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Parish Council Annual Meeting

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for the Annual Meeting of the full council on
21 May 2024 at 7:00pm in Hixon Memorial Hall

 

Agenda

AGENDA

Item Ref Agenda Item Report By
Open Meeting Chair
001/24 To elect a Chair for 2024/2025 Chair
002/24 To receive the Chair’s declaration of office Clerk
003/24 To elect a Vice Chair for 2024/2025 Chair
004/24 To receive the Vice Chairs declaration of office Clerk
005/24 To receive apologies. Chair
006/24 To receive declaration of interest in any matter on the Agenda.
Chair has recused himself from discussions/votes on all planning applications.		 Chair
007/24 To receive written applications for dispensations under the Localism Act 2011 Chair
008/24 Consider minutes of meeting 19th March 2024 Chair
009/24 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).  (Proposed 110/23). Chair
083/22 Consider agreement to continue with the scheme of delegation as agreed at meeting in January 2023. Chair
010/24 To receive Borough Councillors’ reports. Written or verbal Chair
011/24 To receive County Councillor’s report. Written or verbal Chair
012/24 Close meeting for Public Participation. Chair
014/24 Reopen meeting & agree date of next meeting (16th July 2024). Chair
015/24 Chair’s announcements and Parish Councillor questions comments. All
016/24 Planning Applications (previously considered by delegation to Clerk/Planning Committee) None
Agenda Items
017/24 Arrange members of working groups/external groups and Best Garden etc. judges. Chair
018/24 Re-adopt Financial Regulations and Standing Orders. Chair
019/24 Approve Asset Register March 2024 and review land owned/leased and confirm leases re allotments and open spaces on Vicarage Way/Hall Farm Close. Note Asset Register will be revised during 2024. Chair
020/24 Confirm insurance arrangements for all insured risks – see report to decide which company to go with. Chair
021/24 Confirm membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE). Chair
022/24 The Admin Group have reviewed the Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure and Freedom of Information Policy and recommend these should remain the same-  consider this recommendation. Chair
023/24 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
024/24 Approve Financial Risk Assessment Clerk
025/24 Review of Section 137 spend Clerk
026/24 To consider updated Resolution Tracker and agree actions Chair
027/24 Clerk’s Report – To note, and for information only. Clerk
028/24 Annual Return 2023-2024: To consider and approve the report from the internal auditor. Chair
029/24 Annual Return 2023-2024: To consider and approve the Governance Statement Chair
030/24 Annual Return 2023-2024: To approve the Accounting Statements for the Year ending 31 March 2024 Chair
031/24 Stowe Consolidated Charities – Accounts ending 31st March 2024. Cllr Craen
032/24 Consider quote for marking boxes on car park by footpaths Chair
033/24 Consider situation with the dog signs Chair
034/24 Consider payment of £50ph to an IT consultant for attending meetings Chair
035/24 Update Report from HPC Allotments Representative Cllr Craen
036/24 New Road congestion – consider requesting that all lorries/HGVs use the bottom (nearest the A51) entrance to Hixon Airfield Estate. Cllr S McKeown
037/24 Consider acquiring a contractor quote to clear undergrowth from Lea Heath phone box. Clerk
038/24 Consider promoting the fruit orchard on the playing field as a benefit for residents

and possibly holding a Wassail event, a visit from Uttoxeter, Heart of the Oak Morris Dancers would cost in the region of £150.

 Cllr Craen
Projects, Task Groups and External Meeting Reports
045/22 To receive and consider report for bike track facility at Church Lane Playing Fields. Cllr Hever- Smith
110/23 Consider report from Highway and Road Safety group Chair
111/23 Consider report (3) regarding Electric Vehicle Charging Cllr S McKeown
Finance / Administration / Legal  
033/23 Bank Reconciliation Cllr Jones
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 – May £727.52

 
Reimburse C Gill May – monthly purchase of Microsoft 365 Business £12.36
Reimburse C Gill mileage  (24 miles @ £0.45 per mile) £10.80
Reimburse C Gill for stamps 8 x 2nd class £6.80
Reimburse C Gill for Portacabin cleaning purchases £20.49
Reimburse C Gill for 80p missed off April reimbursements (stamps) £0.80
Acer for grass cutting and SID move £1159.50
CPRE Annual subscription £36.00
SPCA/NALC subscription £409.00
Wicksteed for baby swing seats £570.00
WaterPlus – car park drainage 8th April– 8th May 2024 £46.24
Black Rose Solutions for internal audit £140.04
Ian Dowson Blinds (Blind for portacabin) £107.88
Either Clear Councils insurance? See 020/24 (£963.20/£996.14) £963.20
OR Zurich Insurance? See 020/24 (£862.67/£920.13) £862.27
HMRC – May £292.50
034/23 Receipts April 2024
SBC for precept/GA/Concurrent (8th April) £21325.35
SCC for additional mowing (19th April) £287
VAT Refund (26th April) £644.75
Bank Interest (30th April) £80.60
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Call asking what to do regarding van parked outside house, given contact details for SBC.
From April 2024
033/23 Bank Reconciliation Chair
013/23 Schedule of Prospective Agreed Payments Chair/
Cllr Hopcroft
Employment costs £727.52
Reimburse C Gill April – monthly purchase of Microsoft 365 Business  £12.36
Reimburse C Gill mileage  (8 miles @ £0.45 per mile)  £3.60
Reimburse C Gill for stamps 8 x 2nd class  £6.00
Land Registry  £6.00
PC mobile phone top up  £20.00
EI Groundwork Contractors Ltd (paid in advance of normal payment schedule)  £5,616.00
Reimburse J Craen for purchase of TV for portacabin  £35.00
Reimburse B McKeown for purchase of batteries for TV remote  £5.95
WaterPlus  £46.37
Hixon Memorial Hall  £179.40
Acer Garden Landscapes  £783.00
TGM – minor highways and street sign cleaning  £538.00
SBC for Amenity Skip for 2024 – 4 visits  £472.00
St Peter’s Primary School grant/donation (Minute 098/23 March 2024  £500.00
drs for Road Closure flyers  £230.00
SCC for website (£150) and emails (£50) for 2023  £200.00
HMRC: PAYE  £292.50
Transfer to Ringfenced account of Election cost money  £750.00
Receipts 6th March to 5th April
Interest from bank 28th March £58.93

 

16th May 2024 Catherine Gill,
Clerk to Hixon Parish Council		  

Minutes

Hixon Parish Council
Minutes of the Annual Meeting of the Full Council held on Tuesday 21 May 2024

In attendance for all or part of the meeting:
Cllr. B McKeown (Chair), Cllr. Craen, Cllr Hilton, Cllr. Hopcroft (Vice-Chair),
Cllr Hughes (part), Cllr. Mrs S McKeown,
Apologies: Cllr. Jones. Cllr. Hever-Smith.
Minutes taken by C Gill – Clerk, RFO  and Proper Officer.
Members of the public: 2.   Borough Cllr A Cooper in attendance.

Item Ref Item Action By
001/24 Election of the Chair for 2024/2025: Cllr B Mckeown was proposed and seconded (Cllrs. Hilton/Craen), no other nominees, unanimous vote to accept. It was resolved to appoint B McKeown as the Chair. Chair
002/24 The Chair’s declaration of office was received by the Clerk Clerk
003/24 Election of the Vice Chair for 2024/2025: Cllr Hopcroft was proposed and seconded (Cllr Hopcroft/Cllr Craen), Cllr S McKeown was proposed and seconded (Cllr. S McKeown/Cllr. B McKeown). Votes 3 for Cllr Hopcroft and 2 for Cllr S McKeown. It was resolved to appoint Cllr Hopcroft. Chair
004/24 The Vice Chair’s declaration of office was received by the Clerk Clerk
005/24 Apologies: See above. Chair
006/24 To receive declaration of interest in any matter on the Agenda.
Chair has recused himself from discussions/votes on all planning applications.		 None
007/24 To receive written applications for dispensations under the Localism Act 2011 None
008/24 It was resolved to accept the Minutes of meeting 19th March 2024. Clerk
009/24 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).  (111/23). Chair
083/22 It was resolved to agree to continue with the scheme of delegation as agreed at meeting in January 2023. Clerk
010/24 Borough Councillors’ reports:
Cllr Cooper reported that he had been very busy over the past year, being the Mayor.
Cllr B McKeown presented a list of meetings attended/tasks undertaken as both a Borough and Parish councillor.		 –
011/24 County Councillor’s report. None
012/24 Close meeting for Public Participation. Chair
Summerhouse behind Chase View Farm is an eyesore and has been built on agricultural land – why hasn’t anything been done about this?:  Answer – Enforcement at SBC is a problem at the moment.
The water meter reading for the allotments was provided: 01405 metres cubed at £1.82 per meter cubed. Clerk
014/24 Reopen meeting & agree date of next meeting (16th July 2024). Chair
015/24 Parish Councillor questions comments. All
Cllr S McKeown: Planning Cttee. on 29th May, advertise as normal, let people have date if asked. Invite Borough Councillors. Substitute member of the Planning Committee appointed as Cllr Hilton, to ensure the meeting is quorate. Clerk
Cllr Craen: Footpath 19 is overgrown, let ROW know.

Hazeldene House – want to buy a new BP monitor for patients to use – could councillor’s allowance be used?: Councillors can claim their allowance. Hazeldene House is run as a business and so doesn’t qualify for a donation/grant.

 Clerk
Cllr Hopcroft: Car left at bottom of Pasturefields Lane by railway has been reported.
Playing field was in a very bad state on Sunday, burned books everywhere. Hawthorns on the bank need to have the canopy raised.The second new (2023) picnic bench has been burned on the table top, not too badly, still useable.

Phone box contents is being vandalised; jigsaws emptied on the floor etc.
Should CCTV be put onto the Playing Field? Would need notices put up and restrictions on who can view the recordings. Cllr Hever-Smith is knowledgeable about CCTV.

Put CCTV on the agenda for July.

  

 

 

 

 

 

 

 

 

 

 

 

Clerk
Cllr Hughes arrived.
016/24 Planning Applications (previously considered by delegation to Clerk/Planning Committee) None
Agenda Items
017/24 Members of working groups/external groups and Best Garden etc. judges were confirmed, see Appendix. Best Garden will be judged by Cllrs. Craen and B McKeown.
Committee Chairs will stay the same.		 All
018/24 Financial Regulations and Standing Orders were re-adopted. Clerk
019/24 The Asset Register March 2024 and land owned/leased and confirm leases re allotments and open spaces on Vicarage Way/Hall Farm Close were reviewed. Note Asset Register will be revised during 2024. Clerk
020/24 Confirm insurance arrangements for all insured risks – the Clerk presented a report and it was resolved to accept the recommendation to stay with Clear Councils (formerly BHIB) for a 3-year LTU. Clerk
021/24 It was resolved to continue membership/subscriptions for council/employees for NALC, SPCA, SLCC/ALCC, CPRE. Clerk
022/24 It was resolved to accept the Admin Group’s recommendation  to accept unchanged the Complaints Policy/Procedure (HPC03), Disciplinary Procedure (HPC02), Grievance Procedure (HPC01) and Freedom of Information Policy (HPC04). Clerk
023/24 It was agreed that the 2024-2025 scheduled meetings of full council will be the 3rd Tuesday of every other month, 7pm at Hixon Memorial Hall, subject to change as required. Additional meetings can also be called as necessary. It was agreed that the 2024-2025 scheduled meetings of full council will be the 3rd Tuesday of every other month, 7pm at Hixon Memorial Hall, subject to change as required. Additional meetings can also be called as necessary. The Clerk noted that as her primary holiday is likely to be scheduled in September for the foreseeable future, the option of moving the September PC meeting to the 4th/5th Tuesday of September, days that are currently available at the Hall, should be considered for future years for ease of meeting. Clerk
 

 

 

All

 
024/24 It was resolved to approve Financial Risk Assessment. Cllr Hughes will take on the role of the councillor responsible for internal finance checks. Clerk/
Cllr Hughes
025/24 There had not been any Section 137 spending in 2023-2024. –
026/24 The updated Resolution Tracker was considered. Clerk will contact ROW re stile provision. Clerk
027/24 Clerk’s Report – for information only. –
028/24 Annual Return 2023-2024: It was resolved to accept and approve the report from the internal auditor. Clerk
029/24 Annual Return 2023-2024: It was resolved to accept and approve the Governance Statement completed at the meeting Clerk
030/24 Annual Return 2023-2024: It was resolved to accept and approve the Accounting Statements for the Year ending 31 March 2024 Clerk
031/24 Stowe Consolidated Charities – Accounts ending 31st March 2024. Cllr Craen read out the numbers, having given some background to the charity and to the accounts. –
032/24 It was resolved to agree spend (via a quote) up to £250 for marking lines on boxes on car park by the 2 footpaths, for the purpose of keeping these areas clear to provide access space for wheelchairs, pushchairs etc. Chair/
Clerk
033/24 Cllr Hopcroft will sort out installation of the dog signs Cllr Hopcroft
034/24 Payment of £50ph to an IT consultant for attending meetings was not agreed – PC representatives will meet with SCC without a consultant. Reconsider if necessary. Chair/
Clerk
035/24 Cllr Craen updated the council on the  HPC Allotments  – there are 2 vacant half-plots. The fencing has had additional support posts put in where necessary, more will be put in when the rape is cut. Cllr Craen
036/24 New Road congestion – the manager of Hixon Airfield Estate will be contacted to request that all lorries/HGVs use the bottom (nearest the A51) entrance to Hixon Airfield Estate. Clerk
037/24 A contractor will be asked to quote to clear undergrowth from Lea Heath phone box. A resident has agreed to keep the phone box clear of undergrowth once it has been cleared out. Clerk
038/24 It was agreed to consider a community event on the playing field in September 2025, the trees are too young to have much fruit on them yet. Councillors
Projects, Task Groups and External Meeting Reports
045/22 Report for bike track facility at Church Lane Playing Fields.
Defer to next meeting.		 –
110/23 Highway and Road Safety group: no report available. Chair
In Camera
111/23 Electric Vehicle Charging: no report available, documents had been circulated for review and displayed for comment. Agreement given in principle for the proposals, need finalised figures. Cllr S McKeown
Finance / Administration / Legal
033/23 Bank Reconciliation Cllr Hopcroft
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 – May £727.52

 
Reimburse C Gill May – monthly purchase of Microsoft 365 Business £12.36
Reimburse C Gill mileage  (24 miles @ £0.45 per mile) £10.80
Reimburse C Gill for stamps 8 x 2nd class £6.80
Reimburse C Gill for Portacabin cleaning purchases £20.49
Reimburse C Gill for 80p missed off April reimbursements (stamps) £0.80
Acer for grass cutting and SID move £1159.50
CPRE Annual subscription £36.00
SPCA/NALC subscription £409.00
Wicksteed for baby swing seats £570.00
WaterPlus – car park drainage 8th April– 8th May 2024 £46.24
Black Rose Solutions for internal audit £140.04
Ian Dowson Blinds (Blind for portacabin) £107.88
Clear Councils insurance – See 020/24 £963.20
HMRC – May £292.50
034/23 Receipts April 2024
SBC for precept/GA/Concurrent (8th April) £21325.35
SCC for additional mowing (19th April) £287
VAT Refund (26th April) £644.75
Bank Interest (30th April) £80.60
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Call asking what to do regarding van parked outside house, given contact details for SBC.
From April 2024
033/23 Bank Reconciliation Chair
013/23 Schedule of Prospective Agreed Payments Chair/
Cllr Hopcroft
Employment costs £727.52
Reimburse C Gill April – monthly purchase of Microsoft 365 Business  £12.36
Reimburse C Gill mileage  (8 miles @ £0.45 per mile)  £3.60
Reimburse C Gill for stamps 8 x 2nd class  £6.00
Land Registry  £6.00
PC mobile phone top up  £20.00
EI Groundwork Contractors Ltd (paid in advance of normal payment schedule)  £5,616.00
Reimburse J Craen for purchase of TV for portacabin  £35.00
Reimburse B McKeown for purchase of batteries for TV remote  £5.95
WaterPlus  £46.37
Hixon Memorial Hall  £179.40
Acer Garden Landscapes  £783.00
TGM – minor highways and street sign cleaning  £538.00
SBC for Amenity Skip for 2024 – 4 visits  £472.00
St Peter’s Primary School grant/donation (Minute 098/23 March 2024  £500.00
drs for Road Closure flyers  £230.00
SCC for website (£150) and emails (£50) for 2023  £200.00
HMRC: PAYE  £292.50
Transfer to Ringfenced account of Election cost money  £750.00
Receipts 6th March to 5th April
Interest from bank 28th March £58.93

 

Meeting ended 9:50pm

 

 

 

 

Appendix – Item 017/24    Members of committees, working /external groups etc.

 

Internal

Employment Committee              Cllrs. B McKeown, P Hopcroft, C Hilton, C Jones, Clerk

Planning Committee                    Cllrs. S McKeown, P Hopcroft, D Hever-Smith.
J Hughes, Clerk

 

Task Groups/Working Parties
Website                                         S McKeown, C Hilton, C Jones. Clerk

Admin                                           Cllrs. B McKeown, S McKeown. Clerk

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

Highways and Road Safety         Cllrs. Brendan McKeown, Darren Hever-Smith,                                                                                                          Susan McKeown, Chris Hilton, Jon Hughes

Parish Online                                Darren Hever-Smith: Susan McKeown, Chris                                                    Hilton, Clerk

Filing on the Cloud                        Susan McKeown, Chris Hilton, Clerk

Electric Vehicle Charging             Cllrs. Brendan McKeown, Darren Hever-Smith,
Jon Hughes

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
Incorporates the Biodiversity Group of Joe Craen,                                                                                                     Chris Hilton, Brendan McKeown

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

Hixon Parish Council

21 May 2024 Agenda Item 020/24

Comparison of insurance quotes

1        Purpose of Report

1.1     To consider the two insurance quotes received and agree the company to proceed with.

2        Background Information and Key Issues

2.1     Quotes from Clear Councils insurance and Zurich Insurance were received. Clear Councils were formerly BHIB and were the council’s insurance provider for the previous 3 years (3-year Long Term Agreement (LTA)). Zurich were the council’s previous insurer for a number of years.

The quotes from Zurich for a 1- year and 3-year LTA are cheaper than those of Clear Councils, however, the cover provided in monetary terms for the councils play equipment, surfaces etc. is higher.
As the council plans to look at the asset list and remove VAT (where known) and adjust some prices that seem to have been recorded at too low a value, it may be safer to accept the Clear Councils quote as the council’s adjusted prices are unlikely to exceed the cover they provide.

Zurich however do include Key Personnel cover, which Clear Councils has not included in their quote,

3        Financial

3.1     Zurich quote is £920.13 for 1 year and £862.27 for year 1 of a LTA.

Clear Council quote is £996.14 for 1 year and £963.20 for year 1 of a 3-year LTA.

4        Resources –

4.1     No additional resources.

5        Legal Implications

5.1     Those stated the chosen insurance policy.

6        Recommendation

6.1               Clear Council insurance for at 1 year. 3-year LTA would avoid considering quotes for the next 2 years, however, Zurich could be cheaper in a re-quote with adjusted prices next year.

7        Report produced by

          7.1     Clerk – Catherine Gill

8        Appendices

          The documentation provide by the two insurance companies was circulated to all councillors on 23rd April and 1st May 2024.