Parish Council meeting
Hixon Parish Council
To: All Councillors
Notice, Summons and Agenda for the Meeting of the Full Council on
15th September 2026 at
7.00pm at STAFFORDSHIRE GIRL GUIDING HQ, CHURCH LANE, HIXON (adjacent to St. Peter’s School).
Agenda
AGENDA
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 005/26 | To receive apologies: | 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 21st July 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 – November17th 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). | None |
| Agenda Items | ||
| 054/26 | Consider co-option of any applicant to be a new councillor onto Hixon Parish Council: signing of Declaration of Office if appropriate. | Chair |
| 061/26 | To receive Report from Employment Committee (if any) JH; PH; AG; Clerk: | Cllr Hughes |
| 062/26 | To receive Report from Planning Committee (if any) SM; PH; DHS; JH; Clerk: | Cllr S McKeown |
| 063/26 | To receive Report from Parish OnLine/Assets/Filing on the Cloud Group (if any) SM; DHS; BM; Clerk Parish Online email issues: need examples to send to Parish Online. Provide description of issue to Cllr S McKeown. |
Cllr S McKeown |
| 064/26 | To receive Report from Highways & Road Safety Group (if any) BM; DHS; JH; PH | Chair |
| 065/26 | To receive Report from Admin Group, Governance Policies and Procedures (if any) BM; SM; Clerk; AN Other: | Cllr S McKeown |
| 066/26 | To receive Report from Admin Group Quality Council (if any) SM; JH; | Cllr S McKeown |
| 067/26 | To receive Report from Communications Group (if any) BM; AG; | Chair |
| 068/26 | To receive Report from Neighbourhood Plan Group (if any) BM; SM; DHS; Clerk; | Chair |
| 036/26 | To receive and consider report on current and future Grass Mowing Contract;. | Chair |
| 039/26 | Ratify expenditure of £75 to damp down pile of very dry grass cuttings – emergency decision taken. | Clerk |
| 044/26 | Consider report on Christmas Lights competition | Cllr Hughes |
| 045/26 | Making application to NALC for Quality Council Status – no timeframe implications, £50 fee. Update. | Chair |
| 047/26 | To receive and consider report on adopting SCRIBE software, changing from current accounting system to Scribe accounting software, with associated cost implications. | Chair |
| 049/26 | To receive update on Best Kept Garden etc. competition. Date of event? | Chair |
| 050/26 | Picnic bench – installation on playing field. Decision on placement, previous quote in different position. | Chair |
| 051/26 | Confirm circulation of/acceptance by councillors of the Q1 26/27 Receipts and Expenditure vs Budget spreadsheet circ. 10/8/26 | Clerk |
| 052/26 | Allotment fencing – needs to be improved and not just propped up: e.g. Put new posts alongside old posts to support properly. e.g. Hedge inside fence to hold it up. | Cllr S McKeown |
| 055/26 | Consider purchase of more large poppies – last year’s cost was £236 + VAT for 10. Consider price for installation of poppies. | Chair |
| 056/26 | Consider location(s) of SID over winter and associated costs (£50 + fuel supplement for it to be moved outside the mowing season). | Chair |
| 057/26 | Arrange date for annual asset inspection: Proposed date Sat 10th or 17th October. | Clerk |
| 058/26 | To receive update on Christmas Lights Switch-On Event Saturday 28th November 2026. | Chair |
| 059/26 | To appoint internal auditor for 26/27 – Lewis Anderson proposed, cost £249 as per this year. | Clerk |
| 060/26 | Consider the leaning/broken fence on perimeter of Hall Farm Close open space. | Clerk |
| 069/26 | To receive and consider report on possible purchase of new projector | Chair |
| 070/26 | To receive update on status of works highlighted from 2025 Assets Inspection; | Clerk |
| 071/26 | To receive and consider report on Hixon Parish Council and engagement with young people in Hixon Parish; | 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 Sept-Oct, monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (8 miles @ £0.55 per mile) | £4.40 | |
| Reimburse C Gill stamps (16@91p=£14.56) | £14.56 | |
| Reimburse C Gill for purchase of copier paper | £16.49 | |
| Reimburse C Gill for purchase of biodegradable wallets | £30.95 | |
| Reimburse C Gill for purchase of renewed McAfee subscription | £114.99 | |
| Reimburse B McKeown for purchase of gifts for netball coaches | £30.00 | |
| Room Hire Staffordshire Girl Guiding HQ Church Lane Hixon | £63.00 | |
| WaterPlus 8th August to 8th Sept 2026 car park drainage | £48.66 | |
| Acer mowing and SID move | £5228.40 | |
| TGM for asset works | £2021.70 | |
| HMRC – July 2026 PAYE | £443.78 | |
| EE for PC mobile phone – Direct Debit | £13.00 | |
| Reimburse C Gill for purchase of Pickleball Net | £152.95 | |
| 042/26 | Receipts August 2026 | |
| Bank interest | £38.33 | |
| 040/26 | From August 2026 | |
| 041/26 | Bank Reconciliation | Cllr Hopcroft |
| Schedule of Prospective Agreed Payments | Cllr Hopcroft
/Chair |
|
| Employment payments | £696.60 | |
| Reimburse C Gill August/Sept – monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (8 miles @ £0.55 per mile) | £4.40 | |
| WaterPlus 8th July to 8th August 2026 car park drainage | £48.66 | |
| Acer mowing plus SID | £483.42 | |
| SLCC membership 26/27 | £200.00 | |
| Information Commission payment 26/27 | £52.00 | |
| TGM for asset inspection works | £378.00 | |
| HMRC – August 2026 PAYE | £443.78 | |
| EE for PC mobile phone – Direct Debit | £13.00 | |
| 042/26 | Receipts July 2026 | |
| VAT refund | £848.99 | |
| Bank interest | £49.34 |
| 20 August 2026 Catherine Gill, Clerk to Hixon Parish Council |
Minutes
Hixon Parish Council
DRAFT Minutes of the Meeting of the Full Council held on Tuesday
15th September 2026 starting at 7:00 pm in The Girl Guiding Headquarters, Church Lane – adjacent to St Peter’s School
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: SBC Councillor A Cooper and SCC Councillor A Mynors
Members of the public: 3
| Item Ref | Item | Action By |
| 005/26 | To receive apologies: See above | – |
| 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 21st July 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 | Borough Councillors’ reports: Cllr B McKeown updated on the Local Government Reorganisation (LGR). The LGR is on hold. There will be Borough Council elections as normal in May 2027. There will also be a Town Council in Stafford Borough, covering the more central areas of Stafford town. The Town Council will have its own precept.Cllr B McKeown gave feedback that the National Planning Policy Framework scheme of delegation is changing with only certain types of applications going to committee. More power being given to Planning Officers/Head of Planning. Potential lack of transparency. There are insufficient Planning Officers at SBC to do the work. Neighbourhood Plans are still important although they will have less impact. |
– |
| 011/26 | To receive County Councillor’s report. Written or verbal | None |
| 012/26 | Close meeting for Public Participation. | None |
| 014/26 | Reopen meeting & agree date of next meeting – November17th 2026 | Chair |
| 015/26 | Chair’s announcements and Parish Councillor questions/ comments: The Chair reported that the new local bus service is working well. The Chair requested that HPC make a £100 donation to Compass magazine. This was well received and will be added to the November meeting’s agenda for agreement. It was noted that the details of the HPC meeting listed in Compass require updating. |
Clerk |
| 016/26 | Planning Applications (previously considered by delegation to Clerk/Planning Committee). | None |
| Agenda Items | ||
| 054/26 | Consider co-option of any applicant to be a new councillor onto Hixon Parish Council: signing of Declaration of Office if appropriate. | Not applicable |
| 061/26 | Report from Employment Committee (if any) JH; PH; AG; Clerk: No report, next meeting scheduled for 3rd November 2026. |
Cllr Hughes/ Clerk |
| 062/26 | Report from Planning Committee (if any) SM; PH; DHS; JH; Clerk: No report, 2 planning applications to before the Planning Cttee – Houses off Church Lane and Boiler Room at Walnut Crest. |
– |
| 063/26 | Report from Parish OnLine/Assets/Filing on the Cloud Group (if any) SM; DHS; BM; Clerk. Report received, Clerk suggested videoing the issue with email typing on laptops, to explain the issue to Parish Online Support. |
Cllr S McKeown |
| 064/26 | To receive Report from Highways & Road Safety Group (if any) BM; DHS; JH; PH.
No report. A list of issues is being put together, Highways have been consulted on possible signage |
Chair |
| 065/26 | To receive Report from Admin Group, Governance Policies and Procedures (if any) BM; SM; Clerk; AN Other: No report, arrange to meet following week. |
Cllr S McKeown |
| 066/26 | To receive Report from Admin Group Quality Council (if any) SM; JH.
No report. |
– |
| 067/26 | To receive Report from Communications Group (if any) BM; AG.
No report. |
– |
| 068/26 | To receive Report from Neighbourhood Plan Group (if any) BM; SM; DHS; Clerk.
No report. Questionnaire update has started. |
– |
| 036/26 | Current and future Grass Mowing Contract: Details of contract not discussed. It was resolved to ask the existing contractor to quote for next year on current contract (to start with) as opposed to necessarily going out to tender. |
Clerk |
| 039/26 | Expenditure of £75 in August to damp down pile of very dry grass cuttings was ratified. | Clerk |
| 044/26 | Christmas Lights competition – no update. | Cllr Hughes |
| 045/26 | Making application to NALC for Quality Council Status – no timeframe implications, £50 fee. No update. | – |
| 047/26 | Report on adopting SCRIBE software, changing from current accounting system to Scribe accounting software, with associated cost implications. Report received – the cost effectiveness and usefulness to HPC was queried. Clerk will make enquiries to Scribe. Employment Cttee. to consider. |
Emp. Cttee |
| 049/26 | Update on Best Kept Garden etc. competition. The revised date will be 18th October, try and book the Hall. Circulate photos of top gardens/pots/baskets etc. | Clerk to book room. Cllrs. |
| 050/26 | Picnic bench – installation on playing field. It was resolved to go ahead with previous quote from TGM. | Clerk |
| 051/26 | The circulation of/acceptance by councillors of the Q1 26/27 Receipts and Expenditure vs Budget spreadsheet (circulated 10/8/26) was confirmed. | Clerk |
| 052/26 | Allotment fencing – needs to be improved and not just propped up: Landowner will put new posts alongside old posts to support properly. Price will be provided. |
– |
| 055/26 | It was agreed to purchase 10 more large poppies with no need for any more in future years (apart from possibly replacements). Cost of £259.60 + VAT for 10 agreed. Price for installation of poppies of £345 + VAT agreed. | Clerk |
| 056/26 | SID over winter locations agreed as New Road and Church Lane (£50 + fuel supplement for it to be moved outside the mowing season). | Clerk |
| 057/26 | Date for annual asset inspection will Sat 10th October, meet at 10am in the car park. | All |
| 058/26 | Update on Christmas Lights Switch-On Event Saturday 28th November 2026. Clerk will arrange road closure, Cllr S McKeown will arrange TENS as it is meant to be in the name of the person arranging the event (an individual’s name not a company/authority name). Transformer may need PAT – check the date. Permission was given for the HPC’s projector to be used at event if necessary. |
Clerk
Cllr S McKeown
Cllrs B & S McKeown and Hever-Smith |
| 059/26 | It was resolved to appoint Lewis Anderson as the HPC internal auditor for 2026/2027 and it was confirmed that Lewis is independent of the council, council members and the Clerk/RFO. | Clerk |
| 060/26 | The leaning/broken fence on perimeter of Hall Farm Close open space: It was agreed to ask TGM for a quote to repair/replace this fence. | Clerk |
| 069/26 | To consider possible purchase of new projector – a spend of up to £400 was agreed for a new projector. | Chair |
| 070/26 | An update on the status of works highlighted from 2025 Assets Inspection had been provided. As the watering of the flowers had involved many more visits than quoted for, it was resolved to pay an additional £150 to TGM for keeping the flowers healthy. | Clerk |
| 071/26 | Engagement with young people in Hixon Parish: a request was made by Cllr S McKeown for ideas on things HPC could do/hold to engage with young people (e.g. drama/acting/theatre). The Clerk mentioned that the Kerygma Bus used to be successful in attracting young people to its free sessions (provided books/magazines/board games/games consoles/outside mini-sports in nice weather – space for young people to mingle and talk. Free toast and squash). | All |
| Finance / Administration / Legal | ||
| 040/26 | Bank Reconciliation | Cllr Hopcroft |
| 041/26 | Schedule of Payments | Chair/Cllr Hopcroft |
| Employment payments | £696.60 | |
| Reimburse C Gill Sept-Oct, monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (8 miles @ £0.55 per mile) | £4.40 | |
| Reimburse C Gill stamps (16@91p=£14.56) | £14.56 | |
| Reimburse C Gill for purchase of copier paper | £16.49 | |
| Reimburse C Gill for purchase of biodegradable wallets | £30.95 | |
| Reimburse C Gill for purchase of renewed McAfee subscription | £114.99 | |
| Reimburse B McKeown for purchase of gifts for netball coaches | £30.00 | |
| Room Hire Staffordshire Girl Guiding HQ Church Lane Hixon | £63.00 | |
| WaterPlus 8th August to 8th Sept 2026 car park drainage | £48.66 | |
| Acer mowing and SID move | £5228.40 | |
| TGM for asset works | £2021.70 | |
| HMRC – July 2026 PAYE | £443.78 | |
| EE for PC mobile phone – Direct Debit | £13.00 | |
| Reimburse C Gill for purchase of Pickleball Net | £152.95 | |
| 042/26 | Receipts August 2026 | |
| Bank interest | £38.33 | |
| 040/26 | From August 2026 | |
| 041/26 | Bank Reconciliation | Cllr Hopcroft |
| Schedule of Prospective Agreed Payments | Cllr Hopcroft
/Chair |
|
| Employment payments | £696.60 | |
| Reimburse C Gill August/Sept – monthly purchase of Microsoft 365 Business | £12.10 | |
| Reimburse C Gill mileage (8 miles @ £0.55 per mile) | £4.40 | |
| WaterPlus 8th July to 8th August 2026 car park drainage | £48.66 | |
| Acer mowing plus SID | £483.42 | |
| SLCC membership 26/27 | £200.00 | |
| Information Commission payment 26/27 | £52.00 | |
| TGM for asset inspection works | £378.00 | |
| HMRC – August 2026 PAYE | £443.78 | |
| EE for PC mobile phone – Direct Debit | £13.00 | |
| 042/26 | Receipts July 2026 | |
| VAT refund | £848.99 | |
| Bank interest | £49.34 |
Meeting ended at 21:40
Reports
Hixon Parish Council
15th September 2026
New Email System & Central Filing
Item 063/26
Page 1 of 3
1 Purpose of Report
1.1 To recommend this report be received and considered at Hixon Parish
Council (HPC) meeting 15th September 2026.
1.2 This report follows on from the report presented 19th May 2026.
2 Background Information and Key Issues
New Email System
2.1 Following on from the implementation of HPC’s new email system in
January 2026 (provided by Parish Online via Zoho) Councillors and the
Clerk have asked some questions regarding its functionality.
2.2 Eight questions have been asked to date. Please see Appendix A of
this report which lists the questions and answers to and from Parish
Online. (Appendix A was also sent out in May 2026, however no replies
have been received to date).
Central Filing on the Cloud
2.3 Hixon Parish Council Online Task Group has committed to using a
cloud-based filing system provided by Parish Online via Zoho.
https://www.zoho.com
2.4 The Parish Online Task Group has been considering a new proposed
filing structure for use by the Parish Council (Clerk & Councillors).
The proposal is to have a maximum top level of twenty folder headings:
Please see item 8 below (Amended New Filing Structure).
The Task Group has been through the current HPC filing system to
items starting with ‘E’ and assigned filing to new filing system.
Files to be renamed by yyyymmdd followed by topic.
(The group may need help with re-naming the current files).
There are several advantages in cloud-based filing system. Councillors
will have the ability to read / access Parish Council Documents and
Templates, agendas & minutes etc.
Councillors will be able to file their documents onto the system.
Hixon Parish Council
15th September 2026
New Email System & Central Filing
Item 063/26
Page 2 of 3
Also, there will be no need to send HPC documents internally, just
include a link to the document. This will save on email storage for all.
3 Financial
3.1 None (Previously stated in report presented in May 2026)
4 Resources
4.1 Parish Online Task group to continue going through current filing and
attach files to new structure.
4.2 Councillors may be required to assist with re-naming current files.
5 Legal Implications
5.1 None
6 Recommendation
6.1 Clerk and Councillors to review questions/ answers in Appendix A.
6.2 Parish Online task group to continue with building new amended filing
structure.
7 Report produced by
7.1 Cllr Susan McKeown
8 Appendices
See Appendix A
Proposed Amended New Filing Structure
00 Templates / Stationery
01 Parish Council Meetings (agendas and minutes)
02 Task Groups (agendas and minutes)
Hixon Parish Council
15th September 2026
New Email System & Central Filing
Item 063/26
Page 3 of 3
03 Financial
04 Legal
05 Contracts and Agreements
06 Policies & Governance
07 Assets & Inspection Reports
08 Projects
09 Correspondance
10 Hixon Parish Information
11 Training Records & Training Material
12 Health & Safety and Accidents
13 Allotments
14 Neighbourhood Plans
15 Major Planning Applications
16 Quality Council
17 Clerk