SELLACK PARISH COUNCIL
MINUTES OF ANNUAL ORDINARY MEETING HELD ON
TUESDAY 23rd MAY 2023
IN ST TYSILIO’S CHURCH AT 7.00PM
Present: Parish Councillors Sarah Aitken (Chair), Mark Robinson (Vice Chair) and Emma Crowe.
In attendance: Mark Whittal (for part, to handover Chair), Claire Vaughan (Clerk) and Terry Griffiths (Parish Lengthsman).
Residents: None.
All Councillors signed their acceptance of office forms before the meeting commenced.
1. Elect a Chairperson
Chairperson, Mark Whittal welcomed everyone to the meeting and asked for nominations for the role of Chairperson.
Cllr Mark Robinson proposed that Cllr Sarah Aitken take up the position of Chairman and Cllr Emma Crowe seconded this. As there were no other proposals for Chairman, Cllr Aitken was elected. The Chairman signed the Acceptance of Office of Chairman form.
Mark Whittal left the meeting.
2. To elect a Vice Chaiperson
The Chair proposed that Cllr Mark Robinson be elected as Vice Chairman and Cllr Emma Crowe seconded this. As there were no other proposals for Vice Chairman, Cllr Mark Robinson was duly elected.
3. Apologies
Apologies were received from Ward Councillor Elissa Swinglehurst.
4. Declarations of Interests
4.1 The Clerk asked returning Councillors to check their Declaration of Interests Form to make sure the information was up to date and she asked Cllr Crowe, as a new councillor, to complete a declaration of interest form and return it to Herefordshire Council.
4.2 There were no declarations of interest from Members.
5. Open Public Session
5.1 Resident views – none received.
6. Parish Lengthsman Update
The Chair advised that Item 10.2 would be moved to this point on the agenda, to accommodate the Parish Lengthsman.
2022/23 Works:
The agreed routine maintenance programme and Grant Funded Drainage works have all been completed apart from one remaining job at Loughpool. The Lengthsman is now in a position to start the works but will approach the landowner beforehand.
Sellack Marsh – The Chair thanked the Lengthsman and his team for their prompt response to this issue. She advised that one road gully remained blocked (second down from Baysham). The Lengthsman noted this and advised that his team would check this as part of the next maintenance day in the parish.
For 2023/24:
– Lengthsman confirmation – it was RESOLVED to confirm Terry’s lengthsman services for the new financial year. The Parish Council will agree the programme of maintenance days at the July meeting.
– Lengthsman grant – the Clerk advised that she was awaiting confirmation from Hereforshire Council on the 2023/24 scheme but it was estimated that the Council would receive just under £1000 through this grant.
– PROW – the parish council would like two gates relocated and two new gates fitted but will send the Parish lengthsman further details. It was RESOLVED that the Lengthsman would provide a quote to the clerk for the following jobs:
o Retrieve the two gates (pending landowner permission) – to be relocated to footpath around back of Lawless Cottage SK13, including footpath clearance.
o To install new gates on SK13 – to replace stiles located at first and second points from the road in front of/opposite Lawless cottage.
It was RESOLVED that the Clerk would check for any further funding availability for an additional two gates to install on SK13.
– It was RESOLVED that the Parish Lengthsman would send the Clerk a refreshed quote for the following job:
U71007-at junction with U71006 – The connecting pipe from the ditch headwall to the road gully on the U71006 has been fractured by traffic. The water from the ditch spills out onto the road and down onto the junction. Replace the pipe from the ditch headwall to the road gully.
7. Co-option
Council RESOLVED to advertise the two parish councillor vacancies on the parish council website, noticeboard and social media and it was agreed that the Council would approve the co-option policy via email to the Clerk.
8. Election of other offices
8.1 Representative on the Village Hall Management Committee – Cllr S Aitken proposed that Cllr M Robinson continue as Village Hall Representative and Cllr E. Crowe seconded the proposal. Cllr M Robinson accepted this proposal.
8.2 Parish Charity Trustees – Cllr M Robinson proposed that Cllr S Aitken continues as the Parish Council’s representative on the Parish Charity Trust and Cllr E Crowe seconded the proposal. Cllr S Aitken accepted this proposal. The Parish Council was supportive of the reappointment of M Bourne and N Washington as the other Parish Charity Trustees.
8.3 Parish Footpath Officer – It was RESOLVED that Cllr M Robinson would continue as Parish Footpath Officer.
8.4 Chair of Backney Bridge Picnic Site Working Group – It was RESOLVED that Cllr S Aitken would continue as Chair of the BBPS Working Group.
9. Minutes of meeting held on 14th March 2023
It was RESOLVED to approve and adopt the above minutes. The minutes were signed by the Chairman.
The Parish Council discussed the outstanding actions as follows:
9.1 Speeding on C1261 update (Picts Cross – Loughpool) – Item 4.1 of minutes from 14 March 2023 – the Clerk advised that she was awaiting a response from Herefordshire Council’s Highways service regarding any costs associated with applying for a TO before raising this with the Ward Member for initial comment and returning to the next Parish Council meeting with a draft application for consideration.
It was RESOLVED that the Clerk would liaise with Bridstow Parish Council about their SLOW sign on C road coming up to A49 and costs involved.
9.2 Lough Pool culvert clearance update – Item 4.2 of minutes from 14 March 2023 – covered under item 6 of the agenda.
9.3 Herefordshire 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 no further consultation had taken place since their meeting in January.
9.4 Parish Benches – Item 4.7 of minutes from 14 March 2023 – it was agreed to discuss this item at a future meeting. At present the bench that was located at Picts Cross has been removed for potential repair. It was RESOLVED that the Clerk would check if there is any grant funding available to purchase new street furniture.
9.5 Footpath SK14 report of being impassable – Item 7.1.2 of minutes from 14 March 2023 – it was RESOLVED that the Parish Footpath Officer would carry out a site visit and report back to council if clearance is required.
10. Parish Council Assets
10.1 Parish Council Assets – Council reviewed and RESOLVED to approve the list of parish council assets.
10.2 Backney Bridge Picnic Site:
10.2.1 Volunteer day – Council agreed to send letters of thanks to volunteers going forward, it was RESOLVED that the Clerk would draft a letter of thanks, to be signed by the Chair.
10.2.2 Grass cutting – Council agreed that grass cutting was required on the flat part of the picnic site by the noticeboard, along with along the riverside. The Clerk advised of difficulties with sourcing quotes for grass cutting.
10.2.3 Risk assessment – the Parish Council agreed to include the BBPS within the Risk Management Policy being drafted by the Clerk. Until then, it was RESOLVED to include a standing agenda item going forward on any immediate risks to Parish Council assets.
It was RESOLVED that the Clerk would source quotes for environmentally friendly clearance of the ivy on the abutment, the tree stump located at the top of the abutment and inspection of the two ash trees located between the car park and noticeboard.
10.2.4 Gate locking – The clerk advised the Council that any plans for gate locking at the site would need to be risk assessed with any volunteers given clear instructions on process. It was RESOLVED that the Clerk would draft a risk assessment and process for approval at the July meeting.
Council RESOLVED to purchase a new lock for the car park gate with at least three keys. It was noted that a footpath gate leading through to the river at BBPS was difficult to close and it was also noted that the old gate between the BBPS and walkway to the Common, was in poor repair and needed removal.
10.2.5 Natural England – Council acknowledged receipt of the letter from Natural England, confirming that part of the BBPS falls within the River Wye SSSI. It was RESOLVED to sign and return the acknowledgement to Natural England.
11. Report from Parish Footpath Officer and Lengthsman
11.1 Parish Footpath Officer update:
11.1.1 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 £40 and bring it to the next meeting of Council. It was agreed that Councillor Robinson would sponsor the first plaque and advise the Clerk of the chosen name.
11.1.2 ‘Beating the bounds’ walk – it was agreed to hold an event, possibly in September. It was RESOLVED to finalise plans for this event at the July meeting.
It was agreed to include promotion of the commemorative plaques at this event and the opportunity to sponsor a plaque.
11.1.3 Gates – raised under Item 6.
11.2 Parish Lengthsman update – moved to earlier on agenda – covered under Item 6.
11.3 No defects raised for Balfour Beatty or Herefordshire Council.
12. Finances
12.1 Annual Governance and Accountability Return (AGAR) – The Council reviewed the internal auditor’s report from 2022/23.
12.2 The Council RESOLVED to approve the Annual Governance Statement Section 1 of the Annual Governance and Accountability Return 2022/23.
12.3 The Council RESOLVED to approve the Accounting Statements Section 2 of the Annual Governance and Accountability Return 2022/23.
12.4 The Council confirmed they meet the criteria for 2022/23 and wish to claim exemption. It was RESOLVED to sign the Certificate of Exemption.
12.5 Bank Mandate – it was RESOLVED that Cllrs Robinson and Aitken would remain signatories. It was agreed that Cllr Crowe would carry out inspection of the accounts during the year, as per the Council’s financial regulations.
12.6 The Council noted the current bank balance of £14,973 and RESOLVED to approve and sign the latest bank reconciliation.
12.7 Council noted receipt of the following:
12.7.1 Part 1 of Precept from Herefordshire Council – £6,000
12.8 Council noted payment of the following:
12.8.1 Unity Trust Bank Service Charge – £18.00 on 31 March 2023 (automatic deduction)
12.8.2 Chapel Tree Services Ltd – £798.00 on 12 April 2023 (agreed at Oct 2022 meeting)
12.9 Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
12.9.1 Clerk C Vaughan salary – April and May 2023
12.9.2 Clerk reimbursement for purchase of napkins, water and chocolates for BBPS volunteer day – £7.50
12.9.3 Internal Auditor fee – £110
12.9.4 Lengthsman T Griffiths Grant Funded Drainage Maintenance Works – SPC002 Inv TGC2192 – £1200 plus VAT
12.10 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.
13. Policies and Procedures
13.1 Standing Orders – Council reviewed the standing orders and it was RESOLVED to approve and adopt the Council’s Standing Orders including:
13.1.1 Delegation to the clerk to comment on planning applications between meetings.
13.2 Financial Regulations – Council reviewed the financial regulations and it was RESOLVED to approve and adopt the Council’s Financial Regulations including:
13.2.1 Delegation to the clerk to spend (within budget) if a bi-monthly meeting is unable to take place.
It was agreed to include the Council’s Financial Regulations on the July agenda, to further discuss items highlighted by the Clerk.
13.3 Code of Conduct – Council RESOLVED to approve and adopt the Code of Conduct.
14. Communications
14.1 Summer/Autumn newsletter – it was agreed to include an introduction to the new Council, promotion of beating the bounds event and plaques.
14.1.2 The Council considered the request from the Police and Crime Commissioner to include an article in a future edition of the newsletter. It was felt that the parish newsletter only contains local information and that any information included from outside sources would need to be tailored and relevant to Sellack residents.
14.2 Discuss content for the parish council website and Facebook page – Council agreed to add details of co-option to both the website and Facebook.
15. Planning.
15.1 Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
16. Clerk’s Information Sheet
Council noted the correspondence received and the Clerk’s information sheet.
16.1 Herefordshire and Worcestershire Community First Responders email offering free CPR training – it was RESOLVED to support this training and the Clerk was asked to respond to the request that it take place within the parish.
Council noted the following from the clerk’s information sheet:
• Verge cutting season correspondence from Herefordshire Council
• Locality Steward reports
• Information on Archenfield Community Environment Group – it was agreed that the Chair of the BBPS working group would make contact with this group.
• S106 search facility email from Herefordshire Council
17. Matters arising after the preparation of this agenda
None were raised.
18. Future meetings
18.1 No items were raised for future meeting agendas.
18.2 Council RESOLVED to approve the meeting dates for the year, all to start at 7pm and take place at Sellack Village Hall: Tuesday 11th July; Tuesday 19th September (amended from 12th Sep, due to member apologies); Tuesday 14th November; Tuesday 9th January 2024; Tuesday 12th March; Tuesday 14th May
Meeting closed at 21:25