Hixon 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 |