Hixon 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 |
|