2024-01-09 – Minutes of Ordinary Meeting of Sellack Parish Council (Approved)

SELLACK PARISH COUNCIL

MINUTES OF ORDINARY MEETING HELD ON

TUESDAY 9TH JANUARY 2024

IN SELLACK VILLAGE HALL AT 7.00PM

Present:           Parish Councillors Sarah Aitken (Chair), Mark Robinson (Vice Chair) and Emma Crowe.

In attendance: Claire Vaughan (Clerk), Elissa Swinglehurst (Ward Councillor), Terry Griffiths (Parish Lengthsman).

Residents:       Four (two arrived part-way into meeting)

  1. Apologies

None.

     2. Declarations of Interest

There were no declarations of interest from Members. The Chair and Cllr Crowe asked that it be noted that they live on Sellack Marsh Road, which was due to be discussed under 5.1.2. of the agenda.

  1. Open Public Session

3.1. Resident views:

    • Drainage on Sellack Marsh Road – a resident raised an issue of water draining down Sellack Marsh Road, with concern that some of this may be foul water. The Parish Lengthsman did advise that, during recent work to address a drainage issue on the road, his team had advised him that there was potentially some evidence of foul water in the drains. The Ward Member added that if pollution was evident then the Environment Agency should be contacted. The Parish Chair advised that this item would be discussed under Item 5.1.2. of the agenda. Another resident asked that, if improvements are made to the drainage on the road, that this is then regularly monitored. Another resident raised concern with the drainage wash placed on the Common stating that it was visually unpleasant.

3.2. PCSO Update – no update received.

3.3. Ward Councillor update – Council noted that the Ward Councillor report for December had just been received by the clerk and would be published on the website shortly. The Ward Councillor provided a summary of her report and the Chair advised that the Parish Council would share some of the Ward Councillor’s information on the Parish Council’s Facebook page, including the HUG2 grant and fostering information.

  1. Reports from Parish Footpath Officer and Parish Lengthsman

4.1. Parish Lengthsman Update:

4.1.1. Sellack Marsh Road – The Chair proposed that Item 5.1.2 on the agenda be brought forward to this point on the agenda, as it had been raised by residents during the open public session. This was agreed by Council. The parish lengthsman advised that he had received a report of the drain blockage on the road from the Clerk, which had previously been reported to Herefordshire Council, after being raised by a local resident. The Parish Lengthsman’s team had managed to clear the water in a blocked chamber on the road and they also noted another obstruction, caused by tree roots further along the road and requested approval to revisit the site to address this. He advised that he had carried out a follow-up inspection and found that water was pooling again. The Chair advised that the Council would need to consider other highways issues across the parish before making a decision about whether the lengthsman should revisit Sellack Marsh road, and it was RESOLVED to re-report the drainage issues to Herefordshire Council, for further inspection and to consider a longer term solution to the ongoing issues, which the parish lengthsman has suggested would include replacement of the whole drainage system from Baysham Road, including the culvert with wider pipes.

The Parish Council RESOLVED to, as a matter of urgency, raise the issues raised by residents under Item 3.1.1. with the Locality Steward and Balfour Beatty in the first instance, to request advice and assistance, noting that this may then need to be escalated to the Environment Agency, if evidence of foul water is found.

Two residents left at this point in the meeting.

4.1.2. Loughpool pond drainage – the Parish Lengthsman confirmed that the new pipe put in from the gully to the pond was working well and the drains had been cleared down Loughpool Lane. Cllr Robinson advised that the water levels had improved in the pond and he agreed to continue to monitor the water levels and keep the parish council informed.

4.1.3 Outstanding works – it was noted that the Parish Lengthsman had three routine maintenance days left within the maintenance plan for 2023/24, to complete by the end of March 2024. The Parish Lengthsman advised that the only current issue was at Sellack Marsh road, which he advised could be addressed in a routine maintenance day. This was noted by the Council and it was RESOLVED to approve a routine maintenance day on Sellack Marsh Road in principle, but to report the matter to Balfour Beatty for investigation in the first instance, as agreed under 4.1.1.

Parish Council noted that lengthsman works carried out to date in the parish, in 2023/24 as part of the drainage maintenance grant and match funding, included two routine maintenance days, one jetting day and two full drainage maintenance days.

4.1.4 Lengthsman grant 2024/25 – it was RESOLVED that the Parish Council would apply for the full lengthsman grant for 2024/25 including a match funding request, to cover the cost of routine maintenance days throughout the financial year.

4.2. Parish Footpath Officer Update:

4.2.1. Memorial plaques:

4.2.1.1. The Clerk advised that there were eight plaques still available to sponsor (the Parish Council is awaiting responses from a number of people) and it was RESOLVED to send a reminder to those who have shown interest and provide a deadline of the Annual Parish meeting. It was RESOLVED to collect the sponsorship funds in advance of ordering the plaques. It was RESOLVED to advise sponsors that their plaques would be in situ by June, if sponsorship is received by the Annual Parish meeting date, focussing on the gates along the Herefordshire trail, unless a sponsor has specified a location. The Chair advised that one update included in the Clerk’s information sheet, was regarding the marking of 80 years since DDay, on 8th June, which she suggested may be a good time to unveil the plaques and plan a walk for the parish. Council was supportive of this idea and it was agreed to discuss this further at the next meeting.

4.2.1.2. It was RESOLVED to secure written permissions from the landowners affected by the walking route for these plaques (mostly along the Herefordshire Trail).

4.2.1.3. It was RESOLVED to make a decision on erecting an information board, at a later date.

4.2.2. SK10 – the Chair advised that she had met with the AONB officer and they had advised her of funding available for protected landscapes, which was focussed on bringing people into the landscape. She advised that the Parish Council could consider working with the landowner on a joined-up plan to apply for the AONB fund.

4.2.3. SK13 – the Footpath Officer provided an update on plans to replace two stiles from the road down to the bridge, with two new gates (previously agreed). The Footpath Officer agreed to inform Herefordshire Council’s PROW team and the Chair confirmed that written permission had been provided by the landowner. It was RESOLVED to request a quote from the parish lengthsman to replace the two stiles with the new gates.

4.2.4. SK14 – it was RESOLVED that the Clerk would request an update on this from Herefordshire Council’s PROW team. The path is currently impassable.

4.2.5. Footpath officer information – Council RESOLVED that they would share the Footpath Officers details with Herefordshire Council, as requested.

4.3. Defects – None other than the issue raised under 4.1.1.

  1. Minutes of meeting held on 14th November 2023

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

Item 4 – following on from ‘…and is currently just monitoring the situation during the wet season.’ To add, ‘The maintenance plan for 2023-24 was listed and approved under Item 5.1.2. of the Parish Council meeting minutes from 11 July 2023.’

The minutes were then signed by the Chairman.

The Parish Council discussed the outstanding actions as follows:

  • Herefordshire Local Plan 2021-2041 update (standing item) – Council noted the latest update and invitation to an online meeting, received from Herefordshire Council.
  • Land Registry Checks – Cllr Robinson advised that he had checked the war memorial site and it appeared to be unregistered. He advised that he would apply for registry title copies for the war memorial site and the picnic site.
  • Smartwater Villages – Council noted the response received to their queries, from the Safer Communities team. It was RESOLVED to invite the Safer Communities team to the Annual Parish meeting, to present to residents.
  1. Finances

6.1. The Council noted the current bank balance and RESOLVED to approve and sign the latest bank reconciliation and account statement.

      • Cllr Crowe confirmed receipt and review of bank statements and bank reconciliation, as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements and bank reconciliation.

6.2. Council noted receipt of the following:

      • Drainage Maintenance Grant for 22/23 for £2000 (from Herefordshire Council) to pay for invoice TGC2426, agreed at November 2023 meeting.

6.3. Council noted payment of the following:

      • Herefordshire Council Elections fee Inv91591379 – £141.50 (made under delegated authority)
      • Reimbursement to Cllr E. Crowe for purchasing refreshments for Armistice Day event – £13.99 (made under delegated authority)
      • ICO Annual Data Protection Fee – £40.00 (scheduled annual direct debit payment)

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

      • Clerks C Vaughan salary – December 2023 and January 2024
      • T Griffiths Lengthsman Drainage Maint. Grant Funded Work23/24 TGC2535 – £440.00 plus VAT
      • T Griffiths Lengthsman Drainage Maint. Grant Funded Work23/34 TGC2536 – £600.00 plus VAT
      • T Griffiths Lengthsman Drainage Maint. Grant Funded Work 23/24 TGC2537 – £700.00
      • Autela Payroll Services Q3 Inv 13009 – £48.32 plus VAT
      • Employee PAYE Income Tax Q3 – £278.40
      • Defib Public Access Bleed Kit (through H&W First Responders) – £90.00

6.5. The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.

  1. Parish Council Assets

7.1. Backney Bridge Picnic Site:

      • Update on tree works and ivy removal – the clerk confirmed that permission had been received from the Environment Agency, to use a herbicide on the abutment, to remove the ivy growth. It was RESOLVED to approve the works (previously agreed) to take place when the tree surgeon is able (before March).
      • BBPS Volunteer day – it was RESOLVED to organise the volunteer day for 23rd March 2024.It was RESOLVED to postpone a decision on meeting as a working group.
      • New signage – the Chair advised that she would like to see a new information board added to the site. It was RESOLVED to revisit this discussion at a future meeting.

7.2. Defibrillator:

      • Liaising with neighbouring parish councils about defibrillator location coordination/coverage – Parish Council reviewed the responses received from neighbouring parish councils, and noted that it was still awaiting some responses. It was agreed to revisit this at the next meeting. Parish Council discussed whether a code was required for the defibrillator at the village hall. It was RESOLVED that the clerk would look into how the council could make the cabinet more accessible, as it currently requires a code to be inputted (which the emergency services have).

7.3. War Memorial – Cllr Robinson provided photos of the wall damage from a vehicle and advised that a local resident had offered to review the wall and carry out repair work. It was RESOLVED to accept this kind offer of a local resident and ask that they advise the Parish Council of the work required at the next meeting.

7.4. Risks – none.

  1. Policies and Procedures

8.1. Participatory budgeting process – it was RESOLVED to agree the Participatory budgeting process for 2024/25 and it was agreed that this would be launched at the Annual Parish meeting, as stated in the process document.

  1. Communications

9.1. Discuss content for the parish council website and Facebook page – It was RESOLVED to include the statistics for Facebook traction in future information sheets from the Clerk to the Parish Council. It was RESOLVED to include posts on fostering and the Annual Parish meeting, with an invitation to residents to request items, on the Council’s Facebook page.

  1. Planning.

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

  1. Clerk’s Information Sheet

The following correspondence was noted and the Chair advised that the Safer Roads grant could fund SLOW signs, and asked that Council note this.

    • Locality Steward Weekly Reports
    • Unity Trust Bank Statements
    • Invitation to BBLP Stakeholder Briefing
    • Engagement of Parish and Town Council with the County Plan consultation
    • Community Energy Fund
    • West Mercia PCC Safer Roads Grant Round 2
    • Talk Wellbeing service
    • Bereavement service in Herefordshire
    • PSPO for dog control
    • Herefordshire Association of Local Councils Information Corner
    • West Mercia PCC December Newsletter
    • Herefordshire Council Leader’s Newsletter (December)
    • West Mercia PCC Town and Parish Council survey results email

12. Matters arising after the preparation of this agenda

None were raised.

  1.  Future meetings

13.1. Annual Parish meeting – Council RESOLVED to include Smartwater, memorial plaques and Participatory budgeting on the agenda for the Annual Parish meeting, as well as posting on the website and Facebook to invite residents to request items.

13.2. No items were raised for future meeting agendas (other than those raised during the meeting) but the Parish Council did note the Forward Plan.

13.3. The date of the next meeting was noted – Tuesday 12th March 2024, 7pm at Sellack Village Hall.

  1. Exclusion of Press and Public

Council RESOLVED to exclude the 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 (Admissions to Meetings) Act 1960):

    • Council RESOLVED to approve the Clerk pay agreement for financial year 2023-24.
    • The Chairman reported back on the annual appraisal session with the Clerk. Parish Council noted the minutes of the appraisal meeting.

Meeting closed at 21:25

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