Parish council meeting
| Hixon Parish Council
You are summoned to a remote meeting of the full council to be held on 15th December 2020 at 7:30pm
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Residents: Members of the public can view and listen to the meeting using Zoom, log-on details:
Meeting ID: 985 6083 9075 Passcode: 823535 Link below:
https://zoom.us/j/98560839075?pwd=T2FBVjN0RmpnYXVMQnljeVZoQ3YvQT09
Agenda
| Item Ref | Agenda Item | Report By |
| Open Meeting | Chair | |
| 001/20 | To receive apologies. | Chair |
| 002/20 | To receive declaration of interest in any matter on the Agenda. | Chair |
| 003/20 | Consider minutes of meeting 17th November 2020 | Chair |
| 004/20 | To receive Borough Councillors’ reports. | Chair |
| 005/20 | To receive County Councillor’s report. | Chair |
| 006/20 | Close meeting for Public Participation. | Chair |
| 007/20 | Reopen meeting & agree date of next meeting (January 19th 2021) | Chair |
| 008/20 | Chair’s announcements and Parish Councillor questions. | Chair/ Councillors |
| 009/20 | Planning Applications | |
| 20/33372/FUL- Removal of existing building. Proposed construction of 3no small industrial business starter units. Pasturefields Industrial Estate, Project Fire Pfe Pasturefields Lane | ||
| 20/33510/LDC Lawful development certificate for change of use of land to provide siting for a mobile home, Old Boat Inn Yard London Road Pasturefields | ||
| Planning Reports | None | |
| Agenda Items | ||
| 054/20 | Consider draft budget and precept for 2021-2022 | Chair/Clerk |
| 065/17 | Welcome to Hixon signs. To consider alternative location in Church Lane. | Cllr Mrs C Murdoch |
| 036/20 | Memorial stone to be placed on the airfield (from the Airfields of Britain Conservation Trust): Update | Chair |
| 039/20 | Best Kept Garden competition: Update. | Chair |
| 040/20 | To receive and consider items on Resolution Tracker (see spreadsheet) | Chair |
| 041/20 | Vehicles parked long-term on the car park: Agree Sign Wording | Chair |
| 043/20 | Road Sweeper for Hixon Parish: Receive update: | Cllr. Hopcroft |
| 047/20 | Consider Minor Highways work: Receive report | Clerk |
| 049/20 | Grass cutting contract: Update | Clerk |
| 052/20 | “Green Man” site and Field – current situation | Chair |
| 053/20 | Consider Actions from Asset Inspection | Chair/Clerk |
| 055/20 | Consider revised risk assessment for playing field | Cllr. Mrs S McKeown |
| 058/20 | Consider encampment along A51 | Cllr. Hopcroft |
| 059/20 | Consider financial statement for Stowe Consolidated Charities | Clerk |
| 061/20 | Consider training course in Understanding Procurement and Writing Simple Contracts & Agreements for Cllr Mrs C Murdoch, cost is £30. | Cllr Mrs C Murdoch |
| 062/20 | Consider Display Screen Equipment Assessment | Chair |
| Projects, Task Groups, and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch: Update | Chair |
| 032/20 | Update on Gateways at Pasturefields and Speed Indicator Devices | Chair |
| 060/20 | Consider response from SCC to FOI request: | Chair |
| Finance / Administration / Legal | ||
| 010/20 | Bank Reconciliation | Chair |
| 011/20 | Schedule of Prospective Agreed Payments | |
| C Gill salary December (Net tax/NI). Local Gov act 1972 s111. | £831.31 | |
| Reimbursement C Gill (costs: working from home) – December. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill stamps: for tender documents (£8.05), 12 1st class (£9.12) and 36 2nd class (£23.40 + £1.45 delivery = £24.85)) Local Gov act 1972 s111 | £42.02 | |
| Reimbursement C Gill mileage (6miles @ £0.45p/mile). Local Gov act 1972 s111 | £2.70 | |
| Reimburse C Gill for Zoom plan – from 8th of December | £14.39 | |
| TGM for Ash tree work and hedgehog hotels | £474 | |
| Katharine House Hospice donation (ref. 056/20 November 2020) | £250 | |
| Reimburse S McKeown for maps from drs | £18 | |
| Reimburse B McKeown for maps from drs | £21 | |
| SCC for website design | £500 | |
| HMRC for income tax (£4.40) and NI payments (employer £15.13 and employee £5.96) November = 25.49 | £25.49 | |
| 012/20 | Correspondence received in the post: | None |
| 11th December 2020 Catherine Gill Clerk to Hixon Parish Council |
Minutes
| In attendance for all or part of the meeting: |
| Cllr. B McKeown (Chair), Cllr. P Hopcroft, Cllr. Mrs C Finlayson, Cllr A Murdoch, Cllr. Mrs S McKeown, Cllr. Mrs H Lunn |
| Members of the public: Eight |
| Item Ref | Item | Action By |
| 001/20 | Apologies received from: Cllr. Mrs C Murdoch, Cllr. J Carmichael | – |
| 002/20 | Declarations of interest: None | Clerk |
| 003/20 | Minutes of meeting November 17th 2020 were agreed with the addition of an addendum to provide additional information regarding the correction of the amount recorded on the agenda for the payment to Acer Garden Landscapes. | Clerk |
| 004/20 | Borough Councillor’s reports. | |
| Cllr B McKeown commented that SBC are introducing a £36 annual charge to have the brown wheelie bin emptied – he had voted against this charge as he considers it is a disproportionate burden at the lower end of the council tax scale. Neighbours may join together to share costs. The police have written to the landowner re the removal of trees/shrubs during the nesting season. The car park outside the shops is in a bad state of repair – put on January’s agenda for discussion. | Clerk | |
| 005/20 | County Councillor’s report. | None |
| 006/20 | Close meeting for Public Participation. | None |
| 007/19 | Reopen meeting & agree date of next meeting (January 19th 2021). | Clerk |
| 008/20 | Chair’s announcements | |
| See above in Borough Councillor’s reports. | – | |
| Parish Councillor questions. | ||
| Parish Online is up and running, all the layers and fields are there. Cllr. Hopcroft has been trained how to use it and is entering the trees. | –
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| The second bollard on the High Street safety build-out is missing. The rubbish bin outside the former Green Man pub has gone missing. The “Horses” road sign has also gone missing. 3 cars parked on the car park are not legal. | – | |
| Many lorry loads of soil are being tipped on the former airfield land. | – | |
| It was queried as to whether the Welcome to Hixon sign would be very visible in the proposed new location. | – | |
| The light display outside St Peter’s school was vandalised last night. Being re-made, the lanterns were saved. | –
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| The timer for the Christmas tree lights is not set properly, will be sorted out tomorrow. | – | |
| Fly tipping is occurring on sections of the runway – SBC informed, main concern is with the gas bottles. | – | |
| Another hole has been made in a hedge – going towards Spring Farm. | – | |
| In camera question re the situation with the website.
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Chair
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| 009/20 | Planning: Applications | |
| 20/33372/FUL- Removal of existing building. Proposed construction of 3no small industrial business starter units. Pasturefields Industrial Estate, Project Fire Pfe Pasturefields Lane | No objection | |
| 20/33510/LDC Lawful development certificate for change of use of land to provide siting for a mobile home, Old Boat Inn Yard London Road Pasturefields | Cannot confirm or otherwise | |
| Reports | None | |
| Agenda Items | ||
| 054/20 | Consider draft budget and precept for 2021-2022: Report received and proposals discussed. Decided to definitely go ahead with the Highways work at ca. £12,500. Report accepted, proposals may not go ahead quite as suggested. Put a receipt of £50 + VAT in for Bank House, reduced due to Covid-19 closures. Aim to finalise budget at January’s meeting. | Clerk |
| 065/17 | Welcome to Hixon signs: No further update, defer to January. | Cllr. Mrs C Murdoch |
| 036/20 | Memorial stone to be placed on the airfield (from the Airfields of Britain Conservation Trust (ABCT)): Permission sought from Hixon Airfield Estate to place stone near Control Tower, waiting to hear back from their solicitor.. | Chair |
| 039/20 | Best Kept Garden competition update: Results will be in the January newsletter. | Cllrs. B McKeown |
| 041/20 | Vehicles parked long-term on the car park: Wording of strip to be Maximum stay 72 hours. No return within 48 hours. Two signs at a total cost of £84 + VAT. | Chair |
| 043/20 | Consider costs of hiring a Road Sweeper for Hixon Parish: There is a possibility that the road sweeper may be paid for in part or full by another company, Cllr. Hopcroft following this up. | Cllr. Hopcroft |
| 047/20 | Consider Minor Highways work: Report received and accepted. Agreed to go ahead with revised minor highways work and street nameplate cleaning at quoted prices. Ask for list of damaged nameplates that need replacing. | Clerk |
| 049/20 | Consider getting alternative quotes for grass cutting: Tender documents have been sent out to seven contractors, deadline for return is 12th January 2021. If a question is asked, pass the information on to all tenderers. | Clerk |
| 052/20 | “Green Man” site and Field – current situation: The landowner will be submitting a planning application, unknown what it will be for. | –
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| 053/20 | Actions from Asset Inspection: not discussed. Chair will circulate the version updated by the Clerk. Add on notice boards by the canal and wildflowers on Ridgeway OS. Consider repairs to the path from car park to Bath Lane on Millennium Green land. | Chair/ Councillors |
| 055/20 | Consider revised risk assessment for playing field: Report presented and accepted. Tape around fitness trail equipment has been removed and more signs going up. | Cllr. Hopcroft |
| 058/20 | Consider encampment along A51: Sheds, scrap cars and horseboxes. Don’t know who lives there. Councillors to have individual site visits, can view from path. Take photos if required. Keep on agenda for January. | Councillors |
| 059/20 | Consider financial statement for Stowe Consolidated Charities: Statement was read out by Clerk, scan and circulate to councillors. | Clerk |
| 061/20 | Consider training course in Understanding Procurement and Writing Simple Contracts & Agreements for Cllr Mrs C Murdoch, cost is £30. Expenditure agreed. Another course to consider for the budget is the CILCA Clerk training course – cost is £250 for training by SPCA, £410 for exam registration with SLCC and around £200 for books. | Clerk/ Councillors |
| 062/20 | Consider Display Screen Equipment Assessment: Report received and discussed. Agreed that the Clerk will complete the BHIB Councils Insurance DSEA self-assessment form. Items considered of note on the SPCA updates are currently highlighted by the Clerk upon circulation and this will continue. Items will be added to the agenda by the Clerk if thought necessary, councillors can also request for items to be added to the agenda. | Clerk/ Councillors |
| Projects, Task Groups, and External Meeting Reports | ||
| 017/20 | Hixon Community Sports Pitch Update: Gas main is the problem, may not be able to get past this. | Chair |
| 032/20 | Update on Gateways at Pasturefields and Speed Indicator Devices: Order placed for gateways and SID/solar panels. Some confusion over quote for installing the poles. Poles likely to cost ca. £80 each. | Chair |
| 060/20 | Consider response from SCC to FOI request: Hixon Parish Council not satisfied with the response. Wants to know what the money was spent on and who authorised the £8K to be relocated to a different parish. Contact SCC access information dept. again for answers. Allow 15 days to respond. Go to the Information Commission if not satisfied with response. | Clerk |
| Finance / Administration / Legal | ||
| 010/20 | Bank Reconciliation | |
| 011/20 | Schedule of Payments Made – Cheques Signed by Cllr Hopcroft, Chair, Cllr. A Murdoch | |
| C Gill salary December (Net tax/NI). Local Gov act 1972 s111. | £831.31 | |
| Reimbursement C Gill (costs: working from home) – December. Local Gov act 1972 s111 | £59.50 | |
| Reimbursement C Gill stamps: for tender documents (£8.05), 12 1st class (£9.12) and 36 2nd class (£23.40 + £1.45 delivery = £24.85)) Local Gov act 1972 s111 | £42.02 | |
| Reimbursement C Gill mileage (6miles @ £0.45p/mile). Local Gov act 1972 s111 | £2.70 | |
| Reimburse C Gill for Zoom plan – from 8th of December | £14.39 | |
| TGM for Ash tree work and hedgehog hotels | £474 | |
| Katharine House Hospice donation (ref. 056/20 November 2020) | £250 | |
| Reimburse S McKeown for maps from drs | £18 | |
| Reimburse B McKeown for maps from drs | £21 | |
| SCC for website design | £500 | |
| HMRC for income tax (£4.40) and NI payments (employer £15.13 and employee £5.96) December = £25.49 | £25.49 | |
| 012/20 | Correspondence received in mail: | None |
Meeting ended 10:00 pm