Parish Council Meeting

17 Sep 2024

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for a Meeting of the full council on
17 September 2024 at 7:00pm in Hixon Memorial Hall

Agenda

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
005/24	To receive apologies.	Chair
006/24	To receive declaration of interest in any matter on the Agenda. Chair has recused himself from discussions/votes on all planning applications.	Chair
007/24	To receive written applications for dispensations under the Localism Act 2011	Chair
008/24	Consider minutes of meeting 16 July 2024	Chair
009/24	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). (Proposed 110/23).	Chair
083/22	Consider agreement to continue with the scheme of delegation as agreed at meeting in January 2023.	Chair
010/24	To receive Borough Councillors’ reports. Written or verbal	Chair
011/24	To receive County Councillor’s report. Written or verbal	Chair
012/24	Close meeting for Public Participation.	Chair
014/24	Reopen meeting & agree date of next meeting (19^th November 2024).	Chair
015/24	Chair’s announcements and Parish Councillor questions comments.	All
016/24	Planning Applications (previously considered by delegation to Clerk/Planning Committee)	None
	24/39049/FUL Change of use of land to use as a residential caravan site for 3 gypsy families each with one mobile home, one touring caravan and one day room and stable block, car parking, foul drainage, landscaping and hardscaping Land Opposite Beech Tree Farm London Road Pasturefields	Object
	SCC/24/0064/FULL-ES for Change of use of an existing building (B2 / B8 use) for a Clinical Waste Treatment Facility (sui generis) at Land at Hixon Industrial Estate, Church Lane, Hixon, ST18 0PY	Object
	Agenda Items
026/24	To consider updated Resolution Tracker and agree actions	Chair
027/24	Clerk’s Report – To note, and for information only.	Clerk
032/24	Update on marking boxes on car park by footpaths	Chair
036/24	New Road congestion – feedback on request that all lorries/HGVs use the bottom (nearest the A51) entrance to Hixon Airfield Estate.	Cllr Hopcroft
040/24	Update on CCTV on playing field	Cllr Hever-Smith
042/24	Consider prices for planters underneath noticeboards.	Cllr S McKeown
043/24	Update on floral decoration inside phone box at Sycamore Drive	Chair
046/24	Consider allowing all councillors to be substitutes on the Planning Committee (with the exception of Cllr B McKeown whilst he is Chair of the SBC Planning Committee).	Clerk
047/24	Best garden awards: set date for presentation and agree prizes	Chair
048/24	Christmas Tree lights switch-on event: consider actions required, set date.	Chair
049/24	Consider quote for installation of large poppies (drilling holes and erection/removal).	Clerk
050/24	Consider location(s) of SID over winter and associate costs.	Clerk
051/24	Report on HPC Assets and Parish On Line	Cllr S McKeown
052/24	Advertising scheduled Parish Council meetings and Planning Meetings	Cllr S McKeown
053/24	Date for Assets Inspection	Chair
	Projects, Task Groups and External Meeting Reports
045/22	To receive and consider report for bike track facility at Church Lane Playing Fields.	Cllr Hever- Smith
110/23	Consider report from Highway and Road Safety group	Chair
111/23	Consider report regarding Electric Vehicle Charging	Chair
	Finance / Administration / Legal
033/23	Bank Reconciliation	Chair
013/23	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/Cllr Hopcroft
	Employment costs – Sept	£727.32
	Reimburse C Gill Sept – monthly purchase of Microsoft 365 Business	£12.36
	Mileage (8 miles @45p per mile)	£3.60
	Stamps (16 2^nd class)	£13.60
	Acer – mowing (+ SID move)	£TBA
	Reimburse B McKeown for floral art for telephone box(es)	£TBA
	WaterPlus – car park drainage 2024 (8^th August to 8^th Sept)	£TBA
	Mazars for external audit	£TBA
	HMRC – Sept	£292.70
034/23	Receipts August 2024
	Bank Interest (August 31st)	£TBA
035/23	Consider significant correspondence received from residents:
	Post	None
	Email/phone calls: Complaint regarding traffic speeds on New Road. 1 letter/1 comment on Waste Incinerator planning application
	From August 2024
033/23	Bank Reconciliation	Cllr Hopcroft
013/23	Schedule of Prospective Agreed Payments	Chair/ Cllr Hopcroft
	Employment costs	£727.52
	Reimburse C Gill August – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (28 miles @ £0.45 per mile)	£12.60
	WaterPlus 8^th July to 8^th August 2024	£47.79
	Acer Garden Landscapes – July mowing + SID move	£783.00
	NBB Recycled Furniture for picnic bench	£672.00
	Information Commission Sept 24 – Sept 25	£40.00
	HMRC: PAYE	£292.50
	Receipts 6^th July to 5^th August
	VAT refund for Q1	£1727.58
	Interest from bank	£75.55

27 August 2024
Catherine Gill,
Clerk to Hixon Parish Council

CGILL

Minutes

Hixon Parish Council
DRAFT Minutes of the Meeting of the Full Council held on Tuesday 17 September 2024

In attendance for all or part of the meeting:

Cllr. B McKeown (Chair), Cllr. Craen, Cllr. Hever-Smith, Cllr. Hilton, Cllr Hughes,
Cllr. S McKeown,
Apologies: Cllr Hopcroft,
Minutes taken by C Gill – Clerk, RFO and Proper Officer.

Members of the public: 1. Borough Cllr A Cooper gave apologies.

Item Ref	Item	Action By
005/24	Apologies: See above.	–
006/24	To receive declaration of interest in any matter on the Agenda. Chair has recused himself from discussions/votes on all planning applications.	None
007/24	To receive written applications for dispensations under the Localism Act 2011	None
008/24	It was resolved to accept the Minutes of meeting 16^th July 2024.	Clerk
009/24	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). (052/24).	Chair
083/22	It was resolved to agree to continue with the scheme of delegation as agreed at meeting in January 2023.	Clerk
010/24	Borough Councillors’ reports: Chair provided information during the meeting.	None
011/24	County Councillor’s report.	None
012/24	Close meeting for Public Participation.	Chair
	Belgrave Homes would like to be able to build on the field adjacent to The Croft, behind St Peter’s View. The plans include demolishing the old hospital buildings and erecting a plaque to commemorate them These buildings have historic importance. (no planning application has been put forward).	–
	There are a lot of squirrels about at the moment.	–
	Can the planning enforcement notice on Bumblebee Cottage be looked into?	Clerk
014/24	Reopen meeting & agree date of next meeting (19^th November 2024).	Chair
015/24	Parish Councillor questions comments.
	Cllr S McKeown asked if the community notice board in the rebuilt bus shelter on Church Lane was going ahead – add to next agenda. Look at size/prices for screw-on boards suitable for notices.	Clerk
	Cllr S McKeown asked if the wording of the Chair’s recusement could be amended to add in Stafford Borough Council.	Clerk
	Cllr Craen asked about the purchase of McAfee for Clerk’s laptop – not purchased yet, will progress.	Clerk
	Cllr Craen stated that many footpaths are overgrown – land owner responsibility to keep clear, can report on ROW portal. Cllr Craen will collate the issues.	Cllr Craen
	Cllr Hever-Smith had received a complaint regarding the pizza van visiting Hixon – it is only once per month and should not significantly affect the food outlets in Hixon.	–
	Cllr Hilton asked if the PC can help people who have been struggling to go on the SCC Planning Portal to make comments on the Clinical Waste incinerator application – Chair suggested running a help session.	Chair
	It was raised that a summary of actions from the last meeting would be useful – the Clerk covers this in the Clerk’s Report, however an action summary will be added to the agenda.	Clerk
016/24	Planning Applications (previously considered by delegation to Clerk/Planning Committee)	None
	24/39049/FUL Change of use of land to use as a residential caravan site for 3 gypsy families each with one mobile home, one touring caravan and one day room and stable block, car parking, foul drainage, landscaping and hardscaping Land Opposite Beech Tree Farm London Road Pasturefields	Object
	SCC/24/0064/FULL-ES for Change of use of an existing building (B2 / B8 use) for a Clinical Waste Treatment Facility (sui generis) at Land at Hixon Industrial Estate, Church Lane, Hixon, ST18 0PY	Object
	Agenda Items
026/24	To consider updated Resolution Tracker and agree actions	Chair
027/24	Clerk’s Report – To be circulated, for information only.	Clerk
032/24	Line marked boxes on car park by footpaths: it was agreed that the Chair will get a quote for the car park work only.	Chair
036/24	New Road congestion – request that all lorries/HGVs use the West entrance to Hixon Airfield Estate. Deferred to next meeting. Clerk to ask Stowe by Chartley PC if it would like a joint (with Hixon PC) Highways working group.	Cllr Hopcroft /Clerk
040/24	CCTV on playing field – waiting to hear back from the Highways Liaison Manager.	Cllr Hever-Smith
042/24	Prices for planters alongside noticeboards – the quote had previously been circulated. It was resolved to proceed with these planters.	Clerk
043/24	Floral decoration inside phone boxes: Both of the PC owned phone boxes have been decorated, it was agreed to allow a further £120 expenditure to cover the bottom of the Sycamore Drive box.	Chair
046/24	It was resolved to allow all councillors to be substitutes on the Planning Committee.	Clerk
047/24	Best garden awards: Sunday date in late October preferred. Budget of ca. £200 agreed for food. Cllr Hilton to ask Bank House for dates and what they can cater for foodwise with a budget of £200 for 50eople. Cllrs Craen and Hughes to meet to decide prize winners and Highly Commended gardens/baskets/pots. Prizes agreed at £20, £15, £10 (gardens and baskets/pots) and £15 for unusual Feature (garden centre gift cards). Letters of invitation also to be sent to Memorial Bed carers. Certificates to be printed externally.	Cllrs Craen/Hughes/Hilton/Clerk /Chair
048/24	Christmas Tree lights switch-on event: Chair’s report accepted. Cllr Hever-Smith plus resident to check PAT date for transformer. Clerk will arrange road closure and TEN, Chair will organise flyers. Agreed £100 for Santa arrival/grotto, £100 sundries (e.g. refreshments).and £60 for ‘silent’ fireworks. More tablecloths and kitchen roll required.	Cllr Hever-Smith/Clerk/ Chair
049/24	Installation of large poppies (drilling holes and erection/removal): quote from TGM accepted Aim to have poppies installed by 20^th October.	Clerk
050/24	Location(s) of SID over winter and associated costs: it was agreed to leave the SID on New Road for most of the time and move once over winter (at £50 +VAT) to Church Lane.	Clerk
051/24	Cllr S McKeown had produced an update report on HPC Assets and Parish On Line and it was resolved to accept it . Clerk to have updated the spreadsheet by the end of January.	Clerk
052/24	IN CAMERA Advertising scheduled Parish Council meetings and Planning Meetings: It was agreed to circulate the agenda 1 week or more before the meetings. May need to change the type of presentations previously agreed, Planning Committee to discuss.	Planning Committee
053/24	Date for Assets Inspection: the date/time of Sunday 10^th October at 10am, meeting in the car park, was confirmed.	All
	Projects, Task Groups and External Meeting Reports
045/22	To receive and consider report for bike track facility at Church Lane Playing Fields. Deferred to next meeting.	Cllr Hever- Smith
110/23	Consider report from Highway and Road Safety group: deferred to next meeting.	Chair
111/23	Report regarding Electric Vehicle Charging: a verbal update was given, some issues have arisen with the legal team at the company who took over Bass Taverns.	Chair
	Finance / Administration / Legal
033/23	Bank Reconciliation	Chair
013/23	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/Cllr Hopcroft
	Employment costs – Sept	£727.32
	Reimburse C Gill Sept – monthly purchase of Microsoft 365 Business	£12.36
	Mileage (8 miles @45p per mile)	£3.60
	Stamps (16 2^nd class)	£13.60
	Acer – August mowing	£753.00
	Acer – Sept mowing and year end jobs	£5040.00
	Reimburse B McKeown for floral art for telephone box(es)	£107.97
	WaterPlus – car park drainage 2024 (8^th August to 8^th Sept)	£47.79
	drs for planning application flyers	£98.00
	HMRC – Sept	£292.70
034/23	Receipts August 2024
	Bank Interest (August 31st)	£65.52
035/23	Consider significant correspondence received from residents:
	Post	None
	Email/phone calls: Complaint regarding traffic speeds on New Road. 1 letter/1 comment on Waste Incinerator planning application. One resident complained that other people were parking in spaces allocated for residents at Walnut Crest sheltered accommodation – suggested she took this up with Homes Plus who own/manage the land.	–
	From August 2024
033/23	Bank Reconciliation	Cllr Hopcroft
013/23	Schedule of Prospective Agreed Payments	Chair/ Cllr Hopcroft
	Employment costs	£727.52
	Reimburse C Gill August – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (28 miles @ £0.45 per mile)	£12.60
	WaterPlus 8^th July to 8^th August 2024	£47.79
	Acer Garden Landscapes – July mowing + SID move	£783.00
	NBB Recycled Furniture for picnic bench	£672.00
	Information Commission Sept 24 – Sept 25	£40.00
	HMRC: PAYE	£292.50
	Receipts 6^th July to 5^th August
	VAT refund for Q1	£1727.58
	Interest from bank	£75.55
	Reimburse C Gill April – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (26 miles @ £0.45 per mile)	£11.70
	Reimburse C Gill for stamps 16 x 2nd class	£13.60
	WaterPlus	£47.79
	Acer Garden Landscapes	£783.00
	John Martin for allotment lease £1137.32 and water usage £52.78	£1190.10
	Parish Online for annual Subscription June 2024 to May 2025	£124.80
	HMRC: PAYE	£292.70
	Receipts 6^th May to 5^th June
	Donation from HMGT	£62.50
	Interest from bank	£77.05

Meeting ended 9:15pm

Reports

Hixon Parish Council
17 September 2024
Christmas Lights Switch-On Saturday 30th November 2024
Report No. 1
P a g e 1 | 3
1 Purpose of Report
1.1 To consider the proposals set out in this report;
2 Background Information and Key Issues
2.1 Hixon Christmas Tree lights were first installed and switched on in
December 2016.
2.2 Since then, it has grown in scale and popularity and is now a major
fixture in the Hixon social calendar;
2.3 Since its inception, the Hixon Christmas Tree Lights Switch-On events
have been created, organised and managed free-of-charge by JBS
Entertainment (Jim Carmichael, Brendan McKeown and Susan
McKeown). JBS have agreed to offer their services again to provide the
entertainment and promotional package for the 2024 Hixon Christmas
Tree Lights switch-on;
2.4 The lights will need to be tested by Darren Hever-Smith and Jim
Carmichael, ideally before 30th September. Report required on any
failed light strings;
2.5 Allow budget of £ 300 for any replacement light strings (from
International Components Ltd, Church lane, Hixon);
2.6 Clerk to check date when transformer and housing was last Portable
Appliance (PA) tested by a qualified electrician. Action as appropriate;
2.7 The installation of the big screen is the most time-consuming and
hazardous challenge on the day of the lights switch-on; especially in
windy conditions. The big screen is the property of Hixon Millennium
Green Trust;
2.9 Ground sockets were installed in 2023 and scaffold poles purchased to
make assembly a quicker and safer method. Poles are in the HMGT
shipping container with fittings;
2.10 For insurance and other purposes, Hixon Parish Councill will be the
over-arching event organiser; All Hixon Parish Councillors are welcome
to help with the event set up;
2.11 An application for a road closure order (to Stafford Borough Council)
will need to be submitted by mid-October. Application fee £ 127 (To be
confirmed);
Hixon Parish Council
17 September 2024
Christmas Lights Switch-On Saturday 30th November 2024
Report No. 1
P a g e 2 | 3
2.12 A Temporary Entertainment Licence (TENs) application will need to be
submitted to Stafford Borough Council by mid-October. Current
application fee is £ 21.00 (to be confirmed);
2.13 A promotional flyer (double sided A5) for the event and invite for
donations of mulled wine, mince pies and sausage rolls will be
designed and printed for door-to-door distribution in early November.
Budget cost £ 100
2.14 JBS will liaise with home owners in the vicinity of the Christmas tree
organise to source power supplies and space for stalls etc.
2.15 Hixon Parish Council will need to formally agree to allow the use of
Hixon Parish Council’s projector as a backup.
2.16 Arrival of Santa in Grotto. Over the years, JBS has devised a number
of different way in which Santa has appeared on site. This year, JBS
has an idea that will require some materials such as hardboard sheets,
lengths of timber, fixings and paint. This will be re-useable for future
years. Propose materials budget of £ 100. Design and construction free
of charge;
3 Financial, Resource and legal Implications
3.1 Road closure order: £127 (TBC);
3.2 Temporary Event Notice: £21.00 (TBC);
3.3 Promotional leaflet printing £ 100;
3.4 Provisional budget for replacement light strings if required £300;
3.5 Budget for new Santa grotto £100;
Resources –
3.5 Clerk to apply for Road Closure Order (before mid October);
3.6 Clerk to apply for Temporary Event Notice (before mid October);
3.7 Clerk to arrange PA Testing if required;
3.8 Cllr B. McKeown to arrange for cherry-picker to enable lights to be redressed
if required; Cllr D. Hever-Smith and Jim Carmichael to assist;
Legal Implications
3.9 See points 3.1 and 3.2;
Hixon Parish Council
17 September 2024
Christmas Lights Switch-On Saturday 30th November 2024
Report No. 1
P a g e 3 | 3
3.10 Clerk to advise Council’s insurer.
4 Recommendation
4.1 To receive this this report and agree the proposal as set out.
5 Report produced by
5.1 Cllr B. McKeown
6 Appendices
None

Hixon Parish Council
17th September 2024
HPC Assets and Parish Online
Item 051/24
Page 1 of 2
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish
Council (HPC) meeting 17th September 2024.
2 Background Information and Key Issues
2.1 It is a requirement of the Parish Council to hold an up to date assets
list.
2.2 The Council has agreed to hold its assets on an application called
‘Parish Online’.
2.3 Whilst undertaking the transfer of the current asset list to Parish Online
anomalies were found. The list was incomplete; VAT was included in
the costs of some assets and there was no replacement costs
assigned for insurance purposes.
2.4 Following meetings with the Parish Online task group, it was proposed
to update the current asset list. The new list to include all assets; some
assets to be broken down into their various components were
appropriate; replacement costs; removal of VAT elements and
categorised to also include an inventory for items less than or equal to
£100.
2.5 It is proposed to officially introduce a de minimis value of £100 for
purchased items. Those items should not attract replacement costs or
be included on the list for insurance purposes.
2.6 The attached spreadsheet shows the above together with other
information required to complete the asset list.
3 Financial
3.1 None
.
4 Resources
4.1 Clerk to provide the required information to complete asset list
5 Legal Implications
5.1 To agree the introduction of £100 de minimis value.
Hixon Parish Council
17th September 2024
HPC Assets and Parish Online
Item 051/24
Page 2 of 2
6 Recommendation
6.1 To agree updating asset list as per 2.4 above.
6.2 To agree to the introduction of a de minimis of £100 for purchases and
to keep an inventory of such items.
6.3 To agree to the Clerk providing such information to complete asset list.
Please see attached spreadsheet.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
8.1 Asset Spreadsheet