public were present.

PC22/142     MINUTES

142.1    Members noted the minutes of the Grounds & Environment Committee for the 22nd March 2023.

142.2    Members noted the minutes of the Planning Committee for the 27th March 2023.

PC22/143     FINANCE

143.1     Members considered the finance reports and the supporting bank statements and reviewed the following payment lists.

The Finance report and payments totalling £23,613.48 (Appendix 1) for the period 1st February – 28th February 2023 were considered and APPROVED.

Members also referenced the number of cheques that remained unpresented at the time of the February reconciliation.

PC22/144   Reports

144.1   County Councillors reports: – no report submitted.

144.2   District Councillor Report Cllr Sue Hatton (SH) updated members briefly on the forthcoming elections and indicated that a large number of experienced members have chosen not to stand for election added to which the number of District Council members has reduced down from 54 to 48 following the electoral commissions review. Hassocks was one of the few sites that was not amended as part of this review.

144.3  Police Report – The Clerk advised that a recent beat surgery had been held at the Parish office which had attracted probably the highest number of attendees since this police initiative had been rolled out. It was felt that the police could still improve their promotion of these events as some attendees were unclear on their format.

144.4   Rail Matters – The Clerk advised members that he had recently spoken to Catherine Cassidy (Rail Group) who indicated she was scheduled to attend a stakeholder meeting in the near future. It was proposed that the issue of the potential closure of the ticket office will be raised. The Clerk informed Catherine that this was also one of the key concerns raised as part of the recent parish priorities statement consultation.

144.5   Youth Initiatives – Cllr Gaudencio advised members that they are exploring whether the art sessions could be run, however at present they need to secure a resource to run the sessions. Members were requested to consider whether they were aware of any individuals who may be able to assist and if so to encourage them to come forward.

144.6 Report from Councillors on meetings of outside bodies where the Council is represented – None.

PC22/145   CHAIRMANS REPORT

Councillors

Cllr Weir indicated that three members currently serving on Council would be leaving and he wished to place on record his thanks and appreciation on behalf of the Council.

Cllr Weir firstly thanked Cllr Tester for her time on the Council and all the work undertaken on the Neighbourhood Plan and the Priorities statement which was really appreciated.

Cllr Baker – Cllr Weir indicated that Cllr Baker had served on the Council as long if not longer than he had and would like to place on record his thanks for her work with the volunteers on the Garden of Remembrance which has seen significant improvements in recent years. Also the work undertaken on leading the Grounds & Environment Committee.

Members sought confirmation from Cllr Baker whether she would continue her work with the volunteers when she steps down as a Councillor. Cllr Baker indicated she would not be able to do so but will continue to work with the volunteers to install the new coronation beds and undertake some early season work on the garden before ceasing to manage the group.

Cllr Campbell – unfortunately Cllr Campbell was not present however it was acknowledged that Cllr Campbell had been a councillor for over 25 years having previously served on Clayton Parish Council and should be commended for his doggedness for the work done over the years on Public Rights Of Way and the Monday Group.

Elections

Cllr Weir updated Members on the forthcoming election and that it would be uncontested therefore at present the Council has two vacancies however there may be opportunities to co-opt further interested individuals onto the Council at the May 16th meeting.

PC22/146   CLERK’S REPORT

146.1   Grant Funding

Members were advised that the Council had received 2 emails/letters of thanks from:

  • Befriending
    &
  • Cycling Without Age

In regard to recent grant funding provided by the Council. Noted

146.2     Oldland Mill

Members were informed that the mill is proposing to amend its charitable status to a charitable incorporated organisation (CIO).

At present the council currently nominates a representative to sit on this group annually.

The expectation will be that the nominated councillor will then become a trustee.

Under the new agreement its proposed this would be an annual rolling term as opposed to the original intended arrangement (3-4 years) this was amended based on some feedback the Clerk provided to the trust.

At present Cllr Bunting is the representative who has confirmed from his perspective it has not been an issue becoming a trustee.

Members are requested to note the proposed changes to the trust and confirm that the Council wish to continue to nominate a parish councillor representative under the new arrangements.

Members noted the changes to the trust and confirmed they wished to continue to nominate a representative under the new arrangements.

146.3    Light up Hassocks

Members were advised that the Grounds & Environment committee recently considered a request from Hassocks Community Organisation (HCO) (organisers) to consider providing additional financial support to cover some of the costs of the event for December 2023.

Grounds & Environmental Committee recommended that full council release £1,500 from General Reserves to support this event.

Council were therefore requested to consider Grounds & Environment Committees recommendation and determine whether to approve the release of these funds from General Reserves.

Grounds & Environment indicated that this would be a ‘one off’ contribution.

Members APPROVED the release of £1,500 from General Reserves to HCO to support the Light up Hassocks event.

146.4    Adastra Hall

The Clerk and representatives from Adastra Hall recently met to confirm some outline timelines for a number of ongoing initiatives:

Lease

It is anticipated the new lease will be completed within the next 10 days and will be for a term of 25 years.

Solar Panels

Solar panel installation – scheduled to commence on 19th June –this will entail scaffolding being erected around the hall however the pathway should remain clear as the scaffolding will bridge the hedge. (Park side)

Work is likely to take approximately 1 week. Solar panels will be installed on both the side of the hall (park facing) and the front of building, (car park facing)

Extension

Planning application for the extension is currently live on the planning portal and can be viewed on the MSDC planning portal site if members are interested.

Members noted the progress to date.

146.5    Standing Orders/Financial Regulations

Members were informed that a report was recently considered by Policy Resources & Communications committee in respect of the council’s standing orders & financial regulations.

A number of amendments were proposed and agreed by the Policy Resources & Communications committee and are summarised in appendix 2.

These amendments are based on guidance from the National Association of Local Councils model documents (April 22).

Appendix 3 details the proposed amended document incorporating these changes.

Members were requested to note Policy Resources & Communications Committees comments and determine whether the council wishes to adopt the revised documents with immediate effect.

If members are minded to agree the revised document it’s proposed that the new version will be issued to members.

Cllr Gaudencio enquired whether these could be reviewed again early in the new municipal year. The Clerk indicated there would be nothing to prevent this as they are able to be reviewed at any point. Cllr Gaudencio indicated that she would like to do so and to look at elements such as the rules of debate.

Members considered the contents of the revised documents and APPROVED the adoption of the revised Standing Orders and Financial Regulations.

In addition it was agreed to revisit these to consider further elements raised by Cllr Gaudencio at its July meeting.

146.6    Elections

The Clerk advised that much had been covered in the Chairs earlier comments but confirmed there was likely to be an opportunity at the May meeting to co-opt additional representatives onto the Council. Noted.

146.7   Bank Signatories

Members were advised that the Council currently has 4 signatories one of whom will be standing down at the forthcoming election. To ensure resilience it is suggested that the council should seek some additional signatories, initially for our existing bank account. (Barclays).

Policy Resources & Communications committee considered and supported this approach.

Cllr Bunting indicated that he would be prepared to be considered as a signatory therefore ideally another signatory is being sought.

Members were informed that it was still proposed to operate an online bank a/c however when previously trying to establish signatories some of those who volunteered did not provide the necessary information required whereas 2 of the additional signatories identified at the time did provide the required information  but will not be standing at the forthcoming elections.

This will therefore need to be revisited later in the new municipal year.

Members were requested to firstly approve Cllr Bunting as a signatory for the Barclays account and secondly consider nominating an additional signatory for this account.

146.7.1    Members APPROVED Cllr Bunting as a proposed signatory for the Councils bank accounts (Barclays).

146.7.2   Further volunteers were sought and it was APPROVED that Cllr Neal would also act as a signatory for the Councils bank accounts (Barclays).

Once the signatories have been set up this will return the Council to four Councillors and the Clerk.

PC22/147   URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – none.   

PC22/148   DATE OF NEXT MEETING

To note that the date of the next Parish Council meeting is Tuesday 16th May 2023 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.

Confidential

PC22/149 Confidential minutes

The confidential minutes of the meeting held on the 14th March 2023 were accepted as a true and accurate record of the meeting.