SELLACK PARISH COUNCIL
MINUTES OF SCHEDULED MEETING HELD ON
TUESDAY 11th JANUARY 2022
IN SELLACK VILLAGE HALL AT 7.30PM
Present: Parish Councillors Mark Whittal (Chair), Sarah Aitken and Nick Washington. Ward Councillor Elissa Swinglehurst
In attendance: Claire Vaughan (Clerk)
Residents: One local resident was present.
1. Apologies
1.1 Cllr Paul Franklin (work related absence), Cllr Mark Robinson and Terry Griffiths, parish lengthsman were unable to attend.
2. Declarations of Interests – There were none.
3. Minutes of meeting held on 9th November 2021
It was RESOLVED to adopt the above minutes. The minutes were then signed by the Chairman.
The Parish Council discussed the outstanding actions as follows:
3.1 Queens Platinum Jubilee – Cllr Aitken confirmed that she had sought the views of the residents (those with commoner rights) of Sellack Marsh, who she confirmed were supportive of planting a tree on the Marsh, next to the Millennium tree. Cllr Aitken confirmed she still had one resident to speak to about the proposal.
Council RESOLVED to consult Herefordshire Council’s Tree Officer about the type of species to choose, based on the residents’ request for a tree that will grow to no more than 10metres diameter and is, ideally a British species.
The Parish Clerk advised that single trees were available to purchase from the Woodland Trust at a cost of £8.95. Council RESOLVED to give permission to the Parish Clerk to purchase a tree, once advice on a species had been sought.
Council RESOLVED to give permission to the Parish Clerk to arrange a suitable date for the planting to take place (before the end of March 2022) and to invite local residents and the Ward councillor to the planting ceremony.
3.2 To discuss grit bin locations and agree salt restocking arrangements for the parish – The Council noted correspondence from Balfour Beatty confirming that publicly owned grit bins on highways are restocked once a year and also that the main C1261 road running through Picts Cross and past the Lough Pool, is gritted as and when required. It was RESOLVED to update the Parish Council website and Facebook page to include details of how residents can report grit bins that are running low on salt stocks.
4. Open Public Session
4.1 The resident present was invited to give their views or ask any questions of the Parish Council but advised that they were present to observe and had no questions.
4.2 Councillor Elissa Swinglehurst presented her December report to Council. Council noted the report and a brief discussion took place on the Environment Agency’s Flood Plan. Cllr Aitken expressed concern over any flood alleviation plans developed for ‘up river’ that could impact on the Parish. Councillor Swinglehurst recommended that the Parish Council continue to monitor the consultation on the flood plans of the Environment Agency and Herefordshire Council. Brief discussions also took place on water quality of the River Wye and connectivity.
4.3 The Parish Council noted an email from PCSO Simon Hall, who updated that he had carried out one patrol in the parish in December. PCSO Hall asked the Parish Council to consider what the community safety priority is for the parish at the present time. Previously this had been theft. Following discussion it was RESOLVED to respond to PCSO Hall to ask for his advice about securing the Backney Bridge Picnic Site car park, as well as raising previous issues with drug dealing in some lanes of the parish, an issue that councillors noted had not been witnessed for some years but felt could continue, due to the location of the parish (close to busy thoroughfares).
5. Report from Parish Footpath Officer and Lengthsman
5.1 Parish Footpath Officer update – The Parish Footpath Officer, Cllr Mark Robinson, was not present so no update was available.
5.2 It was RESOLVED to defer the Parish Footpath Officer guidelines provided from Balfour Beatty to the next meeting, when the Parish Footpath Officer is present.
5.3 Parish lengthsman update – The parish lengthsman was not present but council RESOLVED to request, as a matter of urgency, an update from him on the six outstanding drainage grant jobs and the three stile replacements and to seek assurance that the drainage work will be completed by the end of March.
5.4 Work programme for Parish lengthsman – Council had no further work requests for the parish lengthsman, apart from those raised under Item 5.3.
5.5 The Council considered renewing their lengthsman scheme contract with Herefordshire Council and Balfour Beatty and RESOLVED that, in principle, they would continue with the scheme but would await the new contract details before making a final decision.
5.6 Council did not have any defects to raise with Balfour Beatty.
5.6.1 The clerk advised that the Parish Council was still waiting for a quote for slow markings on the road between Lough Pool Pub and Picts Cross. It was RESOLVED to defer this item to the next Parish Council meeting.
6. Finances
6.1 The Council noted the bank balance as £9,342.32 on 11/01/22. The clerk confirmed that the Parish Council had receipts totalling £26,521.84 for the year to date, with payments of £17,179.52 gross. By making all of the following payments on the agenda, the Parish Council’s bank balance will be £8,019.38. The clerk added that the Parish Council still had a planned budget spend remaining of £2,621, which would leave the Parish Council with a year end bank balance of £5397. However, the Parish Council has an outstanding VAT claim of £2,237.
6.2 The Council noted the payment of the following
6.2.1 HSBC UK Bank Current Account Charges of £3 activity charge (cheque payments) and £8 account fee for November (taken from account automatically)
6.3 Invoices for payment – it was RESOLVED to pay the following invoices:
6.3.1. Clerks C Vaughan salary – December and January
6.3.2. HMRC PAYE Quarterly – £255.80
6.3.3. Herefordshire Association of Local Councils Clerk training – £200.00 plus VAT
6.3.4. Autela Payroll Services Limited Quarterly payroll – £43.50 plus VAT
6.3.5. Wreath for Remembrance Day (laid at War memorial) – £21.98
6.3.6. Sellack Village Hall hire (for November PC meeting) – £20.00
6.3.7. ICO Data Protection fee (annual) – £40.00 (paid by Direct Debit)
6.4 No immediate financial risks were identified. The Parish Council discussed the information received regarding the War Memorial grant scheme and RESOLVED that this information be shared with the volunteer who tends to the Parish War Memorial for their information with any future works to the memorial to be considered for the grant.
7. To approve and adopt the following new or updated policies
Council RESOLVED to approve the following:
7.1 Standing Orders (updated) – to be reviewed May 2023
7.2.Asset Register (updated) – The Parish Clerk raised queries regarding the current asset register and it was RESOLVED to add three new gates to the list along with an additional public noticeboard (located at Backney Bridge Picnic Site). It was RESOLVED that the BBPS working group would consider the true value of the site and update the Parish Council’s Asset Register when known.
8. Backney Bridge Picnic Site (BBPS)
8.1. It was RESOLVED to arrange the first meeting of the BBPS working group for a weekday evening in mid-February. It was RESOLVED to promote the working group on the Parish Council’s Facebook and web pages and encourage residents to join.
9. Communications
9.1 The Parish Council discussed the use of the council’s webpage and Facebook page in promoting the work of the council. A discussion took place on how to keep residents informed about what the Parish Council does. It was RESOLVED to defer the discussion on boosting a Facebook post to the next meeting, along with discussing a postal leaflet drop. It was RESOLVED to contact Eyelid Production to request advice about elevating the new webpage on google search.
9.2 The Parish Council considered the request from Ross-on-Wye Town Council to provide a contribution to the Citizen Advice Outreach service in Ross-on-Wye. It was RESOLVED to respond to ask for further information on numbers of residents from within the Sellack Parish who have been supported by the service (in the last three years) and to ask for clarification on what the outreach service is requesting. The Parish Council stated that they understand and welcomed the service but as a small parish, would require further information on support given to residents within the parish in order to give proper consideration to this request.
9.3 The Parish Council noted correspondence received from Hereford City Council asking the Parish Council to consider adopting a resolution to the regulatory bodies to enforce the bathing water standard in the River Wye. It was RESOLVED to not adopt this resolution at this time.
10. Planning
10.1 The Council noted the planning applications received and decisions made from Herefordshire Council since the last meeting.
11. Clerk’s Information Sheet
The Parish Council noted the correspondence received and Clerk’s information sheet.
12. Matters arising after the preparation of this agenda
None.
13. Future meetings
13.1 It was RESOLVED that the following items be included on future agendas:
13.1.1. BBPS Working Group Update
13.1.2. Finance and Environment working groups (carried over from September meeting).
13.2 Council noted the date, time and venue of the next meeting – Tuesday 8 March 2022, 7.30pm at Sellack Village.
14. Exclusion of Press and Public
It was RESOLVED to exclude Press and Public to discuss terms of employment of the Clerk, following completion of the probationary period.
The Chairman reported back on the appraisal session with the Clerk and it was RESOLVED to confirm the Clerk in post, in accordance with the signed contract of employment.
Meeting closed at 21:20.