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Parish Council Meeting

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for the Annual Meeting of the full council on
16 May 2023 at 7:00pm in Hixon Memorial Hall

Agenda

Item Ref Agenda Item Report By
Open Meeting Chair
001/23 To elect a Chair for 2023/2024 Chair
002/23 To receive the Chair’s declaration of office Clerk
003/23 To elect a Vice Chair for 2023/2024 Chair
004/23 To receive the Vice Chairs declaration of office Clerk
005/23 To receive apologies. Chair
006/23 To receive declaration of interest in any matter on the Agenda. Chair
007/23 To receive written applications for dispensations under the Localism Act 2011 Chair
008/23 Consider minutes of meeting 21st March 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
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 (18th July  2023).. Chair
015/23 Chair’s announcements and Parish Councillor questions.
016/23 Planning Applications (Applications received post publication of agenda may be considered in addition) Chair
23/37211/HOU | Garage | 45 Ridgeway Hixon Chair
23/37389/HOU 8 Grange Court Garage extension Chair
23/37338/FUL Construction of open-fronted storage bays JBMI Group Ltd Kingsilver Refinery Church Lane Hixon Chair
Agenda Items
017/23 Arrange members of working groups/external groups and Best Garden etc. judges. Chair
018/23 Re-adopt Financial Regulations and Standing Orders. Chair
019/23 Approve Asset Register March 2023 and review land owned/leased and confirm leases re allotments and open spaces on Vicarage Way/Hall Farm Close. Chair
020/23 Confirm insurance arrangements for all insured risks. Chair
021/23 Confirm membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE). Chair
022/23 Approve Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure and Freedom of Information Policy Chair
023/23 Set the dates, times and place of scheduled ordinary meetings of the full Council for the year ahead (additional ordinary meetings may be added to the schedule if considered necessary). Chair
024/23 Approve Financial Risk Assessment Clerk
025/23 Review of Section 137 spend Clerk
026/23 To consider any matters arising from updated Resolution Tracker. Chair
027/23 Consider Clerk’s Report Clerk
028/23 Consider moving (virement) of £750 from Election line to Contingency line on 2023-2024 budget. Clerk
020/22 Drainage surge overspill issue at High Street Car Park – Update on resurfacing of path. Cllrs. S McKeown/
P Hopcroft
099/22 Drop in level on path from Memorial Hall to car park – update on re-surfacing of path. Cllrs. S McKeown/
P Hopcroft
050/22 To consider overnight parking, maintenance costs and surface water charges for Parish Council car park. Chair
064/22 Consider grass mowing contract. To follow up report received at

December 2022 meeting i.e. reducing areas for mowing, planting

new coppices and wildflower areas.

 Councillors
083/22 Consider agreement to continue with the scheme of delegation as agreed at meeting on January 2023. Clerk
093/22 Update on Footpaths in Hixon parish Cllr J Craen
096/22 Consider purchase of replacement baby swing seats (see annual inspection report). Wicksteed quote of £450 + carriage + VAT Cllr P Hopcroft
029/23 Annual Return 2022-2023: To consider and approve the report from the internal auditor. Chair
030/23 Annual Return 2022-2023: To consider and approve the Governance Statement Chair
024/23 Annual Return 2022-2023: To approve the Accounting Statements for the Year ending 31 March 2023 Chair
025/23 Stowe Consolidated Charities – Accounts ending 31st March 2023. NB Cllr J Craen is now the Hixon PC representative. Clerk
026/23 SID data review. Clerk
027/23 Consider request from Hixon Millennium Green Trust (HMGT) for the £300 received by HPC from Stafford Borough Council towards the Coronation Event, to be given to HMGT in addition to the £400 donation already provided by Hixon Parish Council (in April), Cllr. P Hopcroft
028/23 Consider what to do regarding the damage to the Back Lane bus shelter roof Chair
029/23 Allotments – Consider composting toilet and shed Chair
030/23 Picnic table/bench – consider approving purchase of proposed bench(es). Chair
031/23 St Peter’s school children poster competition – arrange judging Clerk
032/23 Hixon Parish Council Forward Planning Chair
036/23 Consider responding to 23/36938/FUL Solar panels, Lower Farm. Drointon Chair
037/23 Bank account – arrangements for moving to online banking Clerk
Projects, Task Groups and External Meeting Reports
062/21 To receive update on refurbishment of bus shelter in Church Lane: Quote received of £4015.00 for using Marley smooth grey roof tiles (saving of £80). Cllr S McKeown
045/22 Proposal for new all-weather cricket practice surface & enclosure at Church Lane Playing Field Chair
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 – May £930.72
Reimburse C Gill May – monthly purchase of Microsoft 365 Business £11.28
Reimburse C Gill mileage  (32 miles @ £0.45 per mile) £14.40
WaterPlus – car park drainage 4th April – 4th May 2023 £44.47
TGM for Minor Highways work (£426 ) and street nameplate cleaning (£100.8 ) £526.80
Acer Garden Landscapes for mowing (£1025.22) and SID moving (£30) £1055.22
BHIB for annual insurance renewal (1/6/23-31/5/24) £849.33
Fenns Stationery paper, filing box. £135.14
Reimburse Cllr D Hever-Smith for purchase of Epson printer £645.98
Reimburse Cllr P Hopcroft for 2 portacabin keys £13.50
HMRC – May £24.76
034/23 Receipts April 2023– bank statement not received in time
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Call regarding damage to bus shelter
013/23 From April 2023 – Payments agreed and made  
Employment costs – April (net) £930.92
Reimburse C Gill : April – monthly purchase of Microsoft 365 Business £11.28
Reimburse C Gill mileage  (8 miles @ £0.45p/mile) £3.60
Reimburse C Gill for stamps 16 x 2nd class £12.00
Wicksteed Leisure Ltd. Play/Fitness equipment annual inspection – replacement cheque (cheque 3235 from February 2023 was not received or cashed) £288
Hixon Memorial Hall – hire incl. portacabin  Jan – March 2023 £159.60
Water Plus car park drainage 4th March to 4th April £39.85
Acer – mowing for March and SID move in March £1283.81
TGM – Hammonds Croft Link shrubs £306.00
TGM – Strim and clean gateways (March) £144
HMRC – April (Employer and Employee) £25.60
Cheque written and delivered by hand April 7th 2023 (Vice Chair/Chair)
Hixon Millennium Green Trust for Kings Coronation Event £400
Receipts 4th March to 5th April 2023
Nat West Interest (31st March) £43.59
From SBC – Coronation Grant (3rd April) £300

Minutes

Hixon Parish Council
Minutes of Annual Council meeting held at 7.00pm on 16th May 2023
in Hixon Memorial Hall

In attendance for all or part of the meeting:
Cllr. J Craen, Cllr. D Hever-Smith, Cllr. P Hopcroft,
Cllr. C Jones, Cllr. B McKeown, Cllr. S McKeown
Apologies: NoneOfficer present – Mrs C Gill (Clerk)
Members of the public: 4

Item Ref Item Action By
001/23 Election of Chair for 2023/2024: Cllr B McKeown proposed by Cllr Hever-Smith/seconded by Cllr, Jones, all in favour. Chair
002/23 To receive the Chair’s declaration of office Clerk
003/23 Election of  Vice Chair for 2023/2024: Cllr Hopcroft was proposed but he declined, Cllr S McKeown proposed by Cllr B McKeown/seconded by Cllr Hever-Smith, all in favour. Chair
004/23 To receive the Vice Chairs declaration of office Clerk
005/23 To receive apologies: None.  It was noted that Cllr. D Wheatley has resigned from the Parish Council. None
006/23 To receive declaration of interest in any matter on the Agenda – Cllr P Hopcroft on 23/37211/HOU
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 March 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). One item. Chair
010/23 Borough Councillors’ reports: Cllr Cooper reported that there is a new political bias at the Borough Council with new committees and a new structure. He will try and attend Hixon PC meetings but is now the Mayor and will be very busy,
Cllr B McKeown is Chair of the Borough Planning Committee and there is a new Head of Development.
011/23 To receive County Councillor’s report. None
012/23 Close meeting for Public Participation. Chair
How well off is Stafford Borough Council?: It has no debts and savings are being made by combining services. –
Who sent the Parish Council the email re putting up a fence?: The email was sent for the council’s information, sender cannot be named under GDPR. –
The Gospel Hall building is going up. The front of the site will be tidied once the entrance has been done. –
Will there be improvements to the way planning applications are considered at the Borough Council?: There was a temporary person who speeded up the processing of applications but he has left now. The objective is to make improvements. –

 
014/23 Reopen meeting & agree date of next meeting (18th July  2023). Chair
015/23 Chair’s announcements and Parish Councillor questions.
Cllr Hopcroft: The mowing around the village by the PC contractor is very poor, should the contractor be contacted about this? It was decided to wait and see how the mowing was once the ground is drier. The banks/verges are only mown once per month.

What action is being taken about the footpath at the front of the car park? Chair has reminded the County Council about this.

 –
Cllr S McKeown: Is the Council going to make a donation to Compass this year? Add to next agenda.

What is happening regarding the post-box outside the shops?: Royal Mail have been written to, no reply. Chair knows someone who may know what is going on, he will make contact.

 Clerk

 

 

 

Chair
Cllr Craen: If you Google “Hixon”, the photos that come up are of Amerton and Canalside? How can we get photos of Hixon to come up?: Need more hits on the Hixon PC website. –
016/23 Planning Applications (Applications received post publication of agenda may be considered in addition) Chair
23/37211/HOU  Garage  45 Ridgeway Hixon Object
23/37389/HOU 8 Grange Court Garage extension Object
23/37338/FUL Construction of open-fronted storage bays JBMI Group Ltd Kingsilver Refinery Church Lane Hixon No objection
Agenda Items
017/23 Members of working groups/external etc. were agreed, see appendix Clerk
018/23 Re-adopt Financial Regulations and Standing Orders-confirmed Clerk
019/23 Approve Asset Register March 2023 and review land owned/leased and confirm leases re allotments and open spaces on Vicarage Way/Hall Farm Close – all agreed. Clerk
020/23 Confirm insurance arrangements for all insured risks – agreed. Clerk
021/23 Confirm membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE) – confirmed, Clerk to circulate a summary of each organisation to councillors. Clerk
022/23 Approve Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure and Freedom of Information Policy – Standing Orders suspended to allow deferment to July meeting. Clerk
023/23 Set the dates, times and place of scheduled ordinary meetings of the full Council for the year ahead (additional ordinary meetings may be added to the schedule if considered necessary) – 7pm on the third Tuesday of July (September), November, January 2024, March 2024, May 2024. Date of September meeting to be re-arranged due to holidays. Clerk
024/23 Approve Financial Risk Assessment – approved. Clerk
025/23 Review of Section 137 spend – no spend made. Clerk to send out details on Section 137 spending. Clerk
026/23 To consider any matters arising from updated Resolution Tracker: Leave until next meeting, Chair to update. Chair
027/23 Clerk’s Report had been circulated prior to the meeting. –
028/23 Consider moving (virement) of £750 from Election line to Contingency line on 2023-2024 budget: Agreed Clerk
020/22 Drainage surge overspill issue at High Street Car Park – Get quote for resurfacing the path on the Millennium Green (and also edge of car park see, 099/22) and also pout in more Acco drain. Cllrs. S McKeown/
P Hopcroft
099/22 Drop in level on path from Memorial Hall to car park – see 020/22 Cllrs. S McKeown/
P Hopcroft
050/22 Overnight parking, maintenance costs and surface water charges for Parish Council car park: Clerk to write to Bank House again, requesting a discussion on the car park Clerk
064/22 Grass mowing and new contract: Task Group of Cllrs. Hopcroft, Craen and S McKeown to meet and discuss what should be done, what to change, how to consult residents etc. Write a remit. Feedback to council. Cllrs Hopcroft/Craen/
S McKeown
083/22 Consider agreement to continue with the scheme of delegation as agreed at meeting on January 2023: Agreed to continue. Clerk
093/22 Update on Footpaths in Hixon parish: Cllrs. Craen and S McKeown to walk more paths. Cllrs Craen/
S McKeown
096/22 Consider purchase of replacement baby swing seats (see annual inspection report). Wicksteed quote of £450 + carriage + VAT: Decided to look at again next year, remove from agenda. Clerk
029/23 Annual Return 2022-2023: The internal auditor’s report was  considered and approved. Clerk
030/23 Annual Return 2022-2023: Governance Statement  considered and approved. Clerk
(024/23)
031/23		 Annual Return 2022-2023: Accounting Statements for the Year ending 31 March 2023 considered and approved. Clerk
(025/23)
039/023		 Stowe Consolidated Charities – Accounts ending 31st March 2023. Cllr J Craen (the Hixon PC representative) read out the approved accounts. –
(026/23)
040/023		 SID data was not reviewed, Chair took away the data on a memory stick. –
(027/23)
041/23		 It was agreed to give the Hixon Millennium Green Trust (HMGT) a further £300 grant towards the Coronation Event already held. Clerk
(028/23)
042/23		 Damage to the Back Lane bus shelter roof: Chair to contact the person who reported the collision and damage to the bus company, for update/feedback. Chair
(029/23)
043/23		 Allotments – Consider composting toilet and shed: Clerk to request a copy of the layout and plan for consideration by the Parish Council. Clerk
(030/23)
044/23		 Picnic table/bench – Chair to provide link to the proposed picnic table for Clerk to get price for one or two units. Chair
(031/23)
038/23		 St Peter’s school children poster competition – Posters are ready for judging, prizes agreed at £10, £5, £2.50 WH Smith gift cards, per year group. Cllr. Craen to purchase prizes. Cllr Craen
032/23 Hixon Parish Council Forward Planning: Cllrs. put forward their ideas for improvements to the village/Parish Council over the next 4 years. Councillors
036/23 Consider responding to 23/36938/FUL Solar panels, Lower Farm. Drointon: It was agreed to support Stowe by Chartley PC’s objection. Clerk
037/23 Bank account – arrangements for moving to online banking: this was not discussed, however it was decided to write a procedure covering the steps required for making payments online. Clerk
Projects, Task Groups and External Meeting Reports
062/21 To receive update on refurbishment of bus shelter in Church Lane: Quote received of £4015.00 for Marley smooth grey tiles (saving of £80): It was agreed to accept this quote and to proceed with the work, Clerk to raise the Purchase Order. Clerk
045/22 Proposal for new all-weather cricket practice surface & enclosure at Church Lane Playing Field – ongoing. Chair
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 costs – May £930.72
Reimburse C Gill May – monthly purchase of Microsoft 365 Business £11.28
Reimburse C Gill mileage  (32 miles @ £0.45 per mile) £14.40
WaterPlus – car park drainage 2023 £44.47
TGM for Minor Highways work (£426 ) and street nameplate cleaning (£100.80 ) £526.80
Acer Garden Landscapes for mowing (£1025.22) and SID moving (£30) £1055.22
BHIB for annual insurance renewal (1/6/23-31/5/24) £849.33
Fenns Stationery paper, filing box. £135.14
Reimburse Cllr D Hever-Smith for purchase of Epson printer £645.98
Reimburse Cllr P Hopcroft for 2 portacabin keys £13.50
HMRC – May £24.76
034/23 Receipts 6th April to 4th May 2023:
  Precept £17,863.24
Government Grant £1,368.02
Concurrent Fund £646.00
VAT refund £362.33
Nat West interest £47.26
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Regarding damage to bus shelter
013/23 From April 2023 – Payments agreed and made  
Employment costs – April (net) £930.92
Reimburse C Gill : April – monthly purchase of Microsoft 365 Business £11.28
Reimburse C Gill mileage  (8 miles @ £0.45p/mile) £3.60
Reimburse C Gill for stamps 16 x 2nd class £12.00
Wicksteed Leisure Ltd. Play/Fitness equipment annual inspection – replacement cheque (cheque 3235 from February 2023 was not received or cashed) £288
Hixon Memorial Hall – hire incl. portacabin  Jan – March 2023 £159.60
Water Plus car park drainage 4th March to 4th April £39.85
Acer – mowing for March and SID move in March £1283.81
TGM – Hammonds Croft Link shrubs £306.00
TGM – Strim and clean gateways (March) £144
HMRC – April (Employer and Employee) £25.60
Cheque written and delivered by hand April 7th 2023 (Vice Chair/Chair)
Hixon Millennium Green Trust for Kings Coronation Event £400
Receipts 4th March to 5th April 2023
Nat West Interest (31st March) £43.59
From SBC – Coronation Grant (3rd April) £300

 

Meeting ended 10:45pm

 

NB: Item numbers that are struck-through and in brackets are the numbers from the agenda which had inadvertently been duplicated, the minute numbers are the corrected item numbers. Items were considered in the agenda order.

 

 

 

Appendix

Item 017/23  Members of working groups/external groups etc.

 

Internal

Human Resources –          Cllrs. B McKeown, P Hopcroft, C Jones. Clerk

IT                                     Cllrs. B McKeown, S McKeown, D Hever-Smith. Clerk

Admin                               Cllrs. B McKeown, S McKeown. Clerk

Christmas Lights               Cllrs. B McKeown, S McKeown, D Hever-Smith

Planning                           Cllrs. P Hopcroft, S McKeown. Clerk

Sports & Leisure                Cllrs. D Hever-Smith, C Jones, B McKeown

Grass Mowing                   Cllrs. P Hopcroft, S McKeown, J Craen

Environment                     All Councillors

 

 

External Groups

JBMI Liaison Group           Cllr. P Hopcroft

TVCG                               Cllrs. P Hopcroft, B McKeown. Clerk

Allotments                         Cllr. J Craen

Hixon Volunteers               Cllr. B McKeown

PPG                                 Cllr. P Hopcroft

NP                                    Cllrs. B McKeown, S McKeown. Clerk

Stowe Consolidated           Cllr. J Craen
Charities

 

Key:
JBMI = Jesse Brough Metals International

TVCG = Trent Valley Collaboration Group
PPG = Patients Participation Group (Hazeldene House Surgery)
NP = Hixon Neighbourhood Plan

Reports