Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a Meeting of the full council on
26 September 2023 at 7:00pm in Hixon Memorial Hall
Agenda
AGENDA
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 005/23 | To receive apologies. | Chair |
| 006/23 | To receive declaration of interest in any matter on the Agenda. Chair has recused himself from discussions/votes on all planning applications. |
Chair |
| 007/23 | To receive written applications for dispensations under the Localism Act 2011 | Chair |
| 008/23 | Consider minutes of meeting 18 July 2023 | Chair |
| 009/23 | 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 |
| 083/22 | Consider agreement to continue with the scheme of delegation as agreed at meeting on January 2023. | Clerk |
| 010/23 | To receive Borough Councillors’ reports. | Chair |
| 011/23 | To receive County Councillor’s report. | Chair |
| 012/23 | Close meeting for Public Participation. | Chair |
| 014/23 | Reopen meeting & agree date of next meeting (21 November 2023). | Chair |
| 015/23 | Chair’s announcements and Parish Councillor questions/comments | |
| 016/23 | Planning Applications (previously considered by delegation to Clerk/Planning Committee) | |
| 23/37596/FUL Construction of detached, split level dwelling Land At Sunnyside Cottage High Street Hixon | Object | |
| 23/37696/HOU Erection of 6m single storey rear extension Castle View London Road Shirleywich | No Objection | |
| 23/37804/FUL Demolition of existing buildings and construction of 6 industrial warehouse units with associated landscaping, parking and infrastructure Hixon Industrial Estate Church Lane Hixon(JBMI) | Object (Traffic increase) |
|
| Agenda Items | ||
| 077/23 | Consider candidate for co-option onto Hixon Parish Council: signing of Declaration of Office if appropriate. | Chair |
| 026/23 | To consider any matters arising from updated Resolution Tracker (Footpath Review) | Chair/Clerk |
| 027/23 | Clerk’s Report – for information only. | Clerk |
| 020/22 | Update on new concrete footpath link to Back Lane. | Clerk |
| 099/22 | Update on new concrete footpath link from car park to Hixon Memorial Hall (discussed in conjunction with 020/22) | Clerk |
| 050/22 | To consider overnight parking, maintenance costs and surface water charges for Parish Council car park. Update. | Chair |
| 049/23 | Update on proposed future improvements to Hixon Memorial Hall meeting room – Pull-Down Screen, projector,
speakers. |
Cllr S McKeown |
| 055/23 | St Peter’s View resident’s concerns – update. | Chair |
| 057/23 | Planning and Employment Committee items:
1) To consider if the New Planning Committee should have a 4th councillor member, to facilitate achieving quorate meetings. 2) To consider whether the Chair of the new Employment Committee and Planning Committee should be: If (b) receive nominations and vote on electing the Chair of each committee. 3) Consider draft terms of reference for the Planning Committee and the Employment Committee. |
Clerk |
| 058/23 | Consider issue of a bank debit card to Clerk to avoid use of her personal credit/debit cards for Parish Council business, transaction limit to be determined. | Clerk |
| 059/23 | Consider purchase (monthly contract) of a smart phone for use by the Clerk, as opposed to the current Nokia mobile phone (which does not have a camera, touchscreen or qwerty keypad). | Clerk |
| 060/23 | To consider the report on creating/installing flower beds adjacent to gateways, together with a maintenance regime. |
Cllr S McKeown |
| 061/23 | To review the volume of emails, in particular, some 22 emails associated with the delivery of the benches for the playing fields. | Cllr S McKeown |
| 062/23 | To consider the report to rearrange and tidy up the Portakabin to accommodate future meetings. |
Cllr S McKeown |
| 063/23 | To discuss the outcome from the open spaces grass mowing consultation. | Cllr S McKeown |
| 064/23 | Consider date for Asset Inspection | Clerk |
| 065/23 | Consider date for Garden Awards presentation | Clerk |
| 066/23 | Consider reporting portacabin on airfield to Planning Enforcement. | Cllr Hopcroft |
| 067/23 | Consider date/organisation of Christmas Light Switch-On | Chair |
| 068/23 | Consider requirement for planning application for allotment shed | Chair |
| 069/23 | Consider suggestion that draft minutes are published on the website | Cllr S McKeown |
| 070/23 | Footpath number 5 – consider contacting Rights of Way and/or Landowner regarding obstruction of path. | Chair |
| 071/23 | Planning Objections/Call-Ins – discussion regarding the need for councillors to follow through with planning objections and be prepared to speak at Planning Committee meetings. | Chair |
| 072/23 | Consider purchase of new screen | Chair |
| 073/23 | Consider purchase of official HPC dog poo signs | Chair |
| 074/23 | Consider reporting the New Access road, Airfield Ind Estate to planning enforcement. | Cllr Hopcroft |
| 075/23 | Consider contacting landowners where hedges are encroaching on the public footpath and highway. | Cllr Hopcroft |
| 076/23 | To consider communication received from County Councillor John Francis in respect of Solar Farm planning applications. | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 045/22 | To receive and consider report to update on proposed cricket
practice facility at Church Lane Playing Fields. |
Chair/ Cllr Hever- Smith |
| Finance / Administration / Legal | ||
| 033/23 | Bank Reconciliation | Chair |
| 013/23 | Schedule of Prospective Agreed Payments (Amounts to be confirmed (amended if necessary) when known. Late invoices not included on the agenda may be paid, subject to resolution by majority of Councillors). | Chair/Cllr Hopcroft |
| Employment costs – September | £930.72 | |
| Reimburse C Gill September – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill for 16 2nd class stamps | £12 | |
| Reimburse C Gill mileage (16 miles @ £0.45 per mile) | £7.20 | |
| Reimburse C Gill memory sticks | £7.64 | |
| WaterPlus – car park drainage 4th August – 4th September 2023 | £ | |
| Acer Garden Landscapes for mowing (£1640.10),SID moving (£30) | £1670.10 | |
| ALCC subscription | £50 | |
| HMRC – September | £25.80 | |
| 034/23 | Receipts August 2023 | |
| Bank Interest 31st August 2023 | £ | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Emailed request for supplied paperwork to be circulated to councillors. Email re signposting of footpath. Email re noise from Gospel Hall site. | See Clerk’s Report | |
| From August 2023 | ||
| 033/23 | Bank Reconciliation | Cllr Hopcroft |
| 013/23 | Payments agreed and made | Chair/Cllr Hopcroft |
| Employment costs – August | £930.72 | |
| Reimburse C Gill : August – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (8 miles @ £0.45p/mile) | £3.60 | |
| Reimburse C Gill for stamps 8 x 2nd class | £6.00 | |
| Water Plus car park drainage 4th July to 4th August | £45.96 | |
| Acer – mowing for July and SID move in July (incl. refund) | £1015.14 | |
| Information Commission renewal | £40.00 | |
| NBB Recycled Furniture for 2x wheelchair accessible picnic tables | £1116.00 | |
| HMRC – August | £25.80 | |
| 034/23 | Receipts 6th July to 5th August 2023 | |
| VAT refund for Q1 | £932.46 | |
| Allotment Rent and water | £1920.58 | |
| Nat West Interest (31st July) | £67.39 |
| 1st September 2023 Catherine Gill Clerk to Hixon Parish Council |
|
Minutes
Hixon Parish Council
Minutes of Council meeting held at 7.00pm on 26th September 2023
in Hixon Memorial Hall
| In attendance for all or part of the meeting: | ||
| Cllr. B McKeown (Chair), Cllr. J Craen, Cllr. D Hever-Smith, Cllr C Hilton, Cllr. P Hopcroft, Cllr J Hughes (part), Cllr. S McKeown (Vice-Chair) Apologies: Cllr. C Jones Cllr Francis (County Councillor)Officer present – Mrs C Gill (Clerk) |
||
| Members of the public: 5 | ||
| Item Ref | Item | Action By |
| 005/23 | To receive apologies: See above | – |
| 006/23 | To receive declaration of interest in any matter on the Agenda – Chair recused himself from discussions/votes on all planning applications. | Chair |
| 007/23 | To receive written applications for dispensations under the Localism Act 2011. | None |
| 008/23 | Consider minutes of meeting 18th July 2023 – resolved to agree the minutes. | Chair |
| 009/23 | 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). 055 & 056/23 | Chair |
| 083/22 | Consider agreement to continue with the scheme of delegation as agreed at meeting on January 2023. | Clerk |
| 010/23 | Borough Councillors’ reports: Cllr. B McKeown
Cllr B McKeown is trying to get better public transport links between Hixon and the Haywoods and trying to get a feasibility study undertaken. The Trent Lane parking situation has improved. The Borough Council are looking to improve the Section 106 funds procedures and to get more planning Applications through, there are problems with recruiting and retaining staff in the Planning Department. |
|
| 011/23 | To receive County Councillor’s report. | None |
| 012/23 | Close meeting for Public Participation. | |
| A resident asked for clarification on who was the Parish Council (PC) Allotments Representative – answer is Cllr Craen. Ownership of the land/hedge behind the rear boundary of numbers 1,3,5,7 Hammonds Croft was raised again, the resident believes this land was transferred to the PC. The PC’s Land Registry records show that this is not the case. Clerk will contact Staffordshire County Council (Highways) who the PC believe own this land and ask for confirmation. The resident would like the hedge cut back as it affects the visibility splay for drivers turning out of Hammonds Croft. |
|
|
| 014/23 | Reopen meeting & agree date of next meeting (21 November 2023). | |
| 015/23 | Chair’s announcements and Parish Councillor questions/comments | |
| Cllr S Mckeown: requested the dates for the visit from Rob Keyzor Tree Surgeons – Clerk will confirm.
Works by TGM requested on various PC assets are outstanding – Clerk has chased many times and will request a timeframe for completion. Requested that the back walls of both bus shelters are painted again and the timber of Back Lane bus shelter is treated – Clerk will request a quote for this work. Is a noticeboard (for public use) going to be installed on the back wall of Church Lane bus shelter? |
||
| Cllr Hopcroft: raised the issues of visibility at junctions due to overgrown hedges, drainage issues, gutter cleaning – there are a lot of weeds in many of the gutters in Hixon. The standard of grass cutting by the PC contractor that day had been appalling. The grass at the entrance to the playing field and on Meadow Glade open space had simply been pushed over by the mower. |
See 075/23 for hedges.
|
|
| Cllr Craen: The hedge on Church Lane between the school and Hammonds Croft is very overgrown – Clerk to contact Highways to request this is cut, see also Public Participation. | ||
| 016/23 | Planning Applications (previously considered by delegation to Clerk/Planning Committee) | |
| 23/37596/FUL Construction of detached, split level dwelling Land At Sunnyside Cottage High Street Hixon | Object | |
| 23/37696/HOU Erection of 6m single storey rear extension Castle View London Road Shirleywich | No Objection | |
| 23/37804/FUL Demolition of existing buildings and construction of 6 industrial warehouse units with associated landscaping, parking and infrastructure Hixon Industrial Estate Church Lane Hixon(JBMI) | Object (Traffic increase) |
|
| Agenda Items | ||
| 077/23 | There were two applicants – Jonathan Hughes was proposed and seconded and was co-opted (unanimous vote) onto Hixon Parish Council: Declaration of Office was signed in front of the Proper Officer. | Clerk |
| 026/23 | The Resolution Tracker was not looked at. It was however agreed that Cllr Craen and the Clerk will liaise to enter footpath issues on the Rights of Way portal. | Cllr Craen/Clerk |
| 027/23 | Clerk’s Report – for information only, previously circulated. | –
|
| 020/22 | Update on new concrete footpath link from car park to Back Lane: two quotes received with a significant variation in cost. Discussions ensued on who would be paying as the path belongs to Hixon Millennium Green Trust, the water overspill is from the HPC car park but caused by the inability of the Severn Trent Water drainage system’s inability to cope with heavy rain. No decision reached on this. It was resolved that Cllr Hopcroft will try and obtain a cheaper quote, Clerk will provide list of contactors already contacted for a quote. |
Cllr Hopcroft /Clerk |
| 099/22 | Update on new concrete footpath link from car park to Hixon Memorial Hall (discussed in conjunction with 020/22) | Clerk |
| 050/22 | To consider overnight parking, maintenance costs and surface water charges for Parish Council car park. Update: A meeting had been held with the Bank House, the outcome was not discussed. | – |
| 049/23 | Update on proposed future improvements to Hixon Memorial Hall meeting room – Pull-Down Screen, projector,
Speakers: Hixon Memorial Hall Committee has rejected this proposal. |
Dismiss |
| 055/23 | St Peter’s View resident’s concerns – update: It is believed one family may have been relocated temporarily, monitor complaints. | Chair |
| 057/23 | Planning and Employment Committee items:
1) The New Employment Committee has been joined by Cllr Hilton to give a 4th councillor. It was resolved that the Chair will be appointed by main council and Cllr B McKeown was elected. 2)The New Planning Committee has been joined by Cllr Hughes to give a 4th councillor. It was resolved that the Chair will be appointed by main council and Cllr S McKeown was elected. The draft terms of reference for the Planning Committee and the Employment Committee were considered, minor amendments made and it was resolved to accept them. |
Clerk |
| 058/23 | It was resolved to allow the issue of a bank debit card to Clerk to avoid use of her personal credit/debit cards for Parish Council business. A monthly limit of £200 and item limit of £25, without prior permission from council, were agreed. | Clerk |
| 059/23 | The purchase of a second-hand smart phone for use by the Clerk was considered. Clerk to look at the price of a second hand for November’s meeting. | Clerk |
| 060/23 | Cllr S Mckeown presented a report on creating/installing flower beds adjacent to gateways, it was resolved to accept this report. Cllr S McKeown to follow up and obtain prices. | Cllr S McKeown |
| 061/23 | To review the volume of email exchanges: Cllr S. McKeown raised this issue citing a particular example. As the issue of the Clerk having to send “chasing” emails is caused by councillors not responding promptly (or not at all), it was agreed that the Clerk will liaise with the most appropriate councillor to agree a proposal and if a proposal is sent out and no replies/insufficient/ambiguous replies received, the proposal can be taken as read after 7 days. | Clerk |
| 062/23 | It was agreed that a date would be set to sort through the paperwork and other items in the portacabin, discard as appropriate and remove any filing cabinets not required. Cllrs. Hopcroft, Hilton and S McKeown to participate along with the Clerk. | Clerk |
| 063/23 | The outcome from the open spaces grass mowing consultation was discussed: open spaces other than Vicarage Way will have a 3m outside strip mowed and the remainder left to grow. Dog poo was stated to be a problem in all areas. Mowing contract to be updated accordingly. | Cllr S McKeown/Cllr P Hopcroft |
| 064/23 | The date for this year’s Asset Inspection was agreed as Saturday 21st October, meeting at 10am in the car park. | All |
| 065/23 | The date for Garden Awards presentation will be Sunday 12th November at the Bank House. Budget of £100 for food – sandwiches. £30 prizes (£15, £10, £5 gift vouchers per category). Overall budget of £250. | Chair/Clerk |
| 066/23 | Cllr Hopcroft raised a concern about a portacabin that had been installed on the airfield. The Chair reported he believed a planning application was imminent. Cllr Hopcroft also questioned whether planning conditions attached to the previous application had been implemented. It was resolved to report this to planning enforcement and to our two Borough Councillors. Cllr Hopcroft to provide further details. |
Cllr Hopcroft |
| 067/23 | The Christmas Lights Switch-On will be held on Saturday 25th November, the Clerk will arrange the road closure and TENs and contact the electrician for the lights to be PAT tested. Lights to be checked and rearranged as necessary. Costs of £525 agreed to include some scaffolding support for the big screen and replacement lights if necessary. Risk Assessment to be prepared by Cllr S McKeown and Cllr Hughes will check/advise. | Chair/Cllr Hever-Smith/ Cllr S McKeown/ Cllr Hughes/ Clerk |
| 068/23 | There is not a requirement for a planning application for allotment shed as the height of the shed is now only 1.8m. | Dismiss |
| 069/23 | It was resolved that draft minutes will normally be published on the website within 15 working days, having been circulated to the Chair beforehand. | Clerk |
| 070/23 | It was resolved that the Clerk will report Footpath number 5 to Rights of Way as blocked and requiring a fingerpost and stile. | Clerk |
| 071/23 | Planning Objections/Call-Ins – the Chair will provide training in Planning Matters for councillors and Clerk, to include the need for councillors to follow through with planning objections and for all at the council to be prepared to speak at Planning Committee meetings. | Chair/ All |
| 072/23 | The purchase of a new screen was discussed, the estimate of cost is £200 – £350. Clerk will circulate some suggested models. | Clerk |
| 073/23 | The purchase of official HPC dog poo signs was discussed at a cost of approximately £5 each. It was resolved to go ahead with the purchase of about 24 signs. | Chair |
| 074/23 | Cllr Hopcroft raised concern about the construction of a new internal access road within the Airfield Industrial Estate. It was resolved to report this to planning enforcement and raise with our two Borough Councillors. Cllrs Hopcroft (and S McKeown) will pinpoint the area in question using Parish Online and provide the details to the Clerk to report as above. | Cllr Hopcroft |
| 075/23 | Contacting landowners where hedges are encroaching on the public footpath and highway: it was decided to look at these issues on the asset inspection, Parish Online can used as above to pinpoint the areas. | Cllr Hopcroft /All councillors |
| 076/23 | It was resolved to “sign up” to support the communication received from County Councillor John Francis in respect of Solar Farm planning applications. | Clerk |
| Projects, Task Groups and External Meeting Reports | ||
| 045/22 | Cllr B McKeown presented a report to update on proposed cricket practice facility at Church Lane Playing Fields. It was resolved to accept the report and to submit a planning application for the facility. A budget of £250 was agreed for the planning application fee. Cllr Hopcroft asked what had happened to the Section 106 money that the council had been previously informed was ear-marked for the Church Lane Playing Field – this was now being allocated to Hixon Millennium Green. No reason was given by the Chair/ Vice-Chair other than it had been difficult to negotiate the allocation of the monies. Cllr Hever-Smith will present a report on the proposed bike track in November. |
Chair/ Cllr Hever- Smith |
| Finance / Administration / Legal | ||
| 033/23 | Bank Reconciliation | Chair |
| 013/23 | 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 – September | £930.72 | |
| Reimburse C Gill September – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill for 16 2nd class stamps | £12 | |
| Reimburse C Gill mileage (16 miles @ £0.45 per mile) | £7.20 | |
| Reimburse C Gill memory sticks | £7.64 | |
| Reimburse C Gill milk pots | £6.98 | |
| Reimburse C Gill hot chocolate sachets | £10.50 | |
| WaterPlus – car park drainage 4th August – 4th September 2023 | £45.96 | |
| Acer Garden Landscapes for mowing (£1640.10),
SID moving (£30) |
£1670.10 | |
| ALCC subscription | £50 | |
| HMRC – September | £25.80 | |
| Mazars for external audit | £378 | |
| Bus shelter roof repairs (Back Lane) – The Happy Roof Company | £480 | |
| Bus shelter rebuild (Church Lane) – Signature Works | £4015 | |
| 034/23 | Receipts August 2023 | |
| Bank Interest 31st August 2023 | £68.94 | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Emailed request for supplied paperwork to be circulated to councillors. Email re signposting of footpath. Email re noise from Gospel Hall site. Email re tree overhanging Footpath 1 in church grounds, email re bin and dumping on Church Lane, litter/vandalism on playing field and church grounds. Email re letter regarding proposed waste treatment site. | See Clerk’s Report | |
| From August 2023 | ||
| 033/23 | Bank Reconciliation | Cllr Hopcroft |
| 013/23 | Payments agreed and made | Chair/Cllr Hopcroft |
| Employment costs – August | £930.72 | |
| Reimburse C Gill : August – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (8 miles @ £0.45p/mile) | £3.60 | |
| Reimburse C Gill for stamps 8 x 2nd class | £6.00 | |
| Water Plus car park drainage 4th July to 4th August | £45.96 | |
| Acer – mowing for July and SID move in July (incl. refund) | £1015.14 | |
| Information Commission renewal | £40.00 | |
| NBB Recycled Furniture for 2x wheelchair accessible picnic tables | £1116.00 | |
| HMRC – August | £25.80 | |
| 034/23 | Receipts 6th July to 5th August 2023 | |
| VAT refund for Q1 | £932.46 | |
| Allotment Rent and water | £1920.58 | |
| Nat West Interest (31st July) | £67.39 | |
Meeting ended 10:15pm