Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a Meeting of the full council on
16 January 2024 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 21 November 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 in January 2023. | Chair |
| 010/23 | To receive Borough Councillors’ reports. Written or verbal | Chair |
| 011/23 | To receive County Councillor’s report. Written or verbal | Chair |
| 012/23 | Close meeting for Public Participation. | Chair |
| 014/23 | Reopen meeting & agree date of next meeting (19th March 2024). | Chair |
| 015/23 | Chair’s announcements and Parish Councillor questions comments. | All |
| 016/23 | Planning Applications (previously considered by delegation to Clerk/Planning Committee) | |
| 23/38284/LDCPP Lawful Development – Proposed free standing, open sided structure Hixon Millennium Green – Cllr Hopcroft in the Chair. | No objection | |
| 23/38361/HOU Construction of a front porch to an existing dwelling Chestall House Legge Lane Hixon: No objection but recommend both ends of roof extension are hipped-in. | See opposite | |
| Agenda Items | ||
| 078/23 | Budget and Precept setting: consider second draft of 2024-2025 budget (plus subsequent 2 years) with the intention of agreeing/finalising the budget for 2024-2025. To include: updated costs (as provided) for all planned spend on asset maintenance, mowing, staffing (including determination of pay rise for 2024-2025) etc. plus projected spend on projects including proposals for the playing field. Smart mobile for Clerk. Consider annual contracts (e.g. planter maintenance, minor highways, gateway strimming/cleaning), asset maintenance prices and all other actual/estimated costs. Set the precept for 2024-2025. |
Chair |
| 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/Office costs – January | £735.80 | |
| Reimburse C Gill January purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (16 miles @ £0.45 per mile) | £7.20 | |
| Reimburse C Gill Projector screen | £122.99 | |
| WaterPlus – car park drainage 4th Dec 2023 – 4th Jan 2024 | £51.89 | |
| Hixon Memorial Hall – hire of room and portacabin | £139.80 | |
| TGM – Gateway strimming and cleaning | £384 | |
| Reimburse P Hopcroft for photocell for bollard light | £15.85 | |
| HMRC – January | £308.21 | |
| 034/23 | Receipts December 2023 | |
| Bank Interest Dec. 2023 (bank statement not received in time) | £ | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: | See Clerk’s Report | |
| From December 2023 | ||
| 033/23 | Bank Reconciliation | Cllr Hopcroft |
| 013/23 | Schedule of Prospective Agreed Payments | Chair/ Cllr Hopcroft |
| Employment costs – December | £674.32 | |
| Reimburse C Gill : December purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (13 miles @ £0.45p/mile) | £5.85 | |
| Reimburse C Gill for stamps for mowing contract tenders, stamps for cheques (8x1st, 16x2nd) | £37.80 | |
| Stafford Borough Council for road closure | £127.00 | |
| drs Christmas lights flyers | £98.00 | |
| drs for garden awards certificates (Nov 23 cheque destroyed by drs) | £40.85 | |
| drs for A2 prints -mowing contract (Nov 23 cheque destroyed by drs) | £46.80 | |
| drs for 24 aluminium signs–dogs (Nov 23 cheque destroyed by drs) | £150 | |
| Water Plus car park drainage 4th Nov to 4th Dec | £44.47 | |
| TGM – Flower bed maintenance x2 occ. | £902.40 | |
| TGM – Weed spray x 2 occ. | £151.20 | |
| TGM – planter maintenance | £97.20 | |
| TGM – large poppies – holes and installation/removal | £114.00 | |
| HMRC – December (tax/NI) | £282.20 | |
| Cheques below written and distributed after November council meeting and before the December cheques written | ||
| Adrian Smallwood for quiet fireworks (Xmas Tree light switch-on) | £75.00 | |
| Reimburse S McKeown for purchases for Xmas Tree light switch-on | £14.20 | |
| Receipts 6th Nov to 5th Dec 2023 | ||
| VAT refund 9th Nov 23 | £961.63 | |
| Nat West Interest 30th Nov 23 | £77.56 |
Minutes
Hixon Parish Council
Minutes of Council meeting held at 7.00pm on 16 January 2024
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, Cllr. S McKeown (Vice-Chair) Apologies: Cllr. C JonesOfficer present – Mrs C Gill (Clerk) |
||
| Members of the public: 3 | ||
| 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 21st November 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). | Chair |
| 083/22 | It was agreed to continue with the scheme of delegation as agreed at meeting on January 2023. | Clerk |
| 010/23 | Borough Councillors’ reports: Cllr. B McKeown | None |
| 011/23 | To receive County Councillor’s report. | None |
| 012/23 | Close meeting for Public Participation. | |
| HGVs are turning right off the A518 on to Station Road (causing damage), going through Stowe by C and turning up Puddle Hill or going to an industrial estate. Up to 6 lorries per day. Causing danger for pedestrians/cyclists/ horses. Can a copy of the plans for the proposed Garden Village development at Cold Meece be made available to look at? Chair will try and get a copy. |
Chair will try and get a copy. |
|
| How can the tax base go down? – by houses being empty and also due to residents receiving reductions in council tax as single occupants or from benefits. | ||
| 014/23 | Reopen meeting & agree date of next meeting (19 March 2024). | |
| 015/23 | Chair’s announcements | None |
| Parish Councillor questions/comments | ||
| Cllr Hopcroft: the slab underneath the “Bill Ives” bench on the corner of Walnut Crest has been broken into pieces, there is CCTV of the event available. Cllr Hopcroft has made the area safe. | –
|
|
| Cllr S McKeown mentioned the portacabin tidying session the following Friday, that the Christmas Light switch-on went well (some Sycamore Drive residents had mentioned not getting the leaflet until the day before) and that a contractor will be quoting for planters by the Gateways. |
Clerk |
|
| 016/23 | Planning Applications (previously considered by delegation to Clerk/Planning Committee) | |
| 23/38284/LDCPP Lawful Development – Proposed free standing, open sided structure Hixon Millennium Green – Cllr Hopcroft in the Chair. | No objection | |
| 23/38361/HOU Construction of a front porch to an existing dwelling Chestall House Legge Lane Hixon: No objection but recommend both ends of roof extension are hipped-in. | See opposite column | |
| Agenda Items | ||
| 078/23 | Budget and Precept setting for 2024-2025: The Chair presented the figures showing various percentage rises in the precept (amount paid by council-tax payers) and the impact on Band D payments. The Budget draft 2 for 2024-2025 was looked at in some detail. Amendments were made as thought necessary for projected expenditure. The Mowing Contract tender prices were looked at and the contractor agreed. The prices for the various agreements/arrangements for regular/repeat work were raised (included in budget). The Internal Auditor (Black Rose Solutions) was appointed for 2023/2024 with a view to seeking alternative quotes for the following year. Some Councillor Training needs discussed. Staff salary was discussed, the budgeted and planned pay-rise from October 2023 was agreed at the January 2024 Employment Committee meeting, to be back-dated. A percentage increase to staff’s current hourly rate was agreed from April 2024. It was resolved to agree a precept (amount paid by to tax-payers) of £38.862.36 for 2024-2025 which is an increase of 8%. (proposed Cllr Hopcroft/seconded Cllr S McKeown, unanimously agreed). |
Clerk/ Councillors |
|
|
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/Cllr Hopcroft |
| Employment/Office costs – January | £735.80 | |
| Reimburse C Gill January purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (16 miles @ £0.45 per mile) | £7.20 | |
| Reimburse C Gill Projector screen | £122.99 | |
| WaterPlus – car park drainage 4th Dec 2023 – 4th Jan 2024 | £51.89 | |
| Hixon Memorial Hall – hire of room and portacabin | £139.80 | |
| TGM – Gateway strimming and cleaning | £384 | |
| Reimburse P Hopcroft for photocell for bollard light | £15.85 | |
| HMRC – January | £308.21 | |
| 034/23 | Receipts December 2023 | |
| Bank Interest Dec. 2023 | £67.30 | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: | See Clerk’s Report | |
| From December 2023 | ||
| 033/23 | Bank Reconciliation | Cllr Hopcroft |
| 013/23 | Schedule of Prospective Agreed Payments | Chair/ Cllr Hopcroft |
| Employment/office costs – December | £674.32 | |
| Reimburse C Gill : December purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (13 miles @ £0.45p/mile) | £5.85 | |
| Reimburse C Gill for stamps for mowing contract tenders, stamps for cheques (8x1st, 16x2nd) | £37.80 | |
| Stafford Borough Council for road closure | £127.00 | |
| drs Christmas lights flyers | £98.00 | |
| drs for garden awards certificates (Nov 23 cheque destroyed by drs) | £40.85 | |
| drs for A2 prints -mowing contract (Nov 23 cheque destroyed by drs) | £46.80 | |
| drs for 24 aluminium signs–dogs (Nov 23 cheque destroyed by drs) | £150 | |
| Water Plus car park drainage 4th Nov to 4th Dec | £44.47 | |
| TGM – Flower bed maintenance x2 occ. | £902.40 | |
| TGM – Weed spray x 2 occ. | £151.20 | |
| TGM – planter maintenance | £97.20 | |
| TGM – large poppies – holes and installation/removal | £114.00 | |
| HMRC – December (tax/NI) | £282.20 | |
| Cheques below written and distributed after November council meeting and before the December cheques written | ||
| Adrian Smallwood for quiet fireworks (Xmas Tree light switch-on) | £75.00 | |
| Reimburse S McKeown for purchases for Xmas Tree light switch-on | £14.20 | |
| Receipts 6th Nov to 5th Dec 2023 | ||
| VAT refund 9th Nov 23 | £961.63 | |
| Nat West Interest 30th Nov 23 | £77.56 | |
Meeting ended 10:10pm
Hixon Parish Council
Minutes of Council meeting held at 7.00pm on 16 January 2024
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, Cllr. S McKeown (Vice-Chair)
Apologies: Cllr. C JonesOfficer present – Mrs C Gill (Clerk)
Members of the public: 3
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 21st November 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). Chair
083/22 It was agreed to continue with the scheme of delegation as agreed at meeting on January 2023. Clerk
010/23 Borough Councillors’ reports: Cllr. B McKeown None
011/23 To receive County Councillor’s report. None
012/23Close meeting for Public Participation.
HGVs are turning right off the A518 on to Station Road (causing damage), going through Stowe by C and turning up Puddle Hill or going to an industrial estate. Up to 6 lorries per day. Causing danger for pedestrians/cyclists/ horses.
Can a copy of the plans for the proposed Garden Village development at Cold Meece be made available to look at? Chair will try and get a copy.
Chair will try and get a copy.
How can the tax base go down? – by houses being empty and also due to residents receiving reductions in council tax as single occupants or from benefits.
014/23Reopen meeting & agree date of next meeting (19 March 2024).
015/23 Chair’s announcements None
Parish Councillor questions/comments
Cllr Hopcroft: the slab underneath the “Bill Ives” bench on the corner of Walnut Crest has been broken into pieces, there is CCTV of the event available. Cllr Hopcroft has made the area safe.
–
Cllr S McKeown mentioned the portacabin tidying session the following Friday, that the Christmas Light switch-on went well (some Sycamore Drive residents had mentioned not getting the leaflet until the day before) and that a contractor will be quoting for planters by the Gateways.
Clerk
016/23Planning Applications (previously considered by delegation to Clerk/Planning Committee)
23/38284/LDCPP Lawful Development – Proposed free standing, open sided structure Hixon Millennium Green – Cllr Hopcroft in the Chair.No objection
23/38361/HOU Construction of a front porch to an existing dwelling Chestall House Legge Lane Hixon: No objection but recommend both ends of roof extension are hipped-in.See opposite column
Agenda Items
078/23 Budget and Precept setting for 2024-2025:
The Chair presented the figures showing various percentage rises in the precept (amount paid by council-tax payers) and the impact on Band D payments. The Budget draft 2 for 2024-2025 was looked at in some detail. Amendments were made as thought necessary for projected expenditure. The Mowing Contract tender prices were looked at and the contractor agreed. The prices for the various agreements/arrangements for regular/repeat work were raised (included in budget). The Internal Auditor (Black Rose Solutions) was appointed for 2023/2024 with a view to seeking alternative quotes for the following year. Some Councillor Training needs discussed. Staff salary was discussed, the budgeted and planned pay-rise from October 2023 was agreed at the January 2024 Employment Committee meeting, to be back-dated. A percentage increase to staff’s current hourly rate was agreed from April 2024. It was resolved to agree a precept (amount paid by to tax-payers) of £38.862.36 for 2024-2025 which is an increase of 8%. (proposed Cllr Hopcroft/seconded Cllr S McKeown, unanimously agreed). Clerk/
Councillors
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/Cllr Hopcroft
Employment/Office costs – January£735.80
Reimburse C Gill January purchase of Microsoft 365 Business£12.36
Reimburse C Gill mileage (16 miles @ £0.45 per mile)£7.20
Reimburse C Gill Projector screen£122.99
WaterPlus – car park drainage 4th Dec 2023 – 4th Jan 2024£51.89
Hixon Memorial Hall – hire of room and portacabin£139.80
TGM – Gateway strimming and cleaning£384
Reimburse P Hopcroft for photocell for bollard light£15.85
HMRC – January£308.21
034/23Receipts December 2023
Bank Interest Dec. 2023£67.30
035/23Consider significant correspondence received from residents:
PostNone
Email/phone calls:See Clerk’s Report
From December 2023
033/23 Bank Reconciliation Cllr Hopcroft
013/23 Schedule of Prospective Agreed Payments Chair/
Cllr Hopcroft
Employment/office costs – December£674.32
Reimburse C Gill : December purchase of Microsoft 365 Business£11.28
Reimburse C Gill mileage (13 miles @ £0.45p/mile)£5.85
Reimburse C Gill for stamps for mowing contract tenders, stamps for cheques (8x1st, 16x2nd)£37.80
Stafford Borough Council for road closure£127.00
drs Christmas lights flyers£98.00
drs for garden awards certificates (Nov 23 cheque destroyed by drs)£40.85
drs for A2 prints -mowing contract (Nov 23 cheque destroyed by drs)£46.80
drs for 24 aluminium signs–dogs (Nov 23 cheque destroyed by drs)£150
Water Plus car park drainage 4th Nov to 4th Dec£44.47
TGM – Flower bed maintenance x2 occ.£902.40
TGM – Weed spray x 2 occ.£151.20
TGM – planter maintenance£97.20
TGM – large poppies – holes and installation/removal£114.00
HMRC – December (tax/NI)£282.20
Cheques below written and distributed after November council meeting and before the December cheques written
Adrian Smallwood for quiet fireworks (Xmas Tree light switch-on)£75.00
Reimburse S McKeown for purchases for Xmas Tree light switch-on£14.20
Receipts 6th Nov to 5th Dec 2023
VAT refund 9th Nov 23£961.63
Nat West Interest 30th Nov 23£77.56
Meeting ended 10:10pm