Parish Council Meeting

18 Oct 2022

Hixon Parish Council

To: All Councillors

Notice, Summons and Agenda for a meeting of the full council on 18 October 2022 at 7:00pm in Hixon Memorial Hall

Agenda

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
001/22	To receive apologies.	Chair
002/22	To receive declaration of interest in any matter on the Agenda.	Chair
037/22	To receive written applications for dispensations under the Localism Act 2011	Chair
003/22	Consider minutes of meeting 19^th July 2022	Chair
004/22	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
005/22	To receive Borough Councillors’ reports.	Chair
006/22	To receive County Councillor’s report.	Chair
007/22	Close meeting for Public Participation.	Chair
008/22	Reopen meeting & agree date of next meeting (November 15th 2022)	Chair
009/22	Chair’s announcements and Parish Councillor questions.
010/22	Planning Applications/Reports (Applications received post publication of agenda may be considered in addition)	None
	Agenda Items
060/22	Consider co-option candidate: Signing of Acceptance of Office form if appropriate	Chair
040/20	To consider any matters arising from updated Resolution Tracker.	Chair
080/21	To receive and consider a report on the Council’s Tree survey in Hixon Parish	V-Chair/Cllr S McKeown
083/21	Playing Fields: New wet-pour surface under play equipment.	Vice-Chair
020/22	To receive and consider a report on the outcome of the CCTV survey of surface water drainage at High Street Car Park	Chair/ Vice-Chair
045/22	To receive & consider report on proposal for new all-weather cricket practice surface & enclosure at Church Lane Playing Field	Chair
050/22	To consider overnight parking, maintenance costs and surface water charges for Parish Council car park.	Chair
056/22	In Camera Item: To consider report about expansion of domestic curtilage into agricultural land	Chair
057/22	Consider preparation for 2022 Christmas light’s switch-on. Agree a date to rearrange lights on Christmas tree .	Chair/ Cllr D Hever-Smith
058/22	Update on cleaning / painting HPC assets (notice boards, benches, fencing), schedule previously circulated.	Clerk
061/22	Consider street cleaning, weed-killing and gutter emptying by contractors.	Vice-Chair
062/22	To receive & consider a report by Cllr Hever-Smith on proposals to improve road safety at the speed hump outside St Peter’s School.	Cllr D Hever-Smith
063/22	Consider date for asset inspection	Clerk
064/22	Consider grass mowing contract	Vice-Chair/Cllr S McKeown
065/22	To receive and consider report on the results from 2022 Best Kept Garden. To finalise prizes and arrangements for presentation evening at the Bank House on Tuesday 1^st November.	Chair. Cllr J. Craen and Cllr D. Wheatley
066/22	Consider whether to move bank account online with Nat West or change to Unity Bank as previously agreed. Update on approved signatories at Nat West	Clerk
067/22	Consider request for weedkilling on pavements/road edges and pot-hole repairs	Cllr S McKeown
068/22	Consider request for cutting back of bushes/killing ivy on bank of Hammonds Croft-Church Lane link.	Cllr S McKeown
069/22	Consider Clerk’s recommendation of remaining opted-in to the SAAA procurement of the external auditor, ending March 2027.	Clerk
070/22	To receive and consider a report proposing changes to the frequency of normal Hixon Parish Council meetings.	Chair
071/22	Consider proposal for Christmas carols on the green on Christmas Eve	Cllr S McKeown
073/22	Consider using ClickIT to set up/manage file sharing – Sharepoint,	Chair
	Projects, Task Groups and External Meeting Reports
032/20	To confirm completion of the build out at T junction at Lea Heath.	Clerk
046/21	To receive and consider a report on the completion of the landscaping scheme at entrance to JBMI off New Road: Joint project with JBMI and Plymouth Brethren.	Cllr S McKeown
062/21	To receive update on refurbishment of bus shelter in Church Lane.	Clerk
076/21	Update on installation of new notice board at Pasturefields	Clerk
065/17	Update on installation of Welcome to Hixon sign	Clerk
072/22	Feedback from JBMI liaison meeting	Vice-Chair
	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).
	Employment costs – October	£896.96
	Reimburse C Gill October – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (19 miles @ £0.45p/mile)	£8.55
	Reimburse C Gill for stamps 64 x 2nd class (68p) (8 books)	£43.52
	ClickIT for new hard drive in laptop	£120
	Acer for September grass mowing plus remove grass pile & strim orchard	£1357.66
	Mazars for external audit	£240
	Rob Keyzor for tree survey	£739.20
	TGM for work at entrance to JBMI access road	£6207.07
	TGM for work on notice boards, fencing and benches	£705
	Hixon Memorial Hall for room and portacabin hire July to September	£166.48
	Weston Ground Maintenance, SID move Sept (Church Lane-New Road)	£39.60
	Water Plus, car park drainage, 4/7 to 4/10 2022	116.31
	Kedel for plastic notice board for Pasturefields	£671.76
	Fenns stationery for blue ink	£44.39
	HMRC – October	£12.63
013/22	Correspondence received from residents (in the post):	None

13th October 2022
Catherine Gill
Clerk to Hixon Parish Council

Minutes

Hixon Parish Council
Minutes of Full Council meeting held at 7.00pm on 18th October 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. C Jones Cllr. B McKeown (Chair), Cllr D Wheatley, Cllr R Till (part)
Absent: Cllr. S McKeownClerk – Mrs C Gill

Members of the public: 6

Item Ref	Item	Action By
001/22	Apologies received: Cllr. S McKeown	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 19 July 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, 070/22, 050/22).
005/22	Borough Councillors’ report.
	The new Local Plan is out for Public Consultation 24/10 to 12/12. The term Key Service Villages appears to have been dropped and the bulk of development will be large developments that are not in former KSVs. There appears to be no extension of the RDB or RIE in Hixon. Meecebrook Garden Community (new village) is due to have 3000 new homes built with shops, schools leisure facilities etc. by 2040. If 3000 not built here then other areas may have to make up the shortfall. A Public Meeting on the plan will be incorporated in to the November PC meeting. There are still unresolved staffing issues in SBC planning department.
006/22	County Councillor’s report.	None
007/22	Close meeting for Public Participation.
	Hixon already hasn’t got enough/the correct services for the number of houses. Response – Hixon won’t get any further services without developers being made to contribute.
008/22	Reopen meeting & agree date of next meeting (November 15th 2022).
009/22	Chair’s announcements
	At the start of the meeting the Chair requested those in attendance to observe two minutes silence to mark the passing of Queen Elizabeth II. At the end of which all declared Long Live the King.
	Parish Councillor questions.
	Cllr P Hopcroft:1) Can the Clerk ask Colwich PC to follow up on the 2 Highways signs down at Farley corner (in Colwich parish). 2) the hedge on the corner of New Road/Martins Way is still overgrown – was being cut back on the previous weekend – Cllr. Hopcroft will have a look.	Clerk Cllr P Hopcroft
	Cllr D Wheatley: 1) Part of the direction sign is missing by new build-out. 2) there have been 2 accidents at new build-out.	Clerk to report sign.
	Cllr J Craen: Speed limit sign missing on Broadmoor Lane (Hixon end).	Clerk to report
010/22	Planning: Applications/Reports	None
	Agenda Items: Reported in order discussed at meeting.
060/22	The co-option candidate was proposed and seconded to be co-opted on to the Parish Council (Cllrs P Hopcroft/D Wheatley), all councillors present in favour. Declaration of Acceptance of Office was completed and signed.	Clerk
040/20	Matters arising from Resolution Tracker: Arrange PAT test for Christmas tree lights Arrange a date for records to be transferred to the Archive Circulate schedule of Street name-plate cleaning/checks Circulate schedule of SID moving CILCA – assignments not started due to lack of work hours available. Cllr Craen reported on the bad state of several footpaths, as part of the footpath review.	Clerk Clerk Clerk Clerk Council-
080/21	Report on the Council’s Tree survey received and accepted. Agreed to get quotes for both the essential and non-essential work. Survey again in 3 years. Can then prove to insurer that work has been done.	Clerk to liaise with Cllrs P Hopcroft/S McKeown
083/21	Playing Fields: New wet-pour surface too expensive at ca. £10K. Cllr P Hopcroft to look at patches, link to be provided by Clerk.	Clerk/ Cllr P Hopcroft
020/22	CCTV survey carried out showed that the drain/gulley is running freely to the outfall sewer and had no damage or blockage. Cllr Hopcroft went to investigate during a heavy rain storm and this did appear to be the case. Further monitoring to take place.	–
045/22	Report on Playing Field improvements: defer to November	–
057/22	2022 Christmas light’s switch-on- Report received and accepted. Road closure and TEN to arrange.	Clerk
058/22	Cleaning / painting HPC assets (notice boards, benches, fencing): completed.	–
061/22	Street cleaning, weed-killing and gutter emptying by contractors: It would cost approx.. £5K to clean the pavements and gutters of debris and weeds – encourage people to litter-pick/remove debris and pull up weeds from gutter and pavements in the vicinity of their home (don’t promote use of weed-killer). Put in Newsletter.	Chair
062/22	Proposals to improve road safety at the speed hump outside St Peter’s School: It was agreed that Cllr Hever-Smith will design a poster suitable for attaching to the “crossing” railings and it will be sent to the school with a letter outlining the PC’s suggestions for its use. PC will facilitate school with contacting Highways if required.	Cllr D Hever-Smith
063/22	Asset inspection will start at 2pm on Saturday November 12th, meet in car park. All to attend if possible.	All
064/22	Grass mowing contract: will need to be amended for wildflowers sown on Ridgeway OS.	Vice-Chair/Cllr S McKeown
065/22	2022 Best Kept Garden awards: Agreed prizes of £15, £10, £5 for garden and baskets/pots. £10, £5×2 for feature. £10 special prize. Plate on plaque for Best Business and Street. Tuesday Nov 1^st, 7pm in Bank House.	Clerk/All
066/22	It was decided to stay with Nat. West. Keep signatories as is for the time being (3) and then add all new councillors and Clerk as signatories and move online following the May election.	Clerk
067/22	Request for weedkilling on pavements/road edges and pot-hole repairs – dealt with under 061/22 – residents should report potholes to Highways/SCC using “Report a Fault Online”	–
068/22	Cutting back of bushes/killing ivy on bank of Hammonds Croft-Church Lane link: Request contractor for a price to kill the ivy and cut back the bushes.	Clerk
069/22	Clerk recommends remaining opted-in to the SAAA procurement of the external auditor, ending March 2027: council resolved to accept this recommendation.	Clerk
071/22	Proposal for Christmas carols on the green on Christmas Eve: This was considered to be something the PC could not really organise; in addition it may clash with the Church service.	–
073/22	Agreed for ClickIT to set up/manage file sharing, as long as costs agreeable. Awaiting quote.	–
	Projects, Task Groups and External Meeting Reports
032/20	Build out at the T junction at Lea Heath: Chair submitted a final report on the successful project. The report was received and accepted. Clerk to ask for quote for sowing wildflower seeds.	Clerk
046/21	Landscaping scheme at entrance to JBMI off New Road, Chair submitted a final report on the successful project. The report was received and accepted.	Clerk
062/21	Refurbishment of bus shelter in Church Lane: In the absence of a suitable contractor, Cllr S McKeown will propose an alternative roof design at November meeting.	Cllr S McKeown
076/21	Installation of new notice board at Pasturefields will be on 29^th October.	–
065/17	Installation of Welcome to Hixon sign will be on 29th October.	–
072/22	JBMI liaison meeting: Cllr Hopcroft reported that JBMI has reduced its production working week to 4 ½ days with only maintenance performed at the weekend. 3 old furnaces will be replaced by 2 new ones during 2023. JBMI had a break in a few weeks ago.	–
	In Camera items
070/22	A report was received that had two unrelated proposals.The proposal that recommended changes to staff contracts was not acceptable. It was recommended that the report be presented as two distinct reports so that each can be considered separately.	Chair
050/22	The Bank House and its customers’ use of the Parish Council car park. The Bank House has not replied to either letter sent to them asking for discussions.
056/22	Regarding expansion of domestic curtilage into agricultural land – evidence in the way of photos required by Enforcement.	Chair
	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/ Vice-Chair
	Employment costs – October	£896.96
	Reimburse C Gill October – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (19 miles @ £0.45p/mile)	£8.55
	Reimburse C Gill for stamps 64 x 2nd class (68p) (8 books)	£43.52
	ClickIT for new hard drive in laptop	£120
	Acer for September grass mowing plus remove grass pile & strim orchard	£1357.66
	Mazars for external audit	£240
	Rob Keyzor for tree survey	£739.20
	TGM for work at entrance to JBMI access road	£6207.07
	TGM for work on notice boards, fencing and benches	£705
	Hixon Memorial Hall for room and portacabin hire July to September	£166.48
	Weston Ground Maintenance, SID move Sept (Church Lane-New Road)	£39.60
	Water Plus, car park drainage, 4/7 to 4/10 2022	116.31
	Kedel for plastic notice board for Pasturefields	£671.76
	Fenns stationery for blue ink	£44.39
	HMRC – October	£12.63

013/22	Correspondence received from residents (in the post).	None

Meeting ended 9:35pm