Parish Council Meeting

21 Jun 2022

Hixon Parish Council

To: All Councillors

Notice, Summons and Agenda for a meeting of the full council on 21 June 2022 at 7:00pm in Hixon Memorial Hall

Agenda

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
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 17th May 2022 and Parish Meeting of 17th May 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 (July 19th 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
	Report:	SBC Decision
	21/34178/FUL Change of use of small area of agricultural land, to erect 3no glamping pods as holiday lets (Class C1) Land West Of White Barn Egg Lane Hixon	Allowed
	Agenda Items
038/22	For information: Cllr. C Murdoch has resigned from the Parish Council.	Clerk
039/22	Approve Financial Regulations including scheme of delegation..	Chair
040/22	Annual Return 2021-2022: To consider and approve the report from the internal auditor.	Chair
041/22	Annual Return 2021-2022: To consider and approve the Governance Statement	Chair
043/22	Annual Return 2021-2022: To approve the Accounting Statements for the Year ending 31 March 2022	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
040/20	To consider any matters arising from updated Resolution Tracker.	Chair
080/21	Update on the Tree survey in Hixon Parish	Vice-Chair /Cllr S McKeown
083/21	Church Lane Playing Fields: Consider price for steam cleaning away the moss/algae under play equipment: £340 + VAT, Footpaths £225 + VAT, outer edge of MUGA surface £395 + VAT, apply growth inhibitor to same areas £375 + VAT. Update on levelling wet pour surface under play equipment.	Clerk/ Vice-Chair
085/21	To receive update on Jubilee competition for schoolchildren and ratify decision to purchase 10 x £5 gift voucher prizes for Jubilee children’s competition	Chair
076/21	To receive update on proposed new notice board at Pasturefields	Chair
065/17	To receive update on Welcome to Hixon sign	Chair
020/22	Update on action to resolve surface water discharge problem at car park, quote of £420 + VAT, for emptying plus CCTV work.	Chair/ Vice-Chair
044/22	Consider members of Working Parties
045/22	Report on Playing Field improvements
046/22	Update on wildflowers on Ridgeway Open Space
047/22	Consider councillor contact details on the website
048/22	Consider date for annual appraisal for Clerk
049/22	Consider weed-killing around trees that are currently strimmed around (approx. 40 trees . £40 + VAT.
050/22	To consider overnight parking, maintenance costs and surface water charges for Parish Council car park.
	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 update on improvements at entrance to JBMI off New Road: Joint project with JBMI and Plymouth Brethren.	Cllr S McKeown
062/21	To receive update on refurbishment of bus shelter in Church Lane.	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).
	Employment costs – June	£894.45
	Reimburse C Gill mileage (34 miles @ £0.45p/mile)	£15.30
	Reimburse C Gill : monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill for stamps 12 x 2nd class (68p)	£8.16
	Reimburse C Gill – WH Smith gift cards for Jubilee children’s competition	£50
	Reimburse C Gill – aluminium numbered tree tags	£36.48
	Reimburse C Gill – clipper box and contents	£52.38
	Acer for May grass mowing (all areas cut twice)	£1211.38
	CPRE annual subscription	£36
	Weston Ground Maintenance for moving SID in May	£39.60
	Net World Sports for tennis net, posts and base weight	£340.44
	Fenns Stationery for paper and punched pockets	£51.55
	Black Rose Solutions for Internal Audit	£95.58
	HMRC for tax/NI	£15.14
013/22	Correspondence received from residents (in the post):	None

16th June 2022 Catherine Gill
Clerk to Hixon Parish Council

Minutes

Hixon Parish Council
Minutes of Full Council meeting held at 7.00pm on 21st June 2022 in Hixon Memorial Hall

In attendance for all or part of the meeting:

Cllr. J Craen, Cllr. D Hever-Smith, Cllr. P Hopcroft (Vice-Chair), Cllr. C Jones, Cllr. B McKeown (Chair), Cllr. S McKeown, Cllr D Wheatley.
Clerk – Mrs C Gill (left meeting after 043/22)
Absent: None

Members of the public: 2

Item Ref	Item	Action By
001/22	Apologies received: None	Clerk
002/22	Declarations of interest: None	Clerk
037/22	Written applications for dispensations under the Localism Act 2011	None
003/22	It was resolved to accept the Minutes of meeting 17th May 2022 and the Parish Meeting minutes were reviewed.	Clerk
004/22	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 (050/22)
005/22	Borough Councillors’ report.	None
006/22	County Councillor’s report.	None
007/22	Close meeting for Public Participation.	None
008/22	Reopen meeting & agree date of next meeting (July 19th 2022).	Clerk
009/22	Chair’s announcements	None
	Parish Councillor questions.
	Cllr. S McKeown: Can HPC have a Facebook identity on the Hixon/Stowe FB page? It was agreed that this was suitable, add to next agenda. Can the Clerk regularly check the website for out-of-date material and feedback to councillors? Yes. There is high grass around gateway features at Pasturefields, New Road, Church Lane, Lea Road and Lea Heath: Suggested requesting an extra/over cost from contractor to strim around gateways when re-locating Speed Indicator Device. Add to next agenda.	Clerk Clerk
	Cllr. P Hopcroft and J Craen to survey the road gullies and prepare a report for the July meeting. Report to include costs for gully emptying and whether waste can be emptied at the Highway’s facility in Stone Chair reported he saw a small sit-on machine being used to spray weeds in road, possibly a County Highways contractor. Clerk to enquire.	Clerk to contact Highways and Burntwood Group
010/22	Planning: Applications
	Reports	SBC Decision
	21/34178/FUL Change of use of small area of agricultural land, to erect 3no glamping pods as holiday lets (Class C1) Land West Of White Barn Egg Lane Hixon	Allowed
	Agenda Items: Reported in order discussed at meeting.
038/22	For information: Cllr. C Murdoch has resigned from the Parish Council.	–
039/22	Review of Financial Regulations: Chair led the meeting through the current regulations page by page. Councillors considered each page and agreed a number of amendments. Principal changes were: (i) future annual budgets should demonstrate a proposed three year plan (ii) ensure consistency with scheme of delegation (iii) official purchase orders to be issued for contracts (currently issued if required by contractor). It was agreed to refer the final Review of Financial Regulations and Scheme of Delegation to the Admin Group..	Clerk
040/22	Annual Return 2021-2022 internal audit Considered and agreed.	Clerk
041/22	Annual Return 2021-2022 Governance Statement: Considered and agreed	Clerk
043/22	Annual Return 2021-2022 Accounting Statements for the Year ending 31 March 2022 : Considered and agreed	Clerk
032/22	Review Complaints Procedure: referred to Admin Group.	Clerk
033/22	Review procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998 : referred to Admin Group	Clerk
040/20	Matters arising from updated Resolution Tracker: (i) Road sweeping and gulley emptying; see above. (ii) New Parish Council ‘office’: Files and cabinets moved. Agreed to repaint internal walls and doors of tall storage cabinet. Budget of £130 agreed.	Vice-Chair and Cllr. J Craen. Chair
080/21	Tree Survey; Council considered quotations from two specialist tree contractors. Both contractors considered to be professional and qualified and costs very similar. Proposed by Cllr S. McKeown and seconded by Cllr Hever-Smith to accept lowest cost of £616. Contractor to carry out survey and prepare condition report. Agreed unanimously. ACTION: Clerk to send official purchase order to approved contractor. Numbered metal tags for trees also received.	Clerk
083/21	Church Lane Playing Fields (i) MUGA. Cllr Hopcroft advised against steam cleaning surface to remove algae/moss. Suggested hard sweeping. (ii) Soft wet pour surface. Agreed to seek price for total replacement of surface	Vice-Chair Clerk
085/21	To receive update on Jubilee competition for schoolchildren and ratify decision to purchase 10 x £5 gift voucher prizes for Jubilee children’s competition – Not Covered	–
076/21 and 065/17	Welcome to Hixon sign and Notice Board at Pasturefields: Chair advised that if both items are installed on the same day, the quote to install the notice board (£650) could be included for the Welcome to Hixon frame. Welcome to Hixon frame is ready. Notice board at Pasturefields on twelve week lead time	Clerk
020/22	High Street Car Park surface water drainage: Considered quotation (£420 + VAT) to carry out clearing and CCTV survey of underground drains. Agreed.	Clerk to issue purchase order
044/22	Revised members of Working Parties: PC Internal: HR – BM, PH, CJ IT – BM, SM, DH-S, CG Environmental Group – All Councillors Admin – BM, SM, CG Xmas lights – DH-S, BM, SM External: JBMI – SM TVCG – BM, PH, CG Allotments – DW PPG – PH NP – DW, BM, SM, CG All PC groups to meet (in person or via Zoom) at least once before 19^th July. Clerk will sent out draft terms of reference.	All
045/22	Church Lane Playing Fields Improvements: (i) Chair presented report on proposed all-weather cricket practice facility and circulated samples of the surface and visuals of the surface and enclosure. Cost would be ca. £15,000. Council agreed with recommendation to proceed with identifying alternative suppliers/contractors. Cllr Hever-Smith agreed to work alongside the Chair. (ii) Chair presented report on proposed outdoor table tennis table made from mild steel. Cost circa £2,800. Council with agreed recommendation to proceed with identifying alternative designs, materials and suppliers. Cllr Hever-Smith to work alongside the Chair. (iii) Chair reported that S106 developer contribution for play/sports facilities in Hixon is unlikely to be available within next 12 months. Cllr Hever-Smith offered to investigate feasibility/designs/cost of Skate-boarding facility at Church Lane.	Cllr D Heaver-Smith/ Chair Cllr D Heaver-Smith/ Chair Cllr D Heaver-Smith
046/22	Wildflower planting at Ridgway. Contractor (TGM) has seeds and will scatter in September.	Clerk
047/22	Councillor contact details on Hixon Parish Council website: Cllr P Hopcroft asked what is the legal requirement for councillor contact details to be published?	Clerk
048/22	Clerk annual appraisal review: Tuesday 5^th July at 6pm proposed by HR group members.	Clerk to advise availability
049/22	Weed killing around trees that are currently strimmed by mowing contractor. Considered and agreed cost of £40 + VAT to apply weed killer around the circumference of each tree (approx. 20 trees) plus 200mm diameter. This will protect trees from damage	Clerk
050/22	In Camera discussion of overnight parking, maintenance costs and surface water charges for Parish Council car park. Chair to produce report.	Chair
	Projects, Task Groups and External Meeting Reports
032/20	Lea Heath Build Out; Chair presented report. Meeting considered report and agreed recommendation to accept quotation from Staffordshire County Council Highways to carry out the works. Cost of works and permits of £10,000 falls below £12,700 estimate obtained by Hixon PC.	Clerk
046/21	Improvements at New Road village gateway at JBMI entrance: Cllr S. McKeown reported that the works promised by JBMI and Plymouth Brethren Church had been completed and a cheque for 1/3^rd of total cost received from Plymouth Brethren Church. However, the Parish Council’s contractor had not delivered on their contract so far. It was agreed to give the contractor a deadline of 8^th July 2022 to complete the landscaping and planting.	Clerk
062/21	Church Road bus shelter roof re-build. One quotation received to date. Agreed to invite at least one more from local contractor	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).	Chair/ Vice-Chair
	Employment costs – June	£894.45
	Reimburse C Gill mileage (34 miles @ £0.45p/mile)	£15.30
	Reimburse C Gill : monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill for stamps 12 x 2nd class (68p)	£8.16
	Reimburse C Gill – WH Smith gift cards for Jubilee children’s competition	£50
	Reimburse C Gill – aluminium numbered tree tags	£36.48
	Reimburse C Gill – clipper box and contents	£52.38
	Acer for May grass mowing (all areas cut twice)	£1211.38
	CPRE annual subscription	£36
	Weston Ground Maintenance for moving SID in May	£39.60
	Net World Sports for tennis net, posts and base weight	£340.44
	Fenns Stationery for paper and punched pockets	£51.55
	Black Rose Solutions for Internal Audit	£95.58
	HMRC for tax/NI	£15.14
013/22	Correspondence received from residents (in the post):	None

Meeting ended 9:23pm