SELLACK PARISH COUNCIL
MINUTES OF SCHEDULED MEETING HELD ON
TUESDAY 10th JANUARY 2023
IN SELLACK VILLAGE HALL AT 7.30PM
Present: Parish Councillors Sarah Aitken (Vice Chair), Mark Robinson, Paul Franklin and Nick Washington.
In attendance: Claire Vaughan (Clerk)
Residents: Two residents were present.
- Apologies
Apologies were received from Parish Councillor Mark Whittal and Ward Councillor Elissa Swinglehurst.
- Declarations of Interests – There were none.
- Open Public Session
3.1 Resident views – two residents were present and raised the following issue:
3.1.1 Sellack Marsh Road – a suspected blocked drain/s causing surface water flooding on the highway. The residents agreed to send the clerk some photographs taken of the issue.
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/.
- Minutes of meeting held on 8th November 2022
It was RESOLVED to approve and adopt the above minutes with one amendment as follows:
Item 5.1 – ‘…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 minutes were then signed by the Chairman.
The Parish Council discussed the outstanding actions as follows:
4.1 Speeding on C1261 update (Picts Cross – Loughpool) – Item 3.1 of minutes from 12 July 2022 – Council discussed the detailed email received from Herefordshire Council’s Traffic Management Team regarding the process for applying for a traffic order (TO). Council RESOLVED to task the clerk with checking on costs associated with applying for a TO and for raising this with the Ward Member for initial comment and returning to the next Parish Council meeting with a draft application for consideration.
Cllr Washington raised that two accidents had occurred along the road from Picts Cross to Strangford in recent weeks.
4.2 Lough Pool culvert clearance update – Item 4.2 of minutes from 11 October 2022 – Balfour Beatty has advised local residents of a planned road closure on the week commencing 23rd January. It was RESOVLED to keep this issue as a standing item until confirmation of completion of works is received.
4.3Herefordshire 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. Council noted that the latest consultation was on the agricultural planning supplementary document and advised that they had no comments to make on this document.
- Report from Parish Footpath Officer and Lengthsman
5.1 Parish Footpath Officer update – Cllr Aitken raised that footpath SK10 is obstructed and has white tape around an overhanging branch, making it impassable at present. It was RESOLVED that the clerk would report the issue to the Herefordshire Council PROW team.
5.1.1 The Chair advised that she would take Item 5.1.2 on the agenda before item 5.1.1. DEFRA funding – Council noted the email received from Wye Valley AONB regarding Miles without Stiles. It was RESOLVED that the clerk would respond to the AONB to thank them for their correspondence and advise that the Parish Council has replaced stiles on the Herefordshire Trail in Sellack but to ask if the stile opposite Lawless Cottage (Church Street) could be considered for replacement on SK13. Halfway along this pathway to the river, there is another stile that would also benefit from replacement (pending landowner approval).
Council noted the email received from Wye Valley AONB regarding DEFRA access improvement funding and it was agreed to revisit this when considering future plans for Backney Bridge Picnic Site.
5.1.2 WW1/2 commemorative plaques – Following discussion on layout and format of plaques for footpath gates, it was RESOLVED that the clerk would purchase one plaque, at a cost of £56 and bring it to the next parish council meeting for further consideration.
5.1.3 Council noted the invitation received from Ross Walkers are Welcome and it was RESOLVED to respond to thank them for the invitation and whilst, on this occasion, no one is available to attend the session, the parish council would be keen to stay in touch and keep updated on their work.
5.2 Parish lengthsman update
The Chair noted the issue raised by residents regarding Sellack Marsh road and it was RESOLVED that, as this appeared to be an issue requiring urgent attention, the Council would report the matter to Herefordshire Council and also instruct the lengthsman to review the issue as a matter of urgency, as part of a maintenance day in the parish.
5.2.1 Lengthsman scheme grant – Council noted that they would receive a grant of £624 from Herefordshire Council, to support the parish lengthsman scheme, with an option to apply for match funding towards the council’s precepted costs. It was RESOLVED to respond to Herefordshire Council to confirm the council’s precepted costs towards the lengthsman scheme and to request match funding support, in addition to the grant.
5.3 Review any defects to be raised with Herefordshire Council and Locality Steward – none were raised.
- Finances
6.1 The Council noted the current bank balance of £12,966.27 and RESOLVED to approve the latest bank reconciliation.
6.2 Council noted payment of the following:
6.2.1 Wel Medical Defibrillator Battery replacement Inv S257413 (approved at Nov meeting) – £170.00 plus VAT.
6.2.2 Unity Trust bank service charge Q3 – £18.00
6.3 Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
6.3.1 Clerks C Vaughan salary – December 2022 and January 2023
6.3.2 Autela Payroll Services Q3 Inv 10679 – £45.00 plus VAT
6.3.3 HMRC PAYE Q3 (for employee tax contributions, taken from salary) – £260.40
6.3.4 ICO Data Protection fee (annual) – £35.00 (paid by Direct Debit)
6.4 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.
- Parish Council Assets
7.1 Backney Bridge Picnic Site (BBPS)
7.1.1 Tree works – Council noted that the clerk had contacted the Environment Agency, AONB and Natural England to check if permissions are required to carry out tree works and, as a result of this, the clerk has applied to Natural England for permission and is awaiting a response regarding the proposed pollarding of trees along the riverbank, which is a designated SSSI (River Wye). Council noted the riparian guidance about pleaching alder trees and this potentially being something to consider for the future.
7.1.2 Species list – the council thanked the local family who created the list, which will be displayed at the picnic site. It was RESOLVED to share the list on the council website and to encourage other residents to add to the list.
7.1.3 Volunteer day – The Chair asked to place on record, her thanks to all of the volunteers who joined the Parish Council on 19th November and those who completed a litter pick after the event. It was RESOLVED that going forward, the Chair would formally thank all volunteers involved with the BBPS, by letter.
It was RESOLVED that the Clerk would purchase some heavy-duty gloves, of various sizes, for volunteers to wear during volunteer days.
To consider procedure for volunteers supporting maintenance of site outside of planned volunteer days – it was RESOLVED that the clerk would produce a note to place on the BBPS noticeboard to encourage people to take part in the organised volunteer days.
7.2 Picts Cross bench – Cllr Washington confirmed that the bench was awaiting repair works. Cllr Franklin advised that the Village hall Committee was happy to accept the bench within the village hall grounds. A discussion took place about the bench at Caradoc, which is in good working order and does not appear to be used. It was RESOLVED that Cllr Washington would look at the bench at Caradoc to assess what would be required to move it. It was RESOLVED to discuss the potential relocation of the bench at Caradoc at the next meeting of the parish council.
Cllr Franklin agreed to check with the village hall committee where they would like a bench sited at the village hall.
7.3 War Memorial – To consider wall damage, reported by volunteer – Councillors advised that they had looked at the wall and did not feel, at this stage, that it required any repair but it was RESOLVED to keep this under review.
- Policies and Procedures
8.1 Review of terms of reference for the Backney Bridge Picnic Site – Council remain content with the current terms of reference so it was RESOLVED to approve the current terms of reference and look to review again in May 2024.
- Communications
9.1 Winter newsletter – the Parish Council reviewed the draft newsletter produced by the Clerk and asked that the following be added:
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- War memorial plaques
- BBPS update including tree works, information on the riparian tree management, developing a maintenance plan and inviting residents to join the working group and volunteer days
- Annual Parish meeting information
- Useful contacts
It was RESOLVED that the council would print and deliver the newsletter in February.
9.2 The Chair advised that she would take Item 13.4 on the agenda at this point. It was RESOLVED to hold the Annual Parish meeting on Wednesday 22nd March 2023, with a focus on the Backney Bridge Picnic Site.
9.3 To discuss content for the parish council website and Facebook page – It was RESOLVED to include a post on the Annual parish meeting and ask residents for discussion items.
- Planning.
Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
- Clerk’s Information Sheet
Council noted the correspondence received and Clerk’s information sheet.
11.1 Council noted correspondence received from Welsh Newton Parish Council re: unowned commons in Herefordshire and RESOLVED to respond to advise that Sellack Parish Council did not wish to contribute at this point in time.
11.2 Public realm service draft 2023/24 annual plan – Council noted this invitation.
11.3 Herefordshire Big Economic Plan – the clerk advised that she had posted the link on the Council’s Facebook page. Council noted this and advised that they did not wish to respond to the consultation at this point in time.
11.4 Council noted the following from the clerk’s information sheet:
11.4.1 Herefordshire Archive and Records Service – catalogue entry for records deposits by Sellack Parish Council.
11.4.2 Talk Parish event on Cost-of-Living crisis on 18th January – Clerk to attend
11.4.3 S106 Parish Clerk Briefings Dec 2022
11.4.4 Talk Parish event Oct 2022 The Great Collaboration notes and slides
11.4.5 Autela Payroll services price increase 2023-24
11.4.6 Herefordshire Council Leader’s newsletter for Parish Councils (Dec 2022)
12. Matters arising after the preparation of this agenda
Cllr Aitken advised that Sellack United Charities had agreed the wording they would like to include on the Parish Council website and Cllr Aitken will share this with the clerk to add to the website. (It was previously agreed that the Sellack United Charities could include their information on the Parish Council website).
13. Future meetings
13.1 It was RESOLVED that the following items be included on future agendas:
13.1.1 To provisionally agree dates of meetings for 2023/24.
13.2 Council noted the date, time and venue of the next meeting, which will be an Ordinary Meeting of Council – Tuesday 14th March 2023, 7.30pm at Sellack Village Hall
13.3 Council RESOLVED to reschedule the Annual Council Meeting date from 16th May to 9th May 2023.
14. Exclusion of Press and Public
Council RESOLVED to exclude Press and Public on the grounds that the consideration of the following item involved the disclosure of confidential information (Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960):
14.1 Council RESOLVED to approve the Clerk pay agreement for financial year 2022-23.
Meeting closed at 21:35