Parish Council Meeting

20 Dec 2022

Hixon Parish Council

To: All Councillors

Notice, Summons and Agenda for a meeting of the full council on 20th December 2022 at 7:00pm in Hixon Memorial Hall

Agenda

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 15^th November 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
007/22	Close meeting for Public Participation.	Chair
008/22	Reopen meeting & agree date of next meeting (January 17th 2023)	Chair
009/22	Chair’s announcements and Parish Councillor questions.
010/22	Planning Applications (Applications received post publication of agenda may be considered in addition)
	SCC/22/0166/EIA-SCO : Request for EIA Scoping Opinion in connection with proposals for the change of use of an existing industrial building (B2/B8) for use as a Clinical Waste Treatment Facility (Sui Generis) at Hixon Industrial Estate, Church Lane
	22/36877/PAR Prior approval – Change of use of agricultural building and associated curtilage to 1no. dwelling house under Class Q. Knowle Farm Lea Road Hixon
	Reports	SBC Decision
	22/36196/FUL Light industrial type steel framed (metal clad) storage unit. Babbage Building Hixon Industrial Estate Church Lane Hixon	Allowed
	Agenda Items
078/22	Consider second draft of budget for 2023-2024 and 3 years following. Also consider prices for: Minor Highways work (2022-2023) Amenity skip (2023-2024)Work on HC-Church Lane link (2022-2023) Trees (2022-2023) Asset inspection works (2023-2024)	Clerk/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 – December	£896.96
	Reimburse C Gill December – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (33 miles @ £0.45 per mile)	£14.85
	Reimburse C Gill for stamps 16 x 2nd class (68p)	£10.88
	Reimburse C Gill for Tree Lights event purchases	£128.61
	Reimburse C Gill for coffee (200 sachets of Gold Blend)	£19.62
	SCC for website	£200.00
	SBC for road closure	£121.23
	Adrian Smallwood for fireworks	£35.00
	Susan McKeown for TENS	£21.00
	DRS for newsletters and tree lights flyers	£282.00
	EON maintenance and energy for 1 lamp post	£136.24
	International Components for 8 light strings for tree, timer, output cable	£484.80
	Bank House for BKG presentation refreshments	£50.00
	British Legion Poppy Appeal – Poppy wreath and posies	£87.50
	Snow machine	£200.00
	WaterPlus – car park drainage for 4^th Nov to 4^thDec 2022	£37.92
	Weston Ground Maintenance, SID move Nov (Church Road – Lea Road)	£39.60
	HMRC – December	£12.63
013/22	Correspondence received from residents (see below)
	In the post:	None
	By email: Suggestions for playing field items
	External correspondence: Request for clothes recycling bank on car park. Request for information on land availability for growing flowers.

Minutes

Hixon Parish Council
Minutes of Full Council meeting held at 7.00pm on 20th December 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. S McKeown, Cllr R Till,
Cllr D WheatleyClerk – Mrs C Gill

Members of the public: None

Item Ref	Item	Action By
001/22	Apologies received: None	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 15 November 2022. The Chair requested that a note is added to state the full name of Hixon Millennium Green on 020/22, for posterity.	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).	None
005/22	Borough Councillor’s Report.
	Cllr B. McKeown, as local Borough Councillor for Haywoods & Hixon, has submitted a response to both the Boundary Commission and Stafford Borough Council (SBC) Strategic Planning consultations on behalf of Trent Valley Collaboration Group
006/22	County Councillor’s report.	None
007/22	Close meeting for Public Participation.	None
008/22	Reopen meeting & agree date of next meeting January 17^th 2022.
009/22	Chair’s announcements	See above
	The Chair reported that he had written and submitted responses to both the Boundary Commission and Stafford Borough Council (SBC) Strategic Planning consultations on behalf of Hixon Parish Council and these had been circulated to Hixon Parish Councillors. Re the SBC response: Two small areas of land had been included in the residential boundary but shouldn’t have been (one is for horticultural use only and the other is the subject of an un-determined planning application). The Hixon Parish Council response recommended that these two sites are removed from the development boundary. A third area of land in Egg Lane, with previously approved outline planning permission, had been deleted in the Local Plan Review. The Hixon Parish Council response recommended that the site should remain within the development boundary as it is included in the Hixon Neighbourhood Plan and Plan for Stafford Borough
	Parish Councillor questions.
	Cllr P Hopcroft: Reported on two instances of fly tipping; one on Bristor land that was cleared by Bristor and taken to the tip by Cllr Hopcroft and one on New Road that was cleared by Streetscene.
	Cllr B McKeown: A local resident had reported concerns about light pollution on the airfield estate. Cllr B. McKeown visited two companies to discuss. Both of companies agreed to take actions to reduce light pollution. Suggested sending Thank You letters when improvement has been seen.
	Cllr S McKeown: Should income received on a monthly basis be listed on agenda/minutes? Include on January’s agenda. Should the Chair Thank You letters to the people (other than Councillors) helping at the Tree Lights Turning on Event? Thought to be a good idea. List of relevant people made, Clerk to provide headed paper. Cllr S McKeown has identified a Hixon-based builder who may be able to do the rebuilding work on the Church Lane bus shelter. Cllr S McKeown will contact the builder with an updated specification/drawing.	Clerk Cllr S McKeown
	Cllr Craen: There is a damaged tree just past the JBMI entrance. Clerk to provide the link for Cllr Craen to report Highways issues. Old Green Man site – there is a light shining upwards causing light pollution. A number of trees has been planted.	Clerk Cllr Craen
	Cllr Hever-Smith: Has witnessed a number of lorries leaving the Bristor site and turning left, coming through the village. He has reported these incidents to Bristor. Cllr Hever-Smith hopes to attend a “20 is plenty” meeting	Cllr Hever-Smith
	Cllr Till: Has cleaned up the Information Panel and map and put them back. Cllr Till hopes to be able to get a new map designed and produced for £75 maximum. Cllr Till will follow this up.	Cllr Till
010/22	Planning: Applications
	SCC/22/0166/EIA-SCO : Request for EIA Scoping Opinion in connection with proposals for the change of use of an existing industrial building (B2/B8) for use as a Clinical Waste Treatment Facility (Sui Generis) at Hixon Industrial Estate, Church Lane	Express concerns
	22/36877/PAR Prior approval – Change of use of agricultural building and associated curtilage to 1no. dwelling house under Class Q. Knowle Farm Lea Road Hixon. The Council agreed the existing agricultural building was of insufficient agricultural value to be worthy of conversion.	Object
	Reports	SBC Decision
	22/36196/FUL Light industrial type steel framed (metal clad) storage unit. Babbage Building Hixon Industrial Estate Church Lane Hixon	Allowed
	Agenda Items:
078/22	The Chair displayed spreadsheets of a forecast for budget figures for 2023-2024 (and 2 years following) using the Clerk’s second draft budget proposals. New project/budget suggestions Hixon Youth Council – Cllr C Jones presented a detailed report on how a Hixon Youth Council could be established and the benefits it could deliver. It was agreed to set aside a £500 starter fund for the project. Cllr C Jones will provide an update at the March 2023 Hixon Parish Council meeting. Church Lane Playing Fields: Cllr D Hever-Smith presented a report on possible additional facilities, including a bike track/activity trail. Potential costs could be up to £30,000. Cllr D Hever-Smith will provide an update at the March 2023 Hixon Parish Council meeting. A figure of £10,000 was provisionally allocated and to be considered further as part of the final budget discussion. Bug Hotel – Cllr J Craen to look in to (minimal outlay). Annual Remembrance Day (November); Councillors agreed to allocate £500 for wreaths (for lamp posts) in 2023-2024 budget. Hixon Parish Council Office: It was agreed to purchase a small oil-filled plug-in heater for the portacabin to keep the paperwork in better order. Minor Highways work (2022-2023) – The Clerk had circulated details of the works and the costs. It was agreed to accept the price quoted from the current contractor. Clerk to issue purchase order Cllr D Hever-Smith presented a report on printers – it was agreed that the Epson Eco Tank ET was the best make/model, Cllr D Hever-Smith will check on full specification and report back to confirm suitability. HR group to meet to consider Clerk’s salary and hours prior to next PC meeting. The following have been included in overall coats: Amenity skip (2023-2024), Asset inspection works (2023-2024. (Work on Hammonds Croft – Church Lane link and Work on Trees following surveys ( both assumed 2022-2023),. Further discussion took place on the impact of spending proposals versus income. In particular, the impact on charges to Hixon households via the Precept (which is part of Council Tax). Budget and precept to be finalised in January 2023.	Cllr C Jones Cllr D Hever-Smith Clerk Clerk Cllr D Hever-Smith HR Group All
	Finance / Administration / Legal
011/22	Bank Reconciliation	Chair
012/22	Schedule of Prospective Agreed Payments	Chair/ Vice-Chair
	Employment costs – December	£896.96
	Reimburse C Gill December – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (33 miles @ £0.45 per mile)	£14.85
	Reimburse C Gill for stamps 16 x 2nd class (68p)	£10.88
	Reimburse C Gill for Tree Lights event purchases	£128.61
	Reimburse C Gill for coffee (200 sachets of Gold Blend)	£19.62
	SCC for website	£200.00
	SBC for road closure	£121.23
	Adrian Smallwood for fireworks	£35.00
	Susan McKeown for TENS	£21.00
	DRS for newsletters and tree lights flyers	£282.00
	EON maintenance and energy for 1 lamp post	£136.24
	International Components for 8 light strings for tree, timer, output cable	£484.80
	Bank House for BKG presentation refreshments	£50.00
	British Legion Poppy Appeal – Poppy wreath and posies	£87.50
	WaterPlus – car park drainage for 4^th Nov to 4^thDec 2022	£37.92
	Weston Ground Maintenance, SID move Nov (Church Road – Lea Road)	£39.60
	HMRC – December	£12.63
013/22	Correspondence received from residents (see below)
	In the post:	None
	By email: Suggestions for playing field items
	External correspondence: Request for clothes recycling bank on car park. Request for information on land availability for growing flowers.

Meeting ended 9:25pm