Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a Meeting of the full council on
18 July 2023 at 7:00pm in Hixon Memorial Hall
Agenda
AGENDA
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 005/23 | To receive apologies. | Chair |
| 006/23 | To receive declaration of interest in any matter on the Agenda. Chair has recused himself from discussions/votes on all planning applications. |
Chair |
| 007/23 | To receive written applications for dispensations under the Localism Act 2011 | Chair |
| 008/23 | Consider minutes of meeting 16 May 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). (055/23 and 056/23) | 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 (26 September 2023). | Chair |
| 015/23 | Chair’s announcements and Parish Councillor questions/comments | |
| 016/23 | Planning Applications (Applications received post publication of agenda may be considered in addition) | Planning Group |
| 23/37583/FUL Retrospective application for the installation of 4 x Containers housing 2 x Biomass Boilers and 2 x Drying kilns for the production of fire wood Knowle Farm Lea Road Hixon | Planning Group | |
| 23/37499/FUL Proposed erection of building and associated yards and extension to existing car park Hixon Airfield Industrial Estate, Factory Unit 5 Hixon Airfield Industrial Estate | Planning Group | |
| 23/37104/OUT New dwelling to replace a redundant building previously used for a cattery business. Cattery Pasturefields Farm London Road | Planning Group | |
| Agenda Items | ||
| O39/23 | Consider candidate for co-option onto Hixon Parish Council: signing of Declaration of Office if appropriate. | Chair |
| 022/23 | To consider Approving Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure and Freedom of Information Policy/Publication Scheme, Data Protection Policy, Code of Conduct – recommendation from Admin Group is to approve. | Chair |
| 026/23 | To consider any matters arising from updated Resolution Tracker. | Chair |
| 027/23 | Clerk’s Report – for information only. | Clerk |
| 020/22 | To receive and consider a report on the drainage surge overspill at High Street Car Park and new concrete footpath link to Back Lane. | Cllrs. S McKeown/ P Hopcroft |
| 099/22 | To receive and consider report (see 020/22 above) to install new
concrete footpath link from car park to Hixon Memorial Hall. |
Cllrs. S McKeown/ P Hopcroft |
| 050/22 | To consider overnight parking, maintenance costs and surface water charges for Parish Council car park. Update. | Clerk |
| 083/22 | Consider agreement to continue with the scheme of delegation as agreed at meeting on January 2023. | Clerk |
| 028/23 | To receive and consider a report on damage to roof of bus shelter on Back Lane. | Chair |
| 029/23 | To receive and consider a report on the proposed installation of a composting toilet and storage shed by Wellington Fields Allotments Association at the Hixon Parish Council Allotments. | Clerk |
| 030/23 | To receive and consider report on design options and costs for
previously agreed proposal to install new wheelchair-accessible picnic bench(es) at Church lane Playing Fields. |
Chair |
| 040/23 | Consider donation to Compass Magazine of £100 | Cllr S McKeown |
| 041/23 | To receive and consider report on location of non-native and
invasive weeds in Hixon and possible actions that may be necessary. |
Cllr Craen |
| 042/23 | Consider request for cross hatching at either end of car park | Cllr Craen |
| 043/23 | To consider changing the Human Resources Group to be an Employment Committee. Agree membership and chair of meetings.
Terms of reference (TOR) to be considered and agreed at September 2023 meeting. |
Chair |
| 044/23 | Consider whether the recently formed Planning Group should be a
committee or group. Agree membership and chair of meetings. Terms of reference (TOR) to be considered and agreed at September 2023 meeting. |
Cllr S McKeown |
| 045/23 | Request to contribute towards estimated cost of £2K for the
resurfacing of the section of footpath No.1 between St Peters Church field and St Peter’s School. Clerk to report. |
Clerk |
| 046/23 | To receive and consider report of meeting with Highways regarding
flooding near Church Lane/The Croft junction and course of next action. |
Cllr Hopcroft |
| 047/23 | Consider items for updating the website and next newsletter | Chair |
| 048/23 | To consider appointing a working group to examine possible
Biodiversity objectives and climate change policies to be included in Hixon Neighbourhood Plan review. |
Chair |
| 049/23 | To receive and consider initial report on future improvements to
Hixon Memorial Hall meeting room – Pull-Down Screen, projector, speakers. |
Cllr S McKeown |
| 050/23 | Consider drawing up an agreement for the ‘hire’ of Hixon Parish Council High Street car park. | Cllr S McKeown /Clerk |
| 051/23 | Consider rota for checking bank reconciliation (BR): person other than Chair every 3 months – July, October, January, April. | Chair |
| 052/23 | To receive and consider (for information purposes only) report
detailing recent history of Allotment lease payments to Landowner as per 50 year land lease agreement commencing from 2011. |
Clerk |
| 053/23 | Consider who should maintain the memorial flower beds on Church Road and Sycamore Drive. | Chair |
| 054/23 | Consider proposal that Clerk distributes future Hixon
Parish Council agendas, together with all supporting documents and reports six days before agreed scheduled meetings (i.e.) Wednesday prior to meeting on following Tuesday. |
Chair |
| 055/23 | St Peter’s View resident’s concerns. | Cllr Craen |
| 056/23 | Issues with anti-social/criminal behaviour | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 062/21 | To receive update on refurbishment of bus shelter in Church Lane: Purchase Order has been placed. | Clerk |
| 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 – July | £930.92 | |
| Reimburse C Gill July – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (24 miles @ £0.45 per mile) | £10.80 | |
| Reimburse C Gill for memory sticks | £8.09 | |
| WaterPlus – car park drainage 4th June – 4th July 2023 | £44.47 | |
| Acer Garden Landscapes for mowing (£1025.22) and SID moving (£30) | £1055.22 | |
| John Martin for allotment land lease and water usage | £1324.03 | |
| Hixon Memorial Hall – hire of rooms April to June 2023 | £139.80 | |
| Compass Magazine – donation (subject to agreement in 040/23) | £100 | |
| Society of Local Council Clerks membership subscription renewal | £177 | |
| HMRC – July | £25.60 | |
| 034/23 | Receipts June 2023 | – |
| Bank Interest 30th June 2023 | £58.10 | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Email regarding various issues in Hixon. Emails following up request for supplied paperwork to be circulated to councillors. Email regarding antisocial/criminal behaviour. Email regarding parking issues in Smithy Lane. Hixon Green and Clean emails asking about collaboration. | See Clerk’s Report | |
| 013/23 | From June 2023 – Payments agreed and made | Chair/Cllr Hopcroft |
| Employment costs – June (net) | £930.72 | |
| Reimburse C Gill : June – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (16 miles @ £0.45p/mile) | £7.20 | |
| Reimburse C Gill for stamps 8 x 2nd class | £6.00 | |
| Reimburse C Gill for 6 Hi-Viz vests | £40.93 | |
| Reimburse C Gill for 10 traffic cones | £57.89 | |
| Reimburse C Gill for reflective tape to go with cones | £8.99 | |
| Reimburse B McKeown for gift for Hixon Airfield Services Manager upon leaving, as a thank you for all her assistance to the Parish Council over many years (Chaiman’s allowance) | £32.99 | |
| Reimburse J Craen for gift card prizes for St Peter’s School Coronation Crown poster competition | £157.50 | |
| Water Plus car park drainage 4th May to 4th June | £45.96 | |
| Acer – mowing for May and SID move in May | £1055.22 | |
| Black Rose Solutions for internal audit | 128.88 | |
| Hixon Millennium Green Trust Donation (Item 041/23 Minutes May 2023) | £300 | |
| HMRC – June | £25.80 | |
| CPRE membership subscription | £36 | |
| 034/23 | Receipts 6th May to 5th June 2023 | |
| SCC for Highways mowing extra cut (17th May) | £276 | |
| Nat West Interest (30th May) | £63.71 |
| 13th July 2023 Catherine Gill Clerk to Hixon Parish Council |
|
Minutes
Hixon Parish Council
Minutes of Council meeting held at 7.00pm on 18th July 2023
in Hixon Memorial Hall
| In attendance for all or part of the meeting: | ||
| Cllr. J Craen, Cllr. D Hever-Smith, Cllr. C Jones (left after 050/23), Cllr. B McKeown, Cllr. S McKeown, Cllr C Hilton (part) Apologies: Cllr. P HopcroftOfficer present – Mrs C Gill (Clerk) |
||
| Members of the public: 4 | ||
| 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 16th May 2023 – resolved to agree the minutes. | Chair |
| 009/23 | To determine any items on the agenda considered to be of a private nature that should be discussed at the exclusion of the Public and Press, under the Public Bodies (Admission to Meetings) Act 1960 1 (2). 055 & 056/23 | Chair |
| 010/23 | Borough Councillors’ reports: Cllr. B McKeown is Chair of the SBC Planning Committee and recuses himself from all planning applications. The new administration seems to be settling in well and things should be more transparent now. |
|
| 011/23 | To receive County Councillor’s report. | None |
| 012/23 | Close meeting for Public Participation. | Chair |
| The footpath over the other side of the A51 to Pasturefields Lane used to have a bridge on it that was washed away. Resident would like it re-instated. Query whether path is on definitive footpaths list. Resident to liaise with Cllr Craen.
There is dormer bungalow and summer house at the back of Chase View Farm that is on agricultural land – Borough Cllr Andy Cooper will be asked to visit the site. Why are the gates behind the Co-op still in place? Chair has written to Legal and Head of Planning to raise a number of issues on that site. |
Cllr Craen
Chair |
|
| A resident asked when will the May minutes be placed on the website? Approved at this meeting, will be on the website within the next few days.
The resident then stated that they had found it difficult to communicate with the PC and had lots of concerns with regards to the line of the open space between Hammonds Croft and Church Lane, which they thought had been changed. The resident was advised to put in a complaint or to provide details and proof of the change of boundary for consideration. |
||
| 014/23 | Reopen meeting & agree date of next meeting (26th September 2023). | Chair |
| 015/23 | Chair’s announcements and Parish Councillor questions. | |
| Cllr Craen: a new small post-box has been put in on Hill Crest but it is not in use yet. Can a post-box be put in at the top of the village as well – Clerk has already requested this. Can the dangers of inhaling Nitrous Oxide be highlighted in the next Newsletter as used canisters have been found during litter-picks? |
Chair |
|
| Cllr Jones: metal detecting has been taking place on the playing field – this had not been authorised. | – | |
| Cllr Hever-Smith: some of the land/gardens belonging to houses on Church Lane (Smithy Lane end) are not being mowed. This land belongs to the householders. | – | |
| Cllr S McKeown: the fencing and bollard posts need attention on the car park – this is on the list of jobs for TGM to do.
Some of the trees have been damaged on the orchard – ask TGM to look at/provide advice. |
Clerk |
|
| 016/23 | Planning Applications (Applications received post publication of agenda may be considered in addition) | |
| 23/37583/FUL Retrospective application for the installation of 4 x Containers housing 2 x Biomass Boilers and 2 x Drying kilns for the production of fire wood Knowle Farm Lea Road Hixon | No Objection following site visit | |
| 23/37499/FUL Proposed erection of building and associated yards and extension to existing car park Hixon Airfield Industrial Estate, Factory Unit 5 Hixon Airfield Industrial Estate | Object (request call-in) | |
| 23/37104/OUT New dwelling to replace a redundant building previously used for a cattery business. Cattery Pasturefields Farm London Road | Object (request call-in) | |
| Agenda Items | ||
| O39/23 | Chris Hilton was co-opted (unanimous vote) onto Hixon Parish Council: Declaration of Office was signed in front of the Proper Officer. | Clerk |
| 022/23 | The Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure and Freedom of Information Policy/Publication Scheme, Data Protection Policy, Code of Conduct were all approved by the Council. | Clerk |
| 026/23 | Matters arising from updated Resolution Tracker: It was agreed to drop the wildflowers on Ridgeway. Leaflets will be produced and distributed for local meetings regarding proposals for the open spaces. Admin meeting on 10th August will be used to discuss way forward with OneDrive/SharePoint. | – |
| 027/23 | Clerk’s Report – for information as previously circulated. | –
|
| 020/22 | Cllr S McKeown presented a specification and drawing to provide a solution for the drainage surge overspill at High Street Car Park and new concrete footpath link to Back Lane was agreed. Resolved that the Clerk obtain quotes for work. | Clerk |
| 099/22 | Proposed new concrete footpath link from car park to Hixon Memorial Hall was included in 020/22 above and work to be included in same quotes. | – |
| 050/22 | To consider overnight parking, maintenance costs and surface water charges for Parish Council car park – no response received as yet, letters, phone calls and messages not replied to. Keep trying to make contact. | Clerk |
| 083/22 | It was agreed to continue with the scheme of delegation as agreed at meeting on January 2023. | Clerk |
| 028/23 | Cllr B Mckeown presented a report on the damage to the roof of the Back Lane bus shelter and a possible solution to eliminate future damage. A previous quote of £850 was considered too expensive. Cllr B. McKeown had obtained an alternative quote for £400 which was accepted. Resolved that the Clerk raise an order to the contractor. Discussion on installing a steel post might require highways approval. Possible cost circa £250. Possibly install at the same time as the concrete paths. | Clerk |
| 029/23 | A report on the proposed installation of a composting toilet and storage shed by Wellington Fields Allotments Association at the Hixon Parish Council Allotments was received. There was no objection in principle to the toilet and shed with the proviso that the height of the shed meant it may require planning permission. Chair will make enquiries about this. | Chair |
| 030/23 | Cllr B Mckeown presented a report on various design options and costs for new wheelchair-accessible picnic benches at Church Lane Playing Fields. The benches would be manufactured from re-cycled plastic materials. Resolved to instruct Clerk to order 2 benches from NBB Recycled Furniture picnic tables in Grey at a cost of circa £465 each + VAT | Clerk |
| 040/23 | Consider donation to Compass Magazine of £100 – agreed. | Clerk |
| 041/23 | The issue of non-native and invasive weeds in Hixon was considered. The Chair confirmed that the Canalside Trust send a team out to their land every 2 weeks and any plants that should not be there are removed. HPC is not responsible for any land is does not own/lease. Ask TGM to look at the Giant Hogweed in the playing field hedge. | Clerk |
| 042/23 | Cllr J. Craen proposed consideration of a request for cross hatching to prevent parking near the footpath entry points to the Parish Council car park by the Hixon Millennium Green near Back Lane and near the Memorial Hall. Resolved that Clerk will obtain quotes. | Clerk |
| 043/23 | It was agreed to change the Human Resources Group to be an Employment Committee. Membership as per HR Group.
Terms of reference (TOR) to be considered and agreed at September 2023 meeting. |
Clerk |
| 044/23 | It was agreed to change the recently formed Planning Group to a committee. Membership unchanged. The Clerk raised that an additional councillor members (to make a total of 4) would make it easier to attain a quorate meeting.
Terms of reference (TOR) to be considered and agreed at September 2023 meeting. |
Clerk |
| 045/23 | The request to contribute towards estimated cost of £2K for the
resurfacing of the section of footpath No.1 between St Peters Church field and St Peter’s School was considered. It was decided to contribute a maximum of £1000, St Peter’s school have also been asked to contribute, the remainder to be financed by Highways. Feedback to Highways. |
Clerk |
| 046/23 | The Clerk reported on the meeting with Highways concerning
flooding near the Church Lane/The Croft junction and the course of action to be taken was fedback to the Council by the Clerk. |
Cllr Hopcroft |
| 047/23 | Items for updating the website and next newsletter to be: information regarding the new councillor and any items being progressed. | Chair |
| 048/23 | It was agreed to appoint a working group to examine possible
Biodiversity objectives and climate change policies to be included in Hixon Neighbourhood Plan review. Members are Cllrs. J Craen, C Hilton and B McKeown. |
Cllrs. J Craen, C Hilton and B McKeown. |
| 049/23 | An initial report on future improvements to Hixon Memorial Hall meeting room (pull-down screen, projector, speakers) was considered. It was agreed to ask the Hall Committee to meet with Cllrs. S McKeown and Hever-Smith to discuss. | Cler |
| 050/23 | It was agreed to start using an agreement for the ‘hire’ of Hixon Parish Council High Street car park. The Clerk had drawn one up based on HMG hire form, and will circulate this, | Clerk |
| 051/23 | It was agreed to have a rota for checking bank reconciliation (BR): person other than Chair every 3 months – August, November, February, May. | Clerk |
| 052/23 | The Clerk had previously circulated a report for information purposes only detailing the recent history of Allotment lease payments to Landowner as per 50 year land lease agreement commencing from 2011. | – |
| 053/23 | The memorial flower beds on Church Road and Sycamore Drive require a person to maintain them. Cllr Hever-Smith agreed to maintain the bed on Church Road. Clerk to check with Cllr C Jones re maintenance of the Sycamore Drive bed, which the Scouts were supposed to be maintaining. | Clerk |
| 054/23 | It was agreed that the Clerk would distribute future Hixon
Parish Council agendas, together with all available supporting documents and reports 1 week before agreed scheduled full council meetings, unless circumstances did not permit this. |
Clerk |
| 055/23 | St Peter’s View resident’s concerns. Chair will contact Midland Heart. | Chair |
| 056/23 | Issues with anti-social/criminal behaviour. Chair will contact Midland Heart. | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 062/21 | To receive update on refurbishment of bus shelter in Church Lane: Purchase Order has been placed. | Clerk |
| 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 – July | £930.92 | |
| Reimburse C Gill July – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (24 miles @ £0.45 per mile) | £10.80 | |
| Reimburse C Gill for memory sticks | £8.09 | |
| WaterPlus – car park drainage 4th June – 4th July 2023 | £44.47 | |
| Acer Garden Landscapes for mowing (£1025.22) and SID moving (£30) | £1055.22 | |
| John Martin for allotment land lease and water usage | £1324.03 | |
| Hixon Memorial Hall – hire of rooms April to June 2023 | £139.80 | |
| Compass Magazine – donation (subject to agreement in 040/23) | £100 | |
| Society of Local Council Clerks membership subscription renewal | £177 | |
| HMRC – July | £25.60 | |
| 034/23 | Receipts June 2023 | – |
| Bank Interest 30th June 2023 | £58.10 | |
| 035/23 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Email regarding various issues in Hixon. Emails following up request for supplied paperwork to be circulated to councillors. Email regarding antisocial/criminal behaviour. Email regarding parking issues in Smithy Lane. Hixon Green and Clean emails asking about collaboration. | See Clerk’s Report | |
| 013/23 | From June 2023 – Payments agreed and made | Chair/Cllr Hopcroft |
| Employment costs – June (net) | £930.72 | |
| Reimburse C Gill : June – monthly purchase of Microsoft 365 Business | £11.28 | |
| Reimburse C Gill mileage (16 miles @ £0.45p/mile) | £7.20 | |
| Reimburse C Gill for stamps 8 x 2nd class | £6.00 | |
| Reimburse C Gill for 6 Hi-Viz vests | £40.93 | |
| Reimburse C Gill for 10 traffic cones | £57.89 | |
| Reimburse C Gill for reflective tape to go with cones | £8.99 | |
| Reimburse B McKeown for gift for Hixon Airfield Services Manager upon leaving, as a thank you for all her assistance to the Parish Council over many years (Chaiman’s allowance) | £32.99 | |
| Reimburse J Craen for gift card prizes for St Peter’s School Coronation Crown poster competition | £157.50 | |
| Water Plus car park drainage 4th May to 4th June | £45.96 | |
| Acer – mowing for May and SID move in May | £1055.22 | |
| Black Rose Solutions for internal audit | 128.88 | |
| Hixon Millennium Green Trust Donation (Item 041/23 Minutes May 2023) | £300 | |
| HMRC – June | £25.80 | |
| CPRE membership subscription | £36 | |
| 034/23 | Receipts 6th May to 5th June 2023 | |
| SCC for Highways mowing extra cut (17th May) | £276 | |
| Nat West Interest (30th May) | £63.71 | |
Meeting ended 10:00pm