Agenda item

Elaine Clarke, Community Facilities Project Officer, introduced the report that requested that the Panel consider and decide upon the recommendations; for each of the Release of S106 contributions and Community and Economic Development Grants applications; regarding extensions of time for the release of S106 Contributions special conditions; to change the Contract in the Corporate Grants application form. She outlined that the most notable addition to the contract agreement is that an application must use the Council’s own Building Control services if required in order to provide the Council with greater security.

 

The Vice-Chairman expressed his understanding for including the requirement to use the Council’s Building Control Services however he questioned whether it would conflict with the Council’s Procurement Process.

 

The Community Facilities Project Officer confirmed that she would check if there is a conflict.

 

Tom Clark, Head of Regulatory Services, informed the Panel that they could amend the wording to recommend that they use the Council’s own Building Control services instead of requiring them.

 

The Chairman believed that Head of Regulatory Services’ comment was a good idea and requested that the Community Facilities Project Officer amend the wording to state that they would ideally like applicants to use Council’s own Building Control services if required.

 

The Panel were supportive of the change.

 

The Community Facilities Project Officer introduced the five applications for the release of S106 contributions. The applications which were recommended for consideration and approval by the Panel are set out below:

 

Organisation	Purpose for which award is sought	Award Requested	Award Suggested
Age UK East Grinstead	Electrical upgrade at Glen Vue	11,244	11,244
Chequer Mead Theatre	Modern toilet facilities	49,950	49,950
Clarion Futures	Spring Copse - community park project	80,000	80,175
East Grinstead Town Football Club	Pitch drainage and irrigation system	28,000	28,048
Haywards Heath Cricket Club	Equipment store in Clair Park	12,000	9,948
Total		£ 181,194	£ 179,365

 

[Councillor Belsey removed himself from the Panel at 4:44pm]

 

The Community Facilities Project Officer introduced the application from Age UK – District and East Grinstead which sought £11,244.40 to upgrade the electrical power supply at Glen Vue to enable them to install new kitchen appliances needed to run a catering kitchen and provide hot lunches for their members. She confirmed that the organisation will seek to fund the technology to equip the building themselves if the infrastructure is paid through S106 contributions.

 

The Chairman enquired whether the S106 contribution is paid to the Council and is ringfenced for that particular use.

 

The Community Facilities Project Officer confirmed that she would check that information. She noted that the planning application dates back to 2015 which was approximately the same time that the money was secured for specific projects.  The Community Facilities Project Officer has subsequently confirmed that the s106 contributions for the Age UK East Grinstead project were paid specifically for use at this site.

 

 

The Chairman sought clarification on Age UK’s financial position as he noted that they currently have £690,000 in their accounts however they are asking for £11,000 for infrastructure improvements.

 

The Community Facilities Project Officer explained that the £690,000 in their accounts was a legacy and is to cover their ongoing rent on Glen Vue for the next 25 years.

 

The Vice-Chairman highlighted that they have received large amounts of public funding over the past years and sought reassurances that the residents are benefiting from their services.

 

The Community Facilities Project Officer explained that the Council has quarterly partnership meetings with Age UK to ensure that they are meeting their service levels. She noted that Age UK were very restricted at their previous home, Swan Mead however their new establishment will allow the organisation to grow. She outlined that the organisation will be looking to expand further once these infrastructure works are completed.

 

The Panel were supportive of the application.

 

[Councillor Belsey returned to the Panel at 4:49pm]

 

The Community Facilities Project Officer introduced the application from Clarion Futures which sought £80,000 to install seating, play equipment and natural landscape features in the Spring Copse woodland area to create a new community park .She noted that the Council owns the land that Clarion Futures seeks to use and explained that it has been agreed to Clarion a licence to carry out the works as well as maintaining it over its lifetime. She highlighted that the grant offer is slightly higher than requested as this is the total amount of the Local Community Infrastructure contributions held by the Council for public realm improvements.

 

The Vice-Chairman sought reassurances that the improvements will not create an environment that encourages anti-social behaviour.

 

The Community Facilities Project Officer explained that both Sussex Police and the Ward Member, Cllr Liz Bennett have been consulted throughout the process in addition to a consultation carried out with local residents to ensure that anti-social behaviour does not occur in the area. She noted that if there were to be anti-social behaviour then the area can be reviewed to see what is needed.

 

The Chairman drew attention to the amount of work that has been done to bring the improvements forward and hoped that the area will become a community space. He asked that the other Ward Member, Cllr Margaret Belsey be invited to further meetings so both Ward Members are involved in the process.

The Panel were supportive of the application.

 

The Panel were supportive of the remaining three applications for the release of S106 contributions.

 

The Community Facilities Project Officer introduced Appendix D which outlined an update as to the status of projects that have received S106 contributions. Currently 22 application had been completed however 3 applications required an extension; Sheddingdean Baptist Church, Burgess Hill Town Council and Haywards Heath Rugby Club.

 

The Panel were supportive of the recommendations.

 

The Community Development Officer presented Appendix C, End of Grant Reports 2018-2019 which summarised the total monies given out to organisations during the previous year. She highlighted that approximately £135,000 had be granted to fund activities such as community events, provide funding to sports clubs or assist organisations in purchasing needed equipment.

 

The Chairman noted that the £135,000 granted created an additional value by improving physical and mental health as well as encouraging greater community cohesion. He congratulated the Officers involved.

 

Regina Choudhury, Community Development Officer, introduced the 40 applications for the Community and Economic Development Grants. The applications which were recommended for consideration and approval by the Panel are set out below:

 

Organisation	Purpose for which award is sought	Award Requested	Award Suggested
172 (Haywards Heath) Squadron Air Training Corps	Purchase band equipment to set up a marching band	5,000	5,000
Ardingly Cricket Club	Purchase of a new mower and cutting equipment	2,000	2,000
Ashurst Wood Village Council	Stage, PA and lighting for Ashstock Festival	3,000	3,000
Borde Hill Garden for Experience Mid Sussex	To produce video content for a short promotional film	5,000	0
Disability Access – East Grinstead	General overhead costs	5,000	1,000
East Grinstead Museum	Exhibition costs for the Sisterhood of St Margaret	3,200	1,000
East Grinstead Town Council	East Court Live summer events	12,000	0
ReMember (The Chronic Fatigue Syndrome Society)	Venue hire costs for annual conference	490	490
Respect Youth Club	Hall hire cost and public liability insurance costs	1,750	1,750
Rotary Club of the Sussex Vale	Increase number of dementia friendly café sessions	1,070	1,070
Sussex Clubs for Young People	Weekly youth club in Court Bushes	5,000	5,000
Sheddingdean Community Association	Hall hire costs	5,000	5,000
South of England Agricultural Society	Young Artisan of the Year competition	1,500	1,000
Windmills Opportunity Playgroup	Rental costs	850	850
Age Concern Hassocks & District	VE Day 75 lunch for friends and relatives	250	250
Age UK East Grinstead & District	VE Day 75 – celebration at Glen Vue	250	250
Albourne Village Hall Management Committee	VE Day 75 – celebrations in village hall and car park	250	250
Arctic handball Club Crawley	VE Day 75 weekend spots at Dolphin Leisure centre	250	250
Army Cadet Force	VE Day 75 – street party	250	250
Ashurst Wood Village Council	VE Day 7 – street party	250	250
Balcombe Parish Council	VE Day 75 – street party	250	250
Better Breathing Company	VE Day 75 – tea party	250	250
Burgess Hill Community Radio	VE Day 75 – music event in Church Walk	250	250
Burgess Hill Town Council	VE Day 75 – weekend celebrations	250	250
Community Transport Sussex	VE Day 75 – afternoon tea dance	250	250
Clayton with Keymer Parish	VE Day 75 – street party	250	250
Copthorne Silver Band	VE Day 75 – promenade concert on village day	250	250
Crawley Down & Turners Hill RBL	VE Day 75 afternoon tea dance	250	250
East Grinstead Town Council	VE Day 75 – town celebrations	250	250
Girlguiding Copthorne District	VE Day 75 – village event	250	250
Hassocks Parish Council	VE Day 75 – community fayre at Adastra Park	250	250
Haywards Heath Town Council	VE Day 75 – picnic on Muster Green	250	250
Horsted Keynes Parish Council	VE Day 75 – afternoon at memorial pavilion and recreation ground	250	250
Mid Sussex Older People’s Council	VE Day 75 – afternoon tea	250	250
Poynings 650	VE Day 75 – garden party	250	250
Sayers Common Village Society	VE Day 75 – themed dinner and dance	250	250
The Yews Community Partnership	VE Day 75 – open day at Yews during picnic on Muster Green	250	250
Trinity Methodist Church	VE Day 75 – tea party in church car park	250	250
West Hoathly Parish Council	VE Day 75 – VE and VJ celebrations	250	250
West Hoathly School Association	VE Day 75 – street party	250	250
Total		47,216	33,910

The Community Leisure Development Officer presented the application from Borde Hill Garden for Experience Mid Sussex who sought a grant of £5,000 to fund the production of a short promotional film. She noted that in the past the organisation was supported however she outlined that the Officers now feel that the organisation should seek assistance from the Economic Development Team and have put them into contact with the Team.

 

A Chairman expressed his agreement with the Officers recommendation as he highlighted that all members of the partnership are businesses.

 

The Vice-Chairman also expressed his agreement with the Officers recommendation and stated that, as Cabinet Member for the relevant portfolio, he would engage with Economic Development officers.

 

The Community Development Officer introduced the application from Disability Access – East Grinstead which sought a grant of £1,000 to fund their general overhead costs. to maintain office. She stated that she will be recommending to the organisation that they look for other sources of funding going forward.

 

The Chairman expressed concern that over the repeat requests for funding but welcomed that they will be recommended to look elsewhere for funding and requested that they be supported so that they can achieve funding from different resources.

 

The Panel were supportive of the application.

 

The Community Development Officer presented the application from East Grinstead Town Council who sought a grant of £5,000 to fund the costs of the East Court Live Summer events. She explained that as the applicant has already received funding during this year’s funding round, they cannot apply for another grant. She recommended that they be encouraged to look at their costs of hosting events.

 

The Chairman emphasised the importance of Town and Parishes understanding the process for the applications.

 

 The Panel were supportive of the application.

 

The Community Development Officer introduced the application from Respect Youth Club which sought a grant of £1,750 to fund hall hire costs and public liability insurance costs for the year. She added that the organisation will be encouraged to look at issues around its financial viability, including getting support from Mid Sussex Voluntary Action. He added that she will be engaging with the organisation to check whether it is still financially viable.

 

The Member noted that there had been a number of grants to youth clubs of late. He enquired whether attendance to the youth club is charged.

 

The Community Development Officer replied that those who attend are not expected to pay. it is not a totally dependent on funding.

 

The Vice-Chairman drew attention to similar issues in his Ward and how the most vulnerable and at risk would most often not come if charges were introduced.

 

Paul Turner, Community Services Manager, suggested that a condition of the grant be added to request that the organisation seeks future funding elsewhere.

 

The Chairman was supportive of the additional condition.

 

The Panel was supportive of the application with the additional condition.

 

The Community Development Officer presented the application from Sheddingdean Community Association and Windmills Opportunity Playgroup which sought a grant of £5,850 to fund their rental costs. She outlined that their lease is annual grant given to the organisation is due to expire in 2021 which would present a good opportunity to explore options of how these organisations can be supported in the future. other alternatives of funding.

 

The Member noted that the playgroups provides a service for children with special needs and questioned whether the playgroup charges.

 

The Community Development Officer replied that they do not.

 

The Chairman stated that the playgroup improves the lives that it helps and encouraged the organisation to have a financial strategy in place after the contract concludes.

 

The Panel was supportive of the application.

 

The Member enquired whether there are any further grants for events celebration VE Day.

 

The Community Development Officer confirmed that there are not.

 

The Vice-Chairman felt that the Council should make it more widely known that they are supporting VE Day Celebrations.

 

Emma Sheriden, Business Unit Leader for Community Services, Policy and Performance, explained that her team does work with the Council’s Communications Team so that the events are more widely publicised as it will not only service the Council but provide a good opportunity to promote the events and the groups in the community that may not already been known in their own communities.

 

The Panel was supportive of the 26 VE Day celebration applications.

 

The Panel was also supportive of the 14 remaining applications.

 

RESOLVED

 

The Cabinet Grants Panel agreed:

 

1. That £11,244 of S106 contributions be released to Age UK East Grinstead fund the upgrade of the electrical power supply to Glen Vue to enable them to install new kitchen appliances needed to run a catering kitchen and provide hot lunches for members.

 

2. That £49,950 of S106 contributions be released to Chequer Mead Theatre to fund the upgrade and modernise the men’s, ladies and disabled toilets to provide improved customer facilities and encourage more public use.

 

3. That £80,175 of S106 contributions be released to Clarion Futures to fund the installation of seating, play equipment and natural landscape features in the Spring Copse woodland area to create a new community park.

 

4. That £28,048 of S106 contributions be released to East Grinstead Town Football Club to fund the upgrade of the pitch drainage and install a pitch irrigation system at the GAC Stadium in East Court which will enable the club to improve their offer, raise standards and increase participation.

 

5. That £9,948 of S106 contributions be released to Haywards Heath Cricket Club to fund the build of an equipment store in Clair Park to house a new sit-on mower which will enable them to maintain the outfield more effectively and improve playing conditions.

 

6. That a Community & Economic Development grant of £5,000 be granted to 172 (Haywards Heath) Squadron Air Training Corps to fund the cost of the purchase of band equipment.

 

7. That a Community & Economic Development grant of £2,000 be granted to Ardingly Cricket Club to fund the purchase of a new mower and cutting equipment.

 

8. That a Community & Economic Development grant of £3,000 be granted to Ashurst Wood Village Council to fund the cost of staging equipment for the Ashstock festival.

 

9. That a Community & Economic Development is not granted to Borde Hill Garden for Experience Mid Sussex asthe application does not meet the criteria for the grant’s initiative which seeks to promote and build the capacity of community organisations working with communities in need or delivering events that are open to all.

 

10. That a Community & Economic Development grant of £1,000 be granted to Disability Access – East Grinstead to fund general overhead costs.

 

11. That a Community & Economic Development grant of £1,000 be granted to East Grinstead Museum to fund the Costs for the Sisterhood of St Margaret exhibition.

 

12. That a Community & Economic Development is not granted to East Grinstead Town Council as East Grinstead Town Council have already received funding in the financial year 2019/20 and therefore are not eligible in this funding round.

 

13. That a Community & Economic Development grant of £490 be granted to ReMember (The Chronic Fatigue Syndrome Society) to fund the costs of the venue hire for their annual conference.

 

14. That a Community & Economic Development grant of £1,750 be granted to Respect Youth Club to fund venue hire and insurance costs.

 

15. That a Community & Economic Development grant of £1,070 be granted to Rotary Club of the Sussex Vale to fund the delivery of dementia sessions in Hurstpierpoint.

 

16. That a Community & Economic Development grant of £5,000 be granted to Sussex Clubs for Young Peopleto fund the delivery of youth club sessions in Hurstpierpoint.

 

17. That a Community & Economic Development grant of £5,000 be granted to Sheddingdean Community Association to fund the rent due for the 2020-21 period.
18. That a Community & Economic Development grant of £850 be granted to Windmills Opportunity Playgroup to fund rental costs due for the 2020-21 period.

 

19. That a Community & Economic Development grant of £1,000 be granted to South of England Agricultural Society to fund their Young Artisan of the Year competition.

 

20. That a Community & Economic Development grant of £250 be granted to Age Concern Hassocks & District to fund a VE Day 75 lunch for friends and relatives.

 

21. That a Community & Economic Development grant of £250 be granted to Age UK East Grinstead & District to fund a VE Day 75 celebration at Glen Vue

 

22. That a Community & Economic Development grant of £250 be granted to Albourne Village Hall Management Committee to fund VE Day 75 celebrations in the village hall and car park.

 

23. That a Community & Economic Development grant of £250 be granted to Arctic handball Club Crawley to fundVE Day 75 weekend sports at Dolphin Leisure centre.

 

24. That a Community & Economic Development grant of £250 be granted to Army Cadet Force to fund a VE Day 75 street party.

 

25. That a Community & Economic Development grant of £250 be granted to Ashurst Wood Village Council to fund a VE Day 75 street party.

 

26. That a Community & Economic Development grant of £250 be granted to Balcombe Parish Council to fund a VE Day 75 street party.

 

27. That a Community & Economic Development grant of £250 be granted to Better Breathing Company to fund a VE Day 75 tea party.

 

28. That a Community & Economic Development grant of £250 be granted to Burgess Hill Community Radio to fund a VE Day 75 music event in Church Walk.

 

29. That a Community & Economic Development grant of £250 be granted to Burgess Hill Town Council to fund VE Day 75 weekend celebrations.

 

30. That a Community & Economic Development grant of £250 be granted to Community Transport Sussex to fund aVE Day 75 afternoon tea dance.

 

31. That a Community & Economic Development grant of £250 be granted to Clayton with Keymer Parish to fund a VE Day 75 street party.

 

32. That a Community & Economic Development grant of £250 be granted to Copthorne Silver Band to fund aVE Day 75 promenade concert on village day.

 

33. That a Community & Economic Development grant of £250 be granted to Crawley Down & Turners Hill RBL to fund aVE Day 75 afternoon tea dance.

 

34. That a Community & Economic Development grant of £250 be granted to East Grinstead Town Council to fund VE Day 75town celebrations.

 

35. That a Community & Economic Development grant of £250 be granted to Girlguiding Copthorne District to fund aVE Day 75 village event.

 

36. That a Community & Economic Development grant of £250 be granted to Hassocks Parish Council to fund aVE Day 75 community fayre at Adastra Park.

 

37. That a Community & Economic Development grant of £250 be granted to Haywards Heath Town Council to fund a VE Day 75 picnic on Muster Green.

 

38. That a Community & Economic Development grant of £250 be granted to Horsted Keynes Parish Council to fund a VE Day 75 afternoon at memorial pavilion and recreation ground.

 

39. That a Community & Economic Development grant of £250 be granted to Mid Sussex Older People’s Council to fund aVE Day 75 afternoon tea.

 

40. That a Community & Economic Development grant of £250 be granted to Poynings 650 to fund aVE Day 75 garden party.

 

41. That a Community & Economic Development grant of £250 be granted to Sayers Common Village Society to fund aVE Day 75 themed dinner and dance.

 

42. That a Community & Economic Development grant of £250 be granted to The Yews Community Partnership to fund aVE Day 75 open day at Yews during picnic on Muster Green.

 

43. That a Community & Economic Development grant of £250 be granted toTrinity Methodist Church to fund aVE Day 75 tea party in church car park.

 

44. That a Community & Economic Development grant of £250 be granted to West Hoathly Parish Council to fund VE Day 75 VE and VJ celebrations.

 

45. That a Community & Economic Development grant of £250 be granted toWest Hoathly School Association to fund aVE Day 75 street party.

 

46. That a Community & Economic Development grant of £250 be granted to Bentswood Community Partnership to fund a VE Day 75 street party.