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Town Hall 40 Boltro Road, Haywards Heath WestSussex, RH16 1BATel: 01444 455694Website: www.haywardsheath.gov.ukEmail: town.clerk@haywardsheath.gov.uk10th August 2022To all Councillors,Dear Councillor,You are hereby summoned to attend an EXTRAORDINARY MEETING OF HAYWARDSHEATH TOWN COUNCIL to be held on Tuesday 16th August 2022 at the Town Hall in theCouncil Chamber. 40 Boltro Road commencing at 7.30pm when the following business willbe transacted.Yours sincerelySteve TriceTown ClerkAGENDA1. Town Council Prayer2. To note any apologies for absence.3. Public Forum - Members of the public are invited to ask questions or raise issues whichare relevant and are the concern of this Council. A period of 15 minutes is allocatedfor this purpose. Notice of intention to address Council should be given to the Clerk bynoon of the day of the meeting.4. To confirm the Minutes of the meeting of the Town Council held on 18th July 2022.5. To receive Declarations of Interest from Members in respect of any matter on theagenda.6. Bentwood Community Hub Funding (Junior Sessions).7. Confirmation of support for the NALC/SLCC Civility and Respect Pledge.‘During this meeting the public are allowed to film the Committee and officers only from the front of the public gallery, providing itdoes not disrupt the meeting. Any items in the Exempt Part of the agenda cannot be filmed. If another member of the publicobjects to being recorded, the person(s) filming must stop doing so until that member of the public has finished speaking. Theuse of social media is permitted but all members of the public are requested to switch their mobile devices to silent for the durationof the meeting.’Town Mayor Cllr Howard Mundin1Town Clerk Mr Steven Trice

ITEM 4HAYWARDS HEATH TOWN COUNCILANNUAL MEETING OF HAYWARDS HEATH TOWN COUNCILMinutes of the meeting held on Monday 18th July 2022Councillors: Christopher Ash-Edwards ** (Attended Remotely)Richard BatesClare CheneyRachel CromieSandy EllisChristopher Evans (19.35)Howard MundinStephanie Inglesfield **Matthew Jeffers **James KnightClive LabandJack LangleyAlastair McPhersonRichard NicholsonMike PulferSujan WickremaratchiApologies** Absent*Also present: NoneBefore the meeting formally commenced Mrs Helen Hewett (Assistant to the Town Clerk) wasrecognised for her service of 25 years to the Town Council. Mrs Hewett was presented withgifts from Councillors and Colleagues and recognised by the Town Council as the corporatebody. Members shared kinds word for Mrs Hewett who had served the Town and its residentsimpeccably and who always went over and beyond to help others.Then Mrs Anna Sharkey made a presentation on the work of the Bentswood Hub. Pleaseappendix 1 of these minutes for her presentation.23. Council PrayerMembers stood for the Town Council prayer, which was read by Town Mayor, CllrHoward Mundin.24. ApologiesCllr C. Ash-Edwards – Personal Reasons.Cllr M. Jeffers – Holiday.Cllr S. Inglesfield – Holiday.25. MinutesThe Minutes of the Annual meeting of the Town Council held on 9th May 2022, withoutcomment, were taken as read, confirmed as true record and were duly signed by theTown Mayor.26. Declarations of InterestCllr Wickremaratchi declared a personal interest in item 9 as a West Sussex CountyCouncillor.2

27. Public ForumNone.28. To Dispose of any Business Outstanding from the Last Meeting.It was noted that under minute 19 the Town Council had renewed it Membership withNALC/SALC and under minute 20 Mr Flynn had been paid accordingly.29. Mayor’s Engagements and Announcements.The Town Mayor, presented his list of engagements making special note of the eventshe had attended as per the list of engagements presented in the agenda. He thenwent on to make four further announcements.1) South and South East in Bloom, it was noted alongside input from Cllr Ellis that thejudging day has been a great success and the In Bloom Committee looked forwardto the awards ceremony.2) Green Flag for Muster Green, the Town May was pleased to announce the statushad been retained for 2022-2023.3) Civility and Respect Pledge. The introduction of the Pledge was welcomed by allCouncillors and they looked forward to the Council making the pledge and adheringto the requirements of making such. Again, there could be no formal agreementbut such would be sought at a future meeting.4) ASB week and Skate Jam at Victoria Park 21/07/22, the Town Clerk informedMembers that he had been approached by Mid Sussex District Council to provide50 snack bags for the Skate Jam. This request was within his delegated authorityto undertake, but as the Town Council was meeting (request made outside ofagenda dispatch) the matter was for noting. Any strong opinion against would beconsidered though. To this end the bags would be paid for from the hospitalitybudget and it was noted that they would cost no more that 40 total. Memberswere happy to support the Town Clerk in providing the bags.30. To receive and consider adoption of the Notes or Resolutions of the followingCommittees:(i)Planning Committee - MINS. 1 - 33The reception and adoption of the resolutions of the Planning Committees,dated 10th May 2022 1 – 8, 30th May 2022 9 – 17, 20th June 2022 18 – 25 and11th July 2022 26 – 33 were moved, seconded and agreed by Council.(ii)Environment and General Purposes Committee MINS 1 – 11The reception and adoption of the resolutions of the Environment and GeneralPurposes Committee, dated 13th June 2022 10 – 19 were moved, secondedand agreed by Council.(iii)Policy & Finance Committee - MINS. 1 - 13The reception and adoption of the resolutions of the Policy and FinanceCommittees dated 27th June 2022 Mins 1 – 13 were moved, seconded andagreed by Council.31. West Sussex Council Consultation – Proposed Highways Improvements to theTown Centre.Members welcomed the representation as presented by the Planning Committee dated11th July 2022. A subtle change to the representation was made under bullet point 6on the seventh paragraph, which was moved and seconded, to read, This is whilst being mindful of potential restrictions imposed by pre-existinginfrastructure below the surface of the highway. The Town Council would urge forthe planting of as many trees as possible - ground planted at a spacing no more3

than those currently situated/placed on South Road - into the proposed widenedfootways along the entire length of South Road. Once matured over a 20-yearperiod these trees will deliver significant seasonal shade along the length of SouthRoad in addition to aesthetic benefits for the town centre and some CO2 offset.Climate projections indicate a 7/8-degree centigrade increase in summertemperatures in this -projections-over-land; however, research indicates that suchtrees shade can reduce urban temperatures by up to 12 e-area-temperatures-cities.html).There was also the feeling from one member of the Council that the representationcould have been more sequent, but the rest of the Council were happy with what hadbeen presented so with this.Members RESOLVED to authorise the Town Clerk to submit therepresentation with the agreed.Meeting Closed at 8.37pm4

ITEM 6Committee:Extra Full CouncilReport of:Town ClerkDate:16th August 2022Subject:Bentswood Community Hub – Junior Club FundingPurpose of Report:1) The purpose of this report is to consider a consultation response.Summary:2) As Members are aware Mrs Anna Sharkey (Bentswood Hub Development Officer)made a presentation to Full Council on the 18th May 2022. In addition to all of theexcellent work undertaken by the Hub as described there was a statement that theJunior Club for 7–11-year-olds would have to close in September 2022 due to a lackof funding. The following report, under an extraordinary meeting, seeks Membersconsideration of funding the project for the next seven months so a long-term solutioncan be sought by the Hub.Recommendationsa) Members are recommended to award the Bentswood Community Hub 6,000to enable the Bentswood Junior Club to operate until the 31st March 2022.b) That the Town Clerk liaises with the Centre Manager with regards to a servicelevel agreement so that it can be demonstrated by the BentswoodCommunity Hub how they used the money.c) Authorise the Events and Community Officer to be the Town Council’srepresentative (in an observer capacity) on the administering body.Background:3) Bentswood Juniors has 28 active members with each session consistently attaining 20young people. 8 of these young people have special needs and 1 is a previouslylooked after child (from care). 18 of these young people come from families strugglingwith low incomes, poor mental health or disability.4) The young people learn skills whilst building friendships and resilience through a rangeof activities. Activities include, but are not limited to, cooking, craft, sports, sensoryactivity, intergenerational projects, trips, and summer camp.5) The Hub also provides the young people with a dinner and pudding, for some of theseyoung people it is the only time they sit at a table to eat with company.6) If the Hub reaches young people between the ages of 7-11 years, they will likely keepthem until they are 18, and support them into further education or employment. Manyof the young people will become young leaders and role models for the youngermembers.5

Town Clerk View7) The role of the Town Council is to be representative of its community and understandits needs. It also has a community advocacy role and should look to fill gaps and meetthe needs of group and organisations. Due to funding for youth services being totallywiped out across the County, the Bentswood Hub is a wonderful asset for the Town inan area which most needs help/support with regards to youth provision. To this end,the Town Clerk suggests this a project more than worthy of support. It woulddemonstrate that the Town Council listens to the needs of the community and has theleadership skills to move quickly when it needs to help those in need of such invaluablesupport.Financial Implications8) It costs 11,000 to run a youth group for a year, but the immediate need is to covercosts for the next six/seven months. As a result, the period of funding that Membersare being asked to consider is to fund the project to the end of the 2022/2023 financialyear. Any further funding arrangements moving forward from 1st April 2023 will beconsidered during the 2023/2024 budget setting process (December/January) if theTown Council wishes to choose to take the course of action of funding the project inthe longer term.9) With regards to the use of unrestricted reserves to make the one-off payment of 6,000, as recommended, Members will note that the reserve on 31/03/2022 stood at 239,073.Legal Implications10) The Town Council can make this award as it is not restricted by the GeneralExpenditure Powers (powers to make grants and loans) under Section 137(1),provided for in the Local Government Act 1972.11) This is on the grounds that the Town Council holds the General Power of Competenceas the Town Council meets the criteria (contested election of 75% of Council seats atfull election and a qualified Town Clerk) to exercise the power and resolved to adoptsuch at the Annual Meeting of the Town Council dated 13th May 2019 under minute17.12) This power is only reviewed, in terms of eligibility, at the commencement of eachCouncil term or if the Town Council loses a 75% of contested seat and/or does nothave a qualified Town Clerk.Town Clerk6

NALC/SALC and under minute 20 Mr Flynn had been paid accordingly. 29. Mayor's Engagements and Announcements. The Town Mayor, presented his list of engagements making special note of the events he had attended as per the list of engagements presented in the agenda. He then went on to make four further announcements.