Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a meeting of the full council on 19 July 2022 at 7:00pm in Hixon Memorial Hall
Agenda
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Minutes
Hixon Parish Council
Minutes of Full Council meeting held at 7.00pm on 19th July 2022 in Hixon Memorial Hall
| In attendance for all or part of the meeting: |
| Cllr. J Craen, Cllr. D Hever-Smith, Cllr. P Hopcroft (Vice-Chair), Cllr. B McKeown (Chair), Cllr. S McKeown. Clerk – Mrs C Gill Absent: Cllr. C Jones, Cllr D Wheatley |
| Members of the public: 1 |
| Item Ref | Item | Action By |
| 001/22 | Apologies received: Cllr. C Jones, Cllr D Wheatley | Clerk |
| 002/22 | Declarations of interest: None | Clerk |
| 037/22 | Written applications for dispensations under the Localism Act 2011 | None |
| 003/22 | It was resolved to accept the Minutes of meeting 21st June 2022 | Clerk |
| 004/22 | 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 (056/22) | |
| 005/22 | Borough Councillors’ report. | None |
| 006/22 | County Councillor’s report. | None |
| 007/22 | Close meeting for Public Participation. | |
| 008/22 | Reopen meeting & agree date of next meeting (September 20th 2022). | |
| 009/22 | Chair’s announcements | |
| Chair was invited to a meeting in Longdon by Longdon Parish Council, to discuss the impact of HS2 in the area – 1000+ vehicle movements relating to HS2 work are expected along the A51 between Weston and Longdon. Chair will represent Hixon PC at future meetings, the purpose of which is to make sure the parish councils work together to mitigate the movements.
The building plot near the Co-op is for sale by auction. Owner has appointed Mayflower Security to stop/remove posters being put up that refer to Hixon Caravan Park. New owner will be responsible for paying for the new footpath on High Street. Chair has contacted the Borough Council 3 times since the last meeting to ask for the lawful development certificate application to be decided (refused). |
Chair | |
| Parish Councillor questions. | ||
| Cllr J Craen: the hedge on the corner of New Road/Martins Way is overgrown, he will have a word with the owner. | Cllr J Craen | |
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Chair: Foliage is spilling on to the pavement by the building plot near to the Co-op. |
Chair |
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| Vice-Chair: will trim the tree overhanging the footpath on Featherbed Lane. | Vice-Chair | |
| Cllr S McKeown: can reviewing the grass mowing contract go on the next agenda? Will meet with Vice-Chair to write a report. | Clerk, Vice-Chair /Cllr S McKeown |
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| 010/22 | Planning: Applications/Reports | None |
| Agenda Items: Reported in order discussed at meeting. | ||
| 040/20 | Matters arising from Resolution Tracker: Road sweeping and gulley emptying; Vice-Chair and Cllr J Craen counted ca.240 gullies in Hixon village. Proposed to: 1) weed-kill, 2) road sweep, 3) gully empty. Awaiting response from Highways regarding this. |
Vice-Chair and Cllr. J Craen. Clerk |
| 080/21 | Update on the Tree survey in Hixon Parish: waiting to hear from contractor. | Clerk |
| 083/21 | Playing Fields: Price for new wet pour surface under play equipment -: waiting to hear from contractor. | Clerk |
| 085/21 | Update on Jubilee competition for schoolchildren and ratify decision to purchase 10 x £5 gift vouchers as prizes. Purchase of the 10 x £5 gift vouchers was agreed by council, vouchers have been given out to prize winners at the school by the Chair. |
Clerk
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| 020/22 | Update on action to resolve surface water discharge problem at car park: CCTV survey ordered, need to know the date of the survey as a car will have to be parked in a different spot. | Clerk |
| 045/22 | Report on Playing Field improvements: no update available in July. | – |
| 047/22 | Consider councillor contact details on the website: Clerk to circulate a spreadsheet with the options for councillors to choose what they want to have on the website. |
Clerk
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| 050/22 | The Bank House and its customers’ use of the Parish Council car park. Chair had prepared a report and had drafted a letter regarding payments of £10 per week as previous owners/tenants had paid. Some modifications suggested, Chair to amend. Clerk will send the letter out once finalised. | Chair/Clerk |
| 051/22 | It was agreed that Hixon Parish Council will have a presence on local Facebook sites, Clerk to arrange and Clerk and Chair to have access. Proposed posts to be circulated to councillors for agreement prior to posting. | Clerk |
| 052/22 | It was decided not to purchase a second Speed Indication Device (SID) at the current time. Existing SID to be rotated monthly by contractor starting in September: New Road, Lea Road, Church Road, Church Lane. | Clerk |
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053/22 |
To consider maintenance regime and schedule for cleaning and strimming grass around Gateways at Pasturefields, New Road, Church Lane, Lea Road and Lea Heath. To start next year, get quotes from 2 contractors for this work. |
Clerk |
| 054/22 | It was agreed to provide a replacement cheque for TGM for £1932 as first cheque wasn’t received (from end of May, Meadow Glade OS). | Clerk |
| 055/22 | It was decided to install a new hard drive (£120) in the laptop which crashed in May as long as Click IT say it is worth doing economically. Otherwise purchase a new laptop for around £500.
Consider synchronising the clerk and chair’s laptop set up Seek advice from ‘Click IT’ Payment of £149 for works to date by ‘Click IT’ agreed. |
Clerk/Chair |
| 056/22 | In Camera Item: Report regarding expansion of domestic curtilage into agricultural land considered, agreed to report to Planning Enforcement. | Clerk |
| 057/22 | Preparation for 2022 Christmas light’s switch-on. The cherry picker is available in the second half of September to check and rearrange the lights on Christmas tree in September | Chair/ Cllr D Hever-Smith |
| 058/22 | Update on cleaning / painting HPC assets (notice boards, benches, fencing): Work should start very soon as the contractor has returned to work following illness. Clerk to re-circulate the information regarding the work requested. | Clerk |
| 059/22 | Hixon Parish Council website: Not covered. | Clerk |
| Projects, Task Groups and External Meeting Reports | ||
| 032/20 | Build out at T junction at Lea Heath – order has been placed with Highways/Amey. | Clerk |
| 046/21 | Improvements at entrance to JBMI off New Road: Joint project with JBMI and Plymouth Brethren. Work is nearly finished, currently the weather is too hot for proposed planting to take place. | Clerk |
| 062/21 | Refurbishment of bus shelter in Church Lane: Only one quote forthcoming. If no-one else can be found to quote then accept the quote received. | Clerk |
| 076/21 | New notice board at Pasturefields: Site not yet determined. Installation cost of notice board and Welcome sign is £650 plus any permits/licences required. | Clerk |
| 065/17 | Welcome to Hixon sign: Being stored on the Airfield Estate. Installation is dependent on delivery of the notice board (see above). Ask installation contractor how much lead time they require to get the permit (if required). | Clerk |
| Finance / Administration / Legal | ||
| 011/22 | Bank Reconciliation | Chair |
|
012/22 |
Schedule of Prospective Agreed Payments (late invoices not included on the agenda may be paid, subject to resolution by majority of Councillors). |
Chair/ /Cllr S McKeown |
| Employment costs – July | £896.96 | |
| Reimburse C Gill : July – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (34 miles @ £0.45p/mile) error in amount, should be 18 miles and £8.10, To be corrected in September payments, refund of £7.20. | £15.30 | |
| Reimburse C Gill for stamps 12 x 2nd class (68p) | £8.16 | |
| Reimburse C Gill – for stamps 12 x 1st class (95p) | £11.40 | |
| Employment costs – August | £896.96 | |
| Reimburse C Gill : August monthly purchase of Microsoft 365 Business | £11.28 | |
| Acer for June grass mowing (all areas cut twice) | £1211.38 | |
| Water Plus for car park drainage 4th April – 4th July 2022 | £115.05 | |
| Hixon Memorial Hall – hall hire April to June | £86.90 | |
| Tony Norman for swing-frame painting | £90 | |
| SPCA for Councillor Fundamentals course (Cllr. J Craen) | £30 | |
| SPCA for Internal Controls course (Cllr. S McKeown) | £30 | |
| SLCC annual membership fee | £171 | |
| J Martin – allotment lease (2022-2023) and water payment (2021-2022 usage) | £1214.64 | |
| Reimburse B McKeown for paint for portacabin | £49 | |
| C Atkins for work on Back Lane bus shelter | £400 | |
| G Clemson for painting inside the portacabin | £100 | |
| TGM replacement cheque, work on Meadow Glade OS (subject to 054/22) | £1932 | |
| Click-IT for work on retrieving data from failed laptop | £149 | |
| Chagos Consulting Ltd. for Cllr. S McKeown training (Parish Online) on March 24th. | £15 | |
| HMRC – July | £12.63 | |
| HMRC – August | £12.63 | |
| 013/22 | Correspondence received from residents (in the post): | None |
| Email from Hixon Green and Clean – Clerk to respond |
Meeting ended 9pm