Policy, Resources & Communications

Minutes

HASSOCKS PARISH COUNCIL

Minutes of the meeting of the Policy Resources & Communications Committee held on 24 April 2024 at 7.30pm in the Parish Centre, Adastra Park, Hassocks.

Attendees: Parish Councillors: Carolyn Barton (Chair), Paul Shepherd, Lesley Cruickshank Robb, David Bunting and Frances Gaudencio.

Parish Clerk: Ian Cumberworth.

MINUTES

PRC23/92    APOLOGIES – Cllr Don McBeth, Cllr Ian Weir

Absent without apologies Cllr Kate Bailey.

PRC23/93    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.

PRC23/94    MINUTES

The minutes of the meeting held on the 5th March 2024 were accepted as a true and accurate record of the meeting.

PRC23/95    PUBLIC PARTICIPATION

No members of the public were present.

PRC23/96    Remembrance Day/Parade arrangements

Cllr Barton updated members that following on from some initial positive responses from interested groups the next stage will be to convene a meeting with all associated parties to discuss how this initiative may be delivered. Cllr Gaudencio indicated she would also be happy to attend the meeting in support of Cllr Barton.

Cllr Barton agreed that a further update will be brought back to the Committee at a future point.

Members noted the action being taken.

The Clerk advised Members that at a recent Full Council meeting a proposal to remove the memorial tablets from the old Royal British Legion Club had been agreed and funds allocated.

Members were updated that the stonemason had been appointed to remove the tablets and a payment deposit made, however they were unable to specify when this might occur.

The stonemason has also agreed to store the removed tablets until they are required for re-installation. This initiative is being overseen by Cllr Mcbeth.

PRC23/97   Communications

The Clerk circulated a copy of the proposed article to appear in the May edition of Hassocks Life promoting the Tennis facility and the forthcoming Annual Parish Meeting.

The initial draft contained a number of QR codes which had now been reduced to one as some concern had be raised by Members’ regarding their use in certain communication formats.

The Clerk indicated that as a principal the Council would not have any objection to using QR codes as a means of communication however Members needed to be assured that they were content with the information that they linked to, therefore there may be a need to consider the content and sign off the use of QR codes within any future communications.

The proposed article in front of members included a QR code that linked directly to the Council’s own Tennis landing page for booking tennis.

Members were advised that the article had been modified slightly to incorporate an item on volunteering to support the delivery of the ‘free tennis’ sessions.

The Clerk informed Members that the tennis coach is a Concessionaire linked to the site through an agreement with the LTA and the Council and as part of this is required to deliver a programme of events including ‘free tennis’ sessions on behalf of the Council.

This was a paid for article therefore the focus of the article is on the promotion of the Council’s facility and the Annual Parish Meeting.

Members present discussed the content and format of the proposed article and were content with the article.

Members then discussed the approach to Communication more widely and agreed that this matter would be revisited once the respective Committees had been reformed in May.

The intention would be to establish a consensus amongst Members as to how they wished to promote the Council going forward and explore the various communication opportunities to achieve this.

PRC23/98    Annual Parish Meeting

Members were advised that in light of Cllr Weir recently stepping down as Chair of the Council Members had discussed the option of how this year’s event would be delivered. The consensus amongst Members at Full Council was that the original proposal should be paired back this year.

The intention was to invite three Community groups to provide a display / provide a brief presentation alongside the Parishes Annual report.

The intention now is that the event will still be held at Adastra Hall on the Thursday 23^rd May commencing at 6.30 for a 7 pm start.

Of the three groups contacted one of which has confirmed attendance, one possible and the other the Council are currently awaiting a response.

Members’ were advised that as a result of these modifications to the event it’s likely the hire of the hall finish time will need to be extended.

Members’ discussed the potential content of the meeting and how the event would be promoted which included an article in Hassocks Life and using wider social media sources to reach out to as many residents as possible.

Members’ felt it was important to manage the content/format of information provided by the Parish Council and it was agreed that a further meeting would be scheduled between Cllr Gaudencio, Cllr Shepherd and Cllr McBeth to finalise the presentational footage material to be used by the Council.

The Clerk indicated that he would liaise with those groups invited to present to establish and co-ordinate their requirements to deliver their presentational material be that electronic or paper copy.

Members present felt that all Members should be encouraged to attend the evening and an invitation would also be made to both District and County Councillors to attend.

PRC23/99    URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – None.

PRC23/100  DATE OF NEXT MEETING

To note that the date of the next is Tuesday 28^th May 2024 at 7.30pm