Parish Council meeting

21 Jul 2026

Hixon Parish Council
To: All Councillors

Notice, Summons and Agenda for the Meeting of the Full Council on
21st July 2026 at 7:30pm in Hixon Memorial Hall

Agenda

AGENDA

Item Ref	Agenda Item	Report By
	Open Meeting	Chair
005/26	To receive apologies: To note the resignations of Cllrs Raby and Hilton.	Chair
006/26	To receive declaration of interest in any matter on the Agenda.	Chair
007/26	To receive written applications for dispensations under the Localism Act 2011	Chair
008/26	Consider minutes of meeting 19th May 2026	Chair
009/26	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
010/26	To receive Borough Councillors’ reports. Written or verbal	Chair
011/26	To receive County Councillor’s report. Written or verbal	Chair
012/26	Close meeting for Public Participation.	Chair
014/26	Reopen meeting & agree date of next meeting – September15th 2026	Chair
015/26	Chair’s announcements and Parish Councillor questions/ comments, preferably sent in advance.	All
016/26	Planning Applications (previously considered by delegation to Clerk/Planning Committee).	Chair
	26/42323/FUL Change of use of redundant boiler house to office and storage accommodation for Hixon Parish Council and associated Car Parking 24 Walnut Crest Hixon Stafford ST18 0NS	Decision – No objection
	Agenda Items
036/26	Consider mowing contract and impact of un-mown wildflower areas on residents	Chair
075/25	Highway Safety Issues and traffic in Hixon Parish area, including Lea Heath and the A51: Chair to present report.	Chair
037/26	Consider membership of the committees and working groups following the resignation of councillors Raby and Hilton.	Chair
038/26	Clerk to provide bullet-point report on main tasks undertaken this year.	Clerk
039/26	Ratify expenditure of £120 on gift cards for St Peter’s School children for poster competition (24@£5).	Clerk
043/26	Consider purchase of new laptop for Clerk (£500 in budget).	Clerk
044/26	Consider report on Christmas Lights competition	Cllr Hughes
045/26	Consider making application to NALC for Quality Council Status – no timeframe implications, £50 fee.	Chair
046/26	Review of Neighbourhood Plan – update	Chair
047/26	Consider proposal from Chair to change from current accounting system to Scribe accounting software, with associated cost implications.	Chair
048/26	Parish Online – ‘filing on the cloud’ – moving forward.	Chair
049/26	Best Kept Garden etc. competition – Judging/categories/prizes.	Chair
050/26	Picnic bench – installation on playing field	Chair
	Finance / Administration / Legal
040/26	Bank Reconciliation	Cllr Hopcroft
041/26	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 payments	£696.60
	Reimburse C Gill July-August, monthly purchase of Microsoft 365 Business	£12.10
	Reimburse C Gill mileage (32 miles @ £0.55 per mile)	£17.60
	Reimburse C Gill stamps (16@91p=£14.56)	£14.56
	Reimburse C Gill for gift cards (24@£%=£120)	£120.00
	Reimburse C Gill for purchase of HDMI cable for projector	£9.99
	Reimburse C Gill for purchase of memory sticks	£18.61
	WaterPlus 8^th June to 8^thJuly 2026 car park drainage	£47.07
	Acer mowing	£1390.26
	Memorial Hall room hire	£169.40
	Lewis Anderson for internal audit	£210.00
	Fosse Contracts Ltd for MUGA re-lining.	£7788.00
	SPCA for SPCA and NALC membership 2026/2027	£517.85
	HMRC – July 2026 PAYE	£443.78
	EE for PC mobile phone – Direct Debit	£13.00
042/26	Receipts June 2026
	Allotment rent	£2037.43
	Allotment water usage	£249.60
	Bank interest	£54.37
040/26	From June 2026
041/26	Bank Reconciliation	Cllr Hopcroft
	Schedule of Prospective Agreed Payments	Cllr Hopcroft /Chair
	Employment payments	£696.60
	Reimburse C Gill June/July – monthly purchase of Microsoft 365 Business	£12.10
	Reimburse C Gill mileage (8 miles @ £0.55 per mile)	£4.40
	Reimburse C Gill for mileage rate increase April & May 2026 (24 miles at additional 10p/mile)	£2.40
	WaterPlus 8^th May to 8^th June 2026 car park drainage	£48.66
	Acer mowing plus SID x1	£906.84
	TGM – 2 new planters by Church Lane shelter	£902.40
	John Martin for allotment land lease	£1432.44
	Parish Online for mapping software	£124.80
	HMRC – April 2026 PAYE	£443.78
	Clear Councils Insurance 1^st June 26 – 31^st May 27 replacement cheque	£1075.14
	EE for PC mobile phone – Direct Debit	£13.00
042/26	Receipts May 2026
	VAT refund	£5645.63
	Bank interest	£49.24

16 July 2026 Catherine Gill,
Clerk to Hixon Parish Council

Minutes

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

21st July 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 P Hopcroft, Cllr J Hughes, Cllr S McKeown

Minutes taken by: C Gill, Clerk and RFO

Apologies: None

Members of the public: 4

Item Ref	Item	Action By
005/26	To receive apologies: See above To note the resignations of Cllrs Raby and Hilton. Permission now given by SBC to co-opt 2 more councillors.	Clerk
006/26	To receive declaration of interest in any matter on the Agenda.	None
007/26	To receive written applications for dispensations under the Localism Act 2011	None
008/26	It was resolved to accept the minutes of meeting 19th May 2026	Clerk
009/26	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 agreed to continue with the scheme of delegation as agreed at meeting in January 2023.	–
010/26	To receive Borough Councillors’ reports. The Chair updated the council on the proposed new bus service from Stone to Rugeley and return, stopping at the villages and key points in-between. This has been given a trial period of 12 months starting 1^st September 2026. Local Government Reorganisation: Staffordshire will be split into 2 councils North and South, Stafford Borough Council will become a Town Council. Shadow Authority starts in May 2027 and takes over in May 2028. Parish Councils continue.	–
011/26	To receive County Councillor’s report. Written or verbal	None
012/26	Close meeting for Public Participation.	Chair
	Two residents spoke regarding Hall Farm Close (HFC) open space: The vast majority of the grass had been allowed to grow long to encourage wildflowers to grow, the long grass being cut twice each September. This is the 3^rd year of this regime. The long grass is unsightly, does not allow the young people to play on it any more, harbours rats and due to the very hot, dry weather has become a fire risk. Residents in nearby houses have been suffering from hayfever when previously they did not. The only wildflowers present are those from the seeds that a resident placed around the tree, the other plants growing in the grass are weeds (nettles, thistles etc.). The residents were requested to let the council know how they and other residents of HFC would like the open space laid out in terms of mowing for future years. Refer also to 036/26. The owner of a new business that has started on Hixon Airfield Estate introduced himself and his wife. The business manufactures aeration equipment used to prevent fish from dying, dust suppression etc., this is a £5 million project. It was requested that vehicles visiting this business only use the West entrance to the industrial estate to avoid entering the actual village area.
014/26	Reopen meeting & agree date of next meeting – September15th 2026	Chair
015/26	Chair’s announcements and Parish Councillor questions/ comments, preferably sent in advance.
	Cllr Hughes asked if the PC could have general meetings with local businesses – the reason behind the meetings with JBMI was explained, meetings with other businesses not ruled out and can be useful.	–
016/26	Planning Applications (previously considered by delegation to Clerk/Planning Committee).	Chair
	26/42323/FUL Change of use of redundant boiler house to office and storage accommodation for Hixon Parish Council and associated Car Parking 24 Walnut Crest Hixon Stafford ST18 0NS	No objection from HPC
	Agenda Items
036/26	The mowing contract and impact of un-mown wildflower areas on residents: It was agreed (Chair/Cllr Hever-Smith) that the 2 full cuts of the grass be brought forward to the first 2 cuts in August – all in favour. This would alleviate the issues with HFC open space. Residents have also complained about the long grass open spaces on Hammonds Croft and the entrance to Sycamore Drive. The mowing contract for 2027 onwards will need to be allocated to a contractor by early 2027: discussions were held regarding whether or not a tender process should be undertaken again as the Financial Regulations/Standing Orders allow for other options as well, as long as a justification is recorded. Brief discussions were also held on whether or not to continue with the long grass areas.	All
075/25	Highway Safety Issues and traffic in Hixon Parish area, including Lea Heath and the A51: Chair will circulate a report.	Chair
037/26	Consider membership of the committees and working groups following the resignation of councillors Raby and Hilton: Planning committee will stay as per May minutes. Employment Committee will comprise 3 members rather than 4, TOR will be amended. Cllrs. Hughes (Chair), Hopcroft and Garner. No casual substitutes, additional/replacement councillors appointed by council. Working parties and other appointments as per May minutes, less Cllrs Raby and Hilton. Working group membership is flexible.	All
038/26	Clerk had provided bullet-point report on main tasks undertaken this year, councillors requested to take note.	Councillors
039/26	The expenditure of £120 on gift cards for St Peter’s School children for poster competition (24@£5) was agreed and ratified.	–
043/26	It was agreed to purchase of new laptop for Clerk up to £500 due to frequent downtime occurring on current laptop (purchased April 2022).	Clerk
044/26	Proposed Christmas Lights competition – would the PC be interested in holding a Christmas Lights competition for residents? Suggestions of small property, large property, best street, unusual feature. Prizes? Make people aware of judging night(s). Cllr Hughes to take forward and bring a proposal to Sept meeting	Cllr Hughes
045/26	It was agreed to make an application to NALC for Bronze Quality Council Status – no timeframe implications, £50 to 80 fee.	Chair/Clerk
046/26	Review of Neighbourhood Plan – the current plan will be brought up to date with a new questionnaire and amendments to the policies if necessary – trial with the public for their opinions. Chair will send out a report.	Chair
047/26	Proposal from Chair to change from current accounting system to Scribe accounting software, with associated cost implications: look at email with details previously circulated.	Cllrs
048/26	Parish Online – ‘filing on the cloud’ – to be moved forward, provisional date for next meeting Friday August 7^th pm.	–
049/26	Best Kept Garden etc. competition – Judging as per list sent out by August 20th ,categories (garden, small garden, hanging basket, pot(s), unusual feature. Prizes – £20, £15, £10. £250 budget. Memorial Hall, provisionally October 11^th, Cllr Garner to sort out food and drink, (budget £200), Cllr Hughes to hold a quiz. 7pm for 7:30pm.	All
050/26	Picnic bench – installation on playing field: discussions too place on where the bench should be – next to the path for wheelchair access. Concrete slab? Quotes had previously been received. Revisit quotes.	Clerk
	Finance / Administration / Legal
040/26	Bank Reconciliation	Cllr Hopcroft
041/26	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 payments	£696.60
	Reimburse C Gill July-August, monthly purchase of Microsoft 365 Business	£12.10
	Reimburse C Gill mileage (32 miles @ £0.55 per mile)	£17.60
	Reimburse C Gill stamps (16@91p=£14.56)	£14.56
	Reimburse C Gill for gift cards (24@£%=£120)	£120.00
	Reimburse C Gill for purchase of HDMI cable for projector	£9.99
	Reimburse C Gill for purchase of memory sticks	£18.61
	WaterPlus 8^th June to 8^thJuly 2026 car park drainage	£47.07
	Acer mowing	£1390.26
	Memorial Hall room hire	£169.40
	Lewis Anderson for internal audit	£210.00
	Fosse Contracts Ltd for MUGA re-lining.	£7788.00
	SPCA for SPCA and NALC membership 2026/2027	£517.85
	HMRC – July 2026 PAYE	£443.78
	EE for PC mobile phone – Direct Debit	£13.00
042/26	Receipts June 2026
	Allotment rent	£2037.43
	Allotment water usage	£249.60
	Bank interest	£54.37
040/26	From June 2026
041/26	Bank Reconciliation	Cllr Hopcroft
	Schedule of Prospective Agreed Payments	Cllr Hopcroft /Chair
	Employment payments	£696.60
	Reimburse C Gill June/July – monthly purchase of Microsoft 365 Business	£12.10
	Reimburse C Gill mileage (8 miles @ £0.55 per mile)	£4.40
	Reimburse C Gill for mileage rate increase April & May 2026 (24 miles at additional 10p/mile)	£2.40
	WaterPlus 8^th May to 8^th June 2026 car park drainage	£48.66
	Acer mowing plus SID x1	£906.84
	TGM – 2 new planters by Church Lane shelter	£902.40
	John Martin for allotment land lease	£1432.44
	Parish Online for mapping software	£124.80
	HMRC – April 2026 PAYE	£443.78
	Clear Councils Insurance 1^st June 26 – 31^st May 27 replacement cheque	£1075.14
	EE for PC mobile phone – Direct Debit	£13.00

Meeting ended at 20:55