Parish Council Meeting

15 Nov 2022

Hixon Parish Council

To: All Councillors

Notice, Summons and Agenda for a meeting of the full council on 15 November 2022 at 7:00pm in Hixon Memorial Hall

Agenda

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 18^th October 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 (January 17th 2023)	Chair
009/22	Chair’s announcements and Parish Councillor questions.
010/22	Planning Applications (Applications received post publication of agenda may be considered in addition)
	Planning application 21-33856/HAZ Unit 2 Hixon Airfield Industrial Estate. “Application for Hazardous Substance Consent.”
	Agenda Items
040/20	To consider any matters arising from updated Resolution Tracker.	Chair
080/21	Update on the actions from the Council’s Tree survey in Hixon Parish	Clerk
083/21	Playing Fields: New wet-pour surface under play equipment.	Vice-Chair
020/22	Update on the surface water drainage at High Street Car Park	Vice-Chair
045/22	Deferred to January 2023 – proposal for new all-weather cricket practice surface & enclosure at Church Lane Playing Field	–
050/22	To consider overnight parking, maintenance costs and surface water charges for Parish Council car park.	Chair
057/22	Update on the preparation for 2022 Christmas light’s switch-on, including extra costs	Chair
061/22	Consider street cleaning, weed-killing and gutter emptying by contractors.	Vice-Chair
064/22	Consider grass mowing contract	Vice-Chair/Cllr S McKeown
065/22	Feedback on the presentation evening for the Best Garden Awards	Chair, Cllr J. Craen
068/22	Cutting back of bushes/killing ivy on bank of Hammonds Croft-Church Lane link.	Clerk
070/22	To receive and consider a report proposing changes to the frequency of normal Hixon Parish Council meetings.	Chair
074/22	To receive and consider a report to consider appointing a deputy clerk with specific responsibilities	Chair
073/22	Consider using ClickIT to set up/manage file sharing – Sharepoint: Quote received.	Chair
075/22	Consider adopting the Civility and Respect Model Councillor-Officer Protocol and signing up to the same on the NALC website	Clerk
076/22	Consider quote for Minor Highways and Street Name-plate cleaning work	Clerk
077/22	Consider quotes for play equipment inspection	Clerk
078/22	Consider first draft of budget for 2023-2024 and 2 years following	Clerk
079/22	Consider purchase of new printer, set budget.	Chair
080/22	Consider response from the Parish Council to the Consultation of the new Plan for Stafford Borough 2020-2040 (deadline is 12^th Dec. 22 at 12 noon).	Chair
081/22	Review of Parliamentary Boundaries 2023 – consider PC response (deadline of 5^th Dec. 22).	Chair
	Projects, Task Groups and External Meeting Reports
062/21	To receive update on refurbishment of bus shelter in Church Lane.	Cllr S 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 – November	£896.96
	Reimburse C Gill November – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (24 miles @ £0.45 per mile)	£10.80
	Reimburse C Gill for plates for plaques (BKV prizes}	£54
	Reimburse C Gill for gift cards (BKV prizes)	£90
	Reimburse C Gill for GoFile annual subscription for Digital VAT return	£35.94
	Reimburse B McKeown for mileage (40 miles @ 45p per mile)	£18
	B McKeown for Chair’s Allowance	£100
	Acer for October grass mowing plus cut hedge and bank	£1243.66
	Acer for October final cut	£605.69
	MAC Groundworks for installation of Welcome sign and notice board	£900
	DRS for BKG certificates	£43.40
	WaterPlus – car park drainage for 4^th Oct to 4^th Nov 2022	£39.20
	Weston Ground Maintenance, SID move Oct (New Road – Church Road)	£39.60
	Fenns stationery ink and tape	£16.74
	SLCC for extension to CILCA (if preferred/agreed under 040/20)	£75
	HMRC – November	£12.63
013/22	Correspondence received from residents (in the post):	None

10th November 2022
Catherine Gill
Clerk to Hixon Parish Council

Minutes

Hixon Parish Council
Minutes of Full Council meeting held at 7.00pm on 15th November 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 R Till
Absent: Cllr D Wheatley

Clerk – Mrs C Gill

Members of the public: 2

Item Ref	Item	Action By
001/22	Apologies received: Cllr D Wheatley	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 18 October 2022, the addition of garden community to the description of the proposed new Meecebrook development (Borough Councillor report) and the deletion of a sentence under 070/22 were requested as amendments.	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 (056/22, 070/22, 050/22).	None
005/22	Borough Councillors’ report and Chair’s Report.
	The Chair presented a list of actions he had undertaken and meetings he had attended.
006/22	County Councillor’s report.	None
007/22	Close meeting for Public Participation.
	A tree on Church Road open space is overhanging a conservatory, leading to catkins falling on to the property. The overhanging limb could be removed or the tree felled.	Prices for felling being sought
008/22	Reopen meeting & agree date of next meeting December 20^th 2022 (for budget meeting).
009/22	Chair’s announcements	See above
	Parish Councillor questions.
	Cllr Craen: there is a meeting in Stowe by Chartley village hall regarding a proposed solar farm in Drointon.
	Cllr Hopcroft: There has been an instance of fly tipping in Walnut Crest and Stafford & Rural Homes sent a letter of complaint regarding this, threatening prosecution, to the wrong person. The rubbish has now been removed.
	Cllr S McKeown:1) PAT testing: Previously it had been agreed to PAT test every 2 years, it was requested that this be amended to every year starting 2023. Add to next agenda. 2) Can the Clerk request that the pavement between New Road and Farley Corner be cleared and made usable? 3) Can Clerk get a price for large poppies for next year? 4) More tea, coffee and milk are needed. 5) Can the bollards at the edge of the car park be treated?	Clerk
010/22	Planning: Applications
	Planning application 21-33856/HAZ Unit 2 Hixon Airfield Industrial Estate. “Application for Hazardous Substance Consent.” Chair has called this in, waiting to find out if valid	Chair
	Agenda Items: Reported in order discussed at meeting.
040/20	SID data needs to be downloaded on to both laptops, need to download the programme. A CILCA update report had been circulated but was not considered. Payment of £75 to SLCC for extension of 12 months not approved.	Clerk/Cllr S McKeown
080/21	Tree survey: Waiting for quotes. Add removal of ivy on to quote.	Clerk
083/21	Playing Fields Wetpour: Wait and see what the inspection report states for the 2023 inspection.	–
020/22	CCTV survey carried out showed that the drain/gulley is running freely to the outfall sewer and had no damage or blockage. Heavy rain causes the main drain in Back Lane to become too full and the water backs up and comes back out of the car park drainage grid and down the Hixon Millennium Green path. Clerk to contact Severn Trent to investigate this issue. Cllr Hopcroft to draw up plan for additional Acco drain.	Clerk/ Vice-Chair
045/22	Report on Playing Field improvements: deferred to January 2023.	–
050/22	To consider overnight parking, maintenance costs and surface water charges for Parish Council car park: Arrange a discussion/meeting with the Bank House.	Chair
057/22	2022 Christmas light’s switch-on: Report on additional spend received and accepted. Clerk to order consumable items and walkie-talkies as per report.	Clerk
061/22	Street cleaning, weed-killing and gutter emptying by contractors: Allow £2K per year going forward. Check with Highways as to when gullies last emptied.	Clerk/Cllr Hopcroft
064/22	Grass mowing contract: survey the village regarding where to put wildflower seeds.	Chair/Cllr S McKeown
065/22	2022 Best Kept Garden awards: Presentation evening went well and was well attended.	–
068/22	Cutting back of bushes/killing ivy on bank of Hammonds Croft-Church Lane link: Awaiting quote for work.	Clerk
070/22	Proposed changes to the frequency of normal Hixon Parish Council meetings: Report received and accepted as a trial for 6 months –“extraordinary” amended to “additional” in 4.1 . Additional meeting in December to look at budget.	Clerk
074/22	A report considering appointing a deputy clerk with specific responsibilities was received and rejected.	–
075/22	Adopting the Civility and Respect Model Councillor-Officer Protocol and signing up to the same on the NALC website: information with links to documents had been circulated a few days prior to the meeting, however this item was not considered.	–
076/22	Consider quote for Minor Highways and Street Name-plate cleaning work: not covered, recirculate information	Clerk
077/22	Consider quotes for play equipment inspection: add to budget	Clerk
078/22	Consider first draft of budget for 2023-2024 and 2 years following: amend to 4 year plan i.e. life of the next council.	Clerk
079/22	Purchase of new printer: Cllr D Hever-Smith had looked at ink-tank printers and the Clerk has looked at different brands of cartridge printers – Cllr Hever-Smith to prepare a report for the next meeting.	Cllr D Hever-Smith
080/22	Response from the Parish Council to the Consultation of the new Plan for Stafford Borough 2020-2040 (deadline is 12^th Dec. 22 at 12 noon): Chair will formulate a response and circulate.	Chair
081/22	Response from the Parish Council for the Review of Parliamentary Boundaries 2023 (deadline of 5^th Dec. 22): Chair will formulate a response and circulate.	Chair
	Projects, Task Groups and External Meeting Reports
062/21	Refurbishment of bus shelter in Church Lane: Report received and accepted, look for local contractors to provide quotes for option 1.	Clerk
	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 – November	£896.96
	Reimburse C Gill November – monthly purchase of Microsoft 365 Business	£11.28
	Reimburse C Gill mileage (24 miles @ £0.45 per mile)	£10.80
	Reimburse C Gill for plates for plaques (BKV prizes}	£54
	Reimburse C Gill for gift cards (BKV prizes)	£90
	Reimburse C Gill for GoFile annual subscription for Digital VAT return	£35.94
	Reimburse B McKeown for mileage (40 miles @ 45p per mile)	£18
	B McKeown for Chair’s Allowance	£100
	Acer for October grass mowing plus cut hedge and bank	£1243.66
	Acer for October final cut	£605.69
	MAC Groundworks for installation of Welcome sign and notice board	£900
	DRS for BKG certificates	£43.40
	WaterPlus – car park drainage for 4^th Oct to 4^th Nov 2022	£39.20
	Weston Ground Maintenance, SID move Oct (New Road – Church Road)	£39.60
	Fenns stationery ink and tape	£16.74
	HMRC – November	£12.63
013/22	Correspondence received from residents (in the post).	None

Meeting ended 10:30pm