Parish council meeting
Hixon Parish Council
To: All Councillors
The Annual meeting of the full council will be held on 18th May 2021 at approximately 7:30pm, following on from the Annual Parish Meeting.
Residents: Members of the public can view and listen to the meeting using Zoom, log-on details:
Meeting ID: 939 4613 4917 Passcode: 133802
Agenda
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 023/21 | To elect a Chair for 2021/2022 | Chair |
| 024/21 | To receive the Chair’s declaration of office | Clerk |
| 025/21 | To elect a Vice Chair for 2021/2022 | Chair |
| 026/21 | To receive the Vice Chairs declaration of office | Clerk |
| 001/21 | To receive apologies. | Chair |
| 002/21 | To receive declaration of interest in any matter on the Agenda. | Chair |
| 003/21 | Consider minutes of meeting 22nd April 2021 | Chair |
| 004/21 | To determine any items on the agenda considered to be of a private nature that should be discussed at the exclusion of the Public and Press, under the Public Bodies (Admission to Meetings) Act 1960 1 (2). | Chair |
| 005/21 | To receive Borough Councillors’ reports. | Chair |
| 006/21 | To receive County Councillor’s report. | Chair |
| 007/21 | Close meeting for Public Participation. | Chair |
| 008/21 | Reopen meeting & agree date of next meeting (June 15th 2021) | Chair |
| 009/21 | Chair’s announcements and Parish Councillor questions. | Chair/Cllrs |
| 010/21 | Planning: Applications | Chair |
| 21/34178/FUL Change of use of small area of agricultural land, to erect 3no glamping pods as holiday lets (Class C1) Land West Of White Barn Egg Lane Hixon | ||
| Reports | ||
| 20/33559/FUL Subdivision of existing property, conversion of garage to house and extension to garage Chase View Farm Puddle Hill Hixon | Allowed | |
| Agenda Items | ||
| 027/21 | Arrange members of working groups/other posts. | Chair |
| 028/21 | Approve Risk Assessment. | Chair |
| 029/21 | Approve Asset Register March 2021 | Chair |
| 030/21 | Approve current Financial Regulations and Standing Orders. | Chair |
| 040/20 | To receive and consider items on Resolution Tracker (see spreadsheet) | Chair |
| 052/20 | To consider latest information in respect of un-approved gateways off Stowe Lane and Lea Road onto agricultural land | Chair |
| 084/20 | Update on leaning fence at allotments | Chair |
| 088/20 | Update on footway on High Street. | Chair |
| 017/21 | Consider issue of lack of bins for dog poo, footpath rear of The Croft – add signage? | Cllr. Mrs C Finlayson |
| 031/21 | Consider replacement of gatepost at allotment gateway for £240 + VAT (ex ringfenced funds) – includes concrete on gatepost by drain. | Clerk |
| 032/21 | Insurance renewal – receive and consider report | Clerk |
| 033/21 | Storing documents on Microsoft OneDrive – receive and consider report. | Clerk/ Cllr S McKeown |
| 034/21 | For documentation only: Year-end receipts and payments (2020-2021) spreadsheet was circulated to councillors on 15th May 2021. | –
|
| Projects, Task Groups and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch: Update | Chair |
| 032/20 | To receive and consider report on next phase of highway safety projects |
Chair |
| 018/21 | To receive and consider report on moving Speed Indicator Device between locations. Consider data downloading, use and storage. | Clerk/Chair/ Vice Chair |
| 060/20 | Consider FOI request to SCC: | Chair |
| Finance / Administration / Legal | ||
| 011/21 | Bank Reconciliation | Chair |
| 012/21 | Schedule of Prospective Agreed Payments | |
| C Gill salary May + £5 owed from April (Net tax/NI). Local Gov act 1972 s111. | £841.31 | |
| Reimbursement C Gill (costs: working from home) – May. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill mileage (24 miles @ £0.45p/mile). Local Gov act 1972 s111 | £10.80
|
|
| Reimburse C Gill for Zoom plan – from 8th of May | £14.39 | |
| Reimburse B McKeown for SID installation workers extra hours payment (ref. April 22nd minutes item 018/21) | £40.00 | |
| Acer Garden Landscapes – April mowing | £1008.74 | |
| TGM for fruit tree work (£291) and tree watering in April (£180) | £471.00 | |
| Fenns Stationery for ink | £98.98 | |
| BHIB Ltd. for Insurance from 1st June for 1st year (3 year LTA) – subject to approval in item 032/21 | £737.98 | |
| HMRC for NI payments (employer £14.44 and employee £5.36) May = £19.80 | £19.80 | |
| 013/21 | Correspondence received in the post: CPRE magazine |
| 14th May 2021 Catherine Gill Clerk to Hixon Parish Council |
Minutes
| In attendance for all or part of the meeting: |
| Cllr. B McKeown (Chair), Cllr. P Hopcroft, Cllr. Mrs C Finlayson, Cllr. Mrs S McKeown, Cllr. Mrs H Lunn, Cllr. Mrs C Murdoch, Cllr A Murdoch (Cllrs. Murdoch present for part of the meeting). |
| Members of the public: Four |
| Item Ref | Item | Action By |
| 023/21 | Elect a Chair for 2021/2022: Cllr B McKeown proposed and seconded (Cllrs. Mrs Lunn/Hopcroft), no other nominations. All in favour. | Chair |
| 024/21 | To receive the Chair’s declaration of office – received. | Clerk |
| 025/21 | Elect a Vice Chair for 2021/2022: Cllr Hopcroft proposed and seconded (Cllrs. B McKeown/Mrs Finlayson) no other nominations. All in favour. | Chair |
| 026/21 | To receive the Vice Chairs declaration of office – received. | Clerk |
| 001/20 | Apologies received: Cllr. J Carmichael, Cllr. A Brown | Clerk |
| 002/20 | Declarations of interest: None | Clerk |
| 003/20 | Minutes of meetings April 22nd 2021 were agreed. (Cllr Mrs S McKeown requested that the title of the report was added to 019/21 and this was agreed). | Clerk |
| 086/20 | Items on the agenda considered to be of a private nature that should be discussed at the exclusion of the Public and Press, under the Public Bodies (Admission to Meetings) Act 1960 1 (2).: Agreed items to be discussed later in meeting | Clerk |
| 004/20 | Borough Councillors’ reports. | |
| Things are a little chaotic and taking a long time to sort out. | ||
| 005/20 | County Councillor’s report. | None |
| 006/20 | Close meeting for Public Participation. | |
| A resident requested that the County Councillor attend PC meetings as he doesn’t know what he looks like and would like to be able to ask him questions. Clerk will pass on the message and invite the county councillor to attend more frequently. | Clerk | |
| 007/19 | Reopen meeting & agree date of next meeting (June15th 2021). | Clerk |
| 008/20 | Chair’s announcements | None |
| Parish Councillor questions. | ||
| Risk Assessment for playing field has been updated by Cllr. Mrs S McKeown, need a general sign for the gate. | Clerk | |
| 009/20 | Planning: Applications | |
| 21/34178/FUL Change of use of small area of agricultural land, to erect 3no glamping pods as holiday lets (Class C1) Land West Of White Barn Egg Lane Hixon | ||
| Reports | SBC Decision | |
| 20/33559/FUL Subdivision of existing property, conversion of garage to house & extension to garage Chase View Farm Puddle Hill Hixon | Allowed | |
| Agenda Items | ||
| 027/21 | Arrange members of groups: HR: Chair, Vice-Chair, Cllr H Lunn/Cllr C Finlayson, Clerk Administration: Cllr S McKeown, Cllr C Finlayson, Chair, Clerk Cloud working: Cllr S McKeown, Cllr A Murdoch/Carmichael, Clerk Communications Group: To be confirmed Dog fouling: Cllr S McKeown, Cllr C Finlayson Christmas Tree Lights: Chair, Cllr S McKeown, Cllr Carmichael JBMI: Cllr A Murdoch Allotments: Cllr. Carmichael TVCG: Chair, Vice-Chair, Clerk Hixon Volunteer Group: Chair, Cllr C Murdoch Hixon NP: Chair, Cllr S McKeown, Cllr C Murdoch, Clerk |
All |
| 028/21 | Financial Risk Assessment May 2021 approved and agreed.. | Clerk |
| 029/21 | Asset Register March 2021 approved and agreed | Clerk |
| 030/21 | Financial Regulations and Standing Orders as circulated approved. | Clerk |
| 040/20 | Items on Resolution Tracker received and considered (see spreadsheet): Owner of entrance to New Road Industrial Estate to be contacted. Request TGM to identify any road signs that need replacing – Clerk. Book on to CILCA course – Clerk. Idea put forward of having silhouette art works, possibly animal or exercise themed, on Parish Council owned land. | – |
| 052/20 | To consider latest information in respect of un-approved gateways off Stowe Lane and Lea Road onto agricultural land: The work that is ongoing in the field is unacceptable. | Chair |
| 084/20 | Update on leaning fence at allotments: Chair and Vice-Chair to confirm with landowner he can go-ahead with putting in fence posts – 20 posts at £5 each. | Chair/ Vice-Chair |
| 088/20 | In Camera: Footway on High Street: Waiting for response from SCC. | Chair |
| 017/21 | Consider issue of lack of bins for dog poo, footpath rear of The Croft – add signage?: Put up more laminated signs, Cllr Finlayson to ask resident if signs can be attached to the back of their back fences. | Cllr. Mrs C Finlayson |
| 031/21 | Replacement of gatepost at allotment gateway for £240 + VAT (ex ringfenced funds) – includes concrete on gatepost by drain: Price agreed. | Clerk |
| 032/21 | Insurance renewal: report received and agreed. Proceed with BHIB on 3-year long term agreement. | Clerk |
| 033/21 | Storing documents on Microsoft OneDrive – report received and agreed, filing structure to be reviewed. | Clerk |
| 034/21 | For documentation only: Year-end receipts and payments (2020-2021) spreadsheet was circulated to councillors on 15th May 2021. | –
|
| Projects, Task Groups and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch: Waiting for new access road from New Road to be constructed. | Chair |
| 032/20 | Village Gateways Report No. 8 Report received and agreed to proceed with recommendation to award contracts for additional gateway features as set out in the report. | Chair |
| 018/21 | The first data from the Speed Indicator Device on New Road had been downloaded by the Vice Chair and Cllr Mrs McKeown. (Cllr Mrs McKeown later presented a short demonstration of the data output and how it can be interrogated and analysed). It was agreed to spend £33 + VAT per occasion to have the SID moved to an alternative position by a contractor, Chair or Vice-Chair to attend to start with. Develop a timetable for moving. Download data at time of moving. First move mid-June. Clerk to notify contractor.. | – |
| 060/20 | Consider FOI request to SCC: Awaiting a response. | – |
| Finance / Administration / Legal | ||
| 011/21 | Bank Reconciliation | Chair |
| 012/21 | Schedule of Prospective Agreed Payments (Cllr Hopcroft/Chair/Cllr Mrs C Murdoch) | |
| C Gill salary May + £5 owed from April (Net tax/NI). Local Gov act 1972 s111. | £841.31 | |
| Reimbursement C Gill (costs: working from home) – May. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill mileage (24 miles @ £0.45p/mile). Local Gov act 1972 s111 | £10.80
|
|
| Reimburse C Gill for Zoom plan – from 8th of May | £14.39 | |
| Reimburse B McKeown for SID installation workers extra hours payment (ref. April 22nd minutes item 018/21) | £40.00 | |
| Acer Garden Landscapes – April mowing | £1008.74 | |
| TGM for fruit tree work (£291) and tree watering in April (£180) | £471.00 | |
| Fenns Stationery for ink | £98.98 | |
| BHIB Ltd. for Insurance from 1st June for 1st year (3 year Long Term Agreement) – subject to approval in item 032/21 | £737.98 | |
| HMRC for NI payments (employer £14.44 & employee £5.36) May = £19.80 | £19.80 | |
| 013/21 | Correspondence received in the post: Countryside Voices (CPRE magazine) | –
|
| Reports received: Storing files on Microsoft OneDrive, Highway Safety Projects, SID data. | –
|
|
Meeting ended 10:03pm