HAILSHAM TOWN COUNCIL

NOTICE IS HEREBY GIVEN OF a meeting of the HAILSHAM TOWN COUNCIL to be held in the Fleur-De-Lys Council Chambers/Meeting Room, Market Square, HAILSHAM on

Wednesday, 20th July 2016 at 7.30 p.m.

1. Prior to commencement of the formal business of the meeting a period of not more

than 15 minutes will be assigned for the purpose of permitting members of the Public to address the Council, or ask questions on matters relevant to responsibilities under the direction of this Council, at the discretion of the Chairman.

2. APOLOGIES FOR ABSENCE: To receive apologies for absence of council members.

3. DECLARATIONS OF INTEREST: To receive notice of declarations of personal and prejudicial interest in respect of items on this agenda.

4. HAILSHAM ACTIVE To receive a presentation from Mr Steve Wennington on the Hailsham Active Group and its aims for the future.

5. CONFIRMATION OF MINUTES

To resolve that the Minutes and Reports of the Annual Meeting of Hailsham Town Council held on 25h May 2016 (Ref: HTC/AM/16/100-131) as printed and circulated, may be taken as read, confirmed as a correct record, and signed by the Chairman.

6. COMMITTEE MEMBERSHIP

To consider any amendments to committee membership for the council’s standing committees in he light of recent changes and to confirm the appointment of substitute members to the committees. (Report to follow)

7. COMMITTEE REPORTS

To receive and note minutes from the following Committee Meetings A. Communities Committee Meetings (6th June and 11th July 2016) B. Planning and Development Committee Meetings (31st May, 21st June and 12th July 2016) C. Finance, Budget and Resources Committee Meetings (6th July 2016) D. Strategic Projects Committee (22nd June 2016)

8. COMMITTEE RECOMMENDATIONS

HAILSHAM TOWN COUNCIL

To receive and consider recommendations or referrals from the Committees

to the Council as follows:

8.1 Finance, Budget and Resources Committee Meetings (6th July 2016) – CCTV (Report to follow)

8.2 Planning and Development Committee (12th July 2016) - Housing numbers and five year land supply (Report to follow)

8.3 Confidential Business To resolve that due to the special and confidential nature of the business about to be transacted and possible disclosure of personal or legal information not in the public interest at the present time, the following items of business be transacted following the temporary exclusion of members of the Public and Press, in accordance with the Council's Standing Order No. 1 (e) Agenda Item : Strategic Projects Committee (22nd June 2016) – Hailsham Works Following that agenda item the meeting will no longer be under confidential business. The reason for exclusion for this agenda items is: (Engagement, terms of service and terms of tenders, negotiations for contracts )

8.4 Agenda Item : Strategic Projects Committee (22nd June 2016) – Hailsham Works (Report to follow)

9. NEIGHBOURHOOD PLAN COMMITTEE

9.1 9.2

To note the minutes from the Neighbourhood Plan Committee Meetings (2nd June and 30th June 2016)

To approve the Neighbourhood Plan Committee’s delegated authority up to the next Town Council meeting

10. HAILSHAM AREA ACTION PLAN The notes and accompanying documents from the HAILSHAM AREA ACTION PLAN STEERING GROUP MEETING held on 9th June 2016.

11. CITIZEN’S ADVICE BUREAU To receive a report form the Town Council’s external representative on the local

CAB board (Cllr S. Van Der Geyten) (Report to follow)

12. POLL CARDS To decide whether to fund the use of Poll cards for the forthcoming election to the

Town Council vacancy on the Hailsham East Ward.

13. WDC CONSULTATION REGARDING THE PROVISION OF LITTER BINS To consider making a response from the Town Council to a WDC consultation on

the provision of litter bins (report to follow)

14. COUNCIL PLAN AND PRIORITIES

To consider the recommendations of the Council’s Strategy Working group for amended ‘Aims’ for Hailsham Town Council and for the preparation of a business plan over the coming council year – as deferred from Annual Council Meeting 25th May 2016 (Report to follow)

15. COUNCILLORS’ QUESTIONS/INFORMATION FORUM

(at the Chairman’s discretion).

JOHN HARRISON Town Clerk

Hailsham Town Council Meeting 20/07/2016

Agenda Item 6

1

Report to: Hailsham Town Council

Date: 20th July 2016

By: John Harrison, Town Clerk

Title of Report: COMMITTEE MEMBERSHIP

PURPOSE:

To consider any amendments to committee membership for the council’s standing committees in the light of recent changes and

To confirm the appointment of substitute members to the committees.

CONSIDERATIONS. HTC Annual Council Meeting 20.05.2016 Minute Ref HTC/AM/16/110 RESOLVED that in accordance with Standing Order No. 5, the following Committees be appointed: (a) Planning and Development Committee (b) Finance, Budget & Resources Committee (c) Strategic Projects Committee (d) Communities Committee (e) Neighbourhood Plan Committee This was carried by 14 votes to 1. Councillor Berry asked for his opposition to be recorded. Minute Ref HTC/AM/16/113.2 RESOLVED to approve the number of seats available for allocation on each of the Standing Committees, sub-committees and working groups as follows:

Planning and Development Committee – Nine Members Finance, Budget & Resources Committee – Nine Members Strategic Projects Committee – Nine Members Communities Committee – Nine Members Neighbourhood Plan Committee – Nine Members (b) the allocation on each of the following: (a) Planning and Development Committee


Agenda Item 6

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Councillors Willis. Moore, Ms O’Rawe, Mrs. M. Burt, Puttick, P. Holbrook, Berry, Tasane and Mrs, Beckett. (b) Finance, Budget & Resources Committee Councillors C. Triandafyllou, Grocock, Pinkney, Soane, Tasane, Coltman, Berry, Mrs. Laxton and N. Collinson. (c) Strategic Projects Committee Councillors Mrs. L. Collinson, N. Collinson, Mrs. Beckett, Mrs. B. Holbrook, P. Holbrook, R. Grocock, N. Coltman and Mrs. Van Der Geyten (d) Communities Committee Councillors Blake-Coggins, Mrs. Burt, Ms O’Rawe, C. Triandafyllou, Mrs. L. Collinson, Berry, Puttick, Mrs. Cottingham and Miss Wells. (e) Neighbourhood Plan Committee Councillors Mrs. Cottingham, Soane, Moore, Mrs. Laxton, C. Triandafyllou, Puttick, Coltman, N. Collinson and Mrs. Collinson-O’Toole. The council has resolved that each of its standing committees is appointed proportionately according to political or other group membership. Allocation of seats per group/individual as it stands:

Group

No. of C

llrs

% of council

No. of seats

entitled (five C

omm

ittees w

ith nine m

embers each)

Seats Occupied

Difference

Conservative 13 54.2% 24.4 26 1.6 Lib Dems 5 20.8% 9.4 8 -1.4

Labour 1 4.2% 1.9 1 -0.9 M. Laxton (Ind) 1 4.2% 1.9 2 0.1 J. Puttick (Ind) 1 4.2% 1.9 2 0.1 P. Soane (Ind) 1 4.2% 1.9 2 0.1

S. Cottingham (Ind) 1 4.2% 1.9 2 0.1 Vacancy 1 4.2% 1.9 0 -1.9

Total 24 100% 45 43 2


Agenda Item 6

3

Planning and Development Committee

1 Alex Willis 2 Glenn Moore 3 Bridget Beckett 4 Amanda O’Rawe 5 Maggie Burt 6 John Puttick 7 Paul Holbrook 8 Craig Tasane 9 Substitutes

1 Nick Collinson 2 Lesley Collinson 3 Nigel Coltman 4 Annelie Triandafyllou 5 Stella Van Der Geyten 6 Frank Berry 7 Barbara Holbrook 8 9 Communities Committee

1 Amanda O'Rawe 2 Chriss Triandafyllou 3 Stella Van Der Geyten 4 Richard Grocock 5 Maggie Burt 6 Gavin Blake-Coggins 7 Frank Berry 8 Sharon Cottingham 9 Jeanne Wells Substitutes

1 Nick Collinson 2 Lesley Collinson 3 Charlotte Collinson O'Toole 4 Nigel Coltman 5 Bridget Beckett 6 Barbara Holbrook 7 Craig Tasane 8 9


Agenda Item 6

4

Strategic Projects Committee

1 Barbara Holbrook 2 Paul Holbrook 3 Nick Collinson 4 Richard Grocock 5 Lesley Collinson 6 Nigel Coltman 7 Bridget Beckett 8 Stella Van Der Geyten 9 Substitutes

1 Maggie Burt 2 Amanda O'Rawe 3 Mark Pinkney 4 Glenn Moore 5 Annelie Triandafyllou 6 Chriss Triandafyllou 7 Craig Tasane 8 9 Finance, Budget and Resources Committee

1 Paul Soane 2 Mary Laxton 3 Chriss Triandafyllou 4 Richard Grocock 5 Nigel Coltman 6 Nick Collinson 7 Mark Pinkney 8 Frank Berry 9 Craig Tasane Substitutes

1 Bridget Beckett 2 Lesley Collinson 3 Amanda O'Rawe 4 Annelie Triandafyllou 5 Stella Van Der Geyten 6 Paul Holbrook 7 Barbara Holbrook 8 9


Agenda Item 6

5

Neighbourhood Plan Committee

1 Paul Soane 2 Mary Laxton 3 Nick Collinson 4 Nigel Coltman 5 Charlotte Collinson O'Toole 6 Glenn Moore 7 Chriss Triandafyllou 8 John Puttick 9 Sharon Cottingham Lay Members Helen Deehan Virginia Browne Jules Walters Kelvin Hinton Steve Cross Substitutes

1 Alex Willis 2 Lesley Collinson 3 Maggie Burt 4 Richard Grocock 5 Stella Van Der Geyten 6 7 8 9

Hailsham Town Council 20/07/2016 Agenda Item

1



By: Michelle Hagger, Finance Officer

Title of Report: CCTV Contract PURPOSE: To consider the recommendation by the Finance, Budget and Resource Committee to end the CCTV Contract with Sussex Poilce. BACKGROUND The Finance, Budgert and Resource Committee which met on 6th July 2016 to undertake the budget process for 2017-2018, it considered the current expenditure of £7,500.00 on the CCTV Maintenance Contract.. The committee resolution was: " CCTV Camera Costs – Cllr Collinson enquired what this covered, The Finance Officer stated that it’s a payment to The Police Commissioner for maintenance of the CCTV in the Town. RESOLVED to recommend that the council withdraws funding, but it’s to go to Full Council with a report stating what the service covers in detail. " The current contract is an agreement between councils and Sussex police across the county. The contract offered by The Sussex Police Authority is very competitive and is highly regarded by other Councils from across the country. The Maintenance Cost schedule is as follows:

1. Division of Transmission link rental- Council – 66.6% Authority-33.4% 2. Division of maintenance cost equipment(other than monitoring)

Council – 100% Authority – 0% 3. Maintenance Responsibility for Monitoring Centre

Council – 0% Authority – 100% If the Council was to end the contract with Sussex Police, and if in time the Council wanted to return it could be costly to the Council as we would need to bring the equipment upto the current highest specification. As a result of ending the contract, there would be no CCTV coverage in the Town Centre including Western Road Recreation ground and Ersham Triangle.

Hailsham Town Council 20/07/2016 Agenda Item

2

The latest annual monitoring figures from Sussex Police relate to the year April 2014 – March 2015 (current years figures are pending), are as follows: 15 Direct Arrest 497 Incidents of monitoring protential issues 12 Indirect Arrest Total = 524 FINANCIAL CONSIDERATIONS The current contract has run for the past 5 year, the current contract is ending this year. At present the Council budgets £7,500.00 per year, the actual cost per year over the 5 year agreement has been below £7,500.00. If the Council was to look at running the CCTV in house, it would involve staffing costs, equipment and and monitoring centre to undertake this task. RECOMMENDATIONS The recommendation from the Finance, Budget and Resource Committee is as follows: " CCTV Camera Costs – Cllr Collinson enquired what this covered, The Finance Officer stated that it’s a payment to The Police Commissioner for maintenance of the CCTV in the Town. RESOLVED to recommend that the council withdraws funding, but it’s to go to Full Council with a report stating what the service covers in detail.

Please ask for: Karen Giddings

Email: [email protected] July 2016 Mr K. Williams Wealden District Council Council Offices Vicarage Lane Hailsham BN27 2AX Dear Mr Williams Re: Five year land supply

We are writing to you on behalf of the Town Council to ask Wealden District Council for an explanation as to why the District Council has found itself in a position where it does not have a five year land supply?

Could Wealden District Council please advise the Town Council of the following:

When did it come to light that the District Council did not have a five year land supply?

How many planning applications that have been submitted would not have been submitted if the five year land supply had been in place? We refer to applications such as Oaklands and Land off Mill Road - would these have been submitted if the five year land supply had been agreed?

The Core Strategy was supposed to protect against piecemeal development. What safe guards have now been put in place to protect against this in the future?

Could the District Council advise on how the lack of a five year land supply impacts on the Town Council’s neighbourhood plan?

We would be grateful if you could reply to the above as soon as possible

Yours sincerely

Planning and Development Committee

Hailsham Town Council

Hailsham

Hailsham Town Council Inglenook, Market Street Hailsham East Sussex BN27 2AE

T O W N C O U N C I L

T: (01323) 841702 F: (01323) 842978 E: [email protected] www.hailsham-tc.gov.uk Town Clerk: John Harrison

mailto:[email protected]


http://www.hailsham-tc.gov.uk

Please ask for: Karen Giddings

Email: [email protected]

July 2016 Mr K. Williams Wealden District Council Council Offices Vicarage Lane Hailsham BN27 2AX Dear Mr Williams Re: Five year land supply

I am writing to you on behalf of the Town Council to request a full explanation as to how Wealden District Council has found itself in a position where it has been unable to show the required 5 year land supply, and therefore the Core Strategy was found out of date at the Oaklands appeal.

You may be aware that the Town Council has initiated a course of action to produce a Neighbourhood Plan.

During our early public consultation we have been met by considerable expressions of concern relating to the outcome of the Oaklands appeal, and the subsequent developer submissions on non SSLP sites, such as Mill Lane.

The General feeling, is that Hailsham, has now been left without defence against developer led unplanned growth.

In relation to this, and with consideration to the emerging local plan. Would you also advise the Town Council of the following:

The number of substantive or potential submissions for planning permission from developers on non SSLP sites, that have been received since the Oaklands appeal decision.

Hailsham

Hailsham Town Council Inglenook, Market Street Hailsham East Sussex BN27 2AE

T O W N C O U N C I L

T: (01323) 841702 F: (01323) 842978 E: [email protected] www.hailsham-tc.gov.uk Town Clerk: John Harrison



http://www.hailsham-tc.gov.uk

Relating to these, can you advise how these would fare against the protection of an 'in date' Core Strategy?

In relation to the emerging local plan, can you advise how developments such as Mill Lane, will be accounted for against the housing numbers to be programmed for Hailsham's allocation?

Finally, with concern to the District Council's inability to show a credible 5 year land supply at the Oaklands appeal. Can you provide reassurance that the District Council has taken measures to ensure that this situation cannot arise again.

Yours sincerely

John Harrison Town Clerk

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-+ HAILSHAM TOWN COUNCIL

Neighbourhood Planning Committee

REPORT (Minutes)

of the meeting of the Neighbourhood Planning Committee, held at the Fleur de Lys Council Chambers, Market Street, Hailsham

On Thursday 30th June 2016 at 7.00 p.m. Prior to commencement of the remaining formal business of the meeting a period

of not more than 15 minutes had been assigned for the purpose of permitting members of the public present to address the Assembly, or ask questions (on matters relevant to the responsibilities of the Town Council) at the invitation and discretion of the presiding Chairman.

NP/16/2/ 28

Present: Councillors Mrs. L. Collinson (substituting for Ms Collinson-O’Toole), N. Collinson, N. Coltman, Mrs. S. Cottingham, Mrs. M. Laxton, G. Moore (Chairman) and J. Puttick.

29 Other Members: Ms V. Browne, Mr. S. Cross, Mrs. H. Deehan Mr. K. Hinton and Ms J Walters.

30 Officers Present: Mr. D. Saxby.

31 Also Present: Councillors F. Berry and P. Holbrook.

32 Apologies For Absence: Councillor Ms C. Collinson-O’Toole.

33 Declarations of Interest: None

34.1 34.2 34.3 35

Minutes of the meeting of the Neighbourhood Planning Committee held on 3rd June 2016 Councillor Berry said that he was in attendance at the meeting but that it was not recorded. Councillor Mrs Laxton said Mr. Stones had said that he may charge for producing the video of activity on the Neighbourhood Plan bus, it would be £50. RESOLVED to note and adopt the minutes of the meeting of the Neighbourhood Planning Committee held on 3rd June 2016, as amended. Matters Arising None.

36.1

Review of Public Engagement Exercise The Chairman asked members who had taken part in the public engagement exercise on the van were asked for their opinions of the experience. Most comments were positive. These were that it was good to meet the public

2

36.2 36.3 36.4 36.5

and put the case for the Neighbourhood Plan and the large number of questionnaires taken away and completed. A negative comment was that a high percentage of completed questionnaires were from people over 60 years of age, very few were from the under 25s. Councillor N. Collinson questioned the validity of the exercise if very few younger people completed the questionnaire. Councillor Mrs. M. Laxton said that Councillor Mrs Cottingham had not collected completed questionnaires from the various post boxes around the town as she had said she would. Councillor Mrs. Cottingham apologised for this. Discussion ensued about the publicity needed to encourage residents to return their completed questionnaires before the closing date of 16th July 2016. RESOLVED that individual members would provide written bullet points on the positives and negatives from the campaign. RESOLVED that Hailsham Town Council would publicise the need to return questionnaires on its Facebook page.

37.1 37.2

Consultant Applications The Chairman reported that the Selection Panel had met with the consultants who had applied and had appointed Troy Navigus. Councillor Puttick asked if the consultant would be attending future Neighbourhood Planning Committee meetings. The Chairman said he would. RESOLVED that copies of all three bids from the prospective consultants be sent to all Neighbourhood Planning Committee members.

38.1 38.2 38.3

Financial Statement Copies of the up-to-date financial statement had been circulated with the agenda. Councillor Mrs Laxton asked why £430 had already been spent from the 2016/17 budget. Mr Saxby said he did not know but would ask the Town Clerk to supply an explanation. RESOLVED to note the financial statement of expenditure against budget for the project as circulated with the agenda, and as Appendix NP1/** to these minutes.

39 Data Input Progress and Staff Resources Ms J. Walters said that she would be willing to help with the inputting of the completed questionnaires onto Survey Monkey.

40 Grant Application for NHP The Chairman reported that the application for the grant would be submitted by the end of July.

3

Ms Walters said that she was aware that an additional grant of £6,000 may be available; she would email the Town Clerk with the details.

41.1 41.2 41.3

Additional Advertising or Other Cost Requirements The Chairman said that the Committee needed a facility to spend funds on things such as advertising.

Discussion ensued on ways of promoting the Plan and particularly the best way of getting people to complete the questionnaire. These included: Mrs Deehan to link into local groups to promote the last week of questionnaire – The Finance Officer and Councillor Berry would supply names and email addresses from the lists they keep. To join Wealden District Council’s “My Alerts” App – The Communications Officer to speak to WDC’s Communications Officer. To speak to the Town’s cadet forces. Mrs Deehan to draft a list of five bullet points to go to younger people on the Council’s Facebook page re-enforcing the questionnaire. Councillor Mrs. Laxton to target the parents of play groups.

RESOLVED that the Neighbourhood Plan Committee have the delegated authority to spend up to £499 on projects provided that all nine councillor members agree.

42.1 42.2 42.3 42.4

Collaborative Work with Wealden District Council The Chairman said that the Town Clerk and some members of the Neighbourhood Plan Committee had recently met with officers of Wealden District Council. Whilst no specifics had been agreed it had been proposed that six weekly meetings between the two councils would take place. Councillor Berry asked about his role as co-ordinator to the Committee, as no information had yet been received. The Chairman said that nothing had been generated yet but reminded members that Councillor Berry would need to have all paperwork circulated to him. Mr Hinton said that he would like a standing item on the Hailsham Town Council agenda for the Chairman of the Neighbourhood Plan Committee to present the latest information to members. He requested that the Chairman of the HAAP do the same. Councillor Puttick asked why the video of the recent campaign had been removed. The Chairman replied that some issues arising from it had been raised,

There being no other business, the meeting closed at 8.26pm.

1

-+ HAILSHAM TOWN COUNCIL

Neighbourhood Planning Committee

REPORT (Minutes)

of the meeting of the Neighbourhood Planning Committee, held at the Fleur de Lys Council Chambers, Market Street, Hailsham

On Thursday 2nd June 2016 at 7.00 p.m. Prior to commencement of the remaining formal business of the meeting a period

of not more than 15 minutes had been assigned for the purpose of permitting members of the public present to address the Assembly, or ask questions (on matters relevant to the responsibilities of the Town Council) at the invitation and discretion of the presiding Chairman.

NP/16/2/ 13

Present: Councillors Mrs. L. Collinson (substituting for N. Coltman), N. Collinson, Mrs. S. Cottingham, Mrs. M. Laxton, G. Moore (Chairman), J. Puttick, M. Pinkney (substituting for Ms C. Collinson-O’Toole). P. Soane(Vice-Chairman) and C. Triandafyllou.

14 Other Members: Ms V. Browne, Mrs. H. Deehan and Ms J Walters.

15 Officers Present: Mr. J. Harrison (Town Clerk) and Mr. D. Saxby.

16.1 16.2 16.3

Election of Chairman The Town Clerk opened the meeting and asked for nominations for Chairman. Councillor G. Moore was nominated by Councillor Mrs. L. Collinson and seconded by Councillor N. Collinson. Councillor P. Soane was nominated by Councillor Mrs. M. Laxton but failed to get seconded. RESOLVED that Councillor G. Moore be the Chairman of the Neighbourhood Planning Committee for 2016/17.

17 Apologies For Absence: Councillor Ms C. Collinson-O’Toole and Mr. S. Cross and Mr. K. Hinton.

18 Declarations of Interest: None

19.1 19.2 19.3

Election of Vice-Chairman Two nominations were received in the names of Councillor J. Puttick and Councillor P. Soane. On being put to the vote by a show of hands Councillor P. Soane was elected Vice-Chairman by 5 votes to 4. RESOLVED that Councillor P. Soane be the Vice-Chairman of the Neighbourhood Planning Committee for 2016/17.

2

20.1 20.2 21

Minutes of the meeting of the Neighbourhood Planning Committee held on 17th May 2016 Councillor Puttick stated that he wanted his opposition recorded in Minute 9.2 about the question on the size of development. RESOLVED to note and adopt the minutes of the meeting of the Neighbourhood Planning Committee held on 17th May 2016, as amended. Matters Arising None.

22 Consultation The details of the Neighbourhood Plan on the road was discussed and amendments to the staffing of van were made,

23.1 23.2 24 25 26 27

Consultant Applications The Town Clerk said that Councillor P. Holbrook was no longer on the Neighbourhood Planning Sub-Committee and would, therefore, have to be replaced on the Sub-Committee interviewing and appointing a consultant. RESOLVED that Councillor N. Collinson be a member of the Neighbourhood Planning Sub-Committee. Councillor Soane asked what progress had been made in providing officer support for this project. The Town Clerk said that this would be an agenda item for the next meeting of the meeting of the Neighbourhood Planning Committee. Councillor Soane said that it been brought to his attention that a recent amendment to Paragraph 102 (4) of the Local Government Act 1972 allowed for lay members of committees to have a vote. Councillor Mrs. M. Laxton said that Mr. John Stone would make a short video of the NP on the road at a cost of £50.00. This was agreed. Mrs Deehan reported that Hailsham FM would be involved during the first weekend.

There being no other business, the meeting closed at 8.07pm.

Hailsham Area Action Plan (HAAP) Steering Group Meeting

28 April 2016, 2pm Diplocks Hall, Hailsham, BN27 3JY

Summary note of the meeting

In attendance:

Steering Group Members:

Cllr Helen Wheeler Arlington Parish Council HW Clive Soper Chamber of Commerce CS Ellen Reith East Sussex County Council ES Cllr Frank Berry Hailsham Town Council FB Cllr Lesley Collinson Hailsham Town Council LC Cllr David White Hellingly Parish Council DW Phillip Matthews Hailsham Forward PM Penny Shimmin Team East Sussex (Local Enterprise Partnership) PS Cllr Ann Newton Wealden District Council (Chairman) AN Cllr Nigel Coltman Wealden District Council (Deputy Chairman) NC Supported by: Nigel Hannam Wealden District Council NH Marina Brigginshaw Wealden District Council MB Debbie Rhodes Wealden District Council (notes) Apologies: Murray King Eastbourne, Hailsham & Hailsham CCG Hannah Packwood Environment Agency Phillip Matthews Hailsham Forward Penny Shimmin Team East Sussex (Local Enterprise Partnership) Cllr Wendy Alexander Polegate Town Council Recording of meeting: A recording of the HAAP Steering Group Meeting was recorded for both Hailsham fm and WDC purposes.

1. Introductions AN opened the meeting followed by introductions around the table.

2. Notes of the meeting 15 March 2016 NH raised two points from last meeting:

• Water quality relating to Cuckmere for which details are to follow as HP is currently not available.

• Feedback on schools, pupils and pupil forecasting and how to account for the influx of new children into Hailsham & Hellingly. ESCC & Schools: ER fedback the response from officers in Children’s Services:

• ESCC’s pupil forecasting model takes account of all new housing in the Hailsham and Hellingly area.

• This planned new housing impacts on the forecasts in two ways (a) through a calculation of pupil yield from the additional families moving into the new housing (b) indirectly through the impact of the additional housing numbers on the demographic projections of future births in the area

• The pupil yield factors applied are standard across East Sussex. The samples from our pupil yield surveys are not large enough to provide robust results at a local level.

• However, different yields are calculated for houses, 2 bed+ flats and 1 bed flats, so the estimated average yield per dwelling in the new developments in Hailsham (with more houses which will attract families with children) will be higher than, for example, Eastbourne where a higher proportion of new dwellings are flats

Comment for inclusion in notes. ER said that it is still the responsibility of ESCC to ensure there are enough school places although beyond 2022 this is unclear due to government proposals regarding academies. AN confirmed she is to have a meeting with ESCC about the building of new schools.

Notes agreed – no additional comments.

3. Update on the Wealden Local Plan / HAAP Consultation responses MB said there were 46 questions at last week’s meeting and for the purpose of today MB to address those relevant to the HAAP only and it would be helpful to group specific questions together: Q2 - Strategic Housing Strategy Q7 - The Vision Q23 - Hailsham and surrounding areas and the Area Action Plan

• Question 2: 221 representations received 44% disagreed 14% agreed Remainder with no preference.

Comments/excerpts from residents regarding the SHMA have been passed on to the Consultants.

• Questions raised relating to the Pevensey Levels and Ashdown Forest. • Comments were made about the plan period. • Questions on the settlement hierarchy – South Wealden Option: overwhelmingly did

not agree. • Questions were raised relating to infrastructure and both current and the future. • Deliverability of the South Wealden Option: such as the land and the impact on the

environment. • Questions raised about the impact on green field land etc. • Questions about new settlements as new options and interactions within the District with

neighbouring authorities EBC and Tunbridge Wells etc and including housing number by other authorities.

Recommendations: -

To continue with preferred options for testing, with clarification on Pevensey levels and Ashdown Forest

• Question 23: 90 representations received

66% disagreed 7% agreed Remainder with no preference.

• Questions raised relating to infrastructure • Questions about quality of life • Questions relating to the South Downs National Park (inc addressing Polegate/West

Hailsham) • Questions re: availability of land (SHEELA)

HW asked when infrastructure/transport studies are to start. MB confirmed transport testing is ongoing and iterative using ESCC models; and includes a multi modal study for junctions/capacity. MB confirmed results were not available yet for the Ashdown Forest. LC stated there were more imminent concerns about the logistics for Hailsham. NH confirmed all results would be shared with the Infrastructure Group. Q11 – Town & Village Centre Hierarchy Q13 – Hailsham Town Centre Q22 – Options for additional retail provision

• Question11: Considered the town and villages hierarchy A number of responses indicated confusion with the approach although views were fairly even on the proposals 38% disagreed 36% agreed Remainder with no preference.

• Question 13: 37 representations received 59% disagreed 22% agreed

Comments/questions were about car parking, traffic flow/movement etc. Also questions about constraints on the Pevensey Levels and the Cuckoo Trail and also about pedestrian footfall, buses and cyclists etc.

MB confirmed the commissioning of a study about retail and employment and considering

approaching high street stores and their agents about requirements for coming into the area. Question 22:

Links with question 13. 69% disagreed with 19% agreeing.

Need to consider and look at Town Centre for growth in retail & restaurants. LC stressed the need for a range of shops to be brought into the area. Question 35b: Looked at land, High Weald & South Downs National Park, with the need to look and raise prominence of the low weald landscape too. Question 43: 70 representations received Provision of infrastructure Comments were about what we should look at/consider (i.e. broadband, funding mechanisms) with specific issues raised about the impact on the villages with the growth of Hailsham. Comments/questions about the waste / water works Comments/questions relating to Gatwick.

Recommendations: - There are a number of studies underway or being commissioned to address these issues and provide additional evidence to feed into updated recommendations. CCG: NH confirmed he is progressing a new Health Facility in Hailsham in conjunction with local GPs and the CCG and hopes to meet with Persimmons in May regarding the land. HW asked NH were there any contingency plans for any ‘show stoppers’ (i.e. no available land). NH confirmed a risk assessment for this and any other potential ‘show stoppers’. LC asked for a timeline for delivery to which NH confirmed this is being worked on and within the plan.

4. Progress of Working Groups NH fedback on the Working Group meetings that have taken place. COMMUNITY GROUP: A Community Workshop is currently being organised for the 16th May with some 40 local organisations invited. The event has also been advertised in the 3VA Newsletter. Uptake so far is between some 15 - 25 delegates and it is hoped that this number will increase. 6th form Hailsham Community College: NH to follow up with PM. Hailsham Neighbourhood Plan: (Cllr Soane/John Harris) This proceeding at same time as consultation, but not duplicating but complementing. INFRASTRUCTURE GROUP: NH to follow this up alongside the provision of the Health facility; NH confirmed that Wolfgang Weiss was working for the CCG on the new health facility. DEVELOPER & AGENT GROUP: Met on 22nd April at which HW said the group discussed Green Cities and arranging a visit to areas such as Ashford. NH reported that the developers had requested to meet with the

Steering Group and NH asked if the group would be interested in meeting during the 2nd half of May. NH is following up with the Green Cities link and with Ashford. BUSINESS AND RETAIL GROUP: The next meeting is to be arranged and will be looking at retail provision. NH said there is a meeting with the Vicarage Field owners arranged in May.

5. Project plan and risk register Project plan is to be updated with WLP & HAAP and how they fit together, NH confirmed that included in that will be the draft Risk Register. The Risk Register (displayed in grid/table format) to indicate: • likelihood • impact

Any additions or amendments to the plan/register to be fed back to NH. In relation to the infrastructure provision risk DW asked that this be broken down in more detail. NH agreed and to be shown on the grid/table; whilst prioritising areas such as Health, Schools etc.

6. Communications plan It was noted and highlighted that at the recent Hailsham Annual Town residents meeting organised by the TC and Chaired by NC there was robust questioning of the options being proposed which at times was counterproductive to a valuable debate. NC thanked AN, MB and NH for attending.

7. Any other relevant business HW suggested that HAAP visit Arlington PC – date to be arranged. DW raised his concern re: page 35, paragraph 162. Sewerage provision for housing projections. MB confirmed we are in consultation with the water companies who are confident that provision can be secured. However MB confirmed that DW concerns will be relayed to Southern Water, South East Water and the Environment Agency, when MB meets with both on another issue about fresh water next week. NH to add item to the Risk Register.

8. Dates of future meetings: 2pm – 9 June, Diplocks Hall, Hailsham, BN27 3JY 2pm - 19 July, Hailsham East Community Centre, Hailsham, BN27 2JZ 2pm – 8 September, Diplocks Hall, Hailsham, BN27 3JY 2pm – 18 October, Hailsham East Community Centre, Hailsham, BN27 2JZ 2pm – 29 November, Diplocks Hall, Hailsham, BN27 3JY

WEALDEN CITIZENS ADVICE - HAILSHAM BUREAU Report on Performance - end-year review 2015/16

Aim To provide the advice people need for the problems they face and to improve the policies and practices that affect people’s lives. The service is free, confidential, independent and impartial and values diversity and promotes equality and challenges discrimination. The service is available to everyone informing people of their rights and responsibilities. Key Performance Indicators 1. Opening Hours Following the award of additional funding through the Big Lottery Fund under our Better Together project, Hailsham bureau provides advice: face to face, over the phone, by email and by skype during the following opening times; these opening times have been maintained despite the end of Lottery funding in August 2015 and will be continued through 16/17 following successful fundraising.

Day Face to face Telephone email Skype Monday 9.30 to 3 9.30 to 3 9.30 to 3 10 to 12 Tuesday Closed except for

specialist appointments 9.30 to 12

Wednesday 9.30 to 3 9.30 to 3 9.30 to 3 10 to 12 Thursday 9.30 to 3 9.30 to 3 9.30 to 3 10 to 12 Friday 9.30 to 3 9.30 to 3 9.30 to 3 10 to 12

In addition, we are able to offer specialist appointments at the bureau in money advice and welfare benefit appeals with the support of local Clinical Commissioning Groups (CCGs) who are funding expert services to the end of 16/17 when existing County Council and Lottery funding expires.

In April 2015 Wealden Citizens Advice joined ADVICELINE - the Citizens Advice national telephone service, in partnership with other East Sussex bureaux. This means that telephone advice is now available 5 days a week until 4pm every day within the county. Callers ringing outside these times have access to a central Citizens Advice team until 5pm and also to recorded information. Joining ADVICELINE has enabled us to help 10% more people across the District than we did in 14/15.

2. Our service Overall Wealden Citizens Advice helped 4,586 people with 19,974 issues in 2015/16.

The Hailsham bureau helped 1,712 clients in 2015//16, 9.5% more than last year. 45% of Hailsham clients reported a disability or long term health condition and 27% were 60 or over. Hailsham clients raised 7,892 issues - giving a ratio of 4.6 issues per client. A full summary of the issues handled is attached at annex A.

Of the issues raised the main five areas of advice were as follows: welfare benefits 29%; debt 28%; housing 7%; employment 7%; relationships & family 5%.

The bureau gained over £1.6m in known improved financial outcomes for clients over this period, over £1.2m of which was made up of additional income e.g. previously unclaimed benefits and tax credits. The actual amount is likely to be significantly higher as some clients will have been able to take their own action, following initial bureau support.

3. Research & Campaigns The Hailsham bureau leads our work on research & campaigns, submitting 230 evidence forms to national Citizens Advice. Citizens Advice have changed the way they call for evidence so we now make fewer but more detailed submissions on issues of national concern.

Current areas being targeted for action concern:

The operation of the welfare benefits system (around half of all evidence forms submitted). We are working with Food Banks on gathering evidence on the impact of delays in resolving benefit applications and appeals.

Fuel poverty - where we have been successful in securing funding to operate public information events across the district helping people to secure the best deal on their energy supply. We are currently looking at operating more events in over 50s housing.

The costs of letting agents and the restrictions on private renting as part of our work on reducing homelessness.

Employment rights (including zero hours contracts). The changes to council tax arrangements where, since April, all residents are facing

paying at least 20% of the charge.

4. Our staff & Volunteers We are fortunate to have 38 volunteers at Hailsham.

These volunteers are supported by:

Full time equivalent advice session supervision A full-time money adviser (half of which is devoted to supporting those with mental

health issues) 8 hours a week admin support A share of full time equivalent trainer Access to the help of specialist staff e.g. Hastings Advice & Representation Centre

advice on benefit appeals.

Wealden Citizens Advice is also supported by 11 volunteer trustees.

5. Other service developments

We are currently focusing on how we can increase the number of people we can see and our reach into the local community.

We have been awarded funding from Sussex Community Foundation to support the development of our volunteers so that our receptionists can help more people with information on days we are particularly busy and can undertake more outreach work. To that end we are also piloting a touchscreen advice kiosk in Hailsham, where we hope the results will enable us to fund advice points in locations across the district.

We have also been funded to pilot the operation of a single point of contact for those needing advice or support who live in a cold home as envisaged in the National Institute of Clinical Excellence (NICE) Guidelines. This will be delivered in partnership with the County and District Councils and HWLH CCG.

Our First Aid for Debt East Sussex (FADES) Lottery funded project which supports those in financial difficulty with mental health issues is now being evaluated. Early results suggest that addressing practical debt issues is having a positive impact on client health and is reducing the number of times clients need to see their GP, so saving money for the NHS. This support will continue through 16/17 thanks to funding from the East Sussex CCGs.

Annex A

Part 1 Number of

Advice Events % Issues Unique

Client Count

Ratio of issues per

client Benefits & tax credits 2,257 29% 725 3.1 Consumer goods & services 203 3% 122 1.7 Debt 2,233 28% 434 5.1 Education 33 0% 21 1.6 Employment 499 6% 209 2.4 Financial services & capability 378 5% 126 3.0 Health & community care 105 1% 59 1.8 Housing 572 7% 283 2.0 Immigration & asylum 40 1% 23 1.7 Legal 403 5% 220 1.8 Other 317 4% 164 1.9 Relationships & family 407 5% 217 1.9 Tax 114 1% 65 1.8 Travel & transport 76 1% 47 1.6 Utilities & communications 175 2% 82 2.1 Discrimination 80 1% 49 1.6 Grand Total 7,892 99% 1,592 5.0

Information regarding the funding of the Hailsham Bureau

How much will it cost to run the Hailsham Bureau 5 days a week in 16/17? Premises (inc. fuel bills, rates etc)

10,500

Salaries (supervisor, I day per week trainer, cleaner, 1 day per week admin asst, share of CEO and District Administrator time, money adviser)

67,821

Staff expenses 1,800 Volunteer expenses 3,500 Office costs, inc IT & comms, insurance etc 9,100 Governance (fees to CitA, audit etc) 3,300 Total

96,021

How will we fund that service in 16/17? Hailsham Town Council 12,079 Wealden District Council 50,000 Local parishes (estimated)

4,000

Total 66,079

Has to be raised from other sources inc Lottery, charitable trusts

29,942

With the exception of a 3 year sla with Wealden District Council and a further 3 year sla with Crowborough Town Council, WCA has to bid for all sources of funding every year. This involves over 30 bids per year to local councils in addition to charitable trusts, other statutory services such as Clinical Commissioning Groups. This is a significant overhead for the charity.

A 3 year sla is delivered in return for the provision of an agreed service/outcomes.

Things we would like to do:

Have an extra work station to support expanding our ADVICELINE capacity and webchat (cost £500)

Have a touch screen kiosk so that at time we are busy clients can access information with support. (cost £1.7k)


Agenda Item 13

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Title of Report: WDC Consultation Regarding the Provision of Litter Bins

PURPOSE: To consider making a response from the Town Council to a WDC consultation on the provision of litter bins. CONSIDERATIONS. The letter received from WDC regarding litter and dog bin charges and the provision of litter bins is attached to this report. The Town Council is NOT charged for the emptying of dog or litter bins – these are done internally. Therefore section 1. of the letter does not apply. The Council is therefore asked to consider a response to Section2 of the letter. The Town Council is also asked to note section 3 of the letter, addressing the costs of additional litter or dog bins, requests to relocate existing bins or the removal of bins.


Agenda Item 14

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Title of Report: COUNCIL PLAN AND PRIORITIES

PURPOSE: To consider the recommendations of the Council’s Strategy Working Group for amended ‘Aims’ for Hailsham Town Council and for the preparation of a business plan over the coming council year. BACKGROUND The Council’s Strategy Working Group was appointed by resolution at the last council meeting on 30th March 2016. Minute Ref HTC/15/9/296.2: RESOLVED to establish a sub-committee comprising the Chairman and Vice Chairman of the Council and committee chairmen and vice chairmen to draw up a business plan and present it to the Annual Meeting of the Council in May 2016. CONSIDERATIONS. The Working Group met on 6th May and resolved to recommend the following: 1. Recommendation: That the council’s “Mission Statement” and “Aims and

Objectives” (as attached as an appendix to this report) are replaced with a recommended set of “Aims” as set out below

Hailsham Town Council Aims

i. To undertake its statutory and legal duties as set out below.

Statutory duties Upkeep of the cemetery Provision of allotments Commenting on Planning Applications. Legal duties Upkeep of Parks and open spaces Upkeep of buildings owned by the town


Agenda Item 14

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Upkeep of play areas Upkeep of some streetlighting

ii. To encourage and promote the economic and commercial vitality of Hailsham

iii. To maintain and enhance the identity of Hailsham and promote it’s heritage as

a market town

iv. To ensure an improving standard of service to meet local needs by working in partnership with other statutory bodies and voluntary organisations

v. To seek to protect and enhance our natural and built environment

2. Recommendation: That the Working Group continues to meet in order to develop a more detailed business plan for the town council, including a set of detailed ‘Objectives’, linked to outcomes and targets, related to the ‘Aims’ as recommended above. The Working group will meet quarterly, or more frequently if deemed necessary The period to be covered by the new business plan will be four council/municipal years, starting from May 2017 (2017-2018 Council year) and ending May 2021 (2020-2021 Council year). This therefore covers the third and fourth years of the current council term and the first and second years of the next council term. The process for reviewing and amending the plan with a view to drawing up a new plan would start in May 2020, with as new plan to be launched in April/May 2021 for the following four years.


Agenda Item 14

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Hailsham Town Council - Continuous Four Year Planning Cycle

Council Term

Council Year

Period Covered by

Plan

Activity

2016-2017 Draft Plan

2017-2018 Review progress against plan

2015-2019



2020-2021

2017-2021

Review & Draft New Plan


2019-2023



2024-2025

2021-2025

Review & Draft New Plan

That an element of public consultation is built into the process for determining the council’s objectives as set out in the plan (possibly as a result of data and information arising from the neighbourhood Planning consultation process). That this Business Plan is ‘launched’ at the next Annual Town Meeting. The Council is recommended to adopt these recommendations of the Strategy Working Group


Agenda Item 14

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Appendix One – Previously adopted HTC mMssion Statement, Aims and Objectives

HAILSHAM TOWN COUNCIL Mission Statement

Hailsham Town Council will work to provide a safe, high quality social and physical environment to meet the needs of residents and visitors, will be at the forefront of promoting Hailsham as a place, and will work with other agencies to defend the best interests of the Town for the benefit of everyone.

Aims & Objectives

To enable residents of Hailsham and its surroundings to enjoy high-quality social,

recreational and cultural facilities within the Town and seek the continuing improvement and development of these facilities in accordance with the wishes of residents.

To encourage and promote the economic and commercial vitality of Hailsham. To preserve the unique identity of Hailsham and promote its heritage. To ensure that harmony exists between commercial, ecological and residential

requirements. To consult with and take due regard of all comments received from other

statutory bodies, voluntary organisations and individuals, to ensure an improving standard of service to meet local needs.

To represent the views and wishes of the people of Hailsham. To help create a socially inclusive and caring community that embraces all

residents, irrespective of their circumstances. To promote and maintain the “Charter of Twinning” between the people of

Hailsham and District and the citizens of Gournay En Bray by encouraging an understanding between people and serving the cause of peace and friendship, in particular within the nations of Europe.

Documents

HAILSHAM TOWN COUNCIL