SELLACK PARISH COUNCIL
MINUTES OF ANNUAL ORDINARY MEETING HELD ON
TUESDAY 14TH MAY 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).
Residents: Four
1. Election of Chairperson
Chairperson, Sarah Aitken 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.
2. Election of Vice Chairperson
Cllr Emma Crowe proposed that Cllr Mark Robinson be elected as Vice Chairman and the Chair seconded this. Cllr Mark Robinson was duly elected.
3. Apologies
Apologies were received from Ward Councillor Elissa Swinglehurst.
4. Declarations of Interest
4.1 The Clerk asked the Councillors to check their Declaration of Interests Form to make sure the information was up to date. All three councillors confirmed that they had reviewed their declaration of interest forms, and they were up to date.
4.2 Cllr S. Aitken and Cllr E. Crowe declared an interest in Item 9.3 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 Cllr S. Aitken and Cllr E. Crowe for a period of 12 months from the date of the initial declaration (12th March 2023) or until such a time as the councillor vacancies are filled, whichever is sooner.
5. Open Public Session
5.1. Resident views:
5.1.1 Sellack War Memorial – A local resident advised that they had carried out some repair work to the wall and the councillors advised that they had seen it and were very pleased with the work. They thanked the local resident.
5.2. PCSO Update – Council noted the request from the PCSO, to provide him with a list of community safety priorities for the parish, which will be addressed under Item 16.1.1 of the agenda.
5.3. Ward Councillor Update – Council noted the latest update report from Ward Councillor Elissa Swinglehurst, which has been published on the Parish Council website.
6. To appoint a Councillor to the following positions:
6.1. Parish Footpath Officer – Council noted that the Parish Footpath Officer was not required to be a councillor and a parish resident could come forward. It was RESOLVED that Cllr Mark Robinson would continue as Parish Footpath Officer in 2024/25.
6.2. Chair of Backney Bridge Picnic Site Working Group – It was RESOLVED that Cllr Sarah Aitken would continue as Chair of the Backney Bridge Picnic Site Working Group.
7. An Update from Councillors as Representatives of Outside Bodies in 2023/24
Sellack United Charities
Cllr Aitken provided an update and advised that a full update on the charity was given at the Annual Parish Meeting. A copy of the minutes of the Sellack United Charities AGM have also been shared with the Parish Council. The main focus for the year has been raising awareness of the charity and how to apply and how to donate.
Sellack Village Hall Management Committee Representative
The Committee met for their AGM, in May 2023. The Parish Council has not received the minutes of this.
8. To consider appointment to the following Outside Bodies in 2024/25
8.1. Sellack United Charities – It was noted that Cllr Aitken, along with local residents Nicholas Washington and Mike Bourne had been nominated and confirmed as trustees last year, for a four-year term, which will come to an end in May 2026.
8.2. Sellack Village Hall Management Committee – It was RESOLVED that the Parish Council would not nominate a representative for this committee in 2024/25.
9. Minutes of meeting held on 12th March 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:
9.1. Herefordshire Local Plan 2021-2041 update (standing item) – Council noted receipt of the updated Rural Settlement Hierarchy. The Chair summarised that 68 rural settlements have been identified for varying levels of housing development, primarily in rural hubs. Other than the 68, all rural settlements will be classified as open countryside where ‘only open countryside policies and rural exception criteria will apply to development’. The Parish Council’s understanding is that no part of Sellack meets the rural exception criteria because at least three key services are required, and a choice of modes of transport to education, employment and services. It was RESOLVED to remove this as a standing item on the agenda.
9.2. SLOW Road Markings on C1261 – the Parish Clerk advised that she had only recently emailed the Cabinet Member for Highways (Herefordshire Council), to request their support for the renewal of the current SLOW markings on the road and consideration of providing red tarmac signs.
9.3. Sellack Marsh Road Drainage Update – the Parish Clerk advised that she had not received a response from Environmental Health on her request for an update. It was RESOLVED to write to the Ward Councillor to request their assistance in getting an update on this matter and details of next steps.
9.4. SK14 Footpath Obstruction Update – Herefordshire Council’s PROW team has updated the Council that they are having an issue in finding someone to assess the site for badger setts, before they can consider what work is required. It was RESOLVED to include this item on the July Council agenda.
9.5. National Grid Pole Works request – Near Lower Grove Common – the Parish Council discussed the recent correspondence received from National Grid, requesting permission to carry out works on a pole. The Parish Council is not clear about ownership of the land and it appears to fall within commonland, but requires further investigation. It was RESOLVED that the Clerk would write to National Grid to advise that the Parish Council had attempted to ascertain ownership of the land and have not been able to do so.
10. Parish Council Assets
The Chair moved Item 11.1 on the agenda, to this point.
10.1. Review the list of Parish Council assets and recommendations made by the Parish Clerk. It was RESOLVED to:
10.1.1. Treat the coronation bench at Sellack Marsh, as it is showing signs of rust. A local resident advised that they would be happy to paint the bench and the Council accepted this kind offer of help.
10.1.2. BBPS works – It was RESOLVED to pick these up at the next working group meeting.
10.1.3. Caradoc coronation bench – Council noted that the bench was no longer stable, with one foot no longer being set in the concrete base. A local resident offered to assist with the repair of this bench and the Council accepted this kind offer of help.
10.1.4. Picts Cross bench – removed for safety. It was RESOLVED that Cllr Robinson would speak with the residents currently keeping the bench on their land, to advise that the Parish Council would be removing the bench to make an assessment on it.
10.1.5. Sellack War Memorial – The Parish Council reiterated their thanks to the local resident for carrying out repairs to the memorial wall. Council noted that there was some weather damage to the concrete base and foundation. The resident who repaired the wall also advised that there was ivy growing into the back of the war memorial wall, which was also causing some damage. It was RESOLVED to have a further discussion on works to the war memorial at the next meeting.
10.1.6. Council laptop – the Clerk confirmed that the laptop was old and had not been used by her or the previous clerk. it was RESOLVED that Cllr Crowe would check the laptop to see if she can retrieve anything on the hard disk before it is disposed of.
10.1.7. Millenium tree – it was RESOLVED that the residents of Sellack Marsh would remove the tree barrier and it was RESOLVED to remove the plaque from the current post and purchase a new post.
10.1.8. It was noted that the Council does not own footpath gates once installed, as they then belong to the landowner, and as such should be removed from the Council’s asset list. The Parish Council agreed that war memorial plaques would be owned and maintained by the Parish Council and would therefore need to be added to the asset list.
10.2. Backney Bridge Picnic Site (BBPS):
10.2.1. Update on Volunteer Day, held on 23rd March – the Chair advised that the day was focussed on cutting back brambles.
10.2.2. BBPS working group meeting – it was RESOLVED to hold the next working group meeting on Saturday 8th June, 11.30am at BBPS.
10.2.3. Car park gate arrangements – it was RESOLVED that the Council would continue to monitor the situation and look to address it if anti-social behaviour occurs. It was RESOLVED to task the Clerk with purchasing a new chain for the gate.
10.3. Defibrillator – It was RESOLVED to accept H&W First Responders offer to replace worn stickers on the cabinet and the Council was also welcomed the offer from H&W First Responders to monitor the defibrillator and let the Council know of any issues or updates required.
Council noted that the Clerk had not received a response from Bridstow Parish Council to her email regarding the future of the defibrillator at Market Gardens. It was RESOLVED to review Bridstow Parish Council minutes to check for any updates on the defibrillator at Market Gardens. It was also agreed that the Clerk should email the Clerk of Bridstow Parish Council again, to state that Sellack Parish Council would welcome a discussion with Bridstow Parish Council about how best it can support in ensuring that a defib remains at the Market Garden site.
11. Reports from Parish Footpath Officer and Parish Lengthsman
The Chair moved Item 12 on the agenda to this point and placed the Parish Footpath Update before the lengthsman update.
11.1. Parish Footpath Officer Update:
11.1.1. Accessible footpaths – Council RESOLVED to purchase five metal gates, in addition to the two wooden gates that have already been purchased. It was agreed to place metal gates along SK11 with an additional metal gate at the entrance to SK13 at Lawless cottage. The wooden gates will be placed at the second entry point on SK13 and next to the church (pending landowner approval).
11.1.2. Memorial plaques: The Chair took the opportunity to thank the local resident for their research into the three fallen soldiers from World War 2.
11.1.2.1. Noting and discussing advice provided by War Memorials Trust (WMT) – Parish Council agreed that they had fulfilled all the advice and guidance given by the WMT. It was agreed that it would be difficult to move forward with the advice on regimental museums. It had already been resolved that the Council would take ownership of the plaques and discuss maintenance each year. It was RESOLVED that plaques would only include names of sponsors and not house or site names.
11.1.2.2. Council agreed the location and route, mainly following the Herefordshire Trail and the landowner permission has been received.
11.1.2.3. It was RESOLVED to hold an unveiling event/walk on the Saturday before Armistice Day in November 2024.
11.1.3. 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 3 route, work on category 1 and 2 routes would priority. Council RESOLVED to respond to the PROW team to ask if there is any evidence of badgers.
11.2. Lengthsman Update:
11.2.1. Parish lengthsman grant from Herefordshire Council – it was RESOLVED to sign the contract with Herefordshire Council. It was noted that the Council has put aside £2500 from precept towards lengthsman works. The grant from Herefordshire Council amounts to £1248 plus match funding of £624 for 2024/25. It was RESOLVED to approve the maintenance plan for the year, as 6 highways maintenance days.
11.2.2. Council noted that the Parish Clerk had expressed an interest in the additional drainage funding and PROW funding that Herefordshire Council has sent an initial email about. It was RESOLVED that the Council would apply for both and would wait for further details from Herefordshire Council.
11.3. Council noted that the Clerk had reported worn white lines at the junction at Moraston Lane, following a report from a local resident.
12. Finances
12.1. Annual Governance and Accountability Return (AGAR) – The Council reviewed and noted the internal auditor’s report for 2023/24.
12.2. The Council RESOLVED to approve the Annual Governance Statement Section 1 of the Annual Governance and Accountability Return 2023/24.
12.3. The Council RESOLVED to approve the Accounting Statements Section 2 of the Annual Governance and Accountability Return 2023/24.
12.4. The Council confirmed they meet the criteria for 2023/24 and wish to claim exemption. It was RESOLVED to sign the Certificate of Exemption.
12.5. The Responsible Financial Officer set the commencement date for the exercise of public rights as 1st July to 9th August 2024.
12.6. 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.
12.7. The Council noted the current bank balance of £20,568.
12.8. Council noted receipt of the following:
12.8.1. Part 1 of Precept from Herefordshire Council – £6,800
12.8.2. Clerk salary overpayment (from February salary payment) returned – £159.40
12.8.3. Lengthsman Grant 23-24 from Herefordshire Council – £2343.00
12.8.4. Plaque sponsorship payments from 12 sponsors at £42.30 each – £507.60
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 2024
12.9.2. Autela Payroll Q4 2023/24 Inv 13761 – £65.28 plus VAT
12.9.3. Clerk reimbursement for purchase of Parish Council First Aid Kit – £21.95
12.9.4. Internal Auditor Fee 2023/24 – £110.00
12.9.5. HMRC PAYE Q1 2024/25 – £98.80 per month = £296.40 for the quarter
12.9.6. Chapel tree services for BBPS tree works for ivy removal Inv 22182 – £660.00 plus VAT
12.9.7. T Griffiths final Lengthsman Drainage maintenance grant funded work 23/24 TGC2665 – £440.00 plus VAT
12.10. It was RESOLVED to approve future monthly payments to HMRC for PAYE under delegated authority.
12.11. The Council identified the following risks – there were a number of maintenance recommendations made by the clerk during the annual asset register visits.
13. Policies and Procedures
13.1. REVISED – BBPS and Flood Action Working Group Terms of Reference – Council RESOLVED to approve and adopt the revised policy. Next Review date: May 2025.
13.2. NEW – Reserves Policy – Council RESOLVED to approve and adopt the new policy subject to one amendment – the council should be aiming to maintain general reserves closer to 9 months net revenue expenditure. Next Review date: May 2025.
13.3. NEW – Publication Scheme – Council RESOLVED to approve and adopt the new policy. Next Review date: May 2025
14. Communications
14.1. Newsletter – it was RESOLVED to postpone the next newsletter and to approve at the September Council meeting.
14.2. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts. It was agreed to include posts on the BBPS working group in June, WW2 soldier’s stories (and thanks to local resident), War Memorial wall repairs (and thanks to local resident).
15. Planning
15.1. Note planning / licensing applications received and also those responded to (under delegated authority) since the last meeting:
(Licensing) Sidonia Sidonia, Strangford, Ross-on-wye, HR9 6QT Grant of a premises licence. No comments from Parish Council
240824 Wild Sage Cottage, Hoarwithy, HR2 6QU Application for variation of condition 2 following grant of planning permission (181881FH). No comments from Parish Council
240508 Castle Meadow Wood, Sellack, HR9 6LT Works to trees covered by TPO. No objections from Parish Council
16. Clerk’s Information Sheet
16.1. To consider the following:
16.1.1. Request from PCSO for community safety priorities for the parish in 2024/25 – it was RESOLVED to feedback to the PCSO that the Parish Council felt monitoring of the BBPS (especially in summer months) and joy riding (following recent incident at Sellack Marsh) were some community safety priorities for the parish at present.
16.1.2. Invitation to Waste and Recycling webinar (from Herefordshire Council).
16.2. The following correspondence was noted:
• Locality Steward Weekly Reports
• Unity Trust Bank Statements
• HALC Information Corner
• Herefordshire Children’s Services Update
• S106 portfolio of delivery of works update (from Herefordshire Council)
• Guidance note on Respect under Councillor’s Code of Conduct – the Chair noted the importance of this guidance and drew it to Council’s attention.
• Wye Valley National Landscape Partnership – draft position statements consultation
• Information on creating hedgehog highways
• Information on joining Herefordshire Green Network
17. Matters arising after the preparation of this agenda
None.
18. Future meetings
18.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
18.2. The date of the next ordinary meeting of Council was noted – Tuesday 9 July 2024, 7pm at Sellack Village Hall. It was RESOLVED to confirm dates for the rest of the year, as follows: 9 July, 10 Sept, 12 Nov, 14 Jan 2025, 11 March and 20 May.
18.3. To consider when to hold the 2024/25 Annual Parish meeting – item deferred to July meeting.
Meeting closed at 21:20