Hassocks Parish Council

Minutes

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

• To agree the Minutes of the Planning Committee 2nd April 2024 and to note the minutes for the 22nd April 2024.
• To note the minutes of the Policy Resources & Communications Committee for the 24th April 2024.

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 23^rd 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 22^nd May – 24^th 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:

• AGREE to authorise the release of £2,630 from General Reserves to fund the current repair identified.

• AGREE to authorise the Clerk in consultation with the Chair and the Chair of the Grounds & Environment Committee to approve further works in the event further sections of the drains have been compromised.

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:

• Financial and Management risks
  &
• Physical Assets

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 31^st 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