Parish council meeting
Hixon Parish Council
To: All Councillors
You are summoned to a remote meeting of the full council to be held on 16th March 2021 at 7:30pm.
Residents: Members of the public can view and listen to the meeting using Zoom, log-on details:
Meeting ID: 956 2465 5213 Passcode: 095611
Agenda
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 001/20 | To receive apologies. | Chair |
| 002/20 | To receive declaration of interest in any matter on the Agenda. | Chair |
| 003/20 | Consider minutes of meeting 16th February 2021 | Chair |
| 086/20 | 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 |
| 004/20 | To receive Borough Councillors’ reports. | Chair |
| 005/20 | To receive County Councillor’s report. | Chair |
| 006/20 | Close meeting for Public Participation. | Chair |
| 007/20 | Reopen meeting & agree date of next meeting (April 20th 2021) | Chair |
| 008/20 | Chair’s announcements and Parish Councillor questions. | Chair/Cllrs |
| 009/20 | Planning Applications | None |
| Planning Reports | ||
| 20/33510/LDC Lawful development certificate for change of use of land to provide siting for a mobile home, Old Boat Inn Yard Pasturefields | Allowed | |
| 20/33484/HOU Proposed rear extension to bungalow incorporating part of existing garage forming larger kitchen & lounge, internal modifications to create a shower room and store. 14 Highfield Road, Hixon | Allowed | |
| 20/32514/FUL HS2 Temporary change of use of land to develop a temporary compound to facilitate off-site ground investigation works. Land At Hixon Airfield Industrial Estate Hixon | Allowed | |
| Agenda Items | ||
| 040/20 | To receive and consider items on Resolution Tracker (see spreadsheet) | Chair |
| 065/17 | Welcome to Hixon. To consider alternative location in Church Lane. | Cllr Mrs C Murdoch |
| 052/20 | To consider latest information in respect of un-approved gateways off Stowe Lane and Lea Road onto agricultural land | Chair |
| 071/20 | Consider state of the car park area in front of the shops on Smithy Lane | Cllr. Hopcroft |
| 073/20 | Code of Conduct: consider revision with reference to updated Model version December 2020 | Clerk |
| 078/20 | Consider sharing Resolution Tracker and Report templates with Stowe by Chartley Parish Council | Clerk |
| 079/20 | Consider removal of unhealthy Leylandi tree on Meadow Glade open space | Cllr. Carmichael |
| 080/20 | Confirm internal auditor for 2020-2021 | Clerk |
| 081/20 | Communication received from The Millennium Green Trust re continued support in covering the costs for weed-killing. | Clerk |
| 082/20 | Consider style of A Board to warn motorists of hedgehog movements | Clerk |
| 083/20 | Consider quote for: 0.5m circle, lightly fork over and apply organic mulch around each fruit tree (£177.50+VAT) and apply a fertiliser to each tree (£30+VAT) | Clerk |
| 084/20 | Consider quote of £400 for work around Allotment compost storage area to improve the surface (from Ringfenced funds) | Clerk |
| 085/20 | Consider Explore Chairmanship Training for Cllr. Mrs C Murdoch at cost of £50 (2 dates). | Clerk |
| 087/20 | Issue of material being transported from Tixall to Hixon | Chair |
| 088/20 | Consider decision on planning application re footpath on High Street and its necessity. | Chair |
| 089/20 | Consider application for the PFCC People Power Fund – crime related projects | Cllr Mrs S McKeown |
| 090/20 | Hixon Parish Council Training Records | Cllr Mrs S McKeown |
| 069/20 | Apparent expansion of domestic curtilage onto agricultural land | Chair |
| 078/20 | Reference to Section 106 agreements. | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch: Update | Chair |
| 032/20 | Update on Gateways at Pasturefields and Speed Indicator Devices | Chair |
| 060/20 | Consider response from SCC to FOI request: | Clerk |
| 067/20 | Trent Valley collaboration group feedback: | Chair |
| Finance / Administration / Legal | ||
| 010/20 | Bank Reconciliation | Chair |
| 011/20 | Schedule of Prospective Agreed Payments | |
| C Gill salary March (Net tax/NI). Local Gov act 1972 s111. | £831.31 | |
| Reimbursement C Gill (costs: working from home) – March. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill mileage (6 miles @ £0.45p/mile). Local Gov act 1972 s111 | 2.70
|
|
| Reimburse C Gill for Zoom plan – from 8th of March | £14.39 | |
| Reimburse C Gill for Land Registry Title and Plan – Hixon Chip Shop | £6 | |
| HMRC for income tax (£4.40) and NI payments (employer £15.13 and employee £5.96) March = £25.49 | £25.49 | |
| TGM X3 (Minor Highways work £414, cleaning street nameplates £99, work to 2 trees £156) | £669 | |
| SPCA x2 (Subscriptions SPCA £254, NALC £121), (Training course – Contracts, Specifications and Procurement £30). | £405 | |
| St Peter’s PTFA donation towards MUGA (ref: 065/20 February 2021) | £500 | |
| Millennium Green Trust: annual payment of £1 for use of strip of land. | £1 | |
| SLCC for 12th Edition of Local Council Administration | £123.80 | |
| Reimburse P Hopcroft for clamps for SID attachments | £97.62 | |
| To Ring-fenced funds (gratuity fund £303, allotments £506.12) | £809.12 | |
| From Ringfenced funds account | ||
| Elan City for speed indication device and components | £3253.63 | |
| 012/20 | Correspondence received in the post: Clerks and Councils Direct |
Minutes
| In attendance for all or part of the meeting: |
| Cllr. B McKeown (Chair), Cllr. P Hopcroft, Cllr. Mrs C Finlayson, Cllr A Murdoch, Cllr. Mrs S McKeown, Cllr. Mrs C Murdoch, Cllr. J Carmichael, Cllr. Mrs H Lunn |
| Members of the public: Six |
| Item Ref | Item | Action By |
| 001/20 | Apologies received : None | Clerk |
| 002/20 | Declarations of interest: None | Clerk |
| 003/20 | Minutes of meetings February 16th 2021 were agreed. | Clerk |
| 086/20 | 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).: Agreed items to be discussed later in meeting | Chair |
| 004/20 | Borough Councillors’ reports. | |
| Borough councillors have expressed frustration at not being able to discuss matters face-to-face. | –
|
|
| 005/20 | County Councillor’s report. | None |
| 006/20 | Close meeting for Public Participation. | None |
| 007/19 | Reopen meeting & agree date of next meeting (April 20th 2021). | Clerk |
| 008/20 | Chair’s announcements | |
| Chair is busy pursuing planning matters.
Acer are going to remove the large pile of grass cuttings free of charge, send a thank you note. Suggested a letter be sent to Stafford Borough Council (SBC) stating HPC disappointment with HS2 planning application regarding highways and footpaths. Suggested asking about number of potholes reported and repaired by Highways. |
Clerk |
|
| Parish Councillor questions. | ||
| Has everyone signed in to their .gov.uk email address – no. Set a date for everyone to change over. | –
|
|
| Pot holes and claims for compensation: pot holes repairs crumbling rapidly, poor use of taxpayers’ money. What is procedure for claiming? What is the liability situation? It is called a third party claim. Residents have been told they can’t get compensation. Clerk to ask Highways for information regarding claiming and liability. Let the community know. |
Councillors |
|
| Pot holes on New Road have been repaired again over the last 2 days. | –
|
|
| Bank on Egg Lane damaged by tractor/trailer leaving grit box sitting proud – ask Highways if triangular red/white sign that will show up in dark can be attached to it, to avoid motorists hitting it with vehicles. | Clerk | |
| Lord Lieutenant email: can PC consider names to be put forward and add as an item for next agenda – yes. | Clerk
|
|
| 009/20 | Planning: Applications | None |
| Reports | ||
| 20/33510/LDC Lawful development certificate for change of use of land to provide siting for a mobile home, Old Boat Inn Yard Pasturefields | Allowed | |
| 20/33484/HOU Proposed rear extension to bungalow incorporating part of existing garage forming larger kitchen & lounge, internal modifications to create a shower room and store. 14 Highfield Road, Hixon | Allowed | |
| 20/32514/FUL HS2 Temporary change of use of land to develop a temporary compound to facilitate off-site ground investigation works. Land At Hixon Airfield Industrial Estate Hixon | Allowed | |
| Agenda Items | ||
| 040/20 | Resolution Tracker: updates to be made to grass cutting, Archiving, OneDrive, SO/FR, Hedgehog A Board, Information Panel, painting sign poles, training. | Clerk |
| 065/17 | Welcome to Hixon signs: Now looking at RHS of Church Lane, coming in to Hixon. Before the 30 mph sign/gateway. | Chair |
| 052/20 | Un-approved Gateways off Stowe Lane and Lea Road: A planning application has not been validated by SBC Planning as yet. Clerk to contact Planning to say PC concerned that no application has been received by SBC for the unapproved accesses whilst work on the field behind continues. | Clerk
|
| 071/20 | Consider state of the car park area in front of the shops on Smithy Lane: McColls manager will look in to having work done on the car park in front of the shop. Land Registry results show that the owner of the Chip Shop owns the land in front of Chip Shop, Chinese and Chop Shop. Clerk to write to owner at address provided by land registry to ask for confirmation of ownership. | Clerk |
| 073/20 | Code of Conduct: consider revision with reference to updated Model version December 2020: Clerk had listed the items to consider and circulated to councillors. Agreed to adopt but first check and differences with register of interest compared to current. | Clerk |
| 078/20 | It was agreed that the Resolution Tracker and Report templates can be shared with Stowe by Chartley Parish Council | Clerk |
| 079/20 | It was agreed to get a price for the removal of unhealthy Leylandi tree on Meadow Glade open space. Consider planting another tree. There is also a laurel overhanging the path, it may be necessary to have a site meeting with the contractor. | Clerk/ Councillors |
| 080/20 | The internal auditor for 2020-2021was agreed as Black Rose Solutions | Clerk |
| 081/20 | Continued support in covering the costs for weed-killing of The Millennium Green Trust (MGT): an email had been received requesting continued support – HPC requested a copy of the most recent accounts from MGT prior to making a decision. | Cllr Mrs S McKeown |
| 082/20 | Style of A Board to warn motorists of hedgehog movements: Cllr. Carmichael and Clerk to decide. | Clerk/Cllr. Carmichael |
| 083/20 | Quote for: 0.5m circle, lightly fork over and apply organic mulch around each fruit tree (£177.50+VAT) and apply a fertiliser to each tree (£30+VAT) was agreed. | Clerk |
| 084/20 | Quote of £400 for work around Allotment compost storage area to improve the surface (from Ringfenced funds) was agreed, quote and invoice must be in PC name. Ask for risk assessment from contractor. Chair and Vice-Chair to meet with allotment landowner to discuss leaning fence and the cost of putting in poles to prop it up. | Clerk
Chair/ |
| 085/20 | Explore Chairmanship Training for Cllr. Mrs C Murdoch at cost of £50 (2 dates) – course and expenditure agreed. | Clerk |
| 087/20 | Issue of material being transported from Tixall to Hixon: Straw and manure in large volumes. Contact Ingestre and Tixall PC and the farm it is originating from. Contact Environment Agency and Environmental Health. | Clerk |
| 088/20 | Consider decision on planning application re footpath on High Street and its necessity. | Chair |
| 089/20 | Application for the PFCC People Power Fund – crime related projects: Cllrs. Mrs C Murdoch and S McKeown to take forward. | Cllrs Mrs C Murdoch/S McKeown |
| 090/20 | Hixon Parish Council Training Records: Agreed to document training, Clerk to keep the record. | Clerk |
| 069/20 | Apparent expansion of domestic curtilage onto agricultural land: Planning will look in to it. | –
|
| 088/20 | In Camera: Section 106 discussion. | Chair |
| 078/20 | In Camera: Reference to Section 106 agreements: | Chair |
| Projects, Task Groups and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch: The permission for the new access road has been held up due to technical issues. | Chair |
| 032/20 | Gateways at Pasturefields and SID: Gateways with contractor, work scheduled for 22nd March. | – |
| 060/20 | Response from SCC to FOI request: Responses so far are not acceptable. – Email from June 2020 was copy/pasted back to SCC and asked why they can’t give information on Who, Why, When. Told no more information and to contact ICO next. Chair to circulate an email that is of interest and may help. | Chair |
| 067/20 | Trent Valley Collaboration Group Feedback: Good meeting with useful reports from Planning and Police. Crime in the area has dropped. | – |
| Finance / Administration / Legal | ||
| 010/20 | Bank Reconciliation | Agreed |
| 011/20 | Schedule of Payments Made – Cheques Signed by Cllr Hopcroft/Cllr. A Murdoch/ Chair | |
| C Gill salary March (Net tax/NI). Local Gov act 1972 s111. | £831.31 | |
| Reimbursement C Gill (costs: working from home) – March. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill mileage (6 miles @ £0.45p/mile). Local Gov act 1972 s111 | £2.70 | |
| Reimburse C Gill for Zoom plan – from 8th of March | £14.39 | |
| HMRC for income tax (£4.40) and NI payments (employer £15.13 and employee £5.96) February = £25.49 | £25.49 | |
| TGM X3 (Minor Highways work £414, cleaning street nameplates £99, work to 2 trees £156) | £669 | |
| SPCA x2 (Subscriptions SPCA £254, NALC £121), (Training course – Contracts, Specifications and Procurement £30). | £405 | |
| St Peter’s PTFA donation towards MUGA (ref: 065/20 February 2021) | £500 | |
| Millennium Green Trust: annual payment of £1 for use of strip of land. | £1 | |
| SLCC for 12th Edition of Local Council Administration | £123.80 | |
| Reimburse P Hopcroft for clamps for SID attachments | £97.62 | |
| To Ring-fenced funds (gratuity fund £303, allotments £506.12) | £809.12 | |
| From Ringfenced funds account | ||
| Elan City for speed indication device and components | £3253.63 | |
| 012/20 | Correspondence received in mail: Clerks and Councils Direct | |
Meeting ended 10.25 pm