Parish Council Meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for a Meeting of the Full Council on
20th January 2026 at 7:30pm 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 6th January 2026. | 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 (March 17th 2026). | Chair |
| 015/25 | Chair’s announcements | Chair |
| 045/25 | Councillor Questions (preferably provided in advance) | Chair |
| 016/25 | Planning Applications | None |
| Agenda Items | ||
| 072/25 | Consider request for assistance from Hixon Parish Council in providing transport to/from Great Haywood to access Hazeldene House doctor and pharmacy. | Chair |
| 073/25 | Report from the Chair of Wellington Fields Allotments Committee on the previous year. | Chair |
| 074/25 | Signing of Addendum 2 by the HPC/Wellington Fields Allotment Committee and HPC. | Chair |
| 045/22 | Cricket Practice Facility at Church Lane Playing Fields: Receive and consider report and with a view to agree issuing purchase order to preferred contractor. | Chair |
| 111/23 | Installation of Electric vehicle charging equipment at High Street car park: Update | Chair |
| 063/25 | Consider adoption of policies: Performance Management adoption recommended by the EC Committee.
Equality and Diversity, Data Protection Public Policy, adoption recommended by Admin Group. |
Clerk |
| 065/25 | Consider final draft budget for 2026-2027 and agree budgeted expenditure and precept for final budget. | Clerk |
| 069/25 | Refurbishment of the Multi Use Games Area (MUGA) surface at Hixon Parish Council playing field: Receive and consider report and with a view to agree issuing purchase order to preferred contractor. | Chair |
| 075/25 | Highway Safety Issues and traffic in Hixon Parish area, including Lea Heath and the A51: Receive and consider report. | Chair |
| 076/25 | Community Engagement report | Cllr Hilton |
| 077/25 | Walk leaflets report | Cllr Hilton |
| 078/25 | Consider what should be posted on the Hixon Parish Council Facebook page. | Clerk |
| 079/25 | Trent Valley Collaboration Group (TVCG) – request for items for the Spring meeting | Chair |
| 080/25 | Initiating a weekly Youth Club in Hixon (12 – 16 year olds): Receive and consider report. | Cllr S McKeown/Cllr Garner |
| 081/25 | Confirm the Employment Committee minutes from August, October, and December 2025. | Clerk |
| Finance / Administration / Legal | ||
| 032/25 | Bank Reconciliation | Cllr Hever-Smith |
| 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 Hever-Smith/ Chair |
| Employment costs – Jan | £681.00 | |
| Reimburse C Gill Jan-Feb – monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (16 miles @ £0.45 per mile) | £7.20 | |
| EON for lamppost | £124.66 | |
| Forvis Mazars for 24/25 external audit. | £426.00 | |
| TGM for work with poppies | £312.00 | |
| Hixon Memorial Hall | £193.06 | |
| Parish Online for emails and workplace | £669.60 | |
| WaterPlus – car park drainage 8th Dec 2025 – 8th Jan 2026 | £42.86 | |
| Stafford Borough Council for planning application (office) | £294.00 | |
| HMRC – January | £423.73 | |
| EE direct debit for mobile phone | £11.50 | |
| 034/25 | Receipts December 2025 | |
| 035/25 | Consider significant correspondence received from residents: | None |
| From December 2025 | ||
| 032/25 | Bank Reconciliation | Cllr Hopcroft |
| 033/25 | Schedule of Prospective Agreed Payments | Cllr Hopcroft
/Chair |
| Employment payments | £681.00 | |
| Reimburse C Gill December-January – monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (8 miles @ £0.45 per mile) | £3.60 | |
| Reimburse C Gill for office chair | £129.99 | |
| Reimburse C Gill for laptop riser | £16.98 | |
| Reimburse C Gill for keyboard | £69.99 | |
| Reimburse S McKeown for sweets for Xmas lights switch-on | £15.00 | |
| Reimburse A Smallwood for fireworks | £80.00 | |
| Reimburse J Carmichael | £99.43 | |
| WaterPlus | £41.48 | |
| TGM for allotment work | £647.40 | |
| drs for Christmas lights flyers | £95.00 | |
| SCC – website (£150) and domain name (£50) | £200.00 | |
| SPCA Chairmanship course | £48.00 | |
| HMRC – December | £423.73 | |
| EE for PC mobile phone – Direct Debit | £11.50 | |
| From Ring-fenced account | ||
| Transfer to Main Account, TGM allotment work ex VAT | £539.50 | |
| 034/25 | Receipts November 2025 | |
| Bank interest | £43.17 |
| 13th January 2026 Catherine Gill Clerk to Hixon Parish Council |
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Minutes
Hixon Parish Council
DRAFT Minutes of the Meeting of the Full Council held on Tuesday
20 January 2026 starting at 7:30 pm in Hixon Memorial Hall
| In attendance for all of the meeting: Cllr B McKeown (Chair), Cllr A Garner, Cllr D Hever-Smith, Cllr C Hilton, Cllr P Hopcroft, Cllr J Hughes, Cllr S McKeown, Cllr J Raby Apologies SBC Cllr A CooperMinutes taken by: C Gill, Clerk and RFO Members of the public: 5
Meeting ended at 22.05
Report from Simon Ellin – item 073/25 CHAIRMAN’S ANNUAL REPORT to HPC 20th JANUARY 2026
Wellington Fields Allotments is just about to enter its 16th season and is a marvellous asset to the Hixon community. For those who don’t know me, I am Simon Ellin and I am the Chair of the allotments committee. I’m supported by 6 other committee members, and we all work diligently to help run this great local amenity to the best of our abilities. A big thank you to Hixon Parish Council and the Martin family for the provision and continued support for the facility. Alongside John Martin and HPC, we’ve undertaken a lot of improvements over the years – these include the provision of a compost making area, the construction of a storage area for the matured compost, along with manure and woodchip. In more recent times, we’ve constructed a composting toilet facility and a storage shed, both of which are proving to be great assets. The allotments are in great condition and maturing as the site develops. We try and nudge and cajole our plot holders into cultivating their plots to the maximum and to keep them as weed free as possible. As always, we have the odd plot that we believe could do better and we look at ways of helping plot holders where we can. Indeed, we have again had a purge this year on uncultivated and/or untidy plots with tangible improvements. It is though, a fine balance sometimes between ensuring plot holders look after their plots properly, and being too heavy handed which could drive plot holders away, particularly in times where we have struggled for full occupation. In terms of plot occupation, we were a little concerned at the beginning of last year, when we had 5 empty plots with no one on the waiting list. Thankfully though, through persistent advertising, we ended up with full occupation and no loss of revenue, which was a big relief. We are expecting 2 or 3 plots to become vacant by the end of next month, but hopefully we will find new tenants for them. I think one of the problems we have in Hixon and the surrounding area is that all the new house building has attracted a much younger population who, generally, are not the allotment tenant profile. It does take a lot of work and attention, and that lends itself to the more mature population shall we say…
WFA Committee – Governance The day to day running of the site is delegated to the WFA committee, for which I am Chair, Jane Garner is Secretary and Karen Appleton is Treasurer, and we have a further 4 committee members. We will be meeting every 2 months this year.
Occupation and Rents The site is divided into 63 plots and there are currently 33 plot holders. The occupancy is limited to the parishes of Hixon, Stowe, Weston, Gayton and Fradswell. In terms of rents, the rent for 2025 charged by HPC rose by RPI as per the terms of our contract. Unfortunately this year because of the dry summer, water costs rose significantly too, so after a few years of freezing rents, we had to increase them slightly for last year. Rents for the 2026 growing season will be reviewed at the AGM later this year
Site Improvements Site improvements wise, thank you to HPC for arranging the improvements to the posts supporting the water taps. The guy who undertook the work did a great job, and with fixing in concrete posts, this will reduce the maintenance going forward. Many thanks too, to John Martin for revamping the area where we make our compost. John replaced the timber surrounding the compost bays as well as constructing a large stone based ramp, which is much safer and user friendly then the old arrangement. Other initiatives include our inaugural BBQ afternoon. It was extremely well attended by plot holders and we had a brilliant time. This will now become an annual event. We continue to run our successful plant sales, and in 2025, with other initiatives, we raised £1,250 which we again donated to the Hixon led Community First Responders scheme.
Strimming and Hedge Cutting I am the dedicated strimmer/hedge cutter and I managed to strim the whole site 6 or 7 times this year to keep it nice and tidy, whilst also taking into account leaving sufficient pollinating plants.
Health and Safety Very importantly, still led by Chris Hilton, we annually review our full set of risk assessments to ensure the safe operation at the site. To finish, I’d like to thank Catherine for her efficiency when dealing with anything allotments – we’ve found her communication good and we always get a prompt response to any requests. And finally, I am absolutely delighted to report from our perspective, and hopefully from yourselves too, that we feel our partnership and relationship with HPC is a very good one and again, thank you for your continued support. Simon Ellin Chair 20th January 2026.
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Reports
Hixon Parish Council
Date of meeting 20th January 2026
Consultation and Planning Cycle
Item number on the agenda 076/25
1 Purpose of Report
- To look at the importance of community engagement to the role in determining what the Hixon Parish Council stands for within the community.
1.2 To outline a series of strategies that could be used to increase our level of community engagement.
1.3 To model the possible cycle and outcomes on a yearly basis.
2 Background Information and Key Issues
2.1 The quality standards for councils are an aspiration for the HPC – Community Engagement is a big part of this!
2.2 We need data and information from the public to determine our objectives within an annual cycle, not just conversations (although a part of our information) In addition we need to show our plans clearly to define each year what we want to achieve.
2.3 Engagement considerably improves the publics understanding of our work.
2.4 We need to show people what are remit and powers are as a council so they understand what we can actually do.
2.5 The public also need to be aware of our limitations.
3 Financial, Resource and legal Implications
Financial
3.1 Minimal for teas /coffee and refreshments at events.
Resources
3.2 Venues locally / time and volunteers to be part of any consultation process.
Legal Implications
3.3 The Neighbourhood Plan and the legal requirement to consult and engage.
Points to consider/Theory
Why should we consult annually?
A parish council should consult local people annually to ensure accountability, improve decision-making, and shape local activities around community needs and aspirations. This engagement fosters a sense of community ownership and helps the council effectively represent the interests of its residents.
Key Reasons for Annual Consultation
Democratic Accountability and Transparency:
- As the tier of government closest to the people, the parish council is best placed to understand local concerns. Annual consultation makes the council more transparent and accountable to its electorate, enabling residents to scrutinise how public funds (the “precept” of council tax) are spent and decisions made on their behalf.
- Informed Decision-Making and Planning: Regular input from residents provides the council with vital, up-to-date information, ideas, and suggestions. This insight allows for better planning, policy development, and the creation of services that genuinely meet local needs, such as managing allotments, play areas, or street lighting.
- Legitimacy and Public Consent: Governing by consent is crucial for local government legitimacy. A full and fair consultation process helps the community understand the reasoning behind decisions, even if they were initially not in favour of the outcome, thus strengthening the council’s mandate.
- Identifying and Prioritising Community Needs: Annual consultations help identify emerging issues, measure residents’ satisfaction with existing services, and prioritize future actions. This ensures resources are used effectively on projects the community values most, from environmental initiatives to youth projects.
If we leave it too long then our ideas are out of date and note legitimate.
A parish council can have a yearly plan (often called a parish plan or a set of annual objectives) in addition to a Neighbourhood Plan. These two types of plans serve different purposes and have different legal statuses.
Annual Plan with the budget
- Purpose: This document is more operational and covers the council’s specific aims, objectives, and activities for a shorter timeframe, usually connected to the annual a financial year plan. It covers a wider range of local community matters beyond just planning, such as:
- Specific projects for the year (e.g., new village signs, Christmas events)
- Budgeting and financial accounts (the “Parish Council Budget” is a yearly financial plan)
- Management of local amenities (e.g., maintenance of church buildings, green spaces)
- Service provision and community engagement initiatives
While these plans are important for transparency and internal governance, they are not statutory planning documents with the same legal force in determining planning applications as a Neighbourhood Plan.
- In summary, the Neighbourhood Plan provides a long-term, legally binding framework for physical development, while a yearly or parish plan outlines the council’s short-term, non-planning related activities and financial objectives for the community. Existing parish plans can often provide a solid foundation for developing a more formal Neighbourhood Plan. (Saves work and is up to date)
Engagement
Engagement between residents and their local ward councillors through personal contact, telephone, letter, or email provides an ongoing feedback loop.
- Community Groups and Alliances: Working with existing local groups, businesses, and voluntary organisations to tap into established networks and access “hard-to-reach” demographics.
- Working with Schools: Engaging with young people through schools, perhaps by having them create a questionnaire or participate in a debate, can capture the views of a vital part of the community.
- “You Said, We Did” Feedback: Clearly communicating the outcomes of consultations and how resident input informed decisions helps build trust.
How to Consult
A parish council can consult local people through a variety of in-person and digital methods, ranging from formal meetings to informal discussions. The most effective approach often involves using a combination of methods to reach the widest possible audience, including hard-to-reach groups like young people or the housebound.
Here is a list of methods a parish council can use:
Traditional and Face-to-Face Methods
- Public Meetings: These are formal, open invitation events where residents can make representations or ask questions on agenda items. A dedicated “public representation” session is often scheduled during regular council meetings.
- Consultation Days/Drop-in Events: Open days, exhibitions, and
- roadshows provide a less formal setting for residents to view proposals, ask questions, and leave feedback via comment boxes or forms.
- Face-to-Face Interviews/Door Knocking: Councillors or staff can conduct interviews on the street or by knocking on doors to gather opinions directly. This can be effective for reaching specific demographics, such as older people, who may not use digital channels.
- Focus Groups & Workshops: These allow for more in-depth, structured discussions on specific topics (e.g., a new local development plan) with a selected group of residents.
- Community Forums & Panels: Establishing ongoing forums, citizens’ panels, or service user panels allows for regular, structured dialogue and feedback on council activities or specific services.
- Physical Feedback Points: Placing comment boxes or providing feedback forms at the parish office, community hall, or local shops can gather views from people in the community.
Local Walkabouts/Mapping:
- For projects concerning the physical environment, conducting guided tours or using large maps where people can place flags or sticky notes to highlight issues or suggestions can be effective.
Digital and Online Methods
- Online Surveys and Questionnaires: Web-based survey systems are a quick and cost-effective way to gather data from a large audience and can be promoted via the council website or social media.
- Council Website:The website should be regularly updated with news, event information, and details of current consultations. It should provide easy access to council information and contact details for councillors and the clerk.
- Social media: Platforms like Facebook and Twitter are useful for reaching a wider, often younger, audience and can be used for sharing information, running simple polls, and engaging in two-way conversation.
- E-newsletters/Email Campaigns: A regular e-newsletter is an efficient way to keep subscribers informed about news, events, and consultations, allowing for direct and timely communication.
- Online Forums/Discussion Groups: These platforms can facilitate ongoing discussion and debate among residents about local issues.
Print and Other Methods
- Parish Newsletters/Magazines: Printed newsletters, either dedicated council publications or contributions to existing local magazines, are effective for reaching all households, especially those who do not use the internet.
- Press Releases: Issuing press releases to local newspapers ensures wider coverage of council activities, initiatives, and consultation periods.
- Public Notice Boards: Traditional physical notice boards in key locations around the parish remain a statutory and important way to publicize meetings, planning applications, and other matters of public interest.
- Working with Community Groups:Partnering with existing local groups (e.g., schools, faith groups, sports clubs) can help leverage their established networks to reach different parts of the community and encourages future participation.
4 Recommendation (Diversify and Increase the quality of our Engagement and have clearer more informed planning)
- Have a series of consultation mechanisms like:
- Surgery’s monthly using various venues/times to include all groups
- Youth Surveys
- Workshops with groups like – Scouts, Lunch clubs, Café, Local groups like, HPC, Memorial Hall, Slimming world …. All groups
- A village annual online survey
- Create focus groups
- Use of the Parish meeting.
- Develop a cycle for this throughout the year)
Reference and statement 1. Engagement must inform decision‑making
Councils are expected to make evidence‑based decisions that take account of the views and experiences of those affected. Good example……
This is explicit in Staffordshire Moorlands’ Consultation & Engagement Policy, which states that the council must ensure decisions “take into account the views and experiences of those affected”.
- Develop an operational Plan linked to the financial plan
Please check these plans out
Annual-Action-Plan-2024-25-Agreed-20.08.24.pdf
ury Parish Council Action Plan
- c) Develop a Vision and Values statement as a team in a separate meeting. (It would be good for us collectively to work together)
Vision
To foster a thriving, safe, and sustainable Hixon where residents feel valued, connected, and proud of their parish. The aim is to protect the rural character of the community while supporting thoughtful development, enhancing local amenities, and strengthening wellbeing.
Values
- Community First – Placing the needs and voices of residents at the heart of every decision.
- Respect for Rural Identity – Acting as responsible stewards of green spaces, footpaths, and village character.
- Transparency & Accountability – Ensuring clear communication, open decision‑making, and responsible use of public resources.
- Sustainability & Forward Thinking – Supporting environmental responsibility and long‑term resilience.
- Practical Action & Improvement – Delivering tangible improvements and being responsive and proactive.
- Kindness, Respect & Inclusion – Treating all residents, partners, and volunteers with fairness and respect.
The above statement would go into the annual plan.
5 Report produced by C. A. Hilton
Hixon Parish Council
Date of meeting 20th January 2026
Title of report Hixon Walks and Survey
1 Purpose of Report
1.1 To outline the present situation in relation to the Hixon Walks – Walks checked and complete
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
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 – Complete
- 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 Chris Hilton
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.
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Walk 2. Hixon Heights
1. Seems ok |
Walk 3. The Canal Walk
1. Interpretation panel missing near Ingestre bridge.
2.Metal sign missing (Mile marker) |
Walk 4. John Blout Trail
1. Finger post missing in the field pointing the way to the Stowe cottages and Stowe Lane.
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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.
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Walk 6. The Swansmoor Walk
1. Turning right at the Tolldish Lane cattle grid in the winter the path is flooded. |
Hixon Parish Council
20th January 2026
Proposed Youth Club
Item 080/25
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish Council (HPC) meeting 20th January 2026.
2 Background Information and Key Issues
2.1 Up until Circa 2004 Hixon, like many other areas in the County, had a youth club funded by Staffordshire County Council (SCC).
2.2 SCC paid for Youth Leader/s directly, together with other funds
2.3 Direct funding by SCC for youth club services ceased in 2014-2015.
2.4 Since that time, there have been a number of attempts to start-up a youth club by volunteers from the village, but for many reasons have fallen by the wayside.
2.5 This proposal seeks to re-engage with teenagers in the village via setting up a youth club run by Hixon Parish Council.
2.6 Proposal: –
The youth club to be available to meet once a week for 37 weeks of the year for 12 to16 year olds from 18:30 to 20:30. (52 week less holidays. Christmas, Summer, 3 No. half terms and Easter which equates to 15 weeks).
Other items for consideration are: –
Employment of a Youth Leader for 3hrs per week for 37 weeks a year.
Venue, volunteers, insurance, safeguarding, DBR checks, start-up equipment, publicity and external funding streams.
3 Financial
3.1 Budget £3,000 per year
4 Resources
4.1 Resources required in setting up youth club.
4.2 Propose a Hixon Parish Councillor to be in attendance once a week on a rota.
5 Legal Implications
5.1 Insurance
6 Recommendation
6.1 To create a Task Group to move forward with the creation of a youth club run by Hixon Parish Council.
Project Manager Susan McKeown to produce project plan for the task group.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
8.1 Staffordshire Council of Voluntary Youth Services (SCVYS)
https://www.staffscvys.org.uk/