Parish Council Annual Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for the Annual Meeting of the Full Council on
20th May 2025 at 7:00pm in Hixon Memorial Hall
Agenda
AGENDA
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 001/25 | To elect a Chair for 2025/2026 | Chair |
| 002/25 | To receive the Chair’s declaration of office | Clerk |
| 003/25 | To elect a Vice Chair for 2025/2026 | Chair |
| 004/25 | To receive the Vice Chairs declaration of office | Clerk |
| 005/25 | To receive apologies. | Chair |
| 006/25 | To receive declaration of interest in any matter on the Agenda. | Chair |
| 007/25 | To receive written applications for dispensations under the Localism Act 2011 | Chair |
| 008/25 | Consider minutes of meeting 18th March 2025 | Chair |
| 009/25 | 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 |
| 083/22 | Consider agreement to continue with the scheme of delegation as agreed at meeting in January 2023. | Chair |
| 010/25 | To receive Borough Councillors’ reports. Written or verbal | Chair |
| 011/25 | To receive County Councillor’s report. Written or verbal | Chair |
| 012/25 | Close meeting for Public Participation. | Chair |
| 014/25 | Reopen meeting & agree date of next meeting (16th July 2024). | Chair |
| 015/25 | Chair’s announcements and Parish Councillor questions comments. | All |
| 016/25 | Planning Applications (previously considered by delegation to Clerk/Planning Committee) | None |
| Agenda Items | ||
| 017/25 | Arrange members of committees/working groups/external groups and Best Garden etc. judges. Review Terms of Reference for committees. | Chair |
| 018/25 | Adopt/Re-adopt Financial Regulations and Standing Orders. | Chair |
| 019/25 | Approve Asset Register March 2025 and review land owned/leased and confirm leases re allotments and open spaces on Vicarage Way/Hall Farm Close. Note Asset Register has been revised during 2024/early 2025. | Chair |
| 020/25 | Confirm insurance arrangements for all insured risks. | Chair |
| 021/25 | Confirm membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE). | Chair |
| 022/25 | The Admin Group have reviewed the Complaints Policy/Procedure, Disciplinary Procedure, Grievance Procedure, Data protection and Freedom of Information Policy and recommend these should remain the same – consider this recommendation. | Chair |
| 023/25 | 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, dates may be amended). | Chair |
| 024/25 | Approve Financial Risk Assessment | Clerk |
| 025/25 | Review of Section 137 spend for 24/25. | Clerk |
| 026/25 | Annual Return 2024-2025: To consider and approve the report from the internal auditor. | Chair |
| 027/25 | Annual Return 2024-2025: To consider and approve the Governance Statement | Chair |
| 028/25 | Annual Return 2024-2025: To approve the Accounting Statements for the Year ending 31 March 2025 | Chair |
| 029/25 | Consider purchase of netball posts/equipment for use on MUGA. | Chair |
| 030/25 | Consider purchase of perch seating in Back Lane bus shelter. | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 111/23 | Update regarding Electric Vehicle Charging | Cllr S McKeown |
| Finance / Administration / Legal | ||
| 032/25 | Bank Reconciliation | Cllr |
| 033/25 | 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 |
| Employment costs – May | £681.00 | |
| Reimburse C Gill May – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (miles @ £0.45 per mile) | £10.80 | |
| Reimburse C Gill for stamps 8 x 2nd class | £13.92 | |
| Reimburse C Gill for ID photos (EV lease contract) | £11.99 | |
| Acer for grass cutting and SID move | £809.40 | |
| CPRE Annual subscription | £36.00 | |
| Clear Councils for insurance 25-26 | £1070.02 | |
| WaterPlus – car park drainage 8th April– 8th May 2024 | £41.48 | |
| Hixon Green and Clean – donation (March minutes ) | £200 | |
| Drs for newsletters | £198.00 | |
| EE direct debit for mobile phone | £13.41 | |
| Payment to Richard Scholes (solicitor) for ID verification for EV lease contract | £150.00 | |
| HMRC – May | £423.73 | |
| 034/25 | Receipts April 2025 | |
| SBC for precept/GA/Concurrent (14th April) | £22989.50 | |
| VAT Refund (25th April) | £2577.46 | |
| Bank Interest (30th April) | £53.26 | |
| 035/25 | Consider significant correspondence received from residents: | |
| Post | None | |
| Email/phone calls: Some responses to the newsletter re Lithium Ion batteries. Bus stop position. | – | |
| From April 2025 | ||
| 032/25 | Bank Reconciliation | Cllr Hilton |
| 033/25 | Schedule of Prospective Agreed Payments | Cllr Hilton/Chair |
| Employment payments | £681.00 | |
| Reimburse C Gill April-May – monthly purchase of Microsoft 365 Business | £12.36 | |
| Reimburse C Gill mileage (24 miles @ £0.45 per mile) | £10.80 | |
| WaterPlus – car park drainage 2025 (8th march to 8th April) | £46.67 | |
| Acer Garden Landscapes March mowing | £755.40 | |
| SPCA/NALC subscription | £430.61 | |
| TGM – replace car park bollard and weed kill behind bus shelter. | £372.00 | |
| Hixon Memorial Hall – room hire | £190.20 | |
| Wicksteed for equipment inspection | £333.00 | |
| Transfer of Election cost funds to Ringfenced Account | £750.00 | |
| EE direct debit | £13.41 | |
| HMRC: April PAYE | £423.73 | |
| 034/25 | Receipts 6th March to 4th April 2025 | |
| Interest from bank (31st March 2025) | £59.62 |
| 14 May 2025 Catherine Gill, Clerk to Hixon Parish Council |
Minutes
| Hixon Parish Council DRAFT Minutes of the Meeting of the Annual Council held on Tuesday 20 May 2025 starting at 8pm (followed on from Annual Parish Meeting). |
DRAFT
| In attendance for all or part of the meeting: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Cllr. B McKeown (Chair), Cllr. Hever-Smith, Cllr Hopcroft Cllr. Hughes (from 017/25 onwards), Cllr. S McKeown, Apologies: Cllr. Hilton, Cllr Raby. County Cllr. Andrew Mynors Minutes taken by C Gill – Clerk, RFO and Proper Officer |
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Members of the public: 1 – Borough Councillor Andy Cooper
Meeting ended 9.00pm |