Parish Council Committees, Working Parties and Liaison Teams

We have a wide range of formal and informal forums for the discussion and advancement of every aspect of our village.

Committees

Agendas
Recreation Ground & OS Committee agenda – 1st February 2024

Minutes
Recreation Ground & OS Committee minutes DRAFT – 1st February 2024

Members

Mr. C. Hotblack (Chair),  Mr. D. West (Vice Chair) Mrs. R. Chalk, Mrs. M. Meldrum, Mr. J. Paul, Mr. D. Port, Mr. B. Strutton
*inc representatives Jamie McNamara (Ardingly Cricket Club),  Richard Watson (Ardingly Football Club) & Nick Potter (Ardingly Tennis Club).

Objectives & responsibilities

Manage all the Recreation Ground facilities including the playground, pavilion, tennis courts and public toilets, and maintenance of Oaklands and Holmans.
The Committee works closely with the local sports clubs.

Current initiatives

Pavilion refurbishment

Recent initiatives

Tennis courts re-surfacing and fencing.
Childrens playground

Members

Mr. R. Simmonds (Chair), Mr.  C. Hotblack (Vice Chair), Mr. C. Guy, Mr. D. West, Mr. J. Paul

Objectives & responsibilities

• To comment on planning applications.
• To formulate and recommend the Parish Council’s response to planning and related consultations.
• To comment on licensing applications.
• To attend District Council Planning Committee meetings to represent the Councils views if required.

Comments might include:
– The effect of the proposed development on the appearance of the area;
– The quality of the design;
– Significant overbearing impact and loss of outlook;
– The economic benefits of the proposal
– Highway safety issues
– Loss of important trees
– Intrusion into the countryside
– Significantly increased noise and disturbance.
These do not include:
– Loss of view
– Loss of property value
– Loss of trade to a competitor
– Boundary and other disputes between neighbours
– Moral, religious issues

Recent initiatives

Showground red car park development (SA25) – Made multiple representations to reduced the housing count from 100 to the 35 houses that have now been agreed.

Members

Mr. W. Meldrum (Chair), Mrs. R. Chalk (Vice Chair), Mr. C. Hotblack, Mrs. M. Meldrum, Mr. D. Port.

Objectives & responsibilities

• Preparation of annual budget process and recommendation of budget and precept to the Parish Council,
• Appointment of internal auditor,
• Conduct annual review of asset values,
• Review annual accounts prior to audit for agreement by Parish Council,
• Undertake annual risk management review.
• Review Financial Regulations and recommend them for [annual] adoption.
• Monitor compliance with Financial Regulations and Risk Assessment Management.

Recent initiatives

Revised bank accounts for on-line accessability for approvals, etc.

Preparing budget for 2024/2025

Members

Mrs. R. Chalk (Chair), Mr. J. Paul, Mr. B. Strutton

Objectives & responsibilities

• To develop a plan for adoption by the Parish Council for dealing with emergencies.
• To maintain a directory of available accommodation, equipment, personnel, and services, and to liaise in this regard with the District and County emergency planning teams and adjacent parishes.
• To oversee implementation of the emergency plan when so authorised by the Parish Council (see Authority above).
• Manage other emergency issues as required by the Parish Council.
• To develop a “Winter Plan” for responding to severe weather conditions.

Members

Mrs. M. Meldrum (Chair), Mrs. R. Chalk, Mr. W. Meldrum, Mr. D. Port.

Objectives & responsibilities

To oversee the organisation, employment, management and terms and conditions of employment of the Officers of the Council and where matters sit outside of the devolved responsibilities of the committee, they will submit recommendations to the Council for approval.

Current initiatives

Implementation of combined role of Clerk and Responsible Financial Officer.  Induction of new Clerk and RFO.

Hall Clerk: Mr. J. Pearce

Members

Mr. G. Ruse (Chair), Mrs. S. Chapman (Vice Chair),  Mrs. N. Brown, Mrs R. Chalk, Mr. R. Simmonds, Mrs. D. Ruse, Mr. R Lawson, Mrs. F. Rocks, Mrs. R. Hodgson, Mrs. T. Baker, Ms. K. Meaden, Mrs. F. O’Leary, Mrs. T. Nelson, Mrs. K. James.

Objectives & responsibilities

• Management of a Hall Clerk, responsible for hall bookings and day to day administration including management accounts and finance.

• Maintenance of the building.

• Ensure compliance with health and safety and all other relevant controls and regulations.

• Maintain good risk controls including financial controls and risk insurance.

• Setting hiring policies and rates.

• Maximising use of the Hall and encouraging its use as a centre for community activities.

• Preparation of annual budgets for approval by the Trustee

• Review performance against budget quarterly and report performance half yearly to the Trustee.

• Comply with the rules of the Charity Commission

Current initiatives

High efficiency LED lighting.
Repairs to the roof.

See Hapstead Hall website

Working Parties

Members

Mr. D. West (Chair), Mrs. N. Brown, Mrs. R. Chalk, Mr. J. Paul

Objectives & responsibilities

To discuss and agree potential traffic management schemes and any other associated works or traffic related issues within the village.

Current initiatives

Proposal to WSCC Highways for improved pedestrian access in the village.

Members

Mrs. M. Meldrum, Mr. D. Port, Mrs. S. Chapman and Mr. B. Sansom

Objectives & responsibilities

To guide compliance with the Environment Policy

Recent initiatives

Prepared and agreed an Environmental Policy for the parish coouncil

Members

Mrs. N. Brown, Mr. J. Paul, Mrs. M. Meldrum, Mr. R. Simmonds

Objectives & responsibilities

• To identify areas within the Parish where Wellbeing can be improved
• To liaise with Community agencies to support the success of Community Events
• To attend Local Event meetings to represent the Councils views if required.

Recent initiatives

Christmas carols
Queens Jubilee street party.

Members

Mr. J. Paul (Lead), Mrs. M Meldrum, Mr. W. Meldrum and Mr. D. West.

Objectives & responsibilities

• To improve the Parish Council’s communication with internal and external stakeholders.
• To recommend a way forward to develop the Parish Council’s communication strategy.

Current initiatives

Working on: Our website, GDPR compliance, External communications, Internal communications.

Members

Mr C. Hotblack (Lead), Mr W. Meldrum, Mr. D. Port, Mrs. K. Surgeoner (local resident and lawyer)

Objectives & responsibilities

To prepare a rational response to MSDC’s plan to allow development of the South of England’s ‘Red car park’ for 100 houses.

Current initiatives

Keeping a watching brief for a prospective detailed planning application

Recent initiatives

Successfully reduced the proposed development from 100 houses to 35 houses.

Members

Mrs. N. Brown, Mr. C. Guy, Mr. C. Hotblack, Mrs. M. Meldrum, Mr. W. Meldrum, Mr. D. Port, Mr. R. Simmonds, Adam Stephens (Ardingly British Legion) and Steve Korniotis (Ardingly British Legion.

Objectives & responsibilities

To agree with Royal British Legion (London) and Ardingly Royal British Legion Club the future of the building adjoining Hapstead Hall.

Current initiatives

Agree a mechanism to move the club from a British legion only members club to a Village Club.

Members

Mrs. R. Chalk, Mr C. Hotblack, Mrs M. Meldrum, Mr D. Port, Mr. D. West.

Objectives & responsibilities

To deliver an upgraded pavilion, working in consultation with all users.

Current initiatives

Progressing with phase one of the complete refurbishment of the pavilion to allow sports teams to use facility.

Members

Mr. C. Hotblack (Lead),  Mr. D. Port, Mr. D. West

Objectives & responsibilities

To review the councils major assets in terms of their use and condition and report back with recommendation on maintenance requirements and potential improvements, including how to make better use of what we have.

This will give the council a baseline for prioritising expenditure and updating the Village Plan.

Current initiatives

Follow-up of agreed recommendations for major assets.

Recent initiatives

Completed review of major assets.

Members

Mr. C. Hotblack, Mr. R. Simmonds, Mrs. S. Chapman (Hapstead Hall), Mr. A. Stephens (Ardingly British Legion)

Objectives & responsibilities

To propose a design for an attractive seating and meeting area for the village – ‘the village hub’, including customers of the British legion building, Cafe, Pub & Bakery.
This will complement the existing village hub located in Hapstead Hall.
To identify funding for the works.

Current initiatives

Working on WP objectives

Liaison Teams

Members

Mr. C. Hotblack (Lead), Mrs. M. Meldrum, Mr. J. Paul.

Current Initiatives

Progressing a number of collaborative initiatives with Wakehurst.

Recent Initiatives

Evaluated designs for Village Hub produced by Plumpton College with the insight of the Wakehurst team.

Members

Mrs. M. Meldrum (Lead), Mr C. Hotblack, Mr W. Meldrum, Mr D. Port.

Current Initiatives

To find a way to resolve issues arising from events held at the showground

Members

Mrs. M Meldrum, Mr. J. Paul

Current Initiatives

Developing stronger relationships

Members

Mrs. R. Chalk, Mr. D. Port.

Current Initiatives

Ongoing liaison

Members

Mrs. M. Meldrum, Mr. C. Hotblack, Mr. D. Port.

Current Initiatives

Agreeing solutions to mitigate neighbouring resident concerns and working together on community volunteering opportunities.

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