Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a Meeting of the Full Council on
18th November 2025 at 7:15pm in Hixon Memorial Hall
Agenda
AGENDA
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 005/25 | To receive apologies. | Chair |
| 006/25 | To receive declaration of interest in any matter on the Agenda. | Chair |
| 007/25 | To receive written applications for dispensations under the Localism Act 2011 | Chair |
| 008/25 | Consider minutes of meeting 16th September 2025. | Chair |
| 009/25 | 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). 047/25 | Chair |
| 083/22 | Consider agreement to continue with the scheme of delegation as agreed at meeting in January 2023. | Chair |
| 010/25 | To receive Borough Councillors’ reports. Written or verbal | Chair |
| 011/25 | To receive County Councillor’s report. Written or verbal | Chair |
| 012/25 | Close meeting for Public Participation. | Chair |
| 014/25 | Reopen meeting & agree date of next meeting (to be confirmed). | Chair |
| 015/25 | Chair’s announcements | Chair |
| 045/25 | Councillor Questions (preferably provided in advance) | Chair |
| 016/25 | Planning Applications (delegated decision by Planning Cttee) | |
| 25/41160/HOU Two storey extension to side elevation 53 Sycamore Drive Hixon | No Objection | |
| Agenda Items | ||
| 045/22 | Cricket Practice Facility at Church Lane Playing Fields: To receive and consider report which will update on costs of works quotations, specifications and S106 funding bid. | Chair |
| 111/23 | Electric vehicle charging: To receive and consider latest report on proposed electric vehicle charging points. | Chair |
| 036/25 | Consider increasing the frequency of full Parish Council meetings: To receive and consider report. | Cllr Raby |
| 040/25 | Consider overgrown hedge on Vicarage Way | Clerk |
| 042/25 | Tree Survey Report (three yearly inspection): To receive and consider report. Tree Survey results and quotations for works previously circulated. | Cllr S McKeown |
| 094/24 | Document storage (on the cloud) and email provider: To receive and consider a report, two quotations for consideration. | Cllr S McKeown |
| 044/25 | Hixon Christmas Tree Lights Switch-on event, November 29th 2025. To receive and consider report. | Chair |
| 048/25 | Best Gardens presentation 26th Oct 2025: To receive report/feedback. Ratify expenditure of £90 on prizes and £151.66 on refreshments, printing costs of £50, additional prize at £15.
Consider replacement gardener for the memorial bed on the HC-CL link path. |
Chair,Cllrs. Garner, S McKeown, Hughes |
| 051/25 | Update on the adoption of the model councillor-officer protocol and HPC taking the Civility and Respect Pledge (Dignity at Work policy & cllr/employee training programme in place). | Cllr Raby |
| 061/25 | To consider amending the layout/positioning of sheds on the Hixon Parish Council allotments on Egg Lane. | Cllr Hopcroft |
| 062/25 | Consider minor thinning proposal of woodland within Hixon Parish | Clerk |
| 063/25 | Consider adoption of policies: Dignity at Work, IT Policy, Equality and Diversity. Adoption recommended by Admin Group at Oct 16th meeting. | Admin Group |
| 064/25 | Consider price of £333 incl. VAT for Wicksteed annual inspection of playing field and equipment | Clerk |
| 065/25 | Consider first draft budget for 2026-2027 | Clerk |
| 066/25 | Ratify expenditure of £28.50 on the RBL poppy appeal for a wreath and a suggested £20 donation for the 40 long stemmed poppies provided for the memorial flower beds. | Clerk |
| 067/25 | Consider making Cllr Garner the primary poster on the HPC Facebook page. | Clerk |
| 068/25 | Confirm circulation to/acceptance of councillors of the Q2 Receipts and Expenditure vs Budget 2025-2026 spreadsheet | Chair |
| 069/25 | Refurbishing the Multi Use Games Area (MUGA) surface at Hixon Parish Council playing field on Church Lane: Receive and consider report. | Chair |
| 070/25 | Consider bringing the date of the January meeting forward by one week to January 13th 2026 | Cllr Raby |
| 071/25 | Asset Inspection on 12th October 2025: To receive and consider report on actions that may be required. | Cllr S McKeown |
| Finance / Administration / Legal | ||
| 032/25 | Bank Reconciliation | Cllr Hughes |
| 033/25 | 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 present). | Cllr Hughes/ Chair |
| Employment costs – Nov | £681.00 | |
| Reimburse C Gill Nov/Dec – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (8 miles @ £0.45 per mile) | £3.60 | |
| Reimburse C Gill for Go-File subscription | £41.94 | |
| Reimburse A Garner for Best Garden Awards purchases | £151.66 | |
| Reimburse D Hever-Smith for Xmas lights switch-on purchases | £64.16 | |
| Reimburse B McKeown for Best Gardens purchase, postage for EV Charging project, mileage for Waste Incinerator Objection, BG prize and Netball Coaching Sessions. | £88.34
|
|
| SLCC – additional £7 for 25/26 subscription | £7.00 | |
| WaterPlus – car park drainage 8th Oct – 8th Nov 2025 | £42.86 | |
| SPCA for 2 courses AI and Councillor Introduction | £96.00 | |
| RBL Poppy Appeal – wreath £28.50. 40 poppies for memorial beds – donation of £20 suggested. Subject to confirmation 066/25 | £48.50 | |
| ALCC for annual subscription | £50.00 | |
| TGM for finishing off cork on NB and Greenfields Fence | £312.00 | |
| TGM for work on trees in playing field | £162.00 | |
| International Components for power supply/controller | £22.80 | |
| HMRC – November | £423.73 | |
| EE direct debit for mobile phone | £11.50 | |
| 034/25 | Receipts October 2025 | |
| Bank Interest (31st October) | £ | |
| Precept etc. – second payment | £ | |
| VAT for Q2 | £ | |
| 035/25 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Phone call regarding allotment shed. | ||
| From October 2025 | ||
| 032/25 | Bank Reconciliation | Cllr Hilton |
| 033/25 | Schedule of Prospective Agreed Payments | Cllr Hilton/ Chair |
| Employment payments | £680.80 | |
| Reimburse C Gill October-November – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (41 miles @ £0.45 per mile) | £18.45 | |
| Reimburse C Gill for stamps (16 2nd class) | £13.92 | |
| Reimburse C Gill for garden gift cards prizes (£15 x3, £10 x3, £5 x3) | £90.00 | |
| Reimburse C Gill for 128GB memory sticks | £17.99 | |
| Reimburse C Gill for envelopes | £7.99 | |
| Reimburse C Gill for cable (laptop to SID) | £10.79 | |
| Reimburse C Gill for TEN for Christmas light switch-on | £21.00 | |
| WaterPlus – car park drainage (8th Sept to 8th October 2025) | £41.48 | |
| TGM for log rolls on HC OS and sand/stain bench on Ridgeway OS | £320.40 | |
| TGM for cork notice board Back Lane bus shelter | £100.44 | |
| Reimburse P Hopcroft for bollard light bulb | £18.00 | |
| Rob Keyzor for tree survey | £450.00 | |
| Stafford Borough Council for Road Closure | £139.05 | |
| Hixon Memorial Hall | £190.20 | |
| Estate Signs and Print Ltd (for10 large poppies) | £283.20 | |
| Drs for garden certificates (53) | £50.00 | |
| International Components for 3 strings of lights, extension lead, festive features | £208.14 | |
| HMRC: October PAYE | £423.93 | |
| EE for PC mobile phone – Direct Debit | £11.50 | |
| 034/25 | Receipts 6th Sept to 3rd October 2025 | |
| Interest from bank (30th Sept 2025) | £46.09 | |
| Chair to invite press and public to be excluded from the following agenda In Camera Confidential Item; | ||
| 047/25 | Proposed Hixon Parish Council office and storage accommodation | Chair |
| 11 November 2025 Catherine Gill, Clerk to Hixon Parish Council |
Minutes
Hixon Parish Council
DRAFT Minutes of the Meeting of the Full Council held on Tuesday
18 November 2025 starting at 7:30 pm in Hixon Memorial Hall
| In attendance for all or part of the meeting: Cllr B McKeown (Chair), Cllr A Garner, Cllr D Hever-Smith, Cllr P Hopcroft, Cllr J Hughes, Cllr J Raby, Cllr S McKeown Apologies: Cllr C Hilton. SBC Cllr A CooperMinutes taken by: C Gill, Clerk and RFO
Members of the public: 5
|
||
| Item Ref | Item | Action By |
| 005/25 | To receive apologies. | See above |
| 006/25 | Declaration of interest in any matter on the Agenda. | None |
| 007/25 | Written applications for dispensations under the Localism Act 2011 | None |
| 008/25 | It was resolved to accept the minutes of 16th September 2025 as a correct record. | Clerk |
| 009/25 | 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). | None |
| 083/22 | It was agreed to continue with the scheme of delegation as agreed at meeting in January 2023. | – |
| 010/25 | To receive Stafford Borough Councillor’s report: Cllr B McKeown advised that he would provide updates as appropriate during the agenda items. | – |
| 011/25 | To receive Staffordshire County Councillor’s report. Written or verbal. | None |
| 012/25 | Close meeting for Public Participation | |
| How do we know that Hixon residents want a cricket facility? What process has been used to spend >£20K on something that potentially no-one wants. Is there a large budget for maintenance? S106 rules – who decides what is valid and what is not? When the money is spent, will the invoice come to HPC or the other council? Chair referred to 045/22 and explained that the S106 ends will be paid to HPC and HPC pay the invoices and reclaim the VAT. |
– | |
| Allotments: a shed is requested on a half-plot. Chair referred to 061/25. | – | |
| Resident indicated interest in Tree survey, EV Charging and Christmas Lights. | – | |
| Resident indicated support for the cricket practice facility as he is a keen cricketer, committed to the village and would like to help with cricket coaching and would like Hixon to have a cricket team. | – | |
| 014/25 | Reopen meeting & agree date of next meeting (6th January 2026 for a Budget Meeting agreed later in the meeting). | – |
| 015/25 | Chair’s Announcements: See 010/25 above. | – |
| 045/25 | Parish Councillor questions/comments | None |
| 016/25 | Planning Applications (previously considered by delegation to Planning Committee) | |
| 25/41160/HOU Two storey extension to side elevation 53 Sycamore Drive Hixon | No Objection | |
| Agenda Items | ||
| 045/22 | Cricket Practice Facility at Church Lane Playing Fields: Report received and considered: The whole cost of the cricket nets and surface will be covered by S106 funds available from the Blenheim Manor development. A preferred contractor has been identified and the installation can be done in March. Vote taken on the proposal to proceed: 5 in favour/2 against. Against were Cllrs Raby and Garner. | Chair |
| 111/23 | Electric vehicle charging report received. Electric vehicle Charging Points should be installed by the end of January. | Chair |
| 036/25 | Increasing the frequency of full Parish Council meetings: Report received. Discussions on this subject brought forward a proposal of 10 meetings per year, including the 2 held in January. Make a decision on which months at the March meeting so the dates can be decided at the May annual PC meeting. | All Cllrs. |
| 040/25 | Overgrown hedge on Vicarage Way – covered under assets inspection 071/25 | Clerk |
| 042/25 | Tree Survey Report (three yearly inspection): Report received. It was agreed to go ahead with the recommended work, price £1700 + VAT. | Clerk |
| 094/24 | Document storage (on the cloud) and email provider: Report received. It was agreed to go with Parish Online and place an order. Clerk noted that Microsoft 365 would very likely still be required for her use. | Clerk |
| 044/25 | Hixon Christmas Tree Lights Switch-on event, November 29th 2025. Report received. The relevance of “JBS” was queried and some background was provided. There are some more purchases to make, will probably have to buy some mulled wine and mince pies as donations are slow. May have some “donation” buckets, recipients of any donations agreed as Katharine House Hospice/Hixon 1st responders/Children in Need. Require more helpers on the Friday to set up and on the Saturday for crowd control and Santa’s Grotto. | Chair |
| 048/25 | Best Gardens presentation 26th Oct 2025: Report received. It was thought that 9 bottles of wine would be the correct number for next year. It was noted how time consuming it was to get everything ready for the presentation. Suggested that cards be made for next year stating something along the lines of “HPC has taken a photo of your garden for entry in to Best Kept Gardens Competition”, to avoid awkward questions. The expenditure of £90 on prizes and £151.66 on refreshments, printing costs of £50, additional prize at £15 was ratified and agreed.Cllr B McKeown will try and find a replacement gardener for the memorial bed on the HC-CL link path, preferably from Hammonds Croft. |
All
Chair |
| 051/25 | Update on the adoption of the model councillor-officer protocol and HPC taking the Civility and Respect Pledge (Dignity at Work policy & Cllr/employee training programme will have to be in place): Working towards this, Dignity at Work policy now in place. It is important that that HPC signs the pledge. | All |
| 061/25 | Amending the layout/positioning of sheds on the Hixon Parish Council allotments on Egg Lane: It was agreed to permit a shed on the boundary nearest the perimeter fence for whole and half plots. Will need an addendum to the HPC/Wellington Fields agreement. Check with Landowner. | Clerk |
| 062/25 | Minor thinning proposal of woodland within Hixon Parish: it was agreed that the Council had no objection to this, Clerk to let the consultant know. | Clerk |
| 063/25 | Adoption of policies: Dignity at Work, IT Policy, Equality and Diversity. Adoption recommended by Admin Group at Oct 16th meeting: It was agreed to adopt the Dignity at Work policy at this stage. | Clerk |
| 064/25 | Ther price of £333 incl. VAT for Wicksteed annual inspection of playing field and equipment was agreed. | Clerk |
| 065/25 | The first draft budget for 2026-2027 had been circulated to all councillors for comments. Draft number 2 for the meeting in January will include a spend to date column (first 8 months). Councillors to send proposals for expenditure to the Clerk. | Clerk Councillors |
| 066/25 | The expenditure of £28.50 on the RBL poppy appeal for a wreath and the suggested £20 donation for the 40 long stemmed poppies provided for the memorial flower beds was ratified and agreed. | Clerk |
| 067/25 | It was agreed to make Cllr Garner the primary poster on the HPC Facebook page. Clerk will provide the log-in details. | Clerk |
| 068/25 | It was confirmed that the Q2 Receipts and Expenditure vs Budget 2025-2026 spreadsheet had been circulated to and accepted by HPC councillors. | Clerk |
| 069/25 | Refurbishing the Multi Use Games Area (MUGA) surface at Hixon Parish Council playing field on Church Lane: Report received. All work will be paid for using S106 money. Report/work agreed. | Chair |
| 070/25 | Request to bring forward the date of the January meeting by one week to January 13th 2026: As it was felt necessary to have a budget meeting in addition to the main PC meeting, it was decided to have a budget meeting on January 6th 2026 and the keep the main meeting on January 20th 2026. | Clerk |
| 071/25 | Asset Inspection on 12th October 2025: Report received. Many items are already on an annual contract. Basketball post to be removed by councillors. Meadow Glade hedge – proceed as per report. Vicarage Way hedge – propose removal of hedge to residents. Prices to be sought for various other items. | Clerk |
|
|
Finance / Administration / Legal
|
|
| 032/25 | Bank Reconciliation. | Cllr Hughes |
| 033/25 | 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. | Cllr Hughes/ Chair |
| Employment costs – Nov | £681.00 | |
| Reimburse C Gill Nov/Dec – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (8 miles @ £0.45 per mile) | £3.60 | |
| Reimburse C Gill for Go-File subscription | £41.94 | |
| Reimburse A Garner for Best Garden Awards purchases | £151.66 | |
| Reimburse D Hever-Smith for Xmas lights switch-on purchases | £64.16 | |
| Reimburse B McKeown for Best Gardens purchase, postage for EV Charging project, mileage for Waste Incinerator Objection cards, Gifts/Certificates for Netball Sessions. | £88.34
|
|
| SLCC – additional £7 for 25/26 subscription | £7.00 | |
| WaterPlus – car park drainage 8th Oct – 8th Nov 2025 | £42.86 | |
| SPCA for 2 courses AI and Councillor Introduction | £96.00 | |
| RBL Poppy Appeal – wreath £28.50. 40 poppies for memorial beds – donation of £20 suggested. Subject to confirmation 066/25 | £48.50 | |
| ALCC for annual subscription | £50.00 | |
| TGM for finishing off cork on NB and Greenfields Fence | £312.00 | |
| TGM for work on trees in playing field | £162.00 | |
| International Components for power supply/controller | £22.80 | |
| HMRC – November | £423.73 | |
| EE direct debit for mobile phone | £11.50 | |
| 034/25 | Receipts October 2025 | |
| Precept etc. – second payment | £22,989.50 | |
| VAT for Q2 | £ 2,539.68 | |
| Bank Interest (31st October) | £46.29 | |
| 035/25 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Phone call regarding allotment shed. | ||
| From October 2025 | ||
| 032/25 | Bank Reconciliation | Cllr Hilton |
| 033/25 | Schedule of Prospective Agreed Payments | Cllr Hilton/ Chair |
| Employment payments | £680.80 | |
| Reimburse C Gill October-November – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (41 miles @ £0.45 per mile) | £18.45 | |
| Reimburse C Gill for stamps (16 2nd class) | £13.92 | |
| Reimburse C Gill for garden gift cards prizes (£15 x3, £10 x3, £5 x3) | £90.00 | |
| Reimburse C Gill for 128GB memory sticks | £17.99 | |
| Reimburse C Gill for envelopes | £7.99 | |
| Reimburse C Gill for cable (laptop to SID) | £10.79 | |
| Reimburse C Gill for TEN for Christmas light switch-on | £21.00 | |
| WaterPlus – car park drainage (8th Sept to 8th October 2025) | £41.48 | |
| TGM for log rolls on HC OS and sand/stain bench on Ridgeway OS | £320.40 | |
| TGM for cork notice board Back Lane bus shelter | £100.44 | |
| Reimburse P Hopcroft for bollard light bulb | £18.00 | |
| Rob Keyzor for tree survey | £450.00 | |
| Stafford Borough Council for Road Closure | £139.05 | |
| Hixon Memorial Hall | £190.20 | |
| Estate Signs and Print Ltd (for10 large poppies) | £283.20 | |
| Drs for garden certificates (53) | £50.00 | |
| International Components for 3 strings of lights, extension lead, festive features | £208.14 | |
| HMRC: October PAYE | £423.93 | |
| EE for PC mobile phone – Direct Debit | £11.50 | |
| 034/25 | Receipts 6th Sept to 3rd October 2025 | |
| Interest from bank (30th Sept 2025) | £46.09 | |
| Chair to invite press and public to be excluded from the following agenda In Camera Confidential Item; | ||
| 047/25 | Proposed Hixon Parish Council office and storage accommodation: Report received and content agreed. | Chair Cllr Hopcroft |
Meeting ended at 21.52
Reports
Hixon Parish Council
18 November 2025
Proposed new cricket facility at Church Lane Playing Fields
Report No. 6
1 Purpose of Report
1.1 This report follows on from the proposal contained in Report 5 agreed
at Hixon Parish Council Meeting on 16th September 2025
2 Background Information and Key Issues
2.1 Planning permission for a 29m long x 4.2m wide all weather artificial
grass surface, enclosed within a 24m long x 3.6m high net enclosure
was granted in May 2025. Work on the installation has to be started
within three years;
2.2 At the Hixon Parish Council meeting on 16th September 2025 it was
agreed for the Chairman to pursue funding for the project via S106
developer contributions held by Stafford Borough Council;
2.3 S106 funds, totalling £34,124, –
2.4 The Chairman has sought quotations from three specialist
suppliers/contractors, all of which can provide installations that are
approved by the England Cricket Board;
2.5 The proposed Hixon Parish Council Cricket Practice Facility at Church
Lane is supported by Staffordshire Cricket Association.
3 Financial, Resource and legal Implications
Financial
3.1 The quotations received to date fall within the range of £ 22,000 to
£26,000; dependent on final specification of works and future
maintenance implications;
3.2 Stafford Borough Council officers have confirmed the proposed cricket
practice facility at Church Lane playing fields meets the definition and
requirements of the S106 agreement;
3.3 There would be no cost to Hixon Parish Council or local Council Tax
Payers;
3.4 Hixon Parish Council has previously set aside a ring-fenced £ 10,000
sum for the installation of a cricket practice facility;
3.5 This £ 10,000 sum could be re-allocated to Free Resource within Hixon
Parish Council for use to deliver other projects;
3.6 There are no adverse financial implications to Hixon Parish Council.
Resources
3.7 The project require only limited Hixon Parish Council resources;
3.8 Project Management will be overseen by the Chairman and two other
Hixon Parish Councillors (to be agreed).
Legal Implications
3.9 Planning permission has been granted;
3.10 Works need to commence before April 2028
3.3 S106 developer contributions are tightly controlled and need to meet
the wording in the S106 agreement;
3.4 S106 developer contributions are time limited;
3.5 If the S106 funds are not utilised for the above project, the moneys can
be used by Stafford Borough Council to finance other sports projects
elsewhere within the Borough boundary;
4 Recommendation
4.1 The Chairman has submitted a draft bid for S106 to Stafford Borough
Council for funds up to £ 24,000;
4.2 Stafford Borough Council officers have confirmed that the proposed
cricket practice facility at Church Lane playing fields meets the
definition and requirements of the S106 agreement;
4.3 Appoint a Hixon Parish Council Project Management Team (three
members) to take the project through to completion:
4.4 Project Management Team to convene and agree a preferred
supplier/contractor as soon as practical;
4.5 Project Management Team has no powers to place any contracts.
4.5 Hixon Parish Council to place an order for the works for installation
complete by Spring 2026;
5 Report produced by
5.1 Cllr B. McKeown (Chairman)
6 Appendices
None
Hixon Parish Council
18 November 2025
Installing Electric Vehicle Charging Pods in collaboration with
Hixon Millennium Green Trust
Report No. 7
1 Purpose of Report
1.1 To update Hixon Parish Council on the progress of the above project.
2 Background Information and Key Issues
2.1 This report updates progress from Report No. 6 presented at Hixon
Parish Council meeting on 16th September 2025;
2.2 All the legal documentation has now been completed and the project is
ready to go ahead;
2.3 The EV supplier (Believ) is currently applying for the permits to various
local authorities and utilities to enable installation to take place as early
as possible;
2.4 It is hoped installation will be completed early in the New Year (January
2026);
2.5 Installation time will be about five working days.
3 Financial
3.1 No adverse impacts. Once the Electric Vehicle Charging Installation is
in place, it will generate an annual income of £ 500 each year (to be
shared equally with Hixon Millennium Green Trust);
4 Resources
4.1 Will need to create public awareness of the installation via social
media/signs/leaflets;
4.2 Once an installation start date has been advised Hixon Parish Council
will need to secure the area for the parking bays to prevent vehicles
from parking there;
5 Legal Implications
5.1 Resolved and completed
6 Recommendation
6.1 To note this report.
7 Report produced by
7.1 Cllr Brendan McKeown
8 Appendices
None
Hixon Parish Council
18th November 2025
(15th July 2025, 16th September 2025)
Proposal to Move PC Meetings from Bi-Monthly to Monthly
Item reference 036/25
1 Purpose of Report
The purpose of this Report is to propose that the Parish Council consider a move from the current bi-monthly meetings to the way it used to be with monthly Parish Council Meetings, 11 per year (no meeting in August). This paper will posit that the reasons to support this proposal include:
- Improved efficiency of the meeting process, shorter more frequent meetings
- Improved timeliness and responsiveness of the Parish Council for greater community engagement and transparency
- Improved decision and action accountability for all Councillors
2 Background Information and Key Issues
2.1 In 2022 the Parish Council decided to move to bi-monthly meetings partly in response to changes to communication technologies, the ability to meet online instead of in person, more immediate communications via WhatsApp as well as continued use of telephone and email. Covid-19 had demonstrated that it is possible to be a team, and still discuss matters remotely if required. In reality, apart from when the Pandemic required it, the only meetings held are in-person and decisions can’t be made without being together.
2.2 The financial impact at the time of proposing the reduced frequency of in-person meetings took account of the cost in hours of the Clerk’s time in preparing Agenda, writing and distributing Minutes etc plus the cost of the hire of the Hall.
2.3 The Parish Council’s dependency on outside organisations to deliver many of its objectives meant outside organisations needed time in which to consider and deliver agreed actions and as a consequence, it was stated, there was little changes to report on a month by month basis.
2.4 It was stated that bi-monthly meetings enable more time for progress to be made on Hixon Parish Council decisions and reporting by the various working groups.
2.5 In reality the very genuine attempt to streamline Council business may not have been as effective as perhaps thought:
- Longer gaps between meetings result in delays to decisions or the need for ExtraOrdinary meetings to make a decision (netball coaching sessions a recent example)
- Difficulties in maintaining momentum on ongoing projects (Church Lane Bus stop artwork, cricket nets) and risking the good will and enthusiasm of those involved to go cold
- Slower response to matters raised by parishioners
- The absence of regular monthly updates has sometimes made communication with the community less frequent, and at times, less effective.
- When Councillors miss a meeting for any reason they risk losing touch with issues more significantly than previously because of the long delay til the next meeting
2.6 So a summary of these sorts of Key issues prompting reconsideration of the current arrangement would include:
- Delays in progressing local initiatives or responding to issues in a timely manner, particularly when urgent matters arise shortly after a meeting.
- Reduced opportunities for Councillors and residents to raise and discuss parish matters in a public forum.
- Potential for longer, less focused meetings due to the accumulation of agenda items over a two-month period.
- The need for improved visibility and transparency of Council activities, which regular meetings can more readily support.
Given these factors, the proposal to return to monthly meetings is intended to address these challenges and support the Parish Council in fulfilling its responsibilities more effectively, leading to enhanced transparency, greater ownership and collaboration.
3 Financial, Resource and legal Implications
3.1 The Clerk is paid a fixed salary and there is no evidence after more than 2.5 years of running with bi-monthly meetings that there is a cost saving in Clerk’s hours and time with the change from monthly.
3.2 With the change in frequency of meetings the Parish Council introduced Task Groups (Working Groups) which then required the Clerk’s attendance and time in being involved as a member of these Groups in any case, so if anything extra hours have increased not decreased (but as no overtime is claimed or paid, again there is no financial cost other than a cost to the Clerk’s personal time)
3.2 The only cost saving is the Hall hire. To go back to meeting 11 times a year (no meetings in August) instead of the bi-monthly 6 meetings would be an additional cost of 5 meetings @ £23.40 (maximum cost for Hall hire) unless meetings can become less than 90 minutes in which case it might be possible to cost it out at £13 per hour (total £19.50 for 90 minutes), offset to some extent by the reduced requirement for Extra Ordinary meetings.
3.3 Any legal implications for this proposed change would need to be raised and discussed.
3.4 As part of the legal implications regarding governance and having the Clerk present, as an aside but important consideration, there is also the additional discussion to be had around whether or not the Clerk as Proper Officer is even required at all these working group meetings outside of full Parish Council meetings?
4 Recommendation
The Recommendation therefore is to receive this Paper, consider and discuss the
Proposal to increase to monthly meetings with 11 per year (and Extra Ordinary
meetings if and as required) with a summary of the argued benefits in conclusion:
4.1 Improved Efficiency:
- Frequent meetings prevent agendas from becoming overly lengthy and allow for more focused discussions on specific topics
- More frequent meetings allow for proactive identification and addressing of issues before they escalate.
4.2 Enhanced Community Engagement and Management of Parish Affairs:
- Regular meetings provide more opportunities for residents to voice their concerns and participate in local decision-making
- Timely discussions and decisions on parish matters ensure smooth operation and effective management of local services and projects.
- Regular meetings foster a sense of community and enhance community bonds by providing a platform for residents and councillors to interact and collaborate
- Flexibility in addressing issues with regular meetings ensuring that the council can address unexpected issues or opportunities as they arise
- By addressing issues regularly, councils can reduce a backlog of unresolved matters, ensuring smoother operations
4.3 Increased Accountability:
- Regular meetings make it easier for councillors to be held accountable for their actions and decisions within the community.
4.4 Mitigation of Potential issues/ challenges to proposal:
- The issue of Monthly Meetings coinciding with time off for Councillors and Clerk can be mitigated with planning
- The Clerk could produce the agenda early and any Councillor present can take Minutes or
- Hixon Parish Council looks at other local Parish Councils to see if reciprocal arrangements can be made for the role of Proper Officer to be covered
- If the Chair is not available, there is a Vice-Chair
- For individual Councillors, missing a meeting due to holiday or other reason, the issue is better addressed by more frequent meetings; missing a meeting would be less, not more, impactful. With the current arrangement missing a bi-monthly meeting means waiting approximately 16 weeks until the next meeting
5 Report produced by
5.1 Cllr Jane Raby
6 Appendices
None
Hixon Parish Council
18th November 2025
Tree Survey and Work Quotation
Item 042/25
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish Council (HPC) meeting 18th November 2025.
2 Background Information and Key Issues
2.1 In the summer of 2022, HPC sought to inspect trees which were over 15m high on Parish Council owned land.
Two Contractors expressed an interest in undertaking the work.
2.2 Each Contractor was guided around the sites by Cllr’s Susan McKeown and Paul Hopcroft prior to providing the Council with a quotation.
2.3 The Contract was awarded to Rob Keyzor Tree Surgeon & Arboricultural Consultants Ltd.
In late summer 2022 the first inspection was undertaken. A report of work required was provided to the Council and actioned during 2023.
2.4 Trees are required to be inspected every three years. With this in mind, the Contractor was contacted to conduct a second inspection of the trees in September 2025 at a cost of £375.00.
An inspection report and work to be undertaken was sent out to Councillors in October 2025. The Contractor holds all HPC’s tree information on their database, which is also held in HPC’s Parish Online (GIS) database.
2.5 The Council is requested to agree to work identified in the inspection report to be carried out during 2025/26.
3 Financial
3.1 As per quotation sent out in October 2025.
4 Resources
4.1 Tree inspection was undertaken by the Contractor accompanied by Cllr’s Susan McKeown and Paul Hopcroft on 23rd September 2025
4.2 Councillor Susan McKeown to update Parish Online (GIS) and sign-off work undertaken.
5 Legal Implications
5.1 Tree Survey required for Insurance purposes.
6 Recommendation
6.1 To agree to Rob Keyzor undertaking the work on the trees as identified in the inspection report together with the quotation.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
8.1 Inspection report and quotation sent out October 2025
Hixon Parish Council
18th November 2025
Workspace & Email Service
Item 094/24
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish Council (HPC) meeting 18th November 2025.
2 Background Information and Key Issues
2.1 Parish Online is now offering the services of providing email and workspace functionality.
2.2 During 2025 the Parish Online task group has been meeting to discuss transfer of its emails from Staffordshire County Council to Parish Online.
2.3 HPC is also considering using Parish Online functionality to hold its central filing system that can be used by the Clerk and Councillors.
2.4 With this in mind, HPC has sought quotations from Parish Online, please see 3.1 and Appendix 1 below.
2.5 For information, HPC is currently using Parish Online for its storage of its assets via Geographical Information System (GIS) mapping.
2.6 Following the meeting 16th September 2025 the Council asked for a further quotation to be sought from ‘reCorded Solutions’ for the service of providing emails and central filing system. See 3.2 and Appendix 1 below.
2.7 The second quotation is based around the use of Microsoft. Unsure if this is a Vanilla or a bespoke solution.
3 Financial
3.1 £538 ex VAT for year 1.
£638 ex VAT for subsequent years
30% discount on current mapping service.
3.2 M365 Business Standard – £123.60 ex VAT per user, per year
M365 Business Basic – £58.80 ex VAT per user, per year
This would be a cost of £594 ex VAT per year for your Council.
.
4 Resources
4.1 Minimal resource for HPC to uploading current emails and workspace if Parish Online is selected.
4.2 Need further clarification for resources implementation if ‘reCoded solutions’ is selected.
4.3 HPC needs to provide new filing structure and files.
5 Legal Implications
5.1 None
6 Recommendation
6.1 Consider the quotation from Parish Online, details provided in 3.1 above, and Appendix 1 attached.
6.2 Consider the quotation from ‘reCoded Solutions, details provided in 3.2 above, and Appendix 1 attached.
6.3 Consider continuing with the use of Microsoft 365 for one year whilst workspace is accessed for HPC’s use. If all goes well with implementation of workspace, Microsoft 365 can be cancelled for HPC making a savings of some £150 per year.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
20250916 Appendix 1 Email extracts between Chris Mews and Susan McKeown.
20251118 Appendix 1 ‘reCoded Solutions between Steve Minshall and Susan McKeown.
Hixon Parish Council
18 November 2025
Christmas Lights Switch-On Saturday 29th November 2025
Report No. 2
P a g e 1 | 2
1 Purpose of Report
1.1 To consider the proposals set out in this report;
2 Background Information and Key Issues
2.1 At the 16th September 2025 meeting of Hixon Parish Council it was resolved that 29th November 2025 would be the date for the 2025 Christmas Lights Switch On;
2.2 On 18th October, Cllr D. Hever-Smith, Cllr B. McKeown and Cllr S. McKeown, together with local resident, Jim Carmichael met on site to test the lights on the tree;
2.3 A risk assessment was prepared in advance and all personnel were suitably equipped and trained;
2.4 A 13m high cherry picker was provided by local businessman, Jonathan Lloyd, at no cost. Saving several hundred Pounds in hire charges. Cllr D. Hever-Smith is qualified to drive such equipment;
2.5 A traffic management system was put in place;
2.6 Most of the lights were found to be working, although some were dim because extra power supply equipment was needed. The tree was also re-dressed to accommodate new growth;
2.7 Three new light strings were required, together with two additional power supplies;
2.7 After six hours, it was agreed that all high level works had been completed and to return at a later date to fit lower level lights;
2.8 The team of four reconvened on 8th November to carry out more light dressing;
2.10 Spare lights have been put into storage;
2.11 Temporary Event Notice (TEN) has been applied for by the Clerk and approved by Stafford Borough Council;
2.12 A Road Closure Order has been applied for by the Clerk and granted by Stafford Borough Council;
2.13 Plans for the actual day of the switch on (November 29th) are being managed by JBS (Jim Carmichael, Brendan McKeown and Susan McKeown;
Hixon Parish Council
18 November 2025
Christmas Lights Switch-On Saturday 29th November 2025
Report No. 2
P a g e 2 | 2
2.14 A promotional flyer (double sided A5) has been designed and printed for door-to-door distribution weekend of 15th/16th November;
3 Financial, Resource and legal Implications
3.1 Hixon Parish Council set aside a £ 750 budget for the Hixon Christmas Tree Lights Switch On Event: Costs to date:
3.2 Stafford Borough Road closure order £ 139.50
3.3 Temporary Event Notice Budget £21.00
3.4 Promotional leaflet printing £ 95
3.5 Lights & Decorations costs £ 211.45;
•
Three new light strings, Two new lamp post festive decorations, One extension cable with end fittings, Two 31v power supply units/controllers.
3.6 Low noise fireworks £ 90.00
3.6 Total to date = £ 556.95
Resources –
3.7 All Hixon Parish Councillors and Clerk are invited to volunteer time on Friday 29th November and/or Saturday 30th November to assist with build-up, event management and break-down.
Legal Implications
3.8 See points 3.2 and 3.3;
3.9 Clerk to advise Council’s insurer.
4 Recommendation
4.1 To receive this this report for information purposes.
5 Report produced by
5.1 Cllr B. McKeown
6 Appendices
None
Hixon Parish Council
18 November 2025
Proposed refurbishment of Multi-Use-Games Area Surface
at Church Lane Playing Fields
Report No. 1
P a g e 1 | 2
1 Purpose of Report
1.1 To consider refurbishment of the surface of the Multi-Use-Games-Area
(MUGA) at Hixon Parish Council Playing fields at Church Lane.
2 Background Information and Key Issues
2.1 The free-to-use facilities at Hixon Parish Council playing fields at
Church Lane have been much improved over the last 18 years;
2.2 In May 2007, a new Multi-Use-Games Area (MUGA) was created at a
cost of £ 63,000;
2.3 The MUGA has line markings for various sports (ie) 5-a-side football,
Basketball, Urban Hockey and Tennis;
2.4 The line markings were refreshed about ten years ago, but are now
faded and indistinguishable;
2.5 During the summer of 2025, the MUGA was used for eight Junior
Netball Coaching Sessions. Over forty local young people under twelve
years of age attended;
2.6 It was noted that the MUGA is not currently marked for Netball;
2.7 This report proposes a major refurbishment of the MUGA surface and
line markings to make it more attractive to use and to include line
markings to facilitate Netball.
3 Financial implications
3.1 The Chairman has sourced a quotation from a specialist contractor to
refurbish the MUGA surface with line marking to include Netball,
Basketball, 5-a-side football, mini hockey and tennis;
3.2 The quotation totals £ 6,490 + VAT;
3.3 This includes jet washing and applying an acrylic binder coat;
3.4 Stafford Borough Council is currently holding S106 developer
contribution funds that could be applied for to cover the total £ 6,490
costs (Hixon Parish Council can reclaim VAT);
Hixon Parish Council
18 November 2025
Proposed refurbishment of Multi-Use-Games Area Surface
at Church Lane Playing Fields
Report No. 1
P a g e 2 | 2
3.5 Stafford Borough Council officers have confirmed the proposed MUGA
refurbishment and new line markings for Netball meets the definition
and requirements of the S106 agreement (Sports facilities/Ball Courts);
3.6 There would be no cost to Hixon Parish Council;
Resources
3.7 Only limited Hixon Parish Council resources/time would be required,
possibly sourcing alternative quotations for the works;
Legal Implications
3.8 No legal implications.
4 Recommendation
4.1 To authorise the Chair to submit a bid to Stafford Borough Council for
S106 funds up to £ 6,500;
4.2 If required, Hixon Parish Council seeks two further quotations for the
works.
5 Report produced by
5.1 Cllr B. McKeown
6 Appendices
Photographs
Hixon Parish Council
18th November 2025
Report on Assets Inspection
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish Council (HPC) meeting 18th November 2025.
2 Background Information and Key Issues
2.1 HPC assets inspection takes place each year in October, this year the inspection took place on Sunday 12th October 2025. In attendance was Cllr’s Susan McKeown, Brendan McKeown and Chris Hilton.
2.2 Outcome from Assets Inspection.
Bath Lane
Move concrete bin a couple of metres from bookcase, problem with the smell coming from the bin into the bookcase.
Back Lane
Bus shelter
Woodwork requires an annual maintenance plan.
To consider a ‘Community Noticeboard’ sign.
To remove debris behind the back of the shelter.
Church Lane
Bus shelter
Woodwork requires an annual maintenance plan.
To consider a ‘Community Noticeboard’ and signage.
Playing Field
All play equipment requires cleaning annually.
Jet wash MUGA surface (included in MUGA refurbishment project).
Touch-in white fencing on the MUGA.
Operates sign, telephone number requires amending.
Fitness trail requires annual inspection by supplier (Fresh Air).
Remove the old basketball ring / board / steel post.
Remove the old, wooded picnic bench and replace with new recycled plastic picnic bench, currently stored in the portacabin.
Church Road
Move hedgehog board to Featherbed.
Egg Lane
The Allotment perimeter fencing requires reinforcing with wooded posts.
(Contact John Martin for quotation).
High Street Car Park
Edges of car park require cutting back.
Fencing requires two additional upright posts.
Need to progress the parish plan sign.
Yellow box for pedestrians is required next to the entrance to the Memorial Hall.
Bollard light not working requires attention.
Lauder Grove
Cut back debris to 1m of residents fencing.
Meadow Glade
Fenced area at the back of the open space requires attention (overgrown bushes and weeds).
Hedge along No 10 needs cutting back to 1m from the path and cutting down to 1.8m in height. (Contact resident to discuss if action is acceptable).
Ridgeway Open Space
Barrier at the entrance to the open space requires attention. One post has rotted and needs to be replaced and fixed to existing fence.
Also, reposition the bin which is causing the above problem.
Sycamore Drive
Noticeboard requires annual maintenance.
Vicarage Way
Cut hedge to 1.2m in height. (Contact resident to discuss if action is acceptable).
Over View
All wooden benches and noticeboards require an annual maintenance programme.
All plastic benches, noticeboards and picnic tables to be cleaned annually.
All play equipment on the playing field requires cleaning annually as a minimum.
The assets list provided was missing some items and included items not on the asset register.
Need to have one source document of assets.
3 Financial
3.1 Quotations for work to be sought.
4 Resources
4.1 Specifications to be drawn up ready for quotations to be sought.
5 Legal Implications
5.1 Required by Financial Regulations
6 Recommendation
6.1 To accept the work identified in section 2 above.
6.2 To implement annual maintenance programme for treating benches, picnic tables and cleaning play equipment.
6.3 To use one source document for assets.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
8.1 None