Parish Council Meeting

16 Sep 2025

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for a Meeting of the Full Council on
16th September 2025 at 7:15pm in Hixon Memorial Hall

Agenda

AGENDA

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
005/25	To receive apologies.	Chair
006/25	To receive declaration of interest in any matter on the Agenda.	Chair
007/25	To receive written applications for dispensations under the Localism Act 2011	Chair
008/25	Consider minutes of meeting 15^th July 2025.	Chair
009/25	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
010/25	To receive Borough Councillors’ reports. Written or verbal	Chair
011/25	To receive County Councillor’s report. Written or verbal	Chair
012/25	Close meeting for Public Participation.	Chair
014/25	Reopen meeting & agree date of next meeting (18^th Nov. 2025).	Chair
015/25	Chair’s announcements	Chair
045/25	Councillor Questions	Chair
016/25	Planning Applications (previously considered by delegation to Clerk/Planning Committee)	None
	Agenda Items
041/25	Consider co-option of applicant to be a new councillor onto Hixon Parish Council: signing of Declaration of Office if appropriate. Consider allocation of new councillor to working parties, where appropriate. This can be done as/when necessary.	Chair
041/25(b)	Outdoor Table tennis table at Church Lane Playing Fields: Update	Chair
045/22	Cricket Practice Facility at Church Lane Playing Fields: Update	Chair
036/25	Consider increasing the frequency of full Parish Council meetings: To receive and consider report.	Cllr Raby
038/25	Consider quotes from TGM for allotment works, poppies and orchard tree works.	Chair
042/25	Tree Survey Report (three yearly inspection): Update.	Cllr S McKeown
094/24	Consider quote from Parish Online for storage (workplace) and emails.	Cllr S McKeown
044/25	Hixon Christmas Tree Lights update	Chair
046/25	Consider request for a defibrillator in Lea Heath	Chair
047/25	Consider request from Weston with Gayton PC to for Hixon PC to strim Footpath Hixon 24 (twice a year) to improve connectivity.	Chair
048/25	Update on Best Gardens – agree date and venue for presentation, budget for refreshments and agree prizes – categories, numbers and amount of each prize.	Chair
049/25	Ratify decision to purchase of replacement defibrillator, raised at Parish Council meeting on July 15^th and purchased under delegated authority by the Clerk for a budgeted item that was required prior to next meeting.	Cllr Hopcroft
050/25	Arrange date for annual asset inspection.	Chair
051/25	Consider adopting the model councillor-officer protocol and working towards HPC taking the Civility and Respect Pledge – requires a Dignity at Work policy and a councillor and employee training programme in place.	Cllr Raby
052/25	Consider arranging a Team Building course for the whole council.	Cllr Raby
053/25	Hixon Local Walks update. Report produced by Cllr Hilton.	Cllr Hopcroft
054/25	Confirm circulation to councillors of Q1 Receipts and Expenditure vs Budget 2025-2026 spreadsheet	Chair
055/25	Hixon Youth Council – first steps (report by Cllr Hilton)	Cllr Raby
056/25	Consider purchase of more large poppies – last year’s cost was £236 + VAT for 10. Consider price for installation of poppies.	Chair
057/25	Consider location(s) of SID over winter and associated costs (£50 for it to be moved outside the mowing season).	Chair
058/25	Consider proposed diversion of footpath number 20 in Hixon parish.	Chair
059/25	Appoint a HPC representative for Stowe Consolidated Charities	Cllr Hopcroft
060/25	Consider adoption of updated Financial Regulations	Cllr S McKeown
	Finance / Administration / Legal
032/25	Bank Reconciliation	Cllr Hughes
033/25	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 present).	Cllr Hughes/ Chair
	Employment costs – Sept	££681.00
	Reimburse C Gill Sept – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (8 miles @ £0.45 per mile)	£3.60
	Acer for grass cutting and SID move	£833.40
	WaterPlus – car park drainage 8^th August – 8^th Sept 2025	£
	We Are Culla for Church Lane bus shelter art (assuming work is complete/approved)	£890.00
	Redlynch Leisure for table tennis table (if invoice received)	£5010.00
	Fresh Air Fitness for equipment service (if invoice received)	£958.34
	drs for postcard printing (if invoice received)	£135.00
	Jill Davies for taking minutes for meeting 16^th September 2025 (Clerk’s delegated authority)	£100.00
	EE direct debit for mobile phone	£12.43
	HMRC – September	£423.73
034/25	Receipts August 2025
	Bank Interest (29^th August)	£
035/25	Consider significant correspondence received from residents:	None
	Post
	Email/phone calls:
	From August 2025
032/25	Bank Reconciliation	Cllr Raby
033/25	Schedule of Prospective Agreed Payments	Cllr Raby/ Cllr Hopcroft
	Employment payments	£681.00
	Reimburse C Gill August-September – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (8 miles @ £0.45 per mile)	£3.60
	Reimburse C Gill for defibrillator	£1188.00
	Reimburse C Gill for stamps (16 2^nd class)	£13.92
	WaterPlus – car park drainage 2025 (8^th July to 8^th August)	£42.86
	Acer Garden Landscapes July mowing and SID move	£ 1,235.10
	SPCA for course (Cllr Hilton)	£42.00
	SLCC subs 25/26	£183.00
	Lignum Joinery – fix perch seats to ground	£190.00
	Hixon Memorial Hall	£166.80
	Information Commission for Data Protection Fee	£52.00
	NBB for perch seats in Back Lane bus shelter	£372.00
	HMRC: August PAYE	£423.73
	EE for PC mobile phone – Direct Debit	£11.50
034/25	Receipts 5th July to 5^th August 2025
	Interest from bank (31^st July 2025)	£52.30
	VAT refund Q1	£599.64

4 September 2025 Catherine Gill,
Clerk to Hixon Parish Council

Minutes

Hixon Parish Council
Minutes of the Meeting of the Full Council held on Tuesday
16 September 2025 starting at 7:15 pm in Hixon Memorial HallIn attendance for all or part of the meeting:
Cllrs B McKeown (Chair), Mrs S McKeown, P Hopcroft, D Hever-Smith, Mrs J Raby,
Mrs A Garner.SBC Cllr A Cooper

Apologies: Cllr Chris Hilton, holiday. It was resolved to accept the Apology as received.

Absent: Cllr Hughes

Minutes taken by: Jill Davies – Acting Clerk

Members of the public: I member of the public attended.

Item Ref	Item	Action By
005/25	To receive apologies.	See above
006/25	Declaration of interest in any matter on the Agenda.	None
007/25	Written applications for dispensations under the Localism Act 2011	None
008/25	Minutes of 15 July 2025 were approved as a correct record.	Clerk
009/25	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). (047/25)	None
083/22	It was agreed to continue with the scheme of delegation as agreed at meeting in January 2023.	–
010/25	To receive Stafford Borough Councillor’s report. Cllr Cooper provided the following updates: A51 Gt Haywood junction, some disruption with travellers – no impact upon Hixon. Standing pipe, water supplies being investigated by Severn Trent Tree damage, meeting with SCC on 22.9.25 at Colwich Cllr B McKeown advised Council; some speculative planning enquires are being received; Weston, Woodseaves, Stone and Gnosall. These appear to be for access approval in the first instance.
011/25	To receive Staffordshire County Councillor’s report. Written or verbal – SCC Cllr not present.
012/25	Close meeting for Public Participation. Chairman moved Item Co-option of new Parish Councillor. Amelia Garner was only candidate. Amelia provided an update on her background, skills and experience, has lived in the village for 6 years with her family, she is a keen advocate for family support in the village and wants to support/help the Parish Council where possible. Has been involved in the incinerator waste protest. After due consideration, all Cllrs confirmed their approval to the co-option of Amelia Garner, who signed the Acceptance of Office form, witnessed by the Acting Clerk. Acting Clerk to send Declaration of Interest forms to Cllr Mrs Garner via the Chair.	Acting Clerk
014/25	Reopen meeting & agree date of next meeting (18^th November 2025).
015/25	Chair’s announcements: · Clinical Waste Incinerator Application. Planning Committee meeting scheduled for 2.10.25, 10.00am. County Buildings, Stafford. Cllrs encouraged to attend. 2 speakers: public rep and Parish Council. Cllrs Ms Amelia Garner– public rep and Chair: B McKeown – Parish Council rep. Cllrs agreed to promote attendance via WhatsApp and FB. SCC will issue Agenda 24.9.25. Desire to inform Committee of impact upon village, outdoor facilities, school, residents – of whom a large proportion are aged 65+, stable village community, location to area Triple SSI. · Annual Governance & Accounting Return (AGAR) 2024-25. Error has been reported by external auditors Forvis Mazars: value of fixed assets was under-reported. Figures will need to be ‘Re-Stated’. Error will incur an additional charge of £40.00. Cllrs expressed their disappointment this error had not been identified by the internal auditor. · Netball Junior Taster sessions. Sessions held over 8 weeks, between 17.7.25-4.9.25. 40 participants attended, all received certificates. 5 coaches supported. Future sessions being considered for Easter & Summer 2026.	Chair Cllr Mrs A Garner Cllr Mrs S McKeown Chair
045/25	Parish Councillor questions/comments (none sent in advance of meeting): Cllr Hopcroft advised he has been approached requesting a Parish Council tree be pruned – matter to be considered during Tree Survey, scheduled for 23.9.25. See 042/25 below.
016/25	Planning Applications (previously considered by delegation to Planning Committee)	None
	Agenda Items
041/25	Co-Option of Parish Councillors See 012/25 above. Cllr Amelia Garner was co-opted.	Clerk
041/25(b)	Outdoor Table Tennis. This has now been installed.	Item closed
045/22	Update: Cricket Practice facility – Church Lane playing field. Chair advised sufficient S106 money is available to fully fund project = approx. £34,000. SBC S106 Officer has confirmed facility meets relevant criteria. Installation costs = £24,000 – £25,000. Parish Council needs to submit bid to SBC for S106 money, otherwise will lose opportunity. Cllrs debated need for facility in village, questioned desire from residents for facility, as would not wish to see it under-used. After due consideration, Cllrs agreed to proceed with application for S106 money, recognising this facility could be provided at no cost to the Parish Council. Money previously allocated for this facility could be utilised elsewhere within the Parish.	Chair
036/25	Cllr Mrs Raby presented Report; increased frequency of Parish Council meetings to 11 per annum. More frequent meetings will remove need for extra ordinary meetings, allow meetings to be shorter and more productive. Cllrs discussed proposal in detail, Cllr Mrs McKeown advised Council item should not have been included on the Agenda, as it contravenes Standing Orders: dates for 2025-26 meetings were approved in May 2025 and therefore, a Resolution cannot be reversed until a period of 6 months has lapsed. This was noted and it was resolved to bring the item to the November meeting for further discussion and decision.	Cllr Mrs Raby
038/25	Quotes received from TGM for allotment works, poppies and orchard tree works were accepted and approved. Chair advised quote for planting 2 fig trees should be obtained – this was approved – Clerk to arrange.	Clerk
042/25	Cllr Mrs McKeown informed Council, 3 yearly Tree Survey will take place on 23.9.25, tree surgeon to attend. Cllrs noted advice will be required for any necessary works, it was proposed this advice should be taken and acted upon. Trees over 15m in height will be inspected and advice will be obtained for tree at Ridgeway. Refer to item 045/25 above.	Cllr Mrs McKeown
094/24	Quote from Parish Online for storage (workplace) and emails was received. Acting Clerk advised of an alternative company who may be able to provide services more competitively – company is highly recommended. It was resolved Acting Clerk will provide contact details to Chair, Cllr Mrs McKeown to follow up.	Acting Clerk and Cllr Mrs McKeown
111/23	Electric Vehicle charging points – update provided by Chair. Small amendment required to Contact; name change, caused a small delay. Installation should be completed before Christmas 2025. Project has been ongoing since July 2023.	Chair
044/25	Christmas tree lights – update by Chair. Budget £750.00. Event date agreed; Saturday, 29.11.25. Cllrs encouraged to attend and support event. Lights are being checked.	All Cllrs
061/25	Defibrillator in Lea Heath. Cllr Hopcroft advised matter had been raised with the Clerk, as an opportunity for a free defibrillator. No suitable location site at Lea Heath is available. Possible installation in BT phone was discussed; however, provision of suitable power supply is unknown. Investigation has shown item will not be provided free of charge. After discussion, it was resolved the Clerk will inform resident matter had been considered, but that no suitable site, was available, with appropriate power supply.	Clerk
062/25	Request from Weston and Gayton Parish Council to strim Footpath 24, 2 times per year, to improve connectivity was discussed. Cllrs noted this should be landowners’ responsibility. It was resolved to meet with Weston and Gayton Cllrs, to walk the footpath and determine the next steps.	Chair to liaise with Weston with Gayton Clerk
048/25	Best Gardens update – judging has now been completed, prize giving arranged for Sunday, 26.10.25. Cllr Mrs McKeown advised help will be needed with refreshments, quiz, etc. SBC Cllr A Cooper agreed to help with the quiz, Cllr Mrs McKeown thanked him for his support.	Cllrs and SBC Cllr A Cooper
049/25	Replacement defibrillator at Bank House. Retrospective approval of cost circa £1,000 agreed at July meeting	Item closed
050/25	Annual Asset inspection – date agreed as 12.10.25 (AM)	All Cllrs
051/25	Cllr Mrs Raby provided an update on the Civility and Respect pledge and Dignity at Work Policy – covers behaviours of all Cllrs and Clerk. Training will be required, Cllrs agreed to work towards the implementation of the pledge, Admin group to progress.	Admin group
	9pm; SBC Cllr A Cooper left meeting.
052/25	Cllr Mrs Raby presented a request for whole Council to undertake a Team Building course. Cllrs discussed matter and it was resolved Cllr Mrs Raby will request a budget allocation for this at the Jan 2026 Budget meeting.	Cllr Mrs Raby
053/25	Hixon Local Walks – Cllr Hopcroft provided an update on behalf of Cllr Hilton. Many footpaths need clearing, SCC/landowners are not doing this, does Parish Council wish to create a budget for this – no decision made. After discussion it was resolved, in the first instance, to write to landowners requesting footpaths be cleared, inform SCC Rights of Way team of action by Parish Council. Matter to remain ongoing.	Cllr Hilton to liaise with Chair to confirm problem areas and identify landowner
054/25	Receipt/expenditure for Q1 received and accepted.	Noted
055/25	Cllr Mrs Raby presented update for setting up Hixon Youth Council, keen to involve young people. Cllrs Hilton and Mrs Raby to visit St Peters school, meet with Years 5 & 6 (9-11 age group); talk with school council reps. Will also approach Weston Rd Academy and Scouts. Cllrs Hilton and Mrs Raby will bring regular updates to the Council, with an Action Plan for Council consideration. Cllr Mrs Raby has full DBS clearance and Cllr Hilton will obtain this. All Cllrs confirmed their approval to proceed. Matter ongoing.	Cllrs Hilton and Mrs Raby
056/25	Purchase of additional large poppies – approved by Council.	Clerk
057/25	Relocation of Speed Indicator Device (SID) over winter – it was resolved Acer will move SID between Church Lane and New Road in January 2026. Cost £50. Chair advised data from the SID had not been recovered for over a year.	Clerk
058/25	Consider proposal for diversion of Footpath 20 – Cllrs discussed matter, it was noted that footpath is currently unkempt. Footpath dissects residents land, who have followed the correct process for diversion to be considered. The following was resolved: no objections to the proposal, in principle, however, Cllrs raised some concerns over visibility and if diversion agreed by SCC, it should be maintained by landowners and not at public expense.	Chair to draft a response to SCC
059/25	Stowe Consolidated Charities, Parish Council representative – Cllr Hopcroft volunteered, which was approved by Council.	Cllr Hopcroft
060/25	Updated Financial Regulations were reviewed and it was resolved to adopt item 7.14 of NALC’s Model Regulations.	Cllr Mrs McKeown to amend as agreed
	Finance / Administration / Legal
032/25	Bank Reconciliation. In the absence of Cllr Hughes, Cllr Mrs McKeown volunteered to check the Bank Reconciliation.	Cllr Mrs McKeown
033/25	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. Invoice from Acer Landscapes, dated 15^th September, for works between 9^th and 23^rd September received after agenda completed. Cost £4,448.00 +VAT = £ 5,337.60 (including VAT). The works include hedge cutting, removal of grass cuttings and mowing all open spaces. Resolved to accept invoice and make payment after 23^rd September.	Vice Chair and Chair to check and sign cheques as necessary
	Employment costs – September 2025	£681.00
	Reimburse C Gill – monthly purchase of Microsoft 365 Business	£12.36
	Reimburse C Gill mileage (8 miles @ 0.45p p/m)	£3.60
	Acer for grass cutting and SID move – August	£833.40
	Acer for grass cutting, hedge trimming, removal of cuttings, SID move – September	£ 5,337.60
	WaterPlus – car park drainage 2025 (8.8.25 – 8.9.25)	£42.86
	We Are Culla for Church Lane bus shelter art. Invoice received	£890.00
	Redlynch Leisure for table tennis table: Invoice received	£5010.00
	Fresh Air Fitness for equipment service: Awaiting Invoice TBC	£958.34
	drs for postcard printing: Invoice received	£135.00
	Jill Davies – Minute taking at PC meeting 16.9.25	£100.00
	EE direct debit for mobile phone	£11.50
	HMRC – September 2025	£423.73
034/25	Receipts August 2025
	Bank Interest 29^th August (Next Meeting)
035/25	Consider significant correspondence received from residents:
	Post	None
	Email/phone calls:	–
	From August 2025
032/25	Bank Reconciliation	Cllr Mrs McKeown
033/25	Schedule of Prospective Agreed Payments
	Employment payments	£681.00
	Reimburse C Gill Aug-Sept, monthly purchase of Microsoft 365, Business	£12.36
	Reimburse C Gill mileage (8 miles @ 0.45p per mile)	£3.60
	Reimburse C Gill for defibrillator	£1188.00
	Reimburse C Gill for 16 x 2^nd class stamps	£13.92
	WaterPlus – car park drainage 2025 (8.7.25 – 8.8.25)	£42.86
	Acer Garden Landscapes July moving and SID move	£1,235.10
	SPCA course – Cllr Hilton	£42.00
	SLCC subs 2025/26	£183.00
	Lignum Joinery – fix perch seats to ground	£190.00
	Hixon Memorial Hall	£166.00
	ICO Annual Data Protection fee	£52.00
	NBB for perch seats in Back Lane bus shelter	£372.00
	HMRC; August PAYE	£423.73
	EE for PC mobile phone – Direct Debit	£11.50
034/25	Receipts 5^th July to 5^th August 2025
	Interest from bank (31^st July 2025)	£52.30
	VAT refund – Q1	£599.64

Meeting ended at 21.42

Reports

Hixon Parish Council
16 September 2025
Proposed new cricket facility at Church Lane Playing Fields
Report No. 5

1 Purpose of Report
1.1 This report follows on from the proposal contained in Report 4 agreed at Hixon Parish Council Meeting on 15th July 2025
2 Background Information and Key Issues
2.1 Planning permission for a 26m long x 4.2m wide all weather artificial grass surface enclosed within a 3.6m high net enclosure was granted in May 2025. Work on the installation has to be started within three years;
2.2 An initial budget of £ 5,000 to finance the project was allocated in 2021-2022 and increased to £10,000 in 2022-2023;
2.3 The author of this report (Cllr Brendan McKeown) has previously advised the Council that the estimated cost for the installation would be in the region of £ 22,000 to £ 24,000;
2.4 The author also reported that S106 funds (money from housing developers) in the region of £ 10,000 is being held by Stafford Borough Council. These funds relate to the Blenheim Manor housing development and off-site, open-space (OSOP)provision ;
2.5 The author has since had further meetings with S106 officers at Stafford Borough Council;
2.6 On investigation, there is a further S106 allowance for Sports Facilities Sports Court/Hall. This pot totals £ 34,124;
2.7 Stafford Borough Council officers have confirmed that the proposed cricket practice facility at Church Lane playing fields meets the definition and requirements of the S106agreement;
2.8 A preferred manufacturer/installer has been identified: Club Turf Ltd based at Sandbach. Club Turf Ltd are approved by English Cricket Board;
2.11 Hixon Parish Council Financial Regulations require the Council to seek three quotations for major projects;
2.12 Two other approved and suitably qualified suppliers have been invited to quote for the works.
3 Financial, Resource and legal Implications
Finance
3.1 The cost of supply and installation is estimated to be up to £ 24,000, subject to confirmation and agreement on removal of spoil from groundworks;
3.2 There should be a further allowance for a five year maintenance plan. This will in the region of £ 400 per year (£2,000 total);
3.4 S106 developer contributions are quite tightly controlled and need to meet the wording in the S106 agreement;
3.5 The total cost of works can be covered by S106 funds
3.5 S106 developer contributions are time limited;
3.6 If the S106 funds are not utilised for the above project, the moneys can be used by Stafford Borough Council to finance other sports projects elsewhere within the Borough boundary.
Resources
3.7 Create tender documents and send to suitable contractors;
3.8 Arrange meetings with contractors on site at Church Lane playing fields if required;
3.9 Arrange visits to existing cricket installations in the area.
Legal Implications
3.9 Planning permission has been granted;
3.10 Works need to commence before April 2028
4 Recommendation
4.1 To authorise the Chair to make an initial bid for S106 funds up to £30,000.
4.2 To prepare a report on the three suppliers/installers quotations and bring to a future meeting of Hixon Parish Council for consideration
5 Report produced by
5.1 Cllr B. McKeown
6 Appendices
None

Hixon Parish Council

16^th September 2025

Parish Online Workspace & Email Service

Item 094/24

1 Purpose of Report

1.1 To recommend this report be received and considered at Hixon Parish Council (HPC) meeting 16^th September 2025.

2 Background Information and Key Issues

2.1 Parish Online is now offering the services of providing email and workspace functionality.

2.2 During 2025 the Parish Online task group has been meeting to discuss transfer of its emails from Staffordshire County Council to Parish Online.

2.3 HPC is also considering using Parish Online functionality to hold its central filing system that can be used by the Clerk and Councillors.

2.4 With this in mind, HPC has sought quotations from Parish Online, please see 3.1 and Appendix 1 below.

2.5 For information, HPC is currently using Parish Online for its storage of its assets via Geographical Information System (GIS) mapping.

3 Financial

3.1 £538 ex VAT for year 1.

£638 ex VAT for subsequent years

30% discount on current mapping service.

4 Resources

4.1 Minimal resource for HPC to uploading current emails. (HPC needs to inform current provider for email service).

4.2 HPC needs to provide new filing structure and files to Parish Online.

5 Legal Implications

5.1 None

6 Recommendation

6.1 Consider the quotation from Parish Online, details provided in 3.1 above, and Appendix 1 attached.

6.2 Consider continuing with the use of Microsoft 365 for one year whilst workspace is accessed for HPC’s use. If all goes well with implementation of workspace, Microsoft 365 can be cancelled for HPC making a savings of some £150 per year.

7 Report produced by

7.1 Cllr Susan McKeown

8 Appendices

20250916 Appendix 1 Email extracts between Chris Mews and Susan McKeown.

Hixon Parish Council
16th September 2025
Proposal to agree to implement the Pledge and take the necessary steps required to
achieve
Item reference

1
Purpose of Report
The purpose of this report is to revisit the proposals suggested on 17th and 21st March 2023 (available if required) to implement the standards of conduct outlined in the Civility & Respect Pledge and to sign up to the NALC recommendation. Nearly 2,000 of approximately 10,000 Parish Councils in England have signed up, and by doing so the Council is able to make use of the many resources for Dignity at Work training and assistance offered by NALC. It is a natural follow on from the Code of Conduct which governs the behaviour of all Councillors towards each other and invited guests, public etc, but excludes Officers of the Council, eg Clerks.
2
Background Information and Key Issues
The background to the Pledge includes the NALC model of Councillor-Officer protocols whereby the word “Officer” means employees of the Council. At the heart of this is the principle of mutual respect and civility, encouraging debate and understanding the importance of disagreeing agreeably. We are all indispensable to each other, but have distinct responsibilities; Councillors are accountable to the public, whereas as officers are accountable to the Council as a whole. The standards outlined in the Protocol and Pledge include all interactions, not just face to face meetings, emails, telephone calls, etc. The Pledge provides for sensible recommendations that, for example, include discouraging the use of “silent” or “blind” copies on email. The roots of the Protocol, the Code of Conduct and the Pledge lie in the Nolan Principles which govern our politicians and hold them to high standards of behaviour and conduct in their private dealings with each other and in public.
There are 7 Nolan Principles:
–
Accountability
–
Honesty (truth in words, focussed on communication)
–
Integrity (truth in action and motives, focussed on conduct, ethical even when no-one is watching)
–
Objectivity
–
Selflessness
–
Openness
–
Leadership

3
Financial, Resource and legal Implications
If this proposal is accepted and the Council agrees to move to implementation, there will be some potential costs incurred in training and making use of future resources if desired to meet the requirement for a training programme for councillors and staff. However there is much flexibility as to how formal or in-depth this training needs to be. In the main the Council will require an audit of policies and to ensure it has in place the basic policies such as Code of Conduct, Performance Management, Absence, Disciplinary & Grievance etc.
4
Recommendation
Signing up to the Pledge is an important first step towards realising our ambition of becoming a Quality Status Council. This is about fostering an environment of civility and respect. It aims to encourage positive debate, support the well-being of Hixon Parish councillors and Clerk and promote good governance practices within the Parish Council. By signing the Pledge, Hixon Parish Council will be agreeing that the council will treat all councillors, clerks, employees, members of the public, and representatives of partner organisations and volunteers with civility and respect in their roles and that it:
• Has put in place a training programme for councillors and staff
• Has signed up to the Code of Conduct for councillors
• Has good governance arrangements in place including staff contracts and a dignity at work policy
• Will seek professional help at the early stages should civility and respect issues arise
• Will commit to calling out bullying and harassment if and when it happens
• Will continue to learn from best practices in the sector and aspire to be a role model/champion council through for example the local Local Council Award Scheme
• Supports the continued lobbying for change in legislation to support the Civility and Respect Pledge including sanctions for elected members where appropriate
5 Report produced by
Cllr Jane Raby
6 Appendices
None

Hixon Parish Council

Date of meeting 16^th September 2025

Title of report Hixon Walks and Survey
Item 053/25

1 Purpose of Report

1.1 To outline the present situation in relation to the Hixon Walks.

1.2 To suggest ways forward for restoring the footpaths.

1.3 To distribute a booklet of walks to Hixon venues e.g. The Bankhouse, Memorial Hall, Shops and Campsite

1.4 To add individual walks back to the website that have been renewed.

2 Background Information and Key Issues

2.1 Some paths have changed due to development.

2.2 Paths have become overgrown; finger posts are missing and stiles/signage damaged over time.

2.3 People need greater awareness of the paths and the history/wildlife.

2.4 Landowners need to take more responsibility with Councils at various levels for the footpaths.

2.5 Could involve the local environmental group ‘Hixon Green and Clean’ to add the wildlife features?

3 Financial, Resource and legal Implications

Financial

3.1 Do we contribute towards the signage or should we contact the County Council re the status of footpaths?

Resources

3.2 A chosen organisation to repair stiles and retore finger posts and signage. Cost????

Legal Implications

3.3 Who has responsibility for the walks and the signage/keeping the footpaths safe to use?

4 Recommendation

Walk booklets/leaflets are finalised (Just need to add some extra pictures, proof read and format.
Do they need to be professionally printed?
Contact the council to clear some areas or do we have a working party?

5 Report produced by

Chris Hilton

Presented by Paul Hopcroft

Walk Survey

Question What can be done about these Issues? – Is it the land owner or can we address this?

Walk 1.

Door Step

1.The changes to the footpath along Puddle Hill need better waymarking.

(finger post missing)

2. Stile after the metal gate following turning at chase view farm damaged.

3. Stile onto Egg Lane damaged but can be crossed.

4. Path into the school grounds needs cutting back.

5. The path off New Road by Walnut Cottage – hand rail down. Needs replacing.

6. Crossing the field towards Stowe Cottages from the Air field – Finger post missing.

Walk 2. Hixon Heights

1. Seems ok

Walk 3. The Canal Walk

All ok but interpretation panels need cleaning or changing.

Walk 4. John Blout Trail

1. Finger post missing in the field pointing the way to the Stowe cottages and Stowe Lane.

Walk 5. The Salute Stroll

1. Signage needed where the path is diverted near the car auctions.

2. The finger post pointing towards the service road leading to the railway embankment is missing.

3. The embankment needs all the vegetation cut back as it is in places difficult to get through.

4. Finger post in the field pointing the way to the Stowe cottages and Stowe Lane is missing.

Walk 6. The Swansmoor Walk

1. Turning right at the Tolldish Lane cattle grid in the winter the path is flooded.

Hixon Parish Council

Date of meeting 16^th September 2025

Title of report Hixon Youth Council and Consultation exercises
Item 055/25

1 Purpose of Report

1.1 To update on the Youth Council project and demonstrate current thinking re the council.

1.2 To provide the Council with further information related to Youth Councils.

2 Background Information and Key Issues

1 Hixon does not have this type of consultation at present and we would like to encourage it.
2 We need to promote youth participation — Encouraging participation in decision-making processes and community activities is crucial for youth empowerment. By involving young people in local governance and community projects, we can foster a sense of belonging, responsibility, and engagement among our young people. We can find out what is important to them and work with them to develop meaningful projects.

2.3 We need to collaborate with local schools and therefore contact has been made with Weston Road Academy and St Peters School. There are others we can involve.

2.4 We have contacted the local youth groups e.g. Scouts and Guides to involve more young people. (We are waiting and actively chasing a response.)

2.5 We have met with the SLT of St Peters School and will be meeting the full school council to discuss developments in Hixon for young people. (This will start in September/October and continue with events throughout the year.)

2.6 We are also conducting a school assembly and setting up competitions that young people can get involved in. This will give us data and information about, what young people want, how they feel about their village e.g. safety, recreational facilities and opportunities for young people.

2.7 We have researched policies and structures of other councils that have been created. This we will use to put together Hixon’s approach.

2.8 Our aim is to have Youth Surveys across the groups of young people and once established involve them in creating a Youth Council.

3 Financial, Resource and legal Implications

Financial

3.1 Set up costs (£250 provided in the budget.)

3.1 Once established we will require additional resources e.g. space on the website, leaflets, extra time in the Memorial Hall etc.

Resources

3.2 Enhanced DBS checks to meet with young people. This can be achieved via the schools or an umbrella organisation. Alternatively, the Parish Council create the capacity to do this ourselves. We should have DBS for some of our work.

Visits to local councils with effective Youth Forums. (Jane has DBS, I will apply by one of these mechanisms.)

Legal Implications

3.3 It would be legally required for the safeguarding checks to be made.

4 Recommendation

4.1 To update regularly re the status of this project.

4.2 To meet with the schools/ youth groups and develop further links.

4.3 To establish an action plan to bring about an effective Youth Council using good practice from other local councils.

Report produced by C. A. Hilton and presented by Councillor Jane Raby

A useful resource:

Setting up a parish, town or community youth council