SELLACK PARISH COUNCIL
MINUTES OF SCHEDULED MEETING HELD ON
TUESDAY 12th JULY 2022
IN SELLACK VILLAGE HALL AT 7.30PM
Present: Parish Councillors Mark Whittal (Chair), Sarah Aitken, Mark Robinson, Paul Franklin, and Nick Washington. Ward Councillor Elissa Swinglehurst
In attendance: Claire Vaughan (Clerk)
Residents: Two residents present.
1. Apologies
None.
2. Declarations of Interests – There were none.
3. Minutes of meeting held on 10th May 2022
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 Speeding on C1261 update – Item 6.2 of minutes from 10 May 2022 – it was agreed that Councillor Robinson would speak with Herefordshire Council about options available for recording speed data for the road.
3.2 Lough Pool culvert clearance update – Item 8.4.4 of minutes from 10 May 2022 – Balfour Beatty has advised that they have to arrange access to clear an outfall and ditch on third party land and once this is resolved the statutory notice period is eight weeks. It was RESOLVED that the clerk would continue to request updates on this work from Balfour Beatty.
3.3 Herefordshire Local Plan 2021-2041 update – Item 11.4 of minutes from 10 May 2022 – it was RESOLVED to keep this as a standing item on the agenda whilst consultation is taking place. The clerk has sent councillors the latest consultation information for the spatial options. The clerk encouraged Council to review the rural settlement hierarchy information for Sellack to ensure that the details are accurate.
3.4 Parish Council Newsletter – agree delivery route and risk assessment – Item 12.2 of minutes from 10 May 2022 – Council RESOLVED to approve and adopt the draft risk assessment for hand delivering the parish newsletter. Council agreed a delivery split and the clerk advised that she would send the list of addresses to councillors to mark which ones they had delivered to.
3.5 Village Safety Initiatives scheme – to consider an application to repaint SLOW markings on C1261 – Item 13.2 of minutes from 10 May 2022 – Council agreed that no new SLOW markings were required but that a number of older signs had faded and needed repainting. It was RESOLVED that Cllr Franklin would provide photos and locations of the faded signs to the Clerk.
4. Open Public Session
4.1 Residents were in attendance but did not present any views. It was noted that they were interested in listening to Council discussion on Item 7.1.4.
4.2 Councillor Elissa Swinglehurst presented her June report to Council. Council noted the report.
4.2.1 There was no further update on the lengthsman grant following the Ward members update from early July to advise that the general lengthsman grant (as opposed to the specific drainage grant) was delayed going through governance but has now completed the process and Balfour Beatty will shortly contact parish councils to let them know the process and criteria to bid.
4.3 No update was available from PCSO Simon Hall.
5. Report from Parish Footpath Officer and Lengthsman
5.1 Parish Footpath Officer update
The Parish Footpath Officer advised that the three gates (purchased by the Parish Council) had now been fitted (to replace old stiles and make the footpaths more accessible). Two had been fitted, free of charge, by The Ramblers as part of the upgrades and improvements they were making to the Herefordshire Trail. Cllr Robinson thanked Cllr Washington for his support in delivering the gates to the locations and for replacing the spring on the self-closing mechanism.
The Parish Footpath Officer has cut back some vegetation along a number of footpaths in the parish.
5.2 Parish lengthsman update:
The parish lengthsman was not present to provide an update and the Clerk had not received any update prior to the meeting.
5.2.1 To revisit, consider and approve the proposed Annual Maintenance Plan (originally approved at Ordinary meeting of Council in March 2022) – Council discussed the proposed maintenance plan, noting the reduced drainage maintenance funding for the year and whilst still awaiting confirmation from Herefordshire Council regarding the lengthsman grant.
5.3 To review any defects to be raised with and receive updates on work requests from Balfour Beatty’s Locality Steward or Herefordshire Council – Cllr Robinson confirmed that the potholes in Lough Pool Lane had been filled. It was RESOLVED to report the issues with potholes and the need for resurfacing of Church Road.
6. Finances
6.1 To note publication of the annual accounts for 2021-22, following internal audit at https://sellackparishcouncil.gov.uk/accounts/ – The Clerk advised that the annual accounts had been published. She confirmed that internal audit had been carried out and the only recommendation was a format change to the payment and receipts return. Apart from this, all other documentation (as discussed at May Council) was the same. Council noted this.
6.2 The Council noted the bank balance as £10473 on 12/07/22. By making all of the payments listed under 6.4 then this will reduce the bank balance to £9300. This could reduce further if Council approves payments under items 7.1.1, 10.2 and 10.3. NB: There is currently a VAT reclaim of £2356 to make.
6.3 The Council noted the payment of the following:
6.3.1 Cllr Washington reimbursement for purchase of gate spring – £18.23 plus VAT
6.3.2 Flying Colours for newsletter printing (approved at May 2022 Council meeting) (Invoice 14626) – £52.00
6.4 Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
6.4.1 Clerks C Vaughan salary and pay increase back pay (as resolved at the ordinary meeting of Council on 10 May 2022) – June and July 2022
6.4.2 Clerk reimbursement – purchase of paint and brush for BBPS Volunteer Day – £41.99 plus VAT (as resolved at the ordinary meeting of Council on 10 May 2022)
6.4.3 Clerk reimbursement – purchase of tree plaque for Queen’s Green Canopy – £48.00 (as resolved at the ordinary meeting of Council on 10 May 2022)
6.4.4 Sellack Village Hall hire (for May PC meeting) – £20.00
6.4.5 Men’s Sheds Refurbishment of Noticeboard at Backney Bridge Picnic Site – £180.00
6.4.6 Hoople Group (via Herefordshire Council) for property list for newsletter distribution (Invoice 66838123) – £23.00 plus VAT
6.4.7 Autela Payroll Q1 and End of Year Processes (Invoice 9250) – £55.27 plus VAT
6.4.8 T Griffiths Lengthsman.Clear overgrowth round two road signs on the junction of C1270 (Invoice 1891) – £30.00 plus VAT
6.4.9 T Griffiths Lengthsman. Deliver gates from yard to nominated receiving location in the parish (Invoice 1892) – £25.00 plus VAT
6.4.10 HMRC PAYEE Months 1-3 – £273.80
6.5 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.
7. Parish Council Assets
7.1 Backney Bridge Picnic Site – To receive an update, including recommendations, from the BBPS working group.
Cllr Aitken (Chair of BBPS working group) provided feedback on the spring volunteer day. This was followed by a meeting of the working group on site with a number of recommendations being agreed:
7.1.1 To receive and consider quotes for tree surgery works at Backney Bridge Picnic Site (as resolved at Ordinary Council meeting on 10 May 2022) – the Clerk advised that she had sought quotes from four tree surgeons with two providing quotes that had been shared with Council. Council queried one quote and it was RESOLVED that the clerk would speak to the tree surgeon to ask for clarification on one of the jobs quoted before making a decision.
7.1.2 To consider costings for fence repair/replacement from Cllr N Washington (as resolved at Ordinary Council meeting on 10 May 2022) – no further update was available but Council RESOLVED to task the clerk with seeking quotes for a post and wire fence and gate.
7.1.3 To discuss summer/autumn 2022 maintenance of the site – Council agreed to seek quotes to cut the grass along the riverside and near the car park at the picnic site and it was RESOLVED that, due to the urgency with which the site needed cutting, Council agreed to approve a quote before the next Council meeting, when it will be reported retrospectively.
7.1.4 To discuss Community payback unpaid work suggestion (discussed under Item 10.1 of minutes from 10 May) – the Clerk advised that she had spoken with the Community Payback team leader and there was a positive discussion about the support they can provide. There were a number of points to consider if working with the team and these were noted by Council. Council RESOLVED to keep in touch with the Payback team as things develop with the picnic site and longer term maintenance plans are put in place to see if there is an opportunity to work together in future.
7.1.5 Council thanked Ross-on-Wye Men’s Sheds for their excellent repair work on the noticeboard and it was RESOLVED to send a letter of thanks to them following the meeting.
7.2 Picts Cross bench – to discuss repair and relocation – the Chair advised that the bench was currently being kept in a garden space and was not in public use as it was in need of repair. It was RESOLVED that Cllr Washington would inspect the bench and check what repairs were required and feedback to the next meeting. A discussion took place on whether to relocate the bench, if it is able to be repaired. It was agreed that Cllr Franklin would raise this with the Village Hall Committee at their next meeting to gauge views on whether it could be relocated to Village hall land.
8. Communications
8.1 To discuss content for the parish council website and Facebook page and consider boosting a Facebook post to increase awareness of the page – Council RESOLVED to boost a Facebook post following delivery of the newsletter at a cost of £14 for one week.
9. Planning
9.1 To consider the following planning application/s – None received.
9.2 Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
10. Parish Clerk
10.1 To arrange the Parish Clerk’s annual appraisal – Council RESOLVED that the Clerk, Chair and Vice Chair would meet online to carry out the clerk’s appraisal in August.
10.2 Council approved the fee of £410.00 for the Clerk to commence the Certificate in Local Council Administration qualification and it was RESOLVED to pay this when the council is invoiced.
10.3 Council approved the fee of £220.00 plus VAT for the Clerk to carry out the final training module with Herefordshire Association of Local Councils on Finances and it was RESOLVED to pay this when the council is invoiced.
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. Commemorative plaques
13.2 Council noted the date, time and venue of the next meeting, which will be the Ordinary Meeting of Council – Tuesday 13 September 2022, 7.30pm at Sellack Village Hall
Meeting closed at 21:30.