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NOTICE IS HEREBY GIVEN of

THE ANNUAL MEETING of the HAILSHAM TOWN COUNCIL

to be held in the Fleur-de-Lys Council Chambers, Market Square, Hailsham on Wednesday, 20th May 2015 at 7.30 p.m.

Cllr. Mrs Jo Bentley, Chairman/ Town Mayor, will open the meeting. Prior to commencement of the formal business of the meeting a period of not more than 15 minute assigned for 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. The order of formal business to be transacted will be as follows:- 1. ELECTION OF CHAIRMAN/TOWN MAYOR

To receive (a) Retiring Chairman’s Address (b) Nominations for Office (c) Members ballot on nominations (d) Elected Chairman’s Declaration of Acceptance of Office (e) Elected Chairman’s Address to the Council

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

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

4. COUNCIL VACANCIES (i) To receive presentations and pose any questions to those candidates who have put

themselves forwards for co-option to the current vacancies in the office of Town Councillor.

(ii) To consider appointing two of the candidates to the vacancies. Votes for each vacancy

are to be held consecutively (iii) Declaration of acceptance of office for newly appointed members.

HAILSHAM TOWN COUNCIL

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5. ELECTION OF VICE-CHAIRMAN/DEPUTY TOWN MAYOR

To receive (a) Nominations for Office (b) Members ballot on nominations (c) Elected Vice-Chairman’s Address to Council

6. COMMITTEES 6.1 Appointment of Standing Committees

To approve (or resolve to amend) that, in accordance with Standing Order No.5, the following Committees be appointed:- (a) Planning & Development Committee (b) Finance, Budget & Resources Committee (c) Strategic Projects Committee (d) Communities Committee

6.2 Membership of Committees

To concurrently approve or resolve to amend (a) The number of seats available for allocation on each of the standing committees (b) The suggested Terms of Reference for each of the standing committees (c) The allocation of members to each of the standing committees according to nominations received (either in advance or made at the meeting).

6.3 Appointment of Chairmen of Standing Committees

To receive nominations and elect Chairmen (and Vice-Chairmen) for each of the foregoing Committees. (If so decided, the Annual Meeting will adjourn, so that committee members can temporarily withdraw to vote in the event of contested nominations).

6.4 Representation on External Bodies To agree the councillor representation on external bodies 7. MEETING DATES 2015 – 2016

To approve a schedule of meeting dates 8. CONFIRMATION OF MINUTES 8.1 a) To resolve that the Minutes and Reports of the meeting of the Hailsham Town

Council (Ref: HTC/14/7/212-238) held on 25th March 2015, as printed and circulated, be taken as read, confirmed as a correct record, and signed by the Chairman.

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(b) Matters Arising (if any) 9. COMMITTEE and PANEL REPORTS 9.1 (a) To note the reserved paragraphs (minutes) of the Standing Committee Reports

notified to the Town Clerk prior to the meeting, and (b) To receive request to reserve any additional paragraphs (minutes) of the Standing

Committee Reports 9.2 To receive “unreserved” paragraphs (minutes) of the following Reports of Committees

(as printed and circulated), and approve and adopt the recommendations contained therein.

A. Planning & Development Committee Meetings (31st March 2015, 21st April 2015 and

5th May 2015)

B. Festivities and Events Committee Meetings (30th March 2015 and 20th April 2015) C. Council Projects and Assets Committee (27th April 2015) D. Parks, Open Spaces and Sports Committee (29th April 2015) 9.3 To proceed through the “reserved” paragraphs consecutively (or as decided) and to

resolve action before proceeding to the next reserved item. 10. END OF YEAR ACCOUNTS AND AUDIT 2014-2015 10.1 End of Year Accounts & Audit 2014-15

(a) To note the Responsible Finance Officer’s Summary Report (b) To note, approve and adopt the report in respect of the Fixed Asset Summary as at

31.03.15 as required by the External Auditor

(c) To note, approve and adopt the Statement of Accounts for year ending 31.03.15 and approve they be signed off by the Clerk/RFO and Chairman of the Council

(d) To note, approve and adopt sections 1 and 2 of the un-audited Annual Return for 2014/15

and approve they be signed off by the Clerk/RFO and Chairman of the Council

(e) To note, approve and adopt Attachment 2(i) of the Annual Return for submission to the External Auditors

(f) To note the additional information required by the External Auditors

10.2 Chairman’s Verification

To note the Chairman of the Council’s inspection, reconciliation and certification of councils income, expenditure and bank balances for the quarter/year ending 31st

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March 2015

11. APPOINTMENT OF INTERNAL AUDITOR To approve the appointment of an internal auditor for the 2015-2016 Financial year 12. DEFIBRILLATORS

To consider a request for additional funding from the Council’s reserves for the purchase and installation of Defibrillators in locations within Hailsham

13. FESTIVITIES AND EVENTS

To consider a request to allocate additional funding from the Council’s reserves to events as requested by the Festivities and Events Committee

14. MEMORIAL BENCH AT COMMON POND

To reconsider a request by a member of the public to place a memorial bench at the Common Pond

15. COUNCILLORS’ QUESTIONS/ INFORMATION FORUM

(at the Chairman’s discretion) (N.B. Motions are not permissible under this item)

Dated this 12th day of May 2015

JOHN HARRISON Town Clerk

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MINUTES of the Annual Meeting of Hailsham Town Council, held at the Fleur-de-Lys Council Chamber/Meeting Rooms, Market Square, Hailsham, on Wednesday 20th May 2015 at 7.30 p.m.

Public Question Time Prior to commencement of the 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 Council, or ask questions (on matters relevant to the responsibilities of the Town Council) at the invitation and discretion of the presiding Chairman. There were no members of the public in attendance who wished to speak.

HTC/AM 15/100

Present: Councillors:, Mrs. B. H. Beckett, F. Berry, Mrs. M. Burt, Ms C. V. Collinson, N. S. Coltman (Chairman), Mrs. S.P.M. Cottingham, R. T. Grocock, Mrs. B. Holbrook, P.S. Holbrook, Mrs. M. Laxton, G. M. Moore, Ms. A. O’Rawe (Vice-Chairman), M. A Pinkney, J. Puttick, P. D. Soane, C. A. Tasane, Mrs. A Triandafyllou, C Triandafyllou Mrs. S, Van Der Geyten, Miss J. R. Welles and A Willis.

101 Officers in Attendance Mr. J. Harrison (Town Clerk), Mrs. M. Hagger, Mr. D. Saxby, Mr. T. Hall and Mr. C. Letschka

102

Election of Chairman/Town Mayor Retiring Chairman’s Address The Chairman said that she had been a member of Hailsham Town Council since 2002; it had been an honour and a privilege to serve as Mayor and Deputy Mayor for five and a half years. She hoped the forthcoming four years would be productive and beneficial to the residents of Hailsham. The Chairman paid tribute to the councillors who had not stood for re-election, in particularly Councillors Mr and Mrs Rowe, J. Blake and Mrs. M. Skinner. She also thanked the staff of Hailsham Town Council for their support.

HAILSHAM TOWN COUNCIL

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Most of all she wished to thank her husband and Consort Bill Bentley for all his unwavering support and advice. She finished by saying that throughout her mayoral term she had done her best to be neutral, and hoped that she had succeeded.

103.1

Nominations for Office RESOLVED to proceed with the election by a show of hands. The Town Clerk said nominations for the position of Chairman/Town Mayor for the 2015/2016 year had been received. Two nominations were received in the names of: Councillor N. S. Coltman and Councillor P. S. Holbrook On being put to the vote the result was as follows: Councillor N. S. Coltman – 13 votes Councillor P. S. Holbrook –7 votes

103.2 103.3

RESOLVED that Councillor N. S. Coltman be duly elected as Chairman/Town Mayor for 2015/16. Councillor Coltman signed the Declaration of Acceptance of Office, and took the chair. Councillor Coltman thanked members for their support. He said that councillors were in charge of nearly £1,000,000 of residents’ money. There were two areas where the Council was legal bound to provide services; the Cemetery and allotments. All other projects should be looked at to see if they were needed and retained. He wanted Hailsham to be a place of wellbeing and councillors should make the town a better place to live. He wanted residents to have a pride in their town, this would involve in working in partnership with other organisations such as MASHH and Hailsham Forward.

104.1 104.2 104.3

Apologies for Absence: Apologies were received and accepted from Councillors N. A. Collinson, Mrs. L. Collinson and Mrs. S. E. Henstock. The Town Clerk explained that all Councillors needed to sign the Declaration of Acceptance of Office register before the Annual meeting of the council. RESOLVED that Mrs. S. E. Henstock be allowed two weeks from the date of this meeting to sign the Declaration of Acceptance of Office register.

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105 Declarations of Interest Councillors Triandafyllou and Mrs Laxton declared personal interests in agenda item 4 – Council Vacancies as they had family members standing for co-option to the Council. They withdrew from the meeting at this point.

106.1 106.2 106.3

Council Vacancies The Town Clerk referred members to the ten personal statements made by the candidates standing for co-option to the Council circulated with the agenda and as Appendix HTC/AM/15106A to these minutes. There were two vacancies. The Chairman stated that seven of the ten candidates were present and that each would be allowed up to five minutes to address the meeting and answer questions. Following this process Mrs. A. Triandafyllou was co-opted first and Mrs. S Van Der Geyten second. The Chairman congratulated Councillors Mrs. A. Triandafyllou and Mrs. S Van Der Geyten and thanked the other candidates for applying.

107.1 107.2

Election of Vice Chairman/Deputy Town Mayor The Town Clerk said that two nominations had been received for Vice-chairman of the Town Council in the ensuing year in the names of: Councillor Mrs. B. Holbrook and Ms A. O’Rawe. On being put to the vote the result was as follows: Councillor Mrs. B. Holbrook – 5 votes Councillor Ms A. O’Rawe –15 votes RESOLVED that Councillor Ms A. O’Rawe be duly elected as Vice Chairman/Deputy Town Mayor for 2015-2016.

108.1 108.2 108.3 108.4

Appointment of Standing Committee Discussion ensued on the officer’s report circulated with the agenda and as Appendix HTC/AM/15108A to these minutes and the number and roles of the standing committees Councillor P. Holbrook proposed that the Strategic Projects Committee be withdrawn and the Parks and Open Spaces and Sports Committee and the Council Projects and Assets Committee be re-instated. This was seconded by Councillor F. Berry. On being put to the vote this proposal fell by 12 votes to 5. Councillor J. Puttick requested that his abstention be recorded.

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108.5 108.6

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 Councillor P. Holbrook requested that his opposition be recorded and Councillor J. Puttick requested that his abstention be recorded.

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Membership of Committees RESOLVED to approve: (a) the number of seats available for allocation on each of the Standing

Committees and Panels, and

Planning and Development Committee – Nine Members Finance, Budget & Resources Committee – Nine Members Strategic Projects Committee – Nine Members Communities Committee – Nine Members (b) the allocation on each of the following: (a) Planning and Development Committee 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, Coltman, Puttick, Berry, Mrs. Laxton and Mrs. A. Triandafyllou. (c) Strategic Projects Committee Councillors Soane, Ms O’Rawe, Mrs. L. Collinson, N. Collinson, Pickney, Mrs. B. Holbrook, P. Holbrook, Mrs. M. Laxton and Mrs. Van Der Guyton (d) Communities Committee Ms O’Rawe, C. Triandafyllou, Mrs. Collinson-O’Toole, N. Collinson, Puttick, Mrs. S. Cottingham, Tasane, Miss J. Wells and Mrs. S. Henstock* * Subject to signing the Declaration of Acceptance of Office register.

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Appointment of Chairmen of Standing Committees

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RESOLVED to agree the Chairmen and Vice Chairmen of the foregoing Committees be elected at the first meeting of each Committee.

112 Representation to External Bodies

RESOLVED that the following members be appointed as Hailsham Town Council representatives to the following organisations: Wealden District Association of Local Councils – The Chairman and/of Vice Chairman of the Council. Hailsham & District Sports Alliance – To be decided at a later date. Movement and Access Strategy for Hailsham & Hellingly (MASHH): The Chairman of the Council and Councillor C Triandafyllou. Hailsham Forward Executive: Councillors C Triandafyllou and P. Holbrook. Cuckmere Community Bus Stakeholder’s Group: Councillor C. Tasane Environment Hailsham Board: Councillor J Puttick.

113 Meeting Dates 2015-2016

RESOLVED to approve the schedule of meeting dates as circulated with the agenda and as Appendix HTC/AM/15/113A to these minutes

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Confirmation of Minutes RESOLVED that the Minutes and Reports of the meeting of the Hailsham Town Council (Ref: HTC/14/7/212-238) held on 25th March 2015, as printed and circulated, be taken as read, confirmed as a correct record and signed by the Chairman. Matters Arising None presented.

116 Committee and Panel Reports

RESOLVED, after consideration in accordance with Standing Order 18(e), to receive the following reports of Committees, to approve and adopt the recommendations contained therein and the actions taken as reported therein.

A. Planning & Development Committee Meetings (31st March 2015, 21st April 2015 and 5th May 2015)

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B. Festivities and Events Committee Meetings (30th March 2015 and 20th April 2015). C. Council Projects and Assets Committee (27th April 2015) D. Parks, Open Spaces and Sports Committee (29th April 2015.)

117.1 117.2 117.3 117.4 117.5

End of Year Accounts and Audit 2014 – 2015 RESOLVED to note, approve and adopt: a) The Responsible Finance Officer’s Summary Report as circulated with the agenda, and as Appendix HTC AM/15/117A to these minutes. b) The report in respect of the Fixed Asset Summary as at 31.03.15 as circulated with the agenda, and as Appendix HTC AM/15/117/B to these minutes. c) Statement of Accounts for year ending 31.03.15 and approve they be signed off by the Responsible Finance Officer and the Chairman of the Council, as circulated with the agenda, and as Appendix HTC AM/15/117C to these minutes. d) Sections 1 and 2 of the un-audited Annual Return for 2014/15 and approve they be signed off by the Town Clerk, Chairman of the Council and Responsible Finance Officer, as circulated with the agenda, and as Appendix HTC AM/15/117D to these minutes. e) Attachment 2 (i) of the Annual Return for submission to the external auditors, as circulated with the agenda, and as Appendix HTC AM/15/117E to these minutes. f) The additional information required by the external auditors as circulated with the agenda, and as Appendix HTC AM/15/117F to these minutes.

118 Chairman’s Verification RESOLVED to note the Chairman of the Council’s inspection, reconciliation and certification of Council’s income, expenditure and bank balances for the quarter ending 31st March 2015.

119 Appointment of Internal Auditor RESOLVED to approve the appointment of Mr. Peter Frost as the internal auditor for the financial year 2015-2016.

120.1 120.2

Defibrillators Councillor C. Triandafllou referred members to the officer’s report circulated with the agenda and as Appendix HTC/AM/15/120A to these minutes. The Council had previously resolved to purchase a defibrillator in addition to the three from Councillors’ dividends from Wealden District Council. Since then it

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120.3 121.1 121.2 121.3 121.4

emerged that they would have to be installed by an electrician as detailed in the officer’s report auditors as circulated with the agenda, and as Appendix HTC AM/15/120F to these minutes. RESOLVED to allocate £1,400 from reserves to meet the additional costs of installing the four purchased defibrillators. Festivities and Events Councillor O’Rawe introduced this item and referred members to the officer’s report auditors as circulated with the agenda, and as Appendix HTC AM/15/121F to these minutes. She said that the skate rink had been a big attraction in the past and if councillors wanted it for this year’s Christmas event a decision on its supply would have to be made at this meeting. Discussion ensued. RESOLVED to allocate additional funding of £4,500 (£3,000 for the skate rink and £1,500 for additional Christmas lighting) from Council reserves. Councillors Pinkney, Soane and Mrs Van der Geyton asked for their abstentions to be recorded,

122.1 122.2

Memorial Bench at Common Pond The Town Clerk advised that a decision on this item had been deferred from the last meeting and referred members to the officer’s report auditors as circulated with the agenda, and as Appendix HTC AM/15/122F to these minutes. RESOLVED to agree to the request from a member of the public to place a memorial bench at the Common Pond and to take on the maintenance of it

Councillor’s Questions/Information Forum

123 124 125

Cemetery Superintendent The Town Clerk reported that the Cemetery Superintendent, Mr. Tom Payne would soon have been employed by Hailsham Town Council for 40 years. To mark this achievement, members were asked to sign the card being circulated. Election Expenses The Town Clerk advised that members would need to complete their election expense forms and return them to Wealden District Council by 4th June 2015. Register of Interest Forms The Town Clerk reminded members that their Register of interest forms needed to be returned to him as soon as possible.

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126 127

Members’ Training The Town Clerk said that the SALC training days were still available and any member interested in attending should see him. Senior Citizens’ Railcards The Town Clerk said that he had received a letter from a member of the public asking that he made members aware of her thanks and appreciation of the Senior Citizens’ Railcard refund.

There being no further business, the Chairman closed the meeting at 10.07pm.

CHAIRMAN Global/Minutes and Agendas/ DS/ AM Minutes 20.05.15

Report to: Hailsham Town Council Annual Meeting

Date: 20th May 2015

By: John Harrison, Town Clerk

Title of report: COMMITTEES

1. Purpose:

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To consider the Proposed Committee Structure for the 2015-2016 council year, including number of seats, nominations for membership, nominations for Chairmen and Vice Chairmen, and proposals for representatives to External Bodies. 2. Proposed Committee Structure for 2015-2016: The proposed committee structure for the 2015-2016 municipal year is different to the committee structure for 2014-2015 It is proposed that four committees are appointed. These are

Planning and Development Committee Finance, Budget and Resources Committee Strategic Projects Committee Communities Committee

The proposed Terms of reference for each of these committees are attached as appendices to these reports. The Terms of reference for the Planning and Development Committee are not changed from previous years The Terms of reference for the Finance, Budget and Resources Committee are not changed from the previous year. The Strategic Projects Committee is created by merging the remits of the previous Parks, Open Spaces and Sports Committee and the Council Projects and Assets Committee into one. The Communities Committee is created by merging the remits of the Festivities and Events Committee and the Business Enterprise Committee into one. The Terms of Reference for the old committees are also attached as a Appendix Two to this report, for members to be able to see how the committees have been merged; Council, Projects and Assets Committee Parks, Open Spaces and Sports Committee, Festivities and Events Committee and Business Enterprise Committee. It is recommended that there are seven council members on each standing committee. All committees may invite, co-opt or appoint members or guests from other organisations, in line with the council’s Standing Orders. No external member or guest may have voting rights on issues that affect the spending of council monies or the direct use of council resources. None of the standing committees have delegated authority to make decisions in their own right, with the exception of the Planning and development Committees. The standing committees make recommendation to council, which are subject to ratification and agreement at full council meetings. Council may resolve to delegate some decision making power to committees or sub-committees by resolution. All members of Hailsham Town Council are entitled to attend any committee meeting, although not as voting members unless appointed as substitute for a non-attendee. 3. The advantages of this proposed committee structure are that: There are fewer meetings, although each meeting will potentially involve more business themselves. There is little scope for overlap or confusion between committee remits, which will facilitate communication and ensure clarity of which committee deals with which area.

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There are considerable areas of overlap, or at least similarities of remit for the committees that are recommended to merge. For example, council organised festivities and events have relied heavily on the co-operation of local community groups and businesses and have a direct impact on the business economy of the town. The council’s assets include both buildings and parks and open spaces, and most ‘projects’ initiated by the council in some way affect the council’s assets and resources available to manage and improve them. Therefore it seems logical and consistent to merge these two committees. Because of the reduced number of standing committees, it may prove necessary for the committees (or full council) to appoint sub-committees or working parties more often, in order to address specific projects and issues. 4. Considerations and Recommendations 4.1 Appointment to Standing Committees Council is recommended to resolve that the following committees be appointed:

Planning and Development Committee Finance, Budget and Resources Committee Strategic Projects Committee Communities Committee

4.2 Membership of Committees Council is recommended to resolve to approve the number of seats on each committee as follows:

Planning and Development Committee - Seven Finance, Budget and Resources Committee - Seven Strategic Projects Committee - Seven Communities Committee - Seven

Council is asked to consider nominations received and approve allocation of members of each committee 4.3 Appointment of Chairmen and Vice-Chairmen of Standing Committees Council is asked to consider nominations received and approve the committees’ election of chairmen and vice-chairmen of each committee (if so decided, the Annual Council meeting may adjourn, so that committee members can temporarily withdraw to vote in the event of contested nominations) 5 Representation on External Bodies: Council is asked to consider and agree to councillor representation on external bodies as proposed:

Wealden District Association of Local Councils: Chair and/or Vice Chair of Council

Hailsham and District Sports Alliance: Chair or Vice Chair of Communities Committee

Movement and Access Strategy for Hailsham and Hellingly (‘MASHH’) Steering Group: Chair of Council plus one other member

Hailsham Forward Executive: X2 members; Chair or Vice Chair of Business Enterprise

Committee plus one/ potentially member of Finance, Budget and Resources Committee.

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Cuckmere Community Bus Stakeholder’s Group: X1 member

Environment Hailsham Board: X1 Member

No other appointment to external bodies are proposed to be made unless by invitation from those organisations.

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APPENDIX ONE – TERMS OF REFERENCE FOR PROPOSED COMMITTEES

HAILSHAM TOWN COUNCIL PLANNING & DEVELOPMENT COMMITTEE

TERMS OF REFERENCE Hailsham Town Council is a statutory consultee in the planning legislative process, it is the responsibility of the planning & development committee to receive and respond to planning applications, planning appeals and applications for certificate of lawful development from Wealden District Council, East Sussex County Council and the South Downs National Park local Planning Authorities. In reviewing planning applications its purpose is to ensure that they meet with current planning law and satisfies local development frameworks and published development guidance. The committee will also comment on matters of local concern including major developments, proposed Section 106 planning gain agreements in respect of developing community and commercial infrastructure, statutory, utility and common communal services and matters relating to the historical essence and character of Hailsham. The committee will also provide responses for licensing applications and for matters determining, amending or stopping up Public Highway, Public Right of Way and will respond to proposed temporary, experimental or permanent traffic regulation orders. TERMS OF REFERENCE 1. The Planning & Development Committee is constituted as a Standing Committee of Hailsham Town Council. The Committee composition shall be a maximum of Seven Councillors as voting members. 2. Quorum shall be half of appointed members or the closest majority to that number 3. The Chairman and Vice-Chairman of the committee shall be elected annually by the Committee. 4. The Committee shall meet every three weeks, or unless otherwise required and agreed by resolution of the committee. PLANNING 5. A record of all planning applications, the responses and eventual results shall be noted in the minutes of meetings. 6. The Committee has delegated authority to consider all planning applications pertaining to the Town and environs of Hailsham and to respond to Wealden District Council, East Sussex County Council or the South Downs National Park as local planning determination authorities. Minutes/Reports of all meetings will be presented for adoption at the next full Council meeting 7. The Planning & Development Committee may canvas opinions for and against applications to assist with fair determination of applications. The Committee has an obligation to ensure that relevant parties are given a reasonable hearing – applicants, as well as objectors, will have the opportunity to speak prior to the commencement of meetings in accordance with the Town Council Standing Orders. Solely at the discretion of the Chairman the committee may seek clarification of views expressed by applicants or objectors when a specific application is presented and debated. 8. The committee Clerk shall present each application for consideration by the committee. The clerk shall identify the location of the application, shall provide an outline of the application, present the planning history and shall make recommendations of options available to the committee. The clerk

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shall where appropriate have visited the application location to photograph any existing buildings on the site and the surrounding buildings and land. 9. Presentation of application plans and supporting documentation shall make full and appropriate use of electronic files and overhead projection systems, ensuring that this can be clearly viewed by both the committee and attending members of the public. The committee will use paper documentation only when suitable electronic systems are unavailable. 10. Applications considered to be controversial shall be referred to the Full Council. A time sensitive response may be made by the Committee Chairman or Clerk following a majority decision by the Committee. Any two (2) Councillors may request an application be deferred for a meeting of the Full Town Council. 11. Where an onsite meeting is arranged, it will be subject to the prior approval of the Chairman or Vice-Chairman. A Committee member will then present findings to the Committee. 12. Where an application is subject to an appeal, the Committee is authorised to make written representation or to elect a member of the Committee to attend the hearing. 13. All correspondence shall be conducted through the Town Clerk (or the delegated officer). 14. The Town Clerk (or the delegated officer) will write letters to the appropriate Planning Authority or other relevant body detailing the Planning Committee’s response to each application and will ensure that these letters arrive within the timescale for each application. 15. Where an application is subject to an appeal, the Committee will prepare and recommend a draft written representation to the full Town Council and propose a member of the Committee to attend the hearing and speak on behalf of the council if called to give evidence. 16. Wherever possible, a member of the Planning Committee is to be nominated to attend Planning Authority’s Planning meetings to represent the Committee’s views in respect of major and controversial planning applications. 17. Minutes of all meetings are to be kept by the Clerk. Agendas and minutes shall be forwarded by e-mail to all members of the Town Council. (Only members who do not have access to e-mail, or have not agreed to receive minutes and agendas in this manner, shall receive a printed copy by post). 18. All members to attend a planning training session within a year of appointment and shall attend further training when significant changes to planning legislation and guidance are published. Councillors previously trained and experienced in planning matters will attend refresher training at least every four years. DEVELOPMENT 19. The committee may continuously review and update the Hailsham and Hellingly Masterplan and any additional or successor local development plans/Neighbourhood Plans, in consultation with other members of council, committees and other organisations such as may be required. The committee shall work with adjacent parishes, District and County Councils, Police, Fire & Rescue, Ambulance and NHS Authorities to ensure that appropriate development is fully and transparently determined for the residents of Hailsham being mindful that this should comply with current planning law and guidance. 20. The committee shall work to ensure that such plans take account of the views of local stakeholders and residents determining and undertaking appropriate public consultation processes sufficient to determine the robustness of such plans as the view of the Hailsham Community to satisfy the requirements of Local Development Frameworks and the Local Transport Plan.

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21. The committee will seek to meet with land owners, agents and developers to offer pre- application advice about the council and community views of potential developments within Hailsham and also within adjacent parish locations that could impact visually or environmentally upon Hailsham Residents. Any views expressed by members will be indicative of likely community views, the committee should not be regarded as determining the specific view of the council and residents prior to the council being consulted about finalised outline or full applications presented for determination by the appropriate planning authority. 21. The committee will seek to encourage developers of significant major applications to meet with the full council and to provide a presentation for residents. The Planning & Development Committee is empowered to ensure that such presentations are widely advertised to encourage public participation. 22. The committee will monitor the progress of s106 planning gain agreements for developments within Hailsham and its environs, ensuring that applicants and planning authorities are advised of the views of the council and community about the provisions of the agreement at appropriate payment trigger points. 23. The chairman and committee clerk will provide progress reports to full council on behalf of the committee of all development consultation and s106 activities.

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HAILSHAM TOWN COUNCIL

FINANCE, BUDGET AND RESOURCES COMMITTEE TERMS OF REFERENCE

This Committee is appointed to make recommendation to the council on all aspects of the Town Council’s financial and budgetary management, staffing and resources. The committee makes recommendations to council on these areas. It has no delegated authority. The Committee is responsible for working in partnership with other organisations to achieve these objectives. Membership: Total number of seats allocated to the committee is seven Quorum: Shall be half of appointed members or the closest majority to that number Frequency of Meetings: The Committee must meet quarterly in order to make recommendations to

council with regard to budgetary control, the verification of quarterly financial statements (Item 2 in the Terms of Reference below) and the council’s overall financial position

In addition the committee may establish a second ‘stream’ of meetings in order to

make recommendations to Council on the budget for the following financial year. These meetings must be timed to ensure that council can resolve the precept to be levied in January and/or according to the timetable and deadlines for the precept request as set by the District Council.

A meeting in January/February of each year should also consider such matters

as appointment of Internal Auditor and audit plan, and review of Financial Regulations

Any of these meeting ‘streams’ may consider staffing and other resource issues

as and when they arise and recommendations are required. Membership eligibility: Open to all members of council, as formally appointed at the Annual Meeting of

Council or subsequently at other meetings.

Other members may be co-opted from other organisations, or guests invited for specific purposes, if and when appropriate. Other members who are not members of council will have no voting-rights.

Remit

1. Budget Preparation: The Committee is required to prepare a recommendation for income and expenditure during the financial year for recommendation to a council meeting in December/January in order that the precept to be levied for the ensuing financial year can be agreed in January.

2. Budgetary Control: The Committee will examine the detailed summary of receipts and payments,

comparing actual expenditure against that planned and confirm compliance to council on a quarterly basis.

3. Annual Appointment of Internal Auditor – to present to Council conditions of appointment for

approval.

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4. Accounting and Audit : (a) Reconciliation and quarterly verification of statements with the appropriate records and

confirm that the financial statements present fairly the current financial position of the Council and are effective in design to adequately detect fraud or malpractice. To be signed by the Committee Chairman.

(b) Receive the Internal Auditor’s reports and consider any recommendations and means to achieve compliance, and make recommendations to Council.

(c) Annual Review of Internal Control to complete and present to Council. (d) Annual Audit Report. (e) Annual Internal Audit Report – to liaise with the RFO and Internal Auditor to prepare the

Annual Audit Plan for presentation to Council (f) To hold meetings with the Internal Auditor as required (g) To review the Annual External Auditor’s Report and draft response in collaboration with

the RFO (h) To approve for presentation to Council the end of year Statement of Accounts and Annual

Return and any other information required by the External Auditors prior to submission

5. Contracts : To work with other committees to discuss the financial implications of contracts as and when they are due for renewal.

In a situation where there is a time limited offer and opportunity to accept a quotation (e.g. energy supplier), that cannot be considered by any other relevant committee due to the timescales involved, the RFO or Finance Officer may, after contacting the Chairman of the Finance, Budget & Resources Committee and Town Clerk, authorise and proceed, and report to the next meeting of the Committee or Council as appropriate.

6. Annual Governance Statement: To satisfy that all items under Section 2 of the Annual Return are

achieved, and signed off by the Chairman of the Council. 7. The Chairman of the Committee, or their representative, should meet weekly, or as decided by the

Committee, with the RFO or Finance Officer for two-way communication. 8. All members of the Committee shall comprise members of the Cheque Signatory Panel plus the

Chairman of the Council, if for any reason that councillor is not a member of the Finance, Budget and Resources Committee.

9. All members must be conversant with the requirements of the Governance and Accountability for

Local Councils manual. 10. The Annual Review of the Council’s Financial Regulations – for report to Council. 11. The annual review of fees charged by Council (newsletter, allotments, pitch hire, pavilion hire,

Fleur de Lys hire, fishing permits, cemetery fees, minibus etc.) 12. To consider the annual subsidy request application from Hellingly Parish Council and the existing

arrangements for funding with Hellingly Parish Council, if deemed necessary appointing a Working Group to liaise with Hellingly Parish Council for this purpose.

13. To appointment a Grants Sub-committee for the annual consideration of grants to external bodies 14. To receive notice of changes in employment law and pension funds that affects the employees of

Hailsham Town Council 15. Consider and make recommendations to Council in respect of all aspects of staff employment,

considering staffing needs in relation to decisions of the Council

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16. Consider and make recommendations to the council in respect of all aspects of other resources, including equipment and vehicles, considering resource needs in relations to decisions of the council

17. Consider and make recommendations with regard to staff health and safety and resource or other

requirements to ensure adequate health and safety and staff welfare provisions are fit for purpose.

18. Exclusions This committee has no delegated authority to make decisions on any of the areas above, but is responsible for making recommendations to council. The committee is not responsible for making recommendations to council for any aspect of council services or projects that fall under the remit of other council committees, although it can make recommendations on all financial, staffing or resource-related aspects of such areas.

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HAILSHAM TOWN COUNCIL STRATEGIC PROJECTS COMMITTEE

TERMS OF REFERENCE This Committee monitors the operation of all Town Council buildings, assets and projects, ensuring a high standard of provision. It considers their further development and the development of other buildings or projects. The committee makes recommendations to council on these areas. It has no delegated authority. The Committee is responsible for working in partnership with other organisations to achieve these objectives. Membership: Total/maximum number of seats allocated to the committee is seven Quorum: Shall be half of appointed members or the closest majority to that number Frequency of Meetings: bi-monthly or as and when appropriate Membership eligibility: Open to all members of council, as formally appointed at the Annual Meeting of

Council or subsequently at other meetings.

Other members may be co-opted from other organisations for specific purposes as and when appropriate. Other members who are not members of council will have no voting-rights.

Minutes of all meetings are to be kept by the Clerk. Agendas and minutes shall be forwarded by e-mail to all members of the Town Council. (Only members who do not have access to e-mail, or have not agreed to receive minutes and agendas in this manner, shall receive a printed copy by post).

Terms of Reference

1. To manage the use, maintenance, improvement, development and good management of all council

owned or leased buildings, including:

The Cemetery & Cemetery buildings including Cemetery Lodge The Fleur-De-Lys and Blackman’s Yard Complex 6 Market Square (The building leased to Kemer Kebabs) Union Corner Hall The Grovelands Barn Complex 1 Market Street (The Square Youth Café and connected buildings) Welbury Community Centre (when it is built) 4 Market Square The Maurice Thornton Pavilion The Hailsham Cricket Pavilion Cortlandt Stable Block (offices) & the public toilets Any other buildings adopted or leased by the Town Council in the future

2. To manage the use, maintenance, improvement, development and good management of all other

council owned or leased assets, including; Bus Shelters Town seats Street Lighting

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HTCs contribution to the town’s CCTV facilities. Any other Assets adopted by council

3. To manage the use, maintenance, improvement, development and good management of all council

owned, leased or otherwise controlled:

play areas and open spaces Any new play areas and open spaces taken over by the Council Sports and recreation grounds Sports facilities where appropriate Any new sports grounds taken over by the Council Any new sports facilities taken over by the Council where appropriate Allotments Dog Bins

To be responsible for:

Tree maintenance Horticultural and Grass cutting contract Dog bins

4. To act as responsible landlords for sites owned by the Town Council and leased to other organisations for management, reviewing leases and any other terms of agreement between the Council and the lessees or other parties and receive requests from them for developments or changes to council owned buildings and assets.

5. To act as liaison for and to project manage any developments or changes to council owned or leased

buildings and assets as defined above. 6. To project manage or act as liaison with projects related to Council Services, in consultation with the

appropriate officers and any other relevant stakeholders and partners. These services to include:

a. Youth Services (including the Youth Café, East Side Youth Club, The Friday Night Project, the Youth Council and Youth Mayor)

b. The “Hailsham Works!” Project c. Council Communications and Marketing d. Any other project related to council buildings, Play parks and open spaces, assets or services as

adopted by council 7. To appoint sub-committees, small working parties, project management groups or individuals to

oversee and report back to the committee on any of the above areas deemed necessary by the council or committee. This therefore includes the appointment of members of the committee to roles previously covered by ‘oversight councillors’ for the following roles:

a. Cemetery Wardens b. Youth Projects and Youth Engagement c. Communications d. Community Halls e. Environment These sub-committees, small working parties, project management groups or individuals will undertake

their oversight functions according to the requirements of the role, the requirements of the committee and through the best and most efficient means possible, in consultation with the relevant officers and other stakeholders and partners.

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They will report back to the Strategic Projects committee to an agreed reporting schedule and their

reports will form substantive points of the committee’s agenda moving forwards. 8. The committee may receive and consider representations, suggestions or complaints from any other

member of council or outside organisation or person with regard to any aspect within its remit as delineated above and may invite such persons to attend the meeting and speak on those aspects.

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Hailsham Town Council Communities Committee

Terms of Reference

1. The name of the Committee is the Communities Committee.

2. The Committee shall elect a Chairman and Vice Chairman on an annual basis in May of each year.

3. The Committee will meet on a planned 4 weekly schedule with extra meetings scheduled in the

month(s) leading up to any planned event, with a minimum of 3 days clear notice given.

4. The Committee will meet at 6.00pm and the first items on the agenda will deal with the Festivities Items.

5. The Committee shall consist of seven (7) Hailsham Town Council members plus

representatives from local businesses and the community.

6. Four (4) council members will constitute a quorum.

7. Local business and community members will be members but without voting rights on expenditure or financial commitments.

8. Minutes of all meetings are to be kept by the Clerk. Agendas and minutes shall be forwarded by

e-mail to all members of the Town Council. (Only members who do not have access to e-mail, or have not agreed to receive minutes and agendas in this manner, shall receive a printed copy by post).

9. The business strategy will be to consider all aspects of commercial related activity in and

around Hailsham that will provide a benefit to Hailsham residents/businesses with an overall aim of attracting new businesses to Hailsham and thus improving employment opportunities. Focusing on the Town Centre and outlying areas of Hailsham.

10. Committee will work with Hailsham Forward and other stakeholders in the establishment and

delivery of a Business Focussed Plan for Hailsham

11. The Festivities strategy will be to:

Organise community events to include at least one summer event/fair and one Christmas event

Work with and encourage participation from local shop keepers and businesses Encourage community participation Support other community events such as Hailsham Arts Festival

12. The Committee Chairman and Vice-Chairman to work with the Planning and Development

Chairman and Vice-Chairman as a sub-committee to review completing a business, economy and town centre focused Neighbourhood Development Plan.

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APPENDIX TWO – TERMS OF REFERENCE OF OLD COMMITTEES: COUNCIL PROJECTS AND ASSETS, PARKS OPEN SPACES AND SPORTS, BUSINESS ENTERPRISE AND FESTIVITIES AND EVENTS.

HAILSHAM TOWN COUNCIL PROJECTS AND ASSETS COMMITTEE

This Committee monitors the operation of all Town Council buildings, assets and projects, ensuring a high standard of provision. It considers their further development and the development of other buildings or projects. The committee makes recommendations to council on these areas. It has no delegated authority.

The Committee is responsible for working in partnership with other organisations to achieve these objectives.

Membership: Total number of seats allocated to the committee is seven

Quorum: Shall be half of appointed members or the closest majority to that number

Frequency of Meetings: bi-monthly or as and when appropriate

Membership eligibility: Open to all members of council, as formally appointed at the Annual Meeting of Council or subsequently at other meetings.

Other members may be co-opted from other organisations for specific purposes as and when appropriate. Other members who are not members of council will have no voting-rights.

Terms of Reference

To manage the use, maintenance, improvement, development and good management of all council owned or leased buildings, including:

The Cemetery & Cemetery buildings including Cemetery Lodge The Fleur-De-Lys and Blackman’s Yard Complex 6 Market Square (The building leased to Kemer Kebabs) Union Corner Hall The Grovelands Barn Complex 1 Market Street (The Square Youth Café and connected buildings) Welbury Community Centre (when it is built) 4 Market Square The Maurice Thornton Pavilion The Hailsham Cricket Pavilion Cortlandt Stable Block (offices) & the public toilets Any other buildings adopted or leased by the Town Council in the future

To manage the use, maintenance, improvement, development and good management of all other council owned or leased assets, including;

Bus Shelters Town seats Street Lighting HTCs contribution to the town’s CCTV facilities. Any other Assets adopted by council

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To act as responsible landlords for sites owned by the Town Council and leased to other organisations for management, reviewing leases and any other terms of agreement between the Council and the lessees or other parties and receive requests from them for developments or changes to council owned buildings and assets.

To act as liaison for and to project manage any developments or changes to council owned or leased buildings and assets as defined above.

To project manage or act as liaison with projects related to Council Services, in consultation with the appropriate officers and any other relevant stakeholders and partners. These services to include:

Youth Services (including the Youth Café, East Side Youth Club, The Friday Night Project, the Youth Council and Youth Mayor) Hailsham Works Council Communications and Marketing Any other project related to council buildings, assets or services as adopted by council

To appoint sub-committees, small working parties, project management groups or individuals to oversee and report back to the committee on any of the above areas deemed necessary by the council or committee. This therefore includes the appointment of members of the committee to roles previously covered by ‘oversight councillors’ for the following roles:

Cemetery Wardens Youth Projects and Youth Engagement Communications Community Halls

These sub-committees, small working parties, project management groups or individuals will undertake their oversight functions according to the requirements of the role, the requirements of the committee and through the best and most efficient means possible, in consultation with the relevant officers and other stakeholders and partners.

They will report back to the committee to an agreed reporting schedule and their reports will form substantive points of the committee’s agenda moving forwards.

The committee may receive and consider representations, suggestions or complaints from any other member of council or outside organisation or person with regard to any aspect within its remit as delineated above and may invite such persons to attend the meeting and speak on those aspects.

Exclusions

This committee is not responsible for making recommendations to council for assets and projects related to the following:

Council owned or leased parks and open spaces including gardens, used and unused open land, play parks and sports grounds The activity of the Environment Hailsham Charity and its relation to council owned assets Dog Bins

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PARKS, OPEN SPACES AND SPORTS COMMITTEE RESPONSIBILITIES and TERMS OF REFERENCE The Committee will comprise a maximum of seven (7) council members

Half the Committee members (or rounded to the nearest full number) will constitute a quorum (in accord with S.O.27)

The Chairman and Vice-Chairman to be elected annually by the Committee.

Minutes of all meetings are to be kept by the Clerk. Agenda’s and minutes shall be forwarded by e-mail to all members of the Town Council. (Only members who do not have access to e-mail, or have not agreed to receive minutes and agendas in this manner, shall receive a printed copy by post).

The Committee will meet on a planned bi-monthly schedule with a minimum of 3 days clear notice given

All decisions made by the Committee must be ratified at the next Full Town Council meeting

To manage the use, maintenance, improvement, development and good management of:

All play areas and open spaces Any new play areas and open spaces taken over by the Council

Sports and recreation grounds

Sports facilities where appropriate

Any new sports grounds taken over by the Council

Any new sports facilities taken over by the Council where appropriate

Allotments

To be responsible for:

Tree maintenance

Horticultural and Grass cutting contract

Dog bins

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Business Development Committee

The name of the Committee is the Business Enterprise Committee.

The Committee shall elect a Chairman and Vice Chairman on an annual basis in May of each year.

The Committee will meet bi-monthly or as and when appropriate.

The Committee shall consist of seven (7) councillors.

Committee will work with Hailsham Forward and other stakeholders in the establishment and delivery of a Business Focussed Plan for Hailsham

The Committee shall have powers to involve outside agencies and third parties as appropriate to deliver an Action Plan as part of the Business Focussed Plan. (Note: only Hailsham Town Councillors can vote in respect of allocating Hailsham Town Council resources.)

The strategy will be to consider all aspects of commercial related activity in and around Hailsham that will provide a benefit to Hailsham residents/businesses with an overall aim of attracting new businesses to Hailsham and thus improving employment opportunities. Focusing on the Town Centre and outlying areas of Hailsham.

The Committee Chairman and Vice-Chairman to work with the Planning and Development Chairman and Vice-Chairman as a sub-committee to review completing a business, economy and town centre focused Neighbourhood Development Plan.

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FESTIVITIES AND EVENTS COMMITTEE RESPONSIBILITIES and TERMS OF REFERENCE The Committee will comprise a minimum of five (5) council members plus representatives from the community.

Three (3) council members will constitute a quorum (in accord with S.O.27)

The Chairman and Vice-Chairman to be elected annually by the Committee.

Minutes of all meetings are to be kept by the Clerk. Agenda’s and minutes shall be forwarded by e-mail to all members of the Town Council. (Only members who do not have access to e-mail, or have not agreed to receive minutes and agendas in this manner, shall receive a printed copy by post).

The Committee will meet on a planned 4 weekly schedule with extra meetings scheduled in the month(s) leading up to the event, with a minimum of 3 days clear notice given

Local business/organisation members will be members but without voting rights on expenditure or financial commitments.

Work within the approved budget and seek funding from sponsors and other organisations

The purpose and mission of this Committee is to

Organise community events to include at least one summer event/fair and one Christmas event Work with and encourage participation from local shop keepers and businesses Encourage community participation Support other community events such as Hailsham Arts Festival

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Report to: Hailsham Town Council

Date: 20th May 2015

By: John Harrison, Town Clerk

Title of Report: Defibrillators

PURPOSE: To consider a request for extra funding from he Council’s reserves for the purchase and installation of defibrillators in locations within Hailsham.. BACKGROUND. At the meeting of Hailsham Town Council on 26th November 2014, the Town Council considered a request to fund the purchase of Defibrillators as follows:

Community Dividend Councillors Jo Bentley, Nigel Coltman and Chriss Triandafyllou will each receive £1180 ‘community dividend’ from Wealden . This amount is sourced from the penalty that Kier are paying Wealden for performance related issues last year. The councillors have decided to give this amount to Hailsham Town Council for the purpose of acquiring Public Access Defibrillators (PADs) for the community. These defibrillators are placed outside buildings, so that they can be accessed by members of the public to help persons suffering from cardiac arrest, before an ambulance can arrive. In the case of a Sudden Cardiac Arrest, on average only 10% of people survive unless they receive early Cardiopulmonary Resuscitation (CPR) and defibrillation. If bystanders provide CPR, and use a defibrillator before Emergency Medical Services arrive, average survival rates increase to 38%1. In fact, for every minute without CPR and defibrillation, the chance of survival decreases by 7-10%. The main target for all UK ambulance services is to reach the scene within 8 minutes, in at least 75% of Red 1 and 2 calls2. And 95% must be reached within 19 minutes. So the reality is that the emergency services could take 5, 10, 15 or even around 20 minutes to arrive, particularly in more remote locations. Bearing in mind that the first 5 minutes or so are critical for survival, it is very clear that offering CPR immediately, and getting a defibrillator to the victim quickly, can make a real difference. South East Coast Ambulance services (SECAMB) strongly endorse the fact that early CPR and defibrillation saves lives. First Responders will be contacted by the ambulance service to attend. But in addition, any community member present can help by providing CPR and – if required – use a defibrillator to restart the patient’s heart.

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Public Access Defibrillators PADs are extremely easy to use, give vocal instructions and only discharge electric current when required. No training in their use is required, but some training does give confidence to the user. To be publicly accessible, the defibrillator will need to be installed in an external cabinet which is readily visible from the street and accessible 24 hours a day. Typical locations for PADs include Village Halls, Pubs, Shops, Public Buildings and even phone boxes. Purpose-designed cabinets range in price and are constructed in metal or high-strength polycarbonate plastic. There are number of options including alarms, heating, internal lighting, coded access and even phones for contacting the emergency services. Training The Eastbourne First Responder Group is offering free two hour training sessions for all interested persons. FINANCIAL CONSIDERATIONS. Research by a group of councillors, with input from SECAMB and First responders, identified the iPad SP1 as a suitable defibrillator. It costs £841(+VAT). In addition, a cabinet is required. There are a number of alternatives on the market. The suggested cabinets with alarm and optional heating cost £400- £500. These will therefore cost £1341.00 each (for defibrillator and cabinet). In certain instances grants are available from the British Heart Foundation The community dividend for of the three councillors is £1180 each. There is therefore a shortfall of £161.00 per unit. For three units this is a total shortfall of £483.00 The Council’s current insurers have confirmed that the council would be able to insure the units wherever they were positioned in the town and had advised that each unit would cost and additional approximately £30 per annum to insure

The council resolved as follows: (Minute Ref HTC/14/4/169.4) RESOLVED to a) purchase the three units on behalf of Councillors Triandafyllou, Coltman and Bentley. This is to be funded by those councillors’ community dividend, once the relevant administration has been completed by those members and funds received by the Town Council from Wealden District Council,

b) fund the shortfall of £483.00 required for the purchase of three defibrillators and alarmed cabinets from the council’s contingency funds, c) purchase an additional unit from the councils’ reserves and consider where the units may be located,

d) to consider the best choice for the location of the units (pending the relevant permissions and considering the likelihood of damage through vandalism or theft and the location of CCTV etc), e) take on ‘ownership’ and insurance of any units purchased, and

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f) seek advice from East Sussex Ambulance Service on the best location for the units. CONSIDERATIONS. This amounted to commitment to fund £1341.00 for the purchase of the additional unit plus cabinet and £483.00 to meet the shortfall of the other three units (£161.00 X 3), therefore totalling £1824.00. Cllr Triandafyllou has since been liaising with the First Responders and they have recommended the purchase of a different cabinet that both heats the defibrillator units in cold weather and keeps them cool in hot weather to ensure they continually function. These units are costed at £530.00 (details are attached as an appendix to this report). In addition it has been indentified that there will be a need to have the cabinets installed by a qualified electrician. The Hailsham library have advised that this may cost up to £300.00 for the installation of the unti attached to the Hailsham Library. It may therefore prove necessary to further fund the installation of the units up to an additional £1200.00 (for four units) This amounts to an additional requirement of £30 per cabinet, totalling £120.00 plus £1200 for their installation. CONCLUSION. The council is therefore asked to allocate an additional £1400.00 (allowing for variances in cost) from the council’s reserves, for the purchase and installation of the defbrillators, cabinets and to have them electrically installed. With the £1824.00 already committed, this amounts to a total of £3224.00

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Report to: Hailsham Town Council – Annual Council Meeting

Date: 20th May 2015

By: John Harrison, Town Clerk

Title of Report: Festivities and Events

PURPOSE: To consider a request to allocate additional funding from the Council’s reserves to events as requested by the Festivities and Events Committee BACKGROUND. The council’s festivities and Events Committee was allocated a budget of £5,000 plus an additional £934 that was carried over from the previous year. Therefore it has a total budget of £5934 for the 2015-2016 financial year. The committee’s remit is to plan council run events for the year. So far it is planning to run three markets in conjunction with Hailsham Forward’s Street Market. These are a Children’s Market on 27th June, a Vintage Market on 25th July and an International-themed market on 29th August. The committee is also planning two events for Christmas as has become custom and practice for the Town Council, these being the Christmas Lights Switch on and the Christmas Market. The committee also has the remit for arranging the Christmas lights for the town centre. The committee has identified a requirement to spend its budget for these events as follows: Summer events (bands and other attractions plus St John’s Ambulance presence): £2000.00 Christmas Lights Switch – On (Christmas presents, Trees and St John’s Ambulance presence): £1660.00 The committee has identified that it would like to spend a further £2510.00 for Christmas lights in order to fulfil its plans For the Christmas market, £560.00 for a band and St John’s Ambulance Presence. The committee has identified that it would like to hire a skating rink at the Christmas market, at a cost of £3000.00. (It has also considered hiring a “Reindeer Rodeo” as an alternative, at a cost of £400.00, although it is considered that the “Reindeer Rodeo” is preferable and has proven to be very popular in the past). It should be noted that the council will recoup some of this amount as income from the skating rink,

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although it is impossible to predict the amount. CONSIDERATIONS. This amounts to a total spend of £9730.00 for events for the 2015-2016 financial year so far. This is an ‘overspend’ of £3796.00 against the budget allocated. It will also be necessary to incur some additional expenditure for advertising and banners etc. The council is therefore asked to allocate an additional £4500.00 from the council’s reserves to the budget for Town Council organised festivities and events.

Report to: Hailsham Town Council – Annual Council Meeting

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Date: 20th May 2015

By: John Harrison, Town Clerk

Title of Report: Memorial Bench at Common Pond

PURPOSE: To reconsider a request by a member of the public to take on the maintenance of a memorial bench at the Common Pond. BACKGROUND. The Town Clerk has received a request from a member of the public to place a memorial bench on town council owned land at the Common Pond, in memory of her late mother, with a suitable inscription included. The member of the public has agreed to pay for the bench themselves. The Town Council’s Outdoor Works Team Manager has recommended choices of bench and the member of public has agreed that they would like to choose the “Earth Anchors” Moulded seat in wood colours. The bench would be placed in a suitable location at the Common Pond. The description of the bench in question is attached as an appendix to this report. The lady who passed away was Mrs Maxine Anne Mepham who lived in Compton terrace Hailsham. The requested inscription is something similar to “in memory of a loving mum and nanny Maxine Ann Mepham 14th January 1957-17th December 2014”. The Town Council meeting held on 25th March 2015 considered this issue and resolved to defer the decision on agreeing to the request to take on the maintenance of a memorial bench at the common pond to the next meeting. (Minute Ref HTC/14/7/231.2). CONSIDERATIONS. The Town Council has in the past agreed to the placement of memorial benches on its land and accepting responsibility for their maintenance, on the basis that the person making the request purchases the bench and the Town Council takes on its maintenance. However, this is the first such request in recent years. The bench costs £240.00 plus VAT, which will be paid by the person making the request. The Town Council works team will then install the bench and take on responsibility for its maintenance. A wooden bench at the Common Pond was relatively recently damaged through vandalism and has not been replaced and therefore there is one less bench at that location than previously.

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CONCLUSION. Council is recommended to agree to allowing the memorial bench to be placed on its land under the following conditions:

The bench is of the model illustrated or another agreed by the council’s Outdoor Works Team Manager.

The bench is paid for by the person making the request.

The Outdoor Works team manager and the person making the request liaise in order to agree

the final location for the bench.

The Town Council agrees to install and maintain the bench at its own costs, but cannot replace the bench if it is damaged beyond repair.

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