SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON TUESDAY 12th MARCH 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
1. Apologies
None.
2. Declarations of Interest
Councillor S. Aitken and Councillor E. Crowe declared an interest in Item 6.1.1. of the agenda, advising that they live on the road being discussed. Both submitted dispensation requests to participate in any discussion of business, participate further in discussion of business, participate in any vote taken on the business, further vote on the business and remain in the meeting room with the reason given being ‘without dispensation transaction of business will be impeded due to lacking number of participants’. Council RESOLVED to approve both dispensation requests for Councillor S. Aitken and Councillor E. Crowe for this meeting.
3. Open Public Session
3.1 Resident views:
3.1.1. Sellack War Memorial – Following an offer of assistance (at the January meeting) from the local resident, to review structural damage to the wall at the war memorial site. The local resident has a construction background and has advised that removing the front corners of the wall, pushing it back to the first step of the memorial, might be the best course of action, as it appeared that larger vehicles were hitting the current wall structure, as it is on a crossroads. The local resident offered to carry out this work free of charge.
Item 4.1 – The Chair paused the public speaking session at this point and asked to take agenda Item 4.1. Council RESOLVED to develop a plan for potential works for the site, along with photographs of the current damage and share with the local community for comment. It was suggested this take place at the Annual Parish Meeting on 28th March. Depending on the response from the local community, it was RESOLVED to agree to an interim repair of the wall before the June D-Day event being planned.
3.1.2. Flooding – a resident raised their concern about the growing issue of flooding in the parish and advised that it is not always easy to find support information. They advised that establishing a flood group creates better links with key support agencies, strengthens community resilience, enables further opportunities for funding and enables sharing of valuable flooding information. Some groups do active flood prevention works and others collate and share key information. The Chair thanked the local resident for raising this issue and suggestion with the Parish Council and advised that it would be covered under Item 5 of the agenda.
3.1.3. Sellack Marsh Road – a resident raised that there is still contaminated surface water on the road and suggested that if the stream had not been diverted (some years ago), then this would act as natural drainage for this. Council noted this.
3.2 PCSO Update – the Clerk advised that the PCSO had not carried out any patrols in the parish since the last meeting but added that he had been in the parish recently to seize a vehicle, that was obstructing the highway in Sellack, with the numberplates removed and no tax.
3.3 Ward Councillor Update – the Ward Councillor provided a summary of her report and shared her support for developing a Flood group for the area. The Ward Councillor provided the following information on flooding in Herefordshire (providing by the Environment Agency and Wye & Usk Foundation):
• Floods over 5ms in Hereford – there were eight between 1945 and 2019 (with a return period of 9.5 years) and six since Oct 2019 (with a return period of 6 months).
• Previously we needed around 120mm rain/day in the Upper Wye catchment to generate a 5m flood. In Feb 2022, the 5.33m flood was from only 47mm/day in 19% of the catchment.
4. Minutes of meeting held on 9th January 2024
It was RESOLVED to approve and adopt the above minutes. The minutes were then signed by the Chairman.
The Parish Council discussed the outstanding actions as follows:
4.1. Herefordshire Local Plan 2021-2041 update (standing item) – Council noted the latest update and invitation to an online consultation meeting on Rural Settlement Hierarchy, received from Herefordshire Council. The Chair advised that she hoped to make this meeting and would feedback at the next meeting.
4.2. Annual Parish Meeting – the Chair corrected the agenda and advised that this would take place on 28th NOT 21st March. Council RESOLVED to approve the agenda for the Annual Parish meeting, to include the Chair’s Annual Report, Footpath Officer Report, memorial plaques update, launch of Participatory budgeting, a presentation on SmartWater and an update from local charity, Sellack United Charities.
4.3. SLOW Road Markings on C1261 – Council RESOLVED to write to the Cabinet Member for Highways at Herefordshire Council (cc to Ward Member) to request their support for the renewal of the current SLOW markings on this road and consideration of providing red tarmac signs.
5. Flooding
The Parish Council discussed the idea of developing a Flood group for the parish. Council RESOLVED to develop a page on the Parish Council website, specifically for flooding information and advice. It was RESOLVED to review and update the Backney Bridge Picnic Site Working Group terms of reference, to include Flooding (the Clerk added this to the forward plan for the next meeting in May).
6. Reports from Parish Footpath Officer and Parish Lengthsman
6.1. Parish Lengthsman Update:
6.1.1. Sellack Marsh Road – The Chair advised that the Parish Council had reported the issue to Balfour Beatty and Herefordshire Council, following the last Council meeting. Terry advised that he had met with the Herefordshire Council Drainage Technician on site but had not yet received the report from them. The Parish Council has not received an update either. Council RESOLVED to use the two remaining drainage maintenance days on the road and to chase the drainage technician’s report (following the meeting, it was agreed to place a hold on completing any further work on the road, until Herefordshire Council had provided an update on their next steps).
6.1.2. Update on completed works and any outstanding requests – there is one maintenance day remaining on the current lengthsman contract, and it was RESOLVED to instruct the lengthsman to use that final day to carry out a general highways maintenance day in the parish and to check drains along Loughpool Lane. Parish Council noted that the Lough pool water levels were fine at present, but it was agreed to continue to monitor this situation and potentially consider using some of the drainage funding for 2024/25 to carry out some damming works at the site, to assist with water levels.
6.2. Parish Footpath Officer Update:
6.2.1. Accessible footpaths – Council RESOLVED to request a quote for an additional two new gates (instead of resiting the two redundant gates, as previously agreed). The lengthsman advised that a Marley metal self-closing gate costs £260 plus VAT and Aston complete self-closing wooden gate is £312 plus VAT. It was RESOLVED to site the two wooden gates the Parish Council already owns, at the woodland area (behind Lawless Cottage) and to purchase two new Aston complete self-closing wooden gates from the lengthsman and ask the lengthsman to replace two stiles between Lawless Cottage and Sellack bridge and one new Marley metal gate to replace the stile near the old school house. It was RESOLVED to use the remaining reserves from the Parish Council’s PROW S106 monies, received in 2020, amounting to £231.00 towards the cost of these gates.
6.2.2. Memorial plaques:
6.2.2.1. Council RESOLVED to agree the location plan in principle, with seven locations along the Herefordshire Trail, and four other locations – two from Loughpool down to Herefordshire Trail and two from Lawless Cottage, to join Herefordshire trail, with some gates having more than one plaque affixed to them, depending on location choices submitted by sponsors.
Council RESOLVED to use its S137 powers to cover the increase in plaque costs, since sponsorships were first sought, with sponsors paying £42.30 towards costs and the Parish Council making paying the difference on each plaque and delivery.
6.2.2.2. Council RESOLVED to ask the Village Hall if the D-Day event could commence at the Village Hall with a walk leading along the Herefordshire Trail, with some refreshments at the end. It was RESOLVED to ask the church if toilets and some light refreshments could be available, along with an opportunity to see the memorial at the church. If some car sharing could be arranged, some cars could be parked at the Church, to transport people back up to the Village Hall, or people can complete the full circular walk.
6.2.3. SK14 – Herefordshire Council’s PROW team provided an update that they had not revisited the site and added that a lot of work would be required and as this is a category route, work on category 1 and 2 routes takes priority. Council RESOLVED to respond to the PROW team to ask if there is any evidence of badgers.
6.3. Defects and update requests from Balfour Beatty/Herefordshire Council – the Chair advised that the only item was the Council awaiting the report on Sellack Marsh Road.
7. Parish Council Assets
7.1. Backney Bridge Picnic Site:
7.1.1. Update on tree works and ivy removal – the clerk confirmed that the tree works had taken place but the spraying of the ivy had not, due to adverse weather conditions. The contractor has not yet charged the council for the tree works and will invoice when all of the works are complete.
7.1.2. BBPS Volunteer Day 23rd March – Council RESOLVED to amend the risk assessment to remove that a qualified first aider would be present, as the Clerk won’t be. The Clerk agreed to check that the first aid kit was all in date and to update the risk assessment to advise that a first aid kit would be available.
It was RESOLVED to carry out a cut back of brambles, a flower survey, litterpicking and bench painting on the volunteer day.
7.2. Defibrillator:
7.2.1. The Chair advised that Bridstow Parish Council had erected a notice at BBPS to advise that they were looking for community support for their defibrillators, one of which is located at Market Gardens. Council RESOLVED to instruct the Clerk to contact Bridstow Parish Council to ask what assistance they require.
7.2.2. The Chair thanked H&W First Responders for their detailed response to the Parish Council’s query about unlocking the cabinet at the Village Hall. The advice was that people should always phone 999 in an emergency and the defibrillator is registered with the ambulance service, so if it is the nearest defib and is currently live, then a person would be directed to it, but if they are on their own, then they would be told to remain with the casualty and continue with CPR. Council RESOLVED to keep the code on the cabinet for the time being, but to keep this under review.
7.3. Risks – the damage to the war memorial was noted. It was RESOLVED to carry out a maintenance check of the Council’s assets before the next meeting.
8. Caradoc Estate Woodland Management Plan Consultation
Council RESOLVED to provide the following response to the consultation, received from the Caradoc Estate:
‘We welcome the development of a management plan for the woodland. We are heartened to see your plans to increase biodiversity on the site. We are keen to ensure that the Public Rights of Way remain accessible for all. As you are aware, we are currently working with landowners to improve accessibility of footpaths within the parish, by replacing stiles with gates or other accessible furniture and we thank you for your support with this’.
9. Planning
9.1. Council considered the planning applications and provided the following comments to the applications:
App 240506 – Site: C1261 – Description: Works to trees covered by TPO – PC Comments: No objections
App 240507 – Site: Land on north side of Church Lane – Description: As per surveyors report – trees will not be replaced due to site constraints – PC Comments: No objections
9.2. Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
10. Finances
10.1. The Council noted the current bank balance and RESOLVED to approve and sign the latest bank reconciliation and account statement.
10.2. Council noted receipt of the following:
10.2.1. Plaque sponsorship reimbursement to Council from M Robinson – £42.30
10.3. Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
10.3.1. Clerks C Vaughan salary (including 2023/24 backpay) – February 2024
10.3.2. Clerks C Vaughan salary – March 2024
10.3.3. T Griffiths Lengthsman Drainage Maint. Grant Funded Work23/24 TGC2540 – £600.00 plus VAT
10.3.4. HMRC PAYE Q4 tax contribution – £356.89
10.3.5. HALC Subscription Fee 2024/25- Inv H2077 – £382.17 plus VAT
10.3.6. Sellack Village Hall Hire Fees from March 2023 – January 2024 including CPR training and Armistice Day events – £110.00
10.3.7. Sellack Village Hall Hire Fees for March 2024 (two meetings) – £48.00
10.4. Council RESOLVED to approve the internal auditor, C Perez and fee of £110.00 for 2023/24.
10.5. Council RESOLVED to approve setting up a variable Direct Debit for HMRC PAYE payments.
10.6. The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.
11. Policies and Procedures
11.1. Parish Council Insurance – Council RESOLVED to continue with the same provider and the annual fee was approved at £190.29.
11.2. NEW – Equality and Diversity Policy – Council RESOLVED to approve the policy, with the recommended changes made by the Chairperson (as per report pack). Next Review date: March 2026
11.3. NEW – Complaints procedure – Council RESOLVED to approve the policy, with the recommended changes made by the Chairperson (as per report pack). Next Review date: March 2026
11.4. NEW – Recruitment statement – Council RESOLVED to approve the following wording for the website: ‘The Parish Council use the recruitment services of Herefordshire Association of Local Councils when they need to recruit a new Clerk/Responsible Finance Officer’.
11.5. REVIEW – Retention schedule – Council RESOLVED to approve and adopt the current retention schedule. Next Review date: March 2026.
12. Communications
12.1. Discuss content for the parish council website and Facebook page – Council RESOLVED to include posts on Smartwater, participatory budgeting and promotion of the Annual Parish meeting on Facebook. Following the Annual Parish meeting, to include posts on the D-Day event. Council RESOLVED to finalise the next newsletter at the Council meeting in May.
13. Clerk’s Information Sheet
13.1. To consider the following:
13.1.1. Invitation to Wye Valley National Landscape Winter Seminar – 19th March – this was noted.
13.1.2. Funding opportunity for tree planting – Council RESOLVED to arrange a meeting of the Backney Bridge Working Group in June, and to discuss this opportunity at that group.
13.2. 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
• Information share – plant protection product regulations – relevant to work at BBPS
• Annual Plan delivery slides from Balfour Beatty
• Online survivor pathway launches in West Mercia
• Herefordshire Natural Flood Management (NFM) Project
14. Matters arising after the preparation of this agenda
Council noted that National Grid had contacted Cllr Robinson to request permission to enter Parish Council land, but the Parish Council is not clear what piece of land is being referred to. Council RESOLVED to instruct the Clerk to contact National Grid to find out more.
15. Future meetings
15.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
15.2. The date of the next ordinary meeting of Council was noted – Tuesday 14th May 2024, 7pm at Sellack Village Hall.
Meeting closed at 21:30