Policy, Resources & Communications

Minutes

HASSOCKS PARISH COUNCIL

Draft Minutes of the meeting of the Policy Resources & Communications Committee held on 18 February 2025 at 7.30pm in Parish Centre, Adastra Park, Hassocks.

Attendees: Parish Councillors, Ian Weir, Paul Shepherd, Kate Bailey, Lesley Cruikshank-Robb and Maria-Angelaki-King.

Parish Clerk: Ian Cumberworth

MINUTES

PRC24/79    APOLOGIES – none

Absent without apologies: Cllr McBeth

PRC24/80    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.

PRC24/81    MINUTES

The minutes of the meeting held on the 21^st January 2025 were accepted as a true and accurate record of the meeting.

PRC24/82    PUBLIC PARTICIPATION

One member of the public was present but did not wish to speak.

PRC24/83    REMEMBERANCE DAY

Cllr Angelaki-King updated Members on the progress of the working group to date which has included discussion with the local schools and other groups who might be involved in the procession; they also met with Father Alex.

Work is continuing on securing a marching band although at present it is proving difficult. Alternative options are being investigated as a possible contingency arrangement.

Further meetings are scheduled to be held with the Ditchling Legion branch to gain support and advice on the organisational arrangements. Overall the group felt that good progress was now being made.

PRC24/84   COMMUNICATIONS

Members were requested to consider three areas of communications:

84.1   Publication Articles – Members considered the proposed content for the March addition of Hassocks Life and suggested a number of areas including:

• The recently re-installed memorial stones
• Overhanging trees/hedges
• Village traffic calming and speed limits

Members discussed other subject matters, and indicated that the parish should also consider incorporating an item on the recent MSDC stakeholder consultation on parking.

Members supported this suggestion and further information was provided to
Cllr Shepherd to include within the pending article who would then circulate for further comment prior to going to publication.

84.2    Speed Working Group the Council is currently exploring the option of submitting a Community Highways Scheme application with a view to introducing some reduced speed limits in designated sites.

Members were informed that any application is required to be evidence based, part of which would require the parish to demonstrate that that the community were consulted and in general agreement with any proposed changes.

Members felt the most effective way to achieve this was via a simple questionnaire which would either be managed via survey monkey (or similar) or in person at events such as the Farmers Market or a combination of both.

Members were in favour of the in-person approach therefore the Farmer’s Market would potentially be the key venue although other venues could also be considered. The Clerk advised that if Members were to take this approach the council did have a gazebo which could be used to create a stall.

The speed group will need to give further consideration to the content of any questionnaire; they have a scheduled meeting in the near future with WSCC to clarify some remaining issues which might inform the final content of the questionnaire.

84.3   Annual Parish Meeting

Members were invited to consider how they wished to progress the Annual Parish Meeting acknowledging the recent/pending staff changes. The Clerk advised that in light of these changes the Council may wish to consider reverting to the approach pre 2024 to limit the impact of the new staff.

It was recognised that although last year was a success with the current staffing changes it would be unrealistic to deliver a similar event at this point due to the capacity of the new team as they become familiar with their roles.

Members discussed various options but the consensus was that the Council should revert back to the pre 2024 meeting approach for this year only and revisit the format for the 2026 meeting.

PRC24/85    BUDGET 2024/25

The Clerk introduced the paper setting out the position as at 5^th February 2025.

Appendix 1 set out the detailed income/expenditure account from the Rialtus system and in Appendix 2, a schedule of some of the larger valued variances together with some narrative to explain these was provided.

The Clerk drew Members attention to an erroneous description with regard to code 180/4110 Repairs & Renewals Adastra Park. The increased spend related to the sewage drain issues and the replacement of a section of sewers and not the garden of remembrance as originally referenced.

The Clerk indicated that he did not propose to go through the papers in detail, but was happy to take any questions members may have.

Cllr Weir thanked the Clerk for the inclusion of the narrative to explain some of the larger variations which was helpful. Members then went on to ask a range of questions about specific cost centres which the Clerk responded to. Members were content with the responses provided and the Clerk undertook to clarify the point raised in respect of the street lighting expenditure.

Members noted the content of the report.

PRC24/86    POLICIES – At the Policy Resources & Communications Committee 21/1/25 the Clerk was requested to provide Members with a schedule of the Model Policies produced by NALC with a view to members considering whether to introduce a programme of policy reviews. (Appendix 3).

The Clerk suggested that in the first instance members should look to review Standing Orders/Financial Regulations and to utilise the model documents produced by NALC and adapt to reflect the needs of HPC. It was also suggested that the Council should review the Code of Conduct as these policies underpinned the operation of the organisation.

Members discussed the option of establishing a working party to progress these in the new municipal year in conjunction with the staff.

Members indicated that when selecting policies to review they should be guided by officers. Clarification was sought as to whether the Council had all the policies listed in the NALC schedule, it was confirmed that the Council did not, as some were either not relevant or had been incorporated into other documents such as contract of employments etc.  It was noted that the Council also had some additional policies other than those produced by NALC.

Members RESOLVED to form a working group to develop a programme of policy reviews in consultation with the new Clerk, initially starting with Standing Orders and Financial Regulations.

  PRC24/87 TRAINING Members were informed that the training programmes had been distributed to all Members and four courses had been booked to date. The Clerk also confirmed that the Deputy Clerk and the new Clerk have also been booked onto relevant courses.

Cllr Cruikshank-Robb sought clarification whether further courses would be available later in the year.

The Clerk advised that at present both Mulberry training and WSALC training programmes primarily covered the period up until the financial year end, but it was anticipated that further training programmes would be published in time. Cllr Angelaki-King informed members that she had recently attended one of the training sessions on policies and found it very useful.

PRC24/88    URGENT MATTERS AT THE DISCRETION OF THE CHAIRMAN – The Clerk advised that members of the Committee may wish to consider rescheduling the timing of the next meeting due to the timing of the staff changeover.

PRC24/89    DATE OF NEXT MEETING

Members took into consideration the points raised by the Clerk and agreed to reschedule the next meeting to Tuesday 29^th April 2025 at 7.30pm.