2022-11-08 – Minutes of Ordinary Meeting of Sellack Parish Council (Approved)

SELLACK PARISH COUNCIL

MINUTES OF SCHEDULED MEETING HELD ON

TUESDAY 8th NOVEMBER 2022

IN SELLACK VILLAGE HALL AT 7.30PM

Present:  Parish Councillors Mark Whittal (Chair), Sarah Aitken – for part (Vice Chair), Mark Robinson, Paul Franklin, and Nick Washington.

In attendance: Claire Vaughan (Clerk)

Residents:  None.

  1. Apologies

Apologies were received from Ward Councillor Elissa Swinglehurst.

  1. Declarations of Interests – There were none.
  2. Open Public Session

3.1 Resident views – There were no residents present.

3.2 County Councillor Report – the ward member was not present but had shared her report in advance of the meeting. View at https://sellackparishcouncil.gov.uk/our-parish-council/.

  1. Minutes of meeting held on 11th October 2022

It was RESOLVED to approve and adopt the above minutes with one amendment as follows:

Item 4.5 – ‘…It was noted that the coronation bench, sited near the Millennium tree will also need attention once the Picts Cross bench is repaired.’

The minutes were then signed by the Chairman.

The Parish Council discussed the outstanding actions as follows:

4.1 Lough Pool culvert clearance update – Item 4.2 of minutes from 11 October 2022 – Balfour Beatty has advised that they have all the permissions they require with works scheduled to be completed at the end of January 2023.

4.2Herefordshire Local Plan 2021-2041 update – Item 4.3 of minutes from 11 October 2022 – it was RESOLVED to keep this as a standing item on the agenda whilst consultation is taking place. Herefordshire Council has sent all parish councils the latest rural settlement hierarchy for final comments. It was RESOLVED that Council was content with the latest hierarchy information apart from noting with Herefordshire Council that there is an infrequent bus service (No. 44) and the suggested addition of Backney Bridge Picnic Site under the heading of ‘other leisure sites’.

  1. Report from Parish Footpath Officer and Lengthsman

5.1 Parish Footpath Officer update

5.1.1WW1/2 commemorative plaques – the Parish Footpath Officer has shared a map with Council of where all the stiles and gates are located in the parish.

Cllr Aitken joined the meeting at this point.

It was RESOLVED that the clerk would source quotes for 19 engraved brass plaques to fit both metal and wooden gates/stiles.

Responding to a query from a councillor, the clerk advised that Council could receive sponsorship for plaques but would have to purchase them in advance under Section 137 of the Local Government Act 1972 , meaning that there are restrictions as to how much the Council can spend on purchasing the plaques. The Council agreed to discuss this in more detail at a future meeting.

5.2 Parish lengthsman update

5.2.1 Annual Maintenance Plan 2022-23 – The parish lengthsman has completed two full maintenance days in the year to date. Council RESOLVED to approve a further two full maintenance days up to March 2023.

5.2.3 Annual Maintenance Plan 2023-24 – the council is awaiting details of lengthsman grant support from Herefordshire Council but RESOLVED to approve the lengthsman carrying out four full maintenance days in the parish between April 2023-March 2024.

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 – It was RESOLVED that the Chair would speak with the landowner responsible for the long stretch of hedgerow that needs cutting back near Lower Grove.

  1. Finances

6.1 Parish precept – Council RESOLVED to set the Precept at £12,000 for 2023-24 (an increase of 8% from 2022-23).

6.2 The Council noted the current bank balance of £14,495 and RESOLVED to approve the latest bank reconciliation.

6.3 Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:

    • Clerks C Vaughan salary – November 2022
    • Lengthsman Full Maintenance Day Summer 2022 (Inv TGC2053) – £400 plus VAT
    • Lengthsman Full Maintenance Day Autumn 2022 (Inv TGC2052) – £400 plus VAT

6.4 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site. Council noted that the Clerk would be bringing a draft risk schedule to a future meeting for consideration.

  1. Parish Council Assets

7.1 Backney Bridge Picnic Site (BBPS)

    • Volunteer day – Council RESOLVED to organise the volunteer day for Saturday 19th November, 10am-1pm (weather permitting). Council RESOLVED to approve the draft risk assessment, disclaimer and jobs list for the day and agreed the clerk should inform the insurance company of the plan for the day.
    • Tree works – Council RESOLVED to agree for wood to be stacked and left on site following the tree works. The clerk will check with the Environment Agency and Natural England if permissions are required before proceeding with works.

7.2 War Memorial:

    • To consider wall damage, reported by volunteer – It was RESOLVED that councillors would inspect the wall during daylight hours, so that the matter could be considered at the next meeting. The Clerk will check if this damage would be covered by insurance.

7.3 Defibrillator – Council noted the Clerks thanks to Cllr Franklin for arranging collection and delivery of the device. Council noted that the defibrillator had now been returned following a product recall for a software update. The update identified that the battery needed replacing for the device. Council RESOLVED to approve the purchase of a new battery for the device at a cost of £170 plus VAT.

  1. Communications

8.1 To discuss content for the parish council website and Facebook page – It was RESOLVED that the clerk would compile a short update bulletin for residents informing them of outcomes from the October and November council meetings.

  1. Planning.

Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.

  1. Clerk’s Information Sheet

Council noted the correspondence received and Clerk’s information sheet.

10.1  Council noted correspondence received from a local resident regarding Pengtheley Manor Hotel. It was RESOLVED that the clerk would ask Herefordshire Planning services for an update on timescales for the recent planning application.

10.2  Council noted the Ward Member’s email regarding possible funding for 20mph zones but did not feel this would be appropriate for the parish.

  1. Matters arising after the preparation of this agenda

None.

  1. Clerk’s annual appraisal

Council noted that the Chair and Vice Chair had completed the Clerk’s appraisal on 10 October 2022. The Chair confirmed that the Clerk’s working environment was suitable for carrying out the role.

  1. Future meetings

13.1 It was RESOLVED that the following items be included on future agendas:

    • Annual Parish Meeting agenda setting

13.2 Council noted the date, time and venue of the next meeting, which will be an Ordinary Meeting of Council – Tuesday 10 January 2023, 7.30pm at Sellack Village Hall

13.3 It was RESOLVED to discuss plans for the Annual Parish Meeting (to take place in March 2023) at a future meeting. It was RESOLVED that the Council would ask residents for items for discussion at the annual parish meeting. Council noted that the Village Hall did not have any availability on Tuesdays in March 2023 and asked the Clerk to consider other options.

Meeting closed at 21:10.

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