MINUTES OF ORDINARY MEETING HELD ON
TUESDAY 11th JULY 2023
IN ST TYSILIO’S CHURCH AT 7.00PM
Present: Parish Councillors Sarah Aitken (Chair), Mark Robinson (Vice Chair) and Emma Crowe.
In attendance: Claire Vaughan (Clerk) and Terry Griffiths (Parish Lengthsman).
Residents: Two were in attendance for part of the meeting.
1. Apologies
Apologies were received from Ward Councillor Elissa Swinglehurst.
2. Declarations of Interests
There were no declarations of interest from Members.
3. Open Public Session
3.1 Resident views – there were no views shared.
3.2 PCSO update – the clerk advised that PCSO Hall had been asked to patrol the picnic site and Backney Bridge Common over the summer period. It was RESOLVED to request that the PCSO provides the council with a bi-monthly update on visits made to the parish and issues raised.
3.3 Ward Councillor update – Council noted the report and congratulated the Ward Councillor on becoming Herefordshire Council’s new Cabinet Member for the Environment.
4. Minutes of meeting held on 23rd May 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:
4.1 Speeding on C1261 and SLOW markings (Picts Cross to Loughpool) – the Clerk advised that she would chase a response from Herefordshire Council’s Highway service regarding costs associated with applying for a TO before raising this with the Ward Member for initial comment.
Council noted the response received from Bridstow Parish Council and Balfour Beatty about their slow sign on the C road coming up to A49 and it was RESOLVED to respond to Balfour Beatty with details of what signage already exists.
4.2 Footpath SK14 impassable – the parish footpath officer advised of his visit to the site and confirmed that the path was impassable. This was reported to Herefordshire Council’s Public Rights of Way team and the council had received a response to advise that there was evidence of badger setts along the path, so no works could be scheduled at present. It was RESOLVED to remain in communication with Herefordshire Council on this matter and, when such a time as there is no evidence of badger setts, the Parish Council to request that the footpath is cleared by Herefordshire Council, as part of their statutory duties.
4.3 Herefordshire Local Plan 2021-2041 update (standing item) – Council noted the latest mineral plans consultation.
4.4 CPR Awareness training – It was RESOLVED that the Parish Council would pay for the venue hire for this training and that the Clerk should liaise with Hereford and Worcester Community First Responders (the organiser) to agree a date.
5. Reports from Parish Footpath Officer and Parish Lengthsman
5.1 Parish Lengthsman Update – The Chair advised that Item 6.2 would be moved to this point on the agenda, to accommodate the Parish Lengthsman (who was in attendance):
5.1.1 Update on recent completed works by lengthsman – the one outstanding job left as part of the drainage maintenance grant works, at the Loughpool, will be completed shortly. Terry advised that silt was being removed from the top of Baysham periodically, to keep the grid drains clear.
It was RESOLVED that the Parish Lengthsman and Footpath officer would meet with the landowner on footpath SK13 to discuss path accessibility and replacing stiles with gates. The Parish Footpath officer to feedback to the Parish Council following this discussion. It was RESOLVED to task the clerk with looking for funding options to purchase two additional gates. The Parish lengthsman was also asked to provide a quote for the purchase of two gates.
5.1.2 Maintenance Plan for 2023/24 – Parish Council RESOLVED to agree the following annual maintenance plan, in principle, subject to receiving match funding support via Herefordshire Council’s Lengthsman scheme 2023/24:
• 5 Routine Highways Maintenance Days (amended from 4 agreed at the meeting to 5 following email discussions after the meeting)
• 2 Drainage Maintenance Days
• 1 Contingency Day (e.g. for emergency jetting, unblocking of drains)
5.1.3 Herefordshire Council’s Lengthsman Scheme 2023/24 – It was RESOLVED to approve enrolment to the lengthsman scheme this financial year and to task the Clerk with completing all of the paperwork required by Herefordshire Council to apply for the full amount offered, including match funding.
5.2 Parish Footpath Officer Update: The Chair advised that Item 6.1 would be moved to this point on the agenda.
5.2.1 Beating the bounds walking event – Parish Council RESOLVED to revisit this item in the spring.
5.2.2 Plaque unveiling event – Council RESOLVED to order one plaque using the agreed wording. It was RESOLVED to hold an unveiling event on 11th November, when print outs of what the other plaques will look like can be laid out for all to see, with an opportunity to sponsor a plaque. It was agreed to place a photo of the plaque in the next newsletter. Parish Council to agree the venue for the unveiling at the next meeting.
6. Parish Council Assets
6.1 Backney Bridge Picnic Site (BBPS) Update from BBPS Working Group Chair – the Chair advised that a lock (and spare) had been purchased for the car park gate but it was noted that the old lock would need to be removed from the chain before it could be used.
6.1.1 Noticeboard – it was RESOLVED that the Parish Footpath Officer would ask Men’s Sheds if they could supply a piece of cork board backing, as part of their upcoming work on the picnic site.
6.1.2 First aid qualification – it was RESOLVED that the Clerk would arrange for the Parish Council Chair to attend training to become first aid qualified, to assist with Backney Bridge volunteer days.
6.1.3 Volunteer policy – Council confirmed that they remained content with the approach of anyone wishing to volunteer, asking for permission to do so and being required to sign a disclaimer before commencing work. The Council will continue to encourage people to volunteer at one of the Parish Council volunteer days during the year, but if these dates are not suitable for the volunteer, the Council confirmed that it would direct the volunteer in terms of what work is required/appropriate for them to carry out. It was noted that there is a notice up at the picnic site to ask people to contact the parish council if they want to volunteer, so that the Council can ensure the volunteer risk assessment is followed. It was RESOLVED that a Parish Councillor would visit the site when a volunteer is carrying out work to check in on them.
6.1.4 Littering and Dog fouling – Council RESOLVED to purchase and erect ‘leave nothing behind signs’ at the site to encourage visitors to pick up after their dog and take their litter home with them.
6.1.5 Backney Bridge Working Group Notes and Recommendations:
6.1.5.1 Volunteer strimming day – the Chair confirmed that Council agreed (online) to hold this day, in order to arrange it for early July and pre-summer holidays. The Chair confirmed that the day was successful, with three volunteers supporting the Parish Council with strimming the footpath up to the viewing point and to the noticeboard as well as clearing some of the footpath leading to the Common. The volunteers also helped with removal of brambles. The Council expressed their thanks to the volunteers.
6.1.5.2 Grass cutting – Council noted that previous quotes for grass cutting had been high and that the summer volunteer strimming day had achieved excellent results. It was agreed to continue monitoring the situation at the site over the autumn and winter period.
6.1.5.3 Ivy on abutment – the clerk advised that the previous tree surgeon, used for the riverside tree work, had provided a quote for this work along with some additional tree works. It was RESOLVED to request that the tree surgeon provide a quote just for the removal of the ivy from the abutment, for Parish Council’s consideration. It was RESOLVED to request a quote from the tree surgeon for the annual pollarding of the riverside trees as well as the removal of the tree stump at the top of the abutment. It was RESOLVED to request the view of the tree surgeon on the health of the two ash trees near the car park.
6.1.5.4 Overnight stays – it was RESOLVED that the council was currently content with overnight stays, if they leave no trace or litter and support keeping the area safe and clean. It was agreed that any overnight stay should only be with the parish council’s permission. If, at any point, an issue arises that requires the gate to be closed to prevent misuse of the site, it was RESOLVED that the council’s permission could be given, by councillor discussion and agreement via email, concerning any further resolution to close and lock the site gates, for any period of time, until the misuse has abated.
6.1.5.5 Local Nature Reserve status – it was RESOLVED to agree to ask Herefordshire Council for the necessary permissions, should the Council decide to move forward with applying for LNR status. The Chair agreed to continue discussions with the Chair of Backney Common to see if the Commoners would like to discuss a mutual land management plan and be involved with moving forward with LNR status.
6.1.5.6 Repair of Car park barriers – It was RESOLVED to approve the quote received from Men’s Sheds Ross-on-Wye to repair the car park barriers, including a lockable post. The cost is estimated to be £370.00.
6.1.5.7 Wheelchair access – it was RESOLVED to task the Clerk with checking to see if any grant support is available to make the path from the carpark to the viewing platform more accessible.
6.1.5.8 Benches – it was RESOLVED to check the current placement of the benches at the viewpoint and how they are secured to the ground, to decide if it is possible to move them.
6.1.5.9 BBPS consultation – it was RESOLVED to keep the consultation open for the time being, with no set closing date.
6.1.5.10 List of potential items for future working group – Council confirmed that it was content with the working group discussing all medium and long term discussion topics listed.
6.2 Consider any risks to parish council assets – it was noted that new locks are prone to breakages and damage. Council RESOLVED not to lock the gate at BBPS unless absolutely necessary.
7. Finances
7.1 The Council noted the current bank balance of £16,012 and RESOLVED to approve and sign the latest bank reconciliation and account statement.
7.2 Council noted receipt of the following:
7.2.1 HMRC VAT Reclaim for 2022/23 – £1917.37
7.3 Council noted payment of the following:
7.3.1 Unity Trust Bank Service Charge – £18.00 on 30 June 2023 (automatic deduction)
7.4 Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
7.4.1 Clerk C Vaughan salary – June and July 2023
7.4.2 Autela Payroll Services Inv11687 – £48.32 plus VAT
7.4.3 HMRC PAYE Q1 (for Employee tax contributions) – £278.40
7.4.4 Clerk reimbursement for purchase of combination lock for BBPS car park barrier – £23.49
7.5 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.
8. Policies and Procedures
8.1 Co-option procedure – it was RESOLVED to approve and adopt the co-option procedure (previously agreed via email).
8.2 Financial Regulations – further discussion on points previously highlighted by Clerk for Parish Council attention:
1.5. ‘At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices’ – Council agreed to continue to ensure the internal audit report is received ahead of Annual Council and to act on recommendations given.
2.2. ‘On a regular basis, at least once in each quarter, and at each financial year end, a member other than the Chairman [or a cheque signatory] shall be appointed to verify bank reconciliations (for all accounts) produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. This activity shall on conclusion be reported, including any exceptions, to and noted by the council’ – Council agreed to continue to approve and sign off bank reconciliations at every Parish Council meeting and it was RESOLVED that Cllr Crowe would verify the bank reconciliations and bank statements in advance of each meeting and confirm at each meeting that she has done so.
3.2. ‘The council shall consider annual budget proposals in relation to the council’s three year forecast of revenue and capital receipts and payments including recommendations for the use of reserves and sources of funding and update the forecast accordingly’ – Council agreed to continue to include forecasts within their precept discussions each year and it was RESOLVED that the Clerk would add a ‘3-year forecast’ column to the Council’s budget spreadsheet to assist Council with the budget planning discussions.
6.14. ‘The council, and any members using computers for the council’s financial business, shall ensure that anti-virus, anti-spyware and firewall software with automatic updates, together with a high level of security, is used’ – Council noted this and it was agreed that all felt comfortable with the level of IT security they had.
14.1. ‘The Clerk shall make appropriate arrangements for the custody of all title deeds and Land Registry Certificates of properties held by the council. The RFO shall ensure a record is maintained of all properties held by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Accounts and Audit Regulations’ – the clerk advised that she did not hold any title deeds for the BBPS. The Vice Chair confirmed that land registry details are no longer left with solicitors and all is now done online. It was RESOLVED that the Vice Chair would carry out land registry checks on the war memorial and also on the parcel of land located between the BBPS and Backney Common, with Council agreeing to reimburse him for these costs.
17.1. ‘The council is responsible for putting in place arrangements for the management of risk. The Clerk [with the RFO] shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and consequential risk management arrangements shall be reviewed by the council at least annually’ – Council agreed to continue to monitor financial and asset risks at every meeting of the Parish Council.
9. Communications
9.1 Summer/Autumn newsletter – it was RESOLVED to finalise and approve the newsletter via email (outside of the meeting schedule) and to deliver the newsletter in August. It was agreed to add a section on local events to the newsletter along with an introduction to the new council, co-option, war memorial plaques, the proposed unveiling event in November, CPR training, the continued BBPS consultation (with a summary of what we have been told to date) and details on the next BBPS volunteer day.
9.1.1 Council RESOLVED to approve the request received from Sellack Good Neighbour Scheme (GNS) to include an insert in the next newsletter, as long as the scheme pays for the print cost for the insert. The Parish Council accepted the GNS offer of help to deliver the newsletter.
9.2 Discuss content for the parish council website and Facebook page – Council agreed to continue to promote details of co-option to both the website and Facebook.
10. Planning.
10.1 Council considered the following planning application/s and it was RESOLVED that the clerk would submit responses as follows:
– Application 231896 – no objections.
– Application 231806 – Concern raised re: the amount of traffic on the single-track road leading to this property. There is a caravan site along this road too, so traffic issues may increase. We suggest traffic management notices from the A49 to the site may assist with this and ask that this be considered by Herefordshire Council as potential infrastructure support.
10.2 Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
11. Clerk’s Information Sheet
Council noted the correspondence received and the Clerk’s information sheet.
11.1 Invitation to free Wye Valley AONB access event – Council noted this invitation but did not feel council representation was required at present.
12. Matters arising after the preparation of this agenda
None were raised.
13. Future meetings
13.1 No items were raised for future meeting agendas.
13.2 The date of the next meeting was noted – Tuesday 19th September, 7pm at Sellack Village Hall.
13.3 Council RESOLVED to approve the date of the next Annual Parish Meeting on Thursday 28th March 2024 at 6.30pm.
Meeting closed at 21:25