Parish Council Meeting

17 May 2022

Hixon Parish Council

To: All Councillors

Notice, Summons and Agenda for the Annual meeting of the full council on 17th May 2022 at approximately 7:30pm (following on from Annual Parish Meeting) in Hixon Memorial Hall

Agenda

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
024/22	To elect a Chair for 2022/3	Chair
025/22	To receive the Chair’s declaration of office	Clerk
026/22	To elect a Vice Chair for 2022/2023	Chair
027/22	To receive the Vice Chairs declaration of office	Clerk
001/22	To receive apologies.	Chair
002/22	To receive declaration of interest in any matter on the Agenda.	Chair
037/22	To receive written applications for dispensations under the Localism Act 2011	Chair
003/22	Consider minutes of meeting 26th April 2022	Chair
004/22	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
005/22	To receive Borough Councillors’ reports.	Chair
006/22	To receive County Councillor’s report.	Chair
007/22	Close meeting for Public Participation.	Chair
008/22	Reopen meeting & agree date of next meeting (June 21st 2022)	Chair
009/22	Chair’s announcements and Parish Councillor questions.
010/22	Planning Applications/Reports (Applications received post publication of agenda may be considered in addition)	Chair
	Application: 22/35839/POTH Prior Approval – Solar PV system 735kWp in size and will be installed on the rooftops at the above mentioned site. The installation will consist of 1771 modules, installed via a railed system on the rooftops, Alpha Manufacturing Pasturefields Industrial Estate
	Report: 21/35095/HOU Single storey extension and alterations including associated works and demolition of existing garage Mount Farm Stowe Lane Hixon	Allowed
	Agenda Items
028/22	Arrange members of working groups/other posts.	Chair
	Approve Financial Regulations and Standing Orders.	Chair
029/22	Approve Asset Register March 2022 and review land owned/leased.	Chair
030/22	Confirm insurance arrangements for all insured risks.	Chair
031/22	Confirm membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE).	Chair
032/22	Review Complaints Procedure	Chair
033/22	Review procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998.	Chair
034/22	Set the dates, times and place of ordinary meetings of the full Council for the year ahead.	Chair
035/22	Approve Financial Risk Assessment	Clerk
014/22	Co-option of 2 new councillors: consider applications from applicants. Signing of Declaration of Acceptance of Office if present.	Chair/ Clerk
040/20	To consider any matters arising from updated Resolution Tracker.	Cllr B McKeown
080/21	To receive and consider report on Tree survey in Hixon Parish	Cllrs. Hopcroft/ Cllr Mrs S McKeown
083/21	Church Lane Playing Fields: Consider prices for jet washing away the moss/algae on the Multi-Use Games Area surface/under play equipment and levelling wet pour surface under play equipment	Clerk
085/21	To receive update on Jubilee competition for schoolchildren	Cllr B McKeown
076/21	To receive update on proposed new notice board at Pasturefields	Clerk
065/17	To receive update on Welcome to Hixon sign	Cllr B McKeown
020/22	To consider action to resolve surface water discharge problem at car park in High Street.	Cllrs B McKeown / Hopcroft
021/22	To consider whether “Dogs on Lead” signs should be sited on all identified public open spaces in Hixon Parish	Clerk
022/22	To consider communication from St Peter’s School with reference to road safety concerns outside the school entrance.	Clerk
023/22	To consider request from Hixon Community Association to use of car park 28th May (Car Wash) and 22nd/23rd July 2022 (Music event)	Clerk
024/22	Assign judge(s) for the Best Garden etc. competition summer 2022.	Chair
025/22	To approve cost (£37.50) for watering of young trees on Community Orchard at Church Lane playing field.	Clerk
026/22	Consider price of £90 to rub down, treat and re-paint the swing frame (flat swings).	Clerk
036/22	To consider purchase of clipper box (box to store tea bags/coffee sachets etc). Cost £15.35 + VAT and cost for initial stock ca. £50.	Cllr. Mrs S McKeown
037/22	To consider changing start time for Hixon Parish Council meetings to 7.00pm and to agree a 3 hour time limit to 10pm. Council to vote at 10pm whether to extend meeting by a maximum of 30 minutes	Cllr B McKeown
038/22	Consider Fighting Climate Change training for Cllr. Mrs S McKeown at £38.93.	Clerk
	Projects, Task Groups and External Meeting Reports
032/20	To report progress (from Staffordshire CC Highways/Amey) on proposed design for build out at T junction at Lea Heath.	Clerk
046/21	To receive and consider report on improvements at entrance to JBMI off New Road: Joint project with JBMI and Plymouth Brethren.	Cllrs Mrs S McKeown
062/21	To receive update on proposed refurbishment of bus shelter in Church Lane.	Cllr B McKeown
	Finance / Administration / Legal
011/22	Bank Reconciliation	Chair
012/22	Schedule of Prospective Agreed Payments (late invoices not included on the agenda may be paid, subject to resolution by majority of Councillors).
	Employment costs – May	£922.19
	Reimbursement C Gill : monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill for mobile phone top up	£20
	Reimburse C Gill for stamps 12 x 2nd class (68p)	£8.16
	Acer for April grass mowing	£991.66
	TGM for work on Meadow Glade OS	£1932
	BHIB for insurance 1st June 2022 to 30th May 2023	£817.10
	SBC for amenity skip for the year	£424
	NALC for Fighting Climate Change event (Cllr. Mrs S McKeown) (subject to approval above item 038/22).	£38.93
013/22	Correspondence received (in the post): Email from resident regarding ‘Clean and Green Hixon’ circulated on May 1st.

12th May 2022 Catherine Gill
Clerk to Hixon Parish Council

Minutes

Hixon Parish Council
Minutes of the Annual Meeting of the Full Council held at 7.30pm on 17th May 2022 in Hixon Memorial Hall

In attendance for all or part of the meeting:

Cllr. D Hever-Smith, Cllr. B McKeown, Cllr. S McKeown,
Cllr. C Murdoch, Cllr D Wheatley. Clerk – Mrs C Gill
Absent: Cllr. P Hopcroft

Members of the public: 3

Item Ref	Item	Action By
024/22	Election of Chair for 2022/3: One nomination of Cllr B McKeown (Cllrs. D Hever-Smith/D Wheatley), all in favour.	Clerk
025/22	To receive the Chair’s declaration of office – done	Clerk
026/22	Election of Vice Chair for 2022/2023: One nomination of Cllr P Hopcroft (Cllrs. C Murdoch/D Hever-Smith), all in favour.	Clerk
027/22	It was agreed to receive the Vice Chairs declaration of office once he returned from holiday.	Clerk
001/21	Apologies received: Cllr. P Hopcroft	Clerk
002/21	Declarations of interest: Cllr. C Murdoch for 023/22	Clerk
037/22	Written applications for dispensations under the Localism Act 2011	None
003/21	It was resolved to accept the Minutes of meeting 26th April 2022.	Clerk
004/21	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.	None
005/21	Borough Councillors’ report Chair Stafford Borough Council is now effectively a hung council and there is some lack of faith in the decision-making of the leadership.	–
006/21	County Councillor’s report.	None
007/21	Close meeting for Public Participation.	None
008/21	Reopen meeting & agree date of next meeting (June 21st 2022).	Clerk
009/21	Chair’s announcements
	The proposed marina at Pasturefields has been refused a licence development certificate as not all the requirements had been met.	–
	Parish Councillor questions.
	Cllr C Murdoch: Footpath 11reported as very overgrown, landowner identity is known. Resident will speak to him. Netting has helped to regarding the view of the messy site next to Co-op. PC to write to landowner, Chair to provide details. High Street footpath? – With SCC/Amey, Amey have all the details they need.
	Cllr. D Hever-Smith: Could a Community Food-Bank be established, using spare food form Co-op/Morrisons, donations etc.? Cllr C Murdoch to talk to Co-op, Chair to talk to Morrisons.
	Cllr. S McKeown: SID needs to be moved, Clerk to arrange for following week. A plan of movements should be drawn up. PC laptop used by Cllrs. McKeown has broken – agreed to get it repaired. Can the same format be used for councillors names? Agreed Cllr. Initial Surname plus Chair and Vice-Chair.	Clerk
	It was agreed to amend the order of agenda items to bring forward the co-option:
014/22	Co-option of 2 new councillors: Joe Craen and Chelsea Jones were proposed for co-option with all in favour. Declarations of Office signed at the time.	Clerk
010/21	Planning: Applications
	22/35839/POTH Prior Approval – Solar PV system 735kWp in size and will be installed on the rooftops at the above mentioned site. The installation will consist of 1771 modules, installed via a railed system on the rooftops, Alpha Manufacturing Pasturefields Industrial Estate	No objection
	Reports	SBC Decision
	21/35095/HOU Single storey extension and alterations including associated works and demolition of existing garage Mount Farm Stowe Lane Hixon	Allowed
	Agenda Items: Reported in order discussed at meeting.
028/22	Members of working groups/other posts: .HR – BM, PH, CMIT – BM, SM, DH-S, CGComms – BM, CM Environmental Group – All Councillors Admin – BM, SM, CG Xmas lights – DH-S, BM, SM JBMI – SM TVCG – BM, PH, CG Allotments – CM PPG – PH NP – DW, BM, CM, SM, CG
035/22	Financial Regulations and Standing Orders: Revised SOs were approved, more time required to look at revised FRs.	Clerk
029/22	Asset Register March 2022 approved, land owned/leased reviewed.	Clerk
030/22	Insurance arrangements reviewed and agreed..	Clerk
031/22	Membership/subscriptions for council/employees (NALC, SPCA, SLCC/ALCC, CPRE agreed and approved.	Clerk
032/22	More time required to review Complaints Procedure	Chair
033/22	More time required to review procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998.	Chair
034/22	Set the dates, times and place of ordinary meetings of the full Council for the year ahead: every 3rd Tuesday evening except August.	Chair
035/22	Updated Financial Risk Assessment was agreed &approved.	Clerk
040/20	Matters arising from updated Resolution Tracker: None	–
080/21	Tree survey in Hixon Parish: two companies have had a preliminary look at the trees need quotes for performing the survey. Need tree tags that can be written on. Cllr. S McKeown to send list of trees to Clerk.	Clerk/ Cllr S McKeown
083/21	Church Lane Playing Fields: No prices yet received for jet washing away the moss/algae on the Multi-Use Games Area surface/under play equipment and levelling wet pour surface under play equipment	Clerk
085/21	Update on Jubilee competition for schoolchildren: Competition has been advertised on Facebook as well as being organised by the school.	Chair
076/21	Update on proposed new notice board at Pasturefields: waiting for installation cost.	Clerk
065/17	Update on Welcome to Hixon sign: get a price for installation of Welcome to Hixon sign – posts are currently on the airfield, same site as before.	Cllr B McKeown
020/22	Action to resolve surface water discharge problem at car park in High Street: Get price for a CCTV survey. Cost of £300 agreed.	Clerk
021/22	Should “Dogs on Lead” signs should be sited on all identified public open spaces in Hixon Parish. Cllr. C Murdoch to enquire about cost of “engaging” signs.	Cllr. C Murdoch
022/22	Communication from St Peter’s School with reference to road safety concerns outside the school entrance: it was agreed that the \|Clerk will write to the Headteacher supporting the re-instatement of the school crossing patrol on a voluntary basis.	Clerk
023/22	Request from Hixon Community Association to use of car park 28th May (Car Wash) and 22nd/23rd July 2022 (Music event): agreed.	Clerk
024/22	Assign judge(s) for the Best Garden etc. competition summer 2022: Cllrs. D Wheatley and S McKeown volunteered for this.	Cllrs. D Wheatley /S McKeown
025/22	To approve cost (£37.50 per occasion) for watering of young trees on Community Orchard at Church Lane playing field – agreed on as required basis going forward.	Clerk
026/22	Consider price of £90 to rub down, treat and re-paint the swing frame (flat swings): price agreed, ask for Hammerite to be used.	Clerk
036/22	Purchase of clipper box (box to store tea bags/coffee sachets etc). Cost £15.35 + VAT and cost for initial stock ca. £50. Costs agreed, include hot chocolate and decaffeinated drink.	Clerk
037/22	Changing start time for Hixon Parish Council meetings to 7.00pm and to agree a 3 hour time limit to 10pm. Council to vote at 10pm whether to extend meeting by a maximum of 30 minutes. All Agreed.	Clerk
038/22	Fighting Climate Change training for Cllr. Mrs S McKeown at £38.93. Cost agreed.	Clerk
	Projects, Task Groups and External Meeting Reports
032/20	Progress (from Staffordshire CC Highways/Amey) on proposed design for build out at T junction at Lea Heath: Nothing to report.	–
046/21	Improvements at entrance to JBMI off New Road: Joint project with JBMI and Plymouth Brethren. Planting should start Friday May 27th. Best if Gateway moved prior to start of planting.	Clerk
062/21	Update on proposed refurbishment of bus shelter in Church Lane: Chair will source an alternative quote for the work.	Chair
	Finance / Administration / Legal
011/22	Bank Reconciliation	Chair
012/22	Schedule of Prospective Agreed Payments (late invoices not included on the agenda may be paid, subject to resolution by majority of Councillors).	Cllr. C Murdoch /Chair
	Employment costs – May	£922.19
	Reimbursement C Gill : monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill for mobile phone top up	£20
	Reimburse C Gill for stamps 12 x 2nd class (68p)	£8.16
	Acer for April grass mowing	£991.66
	TGM for work on Meadow Glade OS	£1932
	BHIB for insurance 1st June 2022 to 30th May 2023	£817.10
	SBC for amenity skip for the year	£424
	NALC for Fighting Climate Change event (Cllr. Mrs S McKeown) (subject to approval above item 038/22).	£38.93
013/22	Correspondence received (in the post): Email from resident regarding ‘Clean and Green Hixon’ circulated on May 1st.

Meeting ended 9:25pm