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Parish Council Meeting

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for a Meeting of the full council on
21 January 2025 at 7:00pm in Hixon Memorial Hall

 

Agenda

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 Stafford Borough Council planning applications.		 Chair
007/24 To receive written applications for dispensations under the Localism Act 2011 Chair
008/24 Consider minutes of meetings 19 November 2024 and 7 January 2025 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). 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 (18th March 2025). 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
24/39877/OUT  Outline Application – Erection of two dwellings (access only) The Mount Stowe Lane Hixon 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
040/24 Update on CCTV on playing field Cllr Hever-Smith
043/24 Update on floral decoration inside phone box at Sycamore Drive Chair
073/24 To receive and consider report from Clerk on Display Screen Equipment issues. Clerk
074/24 Consider prices for asset inspection works & picnic bench fixing. Clerk
058/24 Finalise Budget (including staff salary) and agree precept for 2025/2026 based on Draft Budget number 3 from meeting on 7th January. Chair
063/24 Update on cork for bus shelter notice boards Clerk
068/24 Update on Light Pollution letter Chair
069/24 Update on gully emptying/road sweeping Cllr Hopcroft
075/24 Consider recording parish council meetings Chair
076/24 To receive and consider Report by Chair on Councillor Question Time Chair
077/24 To receive and consider Report by Chair on protocols in consideration of minutes of meetings and proposed amendments Chair
078/24 Consider options for safety surfaces on playing field Chair
079/24 To receive and consider Report by Chair on internal communications Chair
080/24 Consider applying for Quality Council Status Chair
081/24 Consider Fly Tipping in Hixon parish Chair
082/24 To receive and consider a report from the Clerk describing the Co-option timeline Clerk
Projects, Task Groups and External Meeting Reports
045/22 Updated on bike track facility at Church Lane Playing Fields. Cllr Hever- Smith
110/23 Update from Highway and Road Safety group Chair
111/23 Update on 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 – Jan 2025 £727.52
Reimburse C Gill Jan – monthly purchase of Microsoft 365 Business £12.36
Mileage (8 miles@45p per mile) £3.60
WaterPlus – car park drainage 2024 (8th Dec to 8th Jan) £47.79
TGM (Clean Playing Field sign, remove bus shelter in Pasturefields) £192.00
TGM (Notice board at Sycamore, Ridgeway OS fencing) £624.17
SCC for website £150.00
Hixon Memorial Hall Oct-Dec 2024 £156.40
SBC for amenity lorry visits (x4) for 2025 £472.00
A Smallwood for fireworks for Christmas Light Switch-on £60.00
HMRC – Jan £292.50
From Ringfenced account
Allotment additional insurance (Chris Knott Insurance) £101.01
034/23 Receipts December 2024
Cheque received from HMGT 9th Dec 2024 £385.00
Bank Interest (December 31st) £73.41
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Email re waste on Egg Lane
From December 2024
033/23 Bank Reconciliation Chair
013/23 Schedule of Prospective Agreed Payments Cllr Hopcroft /Chair
Employment costs £727.32
Reimburse C Gill December – monthly purchase of Microsoft 365 Business  £12.36
Reimburse C Gill mileage  (16 miles @ £0.45 per mile)  £7.20
Reimburse C Gill for 8 2nd class stamps
£6.80
WaterPlus 8th Nov to 8th Dec 2024  £46.24
J Craen for sweets for light switch on £22.00
TGM for Remembrance poppies – installation and removal £210.00
TGM for 4 planter maintenance and watering (gateways) £376.00
TGM for manufacture of 4 planters (noticeboards) £1756.80
TGM for Flower bed/shrub maintenance x2 occasions £912.00
TGM for weed spray 8 sites x2 occasions £168.00
TGM for maintenance of Church Lane planter x2 occ +  watering £97.20
TGM for  strimming the Gateways x8 occ. + cleaning x2 occ. £648.00
SBC for road closure £135.00
HMRC: PAYE  £292.70
034/23 Receipts 6th Nov to 4th December 2024
Interest from bank (29th Nov) £69.43
16th January 2025
Catherine Gill,
Clerk to Hixon Parish Council		  

 

  

Minutes

Hixon Parish Council
DRAFT Minutes of the Meeting of the Full Council held on Tuesday 21 January 2025

In attendance for all or part of the meeting:
Cllr. B McKeown (Chair), Cllr. Hever-Smith, Cllr. Hilton,
Cllr. Hopcroft, Cllr. Hughes, Cllr. S McKeown, Cllr Raby
Apologies: Cllr Craen
Minutes taken by C Gill – Clerk, RFO and Proper Officer
Members of the public: 1

 

Borough Cllr A Cooper also 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 Stafford Borough Council 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 19th November 2024 and 7th January 2025. 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). None
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 will mention during course of meeting. –
011/24 County Councillor’s report. None
012/24 Close meeting for Public Participation. Chair
A resident commented on the email received as listed under correspondence. He has a 5-year environmental waste certificate and the waste that he removes is used to make a track on his land.
Plaster board is considered non-hazardous and is covered under building rubble.		 –
What is happening re amalgamation of local government? Answer: too early to say, unlikely to stay as it is and some amalgamation is likely. –
014/24 Reopen meeting & agree date of next meeting (18th March 2025). Chair
015/24 Chairs Announcements and Parish Councillor questions/comments.
Cllr S McKeown:
What is the situation with the additional grass cutting proposed in Lea Heath?: the situation was explained, waiting for SCC to reply. –
Has there been a quote for tidying up the edges of the car park: Yes, it is one the list of assets works for consideration at the meeting. –
Cllr Hughes
There are a lot of leaves at the corner of Hammonds Croft – can we arrange for them to be cleared up?: This is the responsibility of SBC, we may be hiring a road sweeper and they would be cleared up then. Cllr Hopcroft
What is the PC’s plan for the next quarter, year etc.? Vision and Values – what are we about? (see below).
Cllr Hilton
What mechanism do we have to consult with residents re our projects?: We use  the newsletter and Parish Meeting – have an item on Parish Meeting to raise awareness of prospective projects and promote feedback. Chair
016/24 Planning Applications (previously considered by delegation to Clerk/Planning Committee)
24/39877/OUT  Outline Application – Erection of two dwellings (access only) The Mount Stowe Lane Hixon Object
Agenda Items – items taken in different order to agenda
058/24 Budget was discussed and precept agreed for 2025/2026.  Draft Budget number 3 from meeting on 7th January was updated to the Final Budget. It was resolved to request a Precept demand (as paid by council tax payers) of £42,000. The total spend for 2025-2026 was budgeted at
£76,877.80. Staff salary amount for 2025-2026 to be discussed at Employment Committee meeting and recommendation brought to the full council meeting in March, as staff salary for 2025-2026 was not discussed during the budget setting process or previously by the Employment Committee.		 Clerk/

Employment Committee
026/24 An updated Resolution Tracker was not available. Chair
027/24 Clerk’s Report – had been circulated for information. –
032/24 Update on marking boxes on car park by footpaths: No update. Chair
040/24 CCTV on playing field – deferred to next meeting. Cllr Hever-Smith to forward the email chains with Richard Rayson to the Clerk, for her to follow up. Cllr Hever-Smith
043/24 Floral decoration inside phone box at Sycamore Drive – Chair is looking at this afresh.. Chair
073/24 A report from Clerk on Display Screen Equipment issues was receive and it was decided that the Employment Committee should discuss this with an agreed spend of up to £400. Employment Committee
074/24 Prices for asset inspection works – all agreed. Leave the picnic bench for now. Clerk
063/24 Cork for bus shelter notice boards – the price for the proposed cork had previously been circulated and it was agreed to order the cork. Clerk
068/24 Update on Light Pollution letter – Chair will finish the letter. Chair
069/24 Update on gully emptying/road sweeping – it was agreed to hire the gully emptier for 1 day in mid-February, Cllr Hopcroft will confirm the price. Cllr Hopcroft
075/24 Recording parish council meetings – it was agreed not to go ahead with this. Chair
076/24 A report by Chair on Councillor Question Time was received and considered. The Clerk stated that she did not agree with 2.3 re difficult to minute and the time frame was amended to 8 days before the meeting. All
077/24 A report by the Chair on protocols in consideration of minutes of meetings and proposed amendments was received and considered. The Clerk explained the legislation regarding the production of minutes and that they can only be amended if factually incorrect. Report was agreed. All
078/24 Safety surface on playing field: the Chair displayed a quote from a local experienced contractor which was marked as being for budgeting purposes and subject to a site survey and further details, for a replacement subbase and wetpour around the Playdale piece of children’s play equipment. The price on the quote of £10,164.45 also included a drainage scheme. The council resolved to accept it, the Chair stating that the work could be carried out in February. Clerk
079/24 A report by the Chair on internal communications was received and considered/agreed. The Clerk added that emails thought appropriate for circulation would be sent on a Friday as well as any appropriate links on a WORD document. Clerk
080/24 Applying for Quality Council Status: Agreed to proceed with looking into this, Chair suggested that Cllr S McKeown to take the lead and report back in March. Cllr S McKeown
Cllr Hughes left the meeting
081/24 Consider Fly Tipping in Hixon parish: A complaint of builders’/industrial wate being dumped had been received. It was suggested that a copy of the Environmental Waste Certificate should be asked for. Chair to check the regulations with SBC Environmental Health. Chair
082/24 A report from the Clerk describing the Co-option timeline was received and considered/agreed with the addition of emails being sent to councillors when resignation occurs and SBC is notified and when the permission to co-opt is received and advert is going out. Clerk
Projects, Task Groups and External Meeting Reports
045/22 Bike track facility at Church Lane Playing Fields: no update Cllr Hever- Smith
110/23 Highway and Road Safety group – no update. Chair
111/23 Electric Vehicle Charging – slight delay in paperwork due to re-wording re loss of availability of charging points due to car park closure. 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 – Jan 2025 £727.52
Reimburse C Gill Jan – monthly purchase of Microsoft 365 Business £12.36
Mileage (8 miles@45p per mile) £3.60
WaterPlus – car park drainage 2024 (8th Dec to 8th Jan) £47.79
TGM (Clean Playing Field sign, remove bus shelter in Pasturefields) £192.00
TGM (Notice board at Sycamore, Ridgeway OS fencing) £624.17
SCC for website £150.00
Hixon Memorial Hall Oct-Dec 2024 £156.40
SBC for amenity lorry visits (x4) for 2025 £472.00
A Smallwood for fireworks for Christmas Light Switch-on £60.00
HMRC – Jan £292.50
From Ringfenced account
Allotment additional insurance (Chris Knott Insurance) £101.01
034/23 Receipts December 2024
Cheque received from HMGT 9th Dec 2024 £385.00
Bank Interest (December 31st) £73.41
035/23 Consider significant correspondence received from residents:
Post None
Email/phone calls: Email re waste on Egg Lane
From December 2024
033/23 Bank Reconciliation Chair
013/23 Schedule of Prospective Agreed Payments Cllr Hopcroft /Chair
Employment costs £727.32
Reimburse C Gill December – monthly purchase of Microsoft 365 Business  £12.36
Reimburse C Gill mileage  (16 miles @ £0.45 per mile)  £7.20
Reimburse C Gill for 8 2nd class stamps  £         34.00
£6.80
WaterPlus 8th Nov to 8th Dec 2024  £46.24
J Craen for sweets for light switch on £22.00
TGM for Remembrance poppies – installation and removal £210.00
TGM for 4 planter maintenance and watering (gateways) £376.00
TGM for manufacture of 4 planters (noticeboards) £1756.80
TGM for Flower bed/shrub maintenance x2 occasions £912.00
TGM for weed spray 8 sites x2 occasions £168.00
TGM for maintenance of Church Lane planter x2 occ +  watering £97.20
TGM for  strimming the Gateways x8 occ. + cleaning x2 occ. £648.00
SBC for road closure £135.00
HMRC: PAYE  £292.70
034/23 Receipts 6th Nov to 4th December 2024
Interest from bank (29th Nov) £69.43

 

Meeting ended 10:00pm

 

Reports

Hixon Parish Council

21 January 2025 Agenda Item 073/24

Report regarding Display Screen Equipment (DSE) requirements

1        Purpose of Report

1.1     To update Hixon Parish Council on the situation regarding the requirement for a new chair and separate screen/monitor and keyboard for the Clerk.

2        Background Information and Key Issues

2.1     In April 2024 Hixon Parish Council was informed via the DSE assessment that a new chair for the Clerk’s home-office was required. The need for a separate monitor was also highlighted in the assessment.

2.2     Prices for a new chair were obtained and passed on to the council – the Chair stated that the Borough Council were giving away office chairs as it had a surplus and he would try and obtain some to assess suitability rather than the council purchasing a new one at that time.
Two were obtained: only one had a full back, unfortunately the seat on this chair cannot be adjusted for height, there is very little padding left on it and the arms are too high to go under the table used as a desk in the Clerk’s home-office. It is therefore unsuitable.

2.3     The need for a separate monitor to keyboard is highlighted in the DSE assessment (Council was informed in 2023) and as the Clerk has been suffering from back, leg and neck pains, is now a requirement.

3        Financial

3.1     Budget of ca. £500 for the purchase of a suitable chair, height adjustable monitor and keyboard (with connecting HDMI cable) – to be included in the 2025-2026 budget.

4        Legal Implications

5.1     Non-compliance with the DSE if report not implemented.

6        Recommendation

          6.1     Approve this report and authorise the expenditure.

7        Report produced by

          7.1     Clerk – Catherine Gill

 

8        Appendix

          The 2024 DSE Assessment.

 

 

Hixon Parish Council
21 January 2025
Councillor Questions at Meetings

Report No. 1

P a g e 1 | 1

1 Purpose of Report
1.1 To improve efficiency of discussion and decision-making at Hixon
Parish Council (HPC) meetings
2 Background Information and Key Issues
2.1 At HPC meetings there is a time for Councillor Questions to be raised;
2.2 These are mostly un-scripted and can often lead to a long discussion with little
or no agreed outcome;
2.3 It is also difficult for the Clerk to be able write a reliable minute of the
discussion;
2.4 In theory, if there is no such item on the Agenda, no decision can be
implemented;
2.5 This report proposes that Parish Councillor questions are submitted in writing
to the Clerk for inclusion on the Agenda for the meeting;
2.6 Adopting this proposal will encourage Councillors to be more considerate of
the matter(s) they wish to raise and enable a decision to be made.
2.7 PROPOSAL: All Councillor questions are submitted in writing to the
Clerk/Chair no longer than seven days before the scheduled meeting.
However, exceptions may be allowed if information has only become available
at short to notice.
3 Financial, Resource and legal Implications
3.1 None
Resources –
3.2 None
Legal Implications
3.3 None
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
21 January 2025
Minutes of Council Meetings
Report No. 1

P a g e 1 | 2

1 Purpose of Report
To agree a procedure and protocol for questions raised about draft minutes
2 Background Information and Key Issues
2.1 The Clerk is required to circulate draft minutes of meeting within fifteen (15)
days of a meeting;
2.2 When there is no report submitted for discussion (such as verbal Councillor
Questions) there can be different recollections about what was said or not
said;
2.3 Written reports and notified Councillor questions are the best way of avoiding
questions about draft minutes;
2.4 Notwithstanding, if a Councillor has a query about draft minutes, the Council
should adopt procedures and protocols to resolve any issues;
2.5 On receipt of draft minutes, Councillors should read them as soon as
possible and submit any comments/changes directly to the Clerk within seven
days;
2.6 Any suggested changes should relate to the discussion at the meeting and
not any post-meeting discussion or communications;
2.7 If the Clerk agrees with the comments/changes, second amended draft
minutes will be circulated to all Councillors for signing at the next meeting of
the Council or sub-committee;
2.8 If the Clerk does not agree with the Councillor(s) suggested changes, the
Clerk will respond to the Councillor(s) to report why the suggested changes
are not acceptable;
2.9 There will be no further communications;
2.10 The draft minutes produced by the Clerk and any suggested changes by a

Councillor(s) will be considered at the next Parish Council meeting (or sub-
committee if applicable) and be put to a vote;

2.11 In the event of a tied vote, the Chair of the meeting will have the casting vote
and will sign the agreed version of the draft minutes;

Hixon Parish Council
21 January 2025
Minutes of Council Meetings
Report No. 1

P a g e 2 | 2

3 Financial, Resource and legal Implications
3.1 None
Resources –
3.2 None
Legal Implications
3.3 None
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
21 January 2025

Hixon Parish Council Internal Communications (Emails)

Report No. 1

P a g e 1 | 2

1 Purpose of Report
To consider and agree procedures and protocols to improve efficiency of
internal communications

2 Background Information and Key Issues
2.1 The quantity, timing and relevance of internal Emails being sent/received has
long been a subject of discussion within Hixon Parish Council;
2.2 In particular, Emails from the Clerk;
2.3 For example, an Email from the Clerk on a Monday evening may be opened
by a Councillor the next day, or five days later;
2.4 Or not at all;
2.5 Following discussion with Clerk, the following changes will be implemented, if
agreed by Councillors;
(i) The Clerk will ‘hold’ relevant communications and bundle them
together for distribution under a single email on Friday of each week;
(ii) This will be known as a Weekly Bulletin;
(iii) The Weekly Bulletin will list communications the Clerk has received
during the previous seven days and deems relevant to be shared with Parish
Councillors;
(iv) There will be a title and brief description of the content:
(v) There will also be a hyperlink to the content when applicable:
(vi) For each item there will be a suggested action;
(vii) FOR INFORMATION
(viii) RESPONSE REQUIRED
(ix) NOTIFICATION TO BE ADDED TO FUTURE AGENDA
(x) OTHER AS APPROPRIATE
2.6 Councillors should also limit their Email communications to only relevant and
informative content.
2.7 Notwithstanding the above, there may be occasions when Clerk to Councillor
Emails or Councillor to Clerk/other Councillors require more urgent
distribution.
3 Financial, Resource and legal Implications
3.1 None
Resources –
3.2 None
Legal Implications
3.3 None
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
21 January 2025

Hixon Parish Council Quality Council Proposal

Report No. 1

P a g e 1 | 2

1 Purpose of Report
To consider proposal for Hixon Parish Council to seek Quality Council Status
https://www.slcc.co.uk/site/wp-content/uploads/2021/04/lcas-guide-2021.pdf
2 Background Information and Key Issues
2.1 The UK Government is proposing significant changes to the structure of local
government;
2.2 At the present time the hierarchy of local government in Stafford Borough is
1 Staffordshire County Council (Education, Highways, Social Care,
Public Transport, Waste Management etc)
2 Stafford Borough Council (Planning, Bin Collections, Environmental
Health, Anti-Social Behaviour issues, Health & Wellbeing etc)
3 Parish Councils (Representing local communities)
2.3 Hixon Parish is part of the Parliamentary Constituency of Stone, Great Wyrley
and Penkridge;
2.4 The Member of Parliament is Sir Gavin Williamson;
2.5 Stoke City Council opted out of Staffordshire County Council in 1997 to
become a ‘Unitary Authority’;
2.6 Unitary Authorities are responsible for services that are otherwise provided
separately by County and Borough/District Councils;
2.7 Stafford Borough Council could be absorbed into a coalition of neighbouring
Borough/District Councils;
2.8 There would be fewer Councillors;
2.9 Parish Councils could become more important in the local government
hierarchy;
2.10 For the above reasons, Hixon Parish Council should consider pursuing
Quality Council status.
3 Financial, Resource and legal Implications
3.1 No financial implications at this time
Resources –
3.2 Councillor and/or Clerk time for research;
3.3 Councillor and/or Clerk time for training.

Hixon Parish Council
21 January 2025

Hixon Parish Council Quality Council Proposal

Report No. 1

P a g e 2 | 2

Legal Implications
3.3 None
4 Recommendation
4.1 To receive this this report and agree to pursue further research into
Hixon Parish Council achieving Quality Council status;
4.2 Appoint a lead Parish Councillor(s) to take the proposal forward and
report back to Parish Council by agreed date (suggest July 2025).

5 Report produced by
5.1 Cllr B. McKeown
6 Appendices
None

 

Hixon Parish Council

21 January 2025 Agenda Item 082/24

Report regarding the procedure for Co-option on to Hixon Parish Council

1        Purpose of Report

1.1     To confirm the procedure used by Hixon Parish Council in the event of the need to co-opt members onto the council

2        Background Information and Key Issues

2.1     If there is one or more vacancy for a councillor following an election or if a councillor resigns during the 4-year term of the council, Stafford Borough Council (SBC) requires the parish council to take on new councillors by
co-option, which is when a vacancy on the parish council is advertised and electors can apply to the parish council to fill the vacancy. These vacancies are referred to as Casual Vacancies. The council decide whether to accept the applicant onto the council and if there are more applicants than vacant seats, a vote is taken.
N.B. Hixon Parish Council has a complement of 8 councillors/seats.

2.2     In the event of a casual vacancy occurring, the Clerk notifies SBC of the vacancy within 5 working days (working days exclude Saturday/Sunday/Bank Holidays/Clerk holidays) as SBC ask for the vacancy notice to be displayed as soon as practicable after the vacancy occurring.

2.3     SBC provide a public notice of casual vacancy which must be displayed in a public place in the parish for 14 working days, the end date is provided by SBC. During this time electors have the opportunity to call an election to fill the vacancy as opposed to it being filled by co-option..

2.4     This 14 working days period is the time when the council may decide to amend the existing vacancy advert if thought appropriate.

2.4     If an election is not called, SBC gives permission for co-option to proceed.

2.5     At this point the co-option vacancy is advertised on the parish council notice boards and on the website. As vacancies should be filled as soon as possible, the advert is placed shortly after being given the go-ahead to
co-opt by SBC.

2.6     The resignation of a councillor will be documented in the minutes at the meeting following the resignation, together with the current state of play in the co-option process.

3        Recommendation

          6.1     Note the contents of this report.

4        Report produced by

Clerk – Catherine Gill