SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON
TUESDAY 12th NOVEMBER 2024
IN SELLACK VILLAGE HALL AT 7.00PM
Present: Parish Councillors S. Aitken (Chair), M. Robinson (Vice Chair) and E. Crowe.
Residents: Four plus Mr J. Marshall, co-opted Councillor.
1. Apologies
Received from Ward Member Elissa Swinglehurst.
2. Declarations of Interest
2.1. The following declarations of interest have been recorded and dispensation requests approved for a period of one year, or until such a time as councillor vacancies are filled, whichever is sooner:
2.1.1. Cllr M. Robinson – Items related to highway C1261, due to proximity to place of residence – dispensation granted 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 reasons given being ‘without dispensation transaction of business will be impeded due to lacking number of participants’ and ‘the dispensation is in the best interests of the persons living in the council area’ (granted on 30th July 2024).
2.1.2. Cllr S. Aitken – items related to Sellack Marsh road, due to proximity to place of residence – dispensation granted 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 reasons given being ‘without dispensation transaction of business will be impeded due to lacking number of participants’ (granted on 12th March 2024).
2.1.3. Cllr E. Crowe – items related to Sellack Marsh road, due to proximity to place of residence – dispensation granted 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 reasons given being ‘without dispensation transaction of business will be impeded due to lacking number of participants’ (granted on 12th March 2024).
3. Co-option – to consider any applications received for co-option onto the Parish Council
Council considered the co-option for one of the vacancies of office of Councillor. Following a vote, Council RESOLVED to unanimously agree that Mr J. Marshall was duly elected as a Councillor for Sellack Parish Council.
Mr J. Marshall signed his Declaration of Acceptance of Office, which was witnessed by
the Parish Clerk.
4. Open Public Session
4.1. Resident views – Two residents thanked the Parish Council for organising the recent Remembrance event, which they felt went well. The Chair thanked the residents for these comments and added that it was an important day. The Chair also asked for it to be noted that another local resident had also shared their thanks with her, outside of the meeting.
4.2. PCSO Update – The Clerk advised that the PCSO, Simon Hall had visited the Parish on 16th October, with the Police Engagement Van, and parked up at the Village Hall. This event was promoted on the Village Hall noticeboard.
4.3. Ward Councillor Update – Council noted the latest update report (September) from Ward Councillor Elissa Swinglehurst, which had been published on the Parish Council website.
5. Minutes of meeting held on 10th September 2024
It was RESOLVED to approve and adopt the above minutes with one amendment as follows:
Item 6 – ‘It was RESOLVED to approve and adopt the above minutes. The minutes were then signed by the Chairman’ amended to ‘Chairperson’.
The minutes were then signed by the Chairperson.
The Parish Council discussed the outstanding actions as follows:
5.1. Highways Update C1261 – the Clerk confirmed that the Ward Member’s support had been given to the Parish Council’s request for a Speed Limit Order (SLO) for the road, running from the parish border on C1261 coming from Bridstow and to crossroads at Caradoc Hill (bridleway SK6) and the application had been submitted to Herefordshire Council.
6. Reports from Parish Footpath Officer and Lengthsman
6.1. Parish Lengthsman Update
6.1.1. Lengthsman Scheme grant works 2024/25 – it was RESOLVED to ask the Lengthsman to complete the four remaining maintenance days before the end of the financial year. Council discussed any areas of the parish that would benefit from a maintenance day. The Chair suggested that the Lengthsman visit the highway between BBPS and the turn off to Strangford on one of these days, as water was collecting there. It was also suggested he check the area between Strangford and Baysham, which can get waterlogged in the winter period.
6.1.2. PROW funded works 2024/25 – it was RESOLVED to confirm with the Lengthsman that 3 wooden gates and 4 metal gates are required and the Clerk will confirm locations with him. The Lengthsman has been asked to meet with the landowners before proceeding with works. Council RESOLVED to request that the Lengthsman provide a quote to purchase and fit finger posts (as per the original PROW fund application). The Clerk advised that she had asked Herefordshire Council if there was any funding to cover labour costs but the grant only covers item costs. Cllr Robinson abstained from voting on this item.
It was RESOLVED to ask the Lengthsman to visit the gate located between the Church and Bridge, to fix the gate and also to fix the gate off its hinges at Lower Grove.
6.1.3. Drainage Maintenance Grant application update – it was noted that the Parish Council had received £2000 for ditching works and just over £200 for a drainage survey, but was still awaiting a response on the application for funding to support minor drainage schemes.
6.2. Parish Footpath Officer (PFO) Update
6.2.1. Footpath accessibility – Council noted that funding would need to be found for at least one more gate replacement in 2025/26. Council discussed a section of SK11, that required some improvements. It was RESOLVED that the PFO would discuss this section of the footpath with the landowner. It was RESOLVED that Cllr Marshall would check a gate that could be on the parish border and email the PFO to advise of the gate condition.
6.2.2. Herefordshire Council proposal for Parish Footpath Officers – Council RESOLVED to note the request but decline to take part for the time being. It was RESOLVED to develop an informal code of conduct for volunteers for Sellack Parish Council.
6.2.3. Sellack War Memorial Trail – the Chair announced that £37.55 had been raised in donations for the Royal British Legion, at the recent Remembrance event. It was RESOLVED to task the Clerk with gathering quotes for two noticeboards for the start and end of the trail and the Council would agree content for the boards at the January meeting. Council noted that they would require consents to situate the boards at the start and end of the trail, before proceeding. Council RESOLVED to agree that partial refunds be arranged for sponsors (due to the reduction in cost of the plaques) but also to offer them an option to donate the difference to the purchase of the new information boards for the trail.
6.2.4. Herefordshire History Festival – the Chair advised that the Memorial trail would be included as part of this festival in May. It was RESOLVED to finalise plans for this festival at the Parish Council meeting in January.
6.2.5. Local Cycling and Walking Infrastructure Plan – the Chair advised that she had attended the recent online event re: this plan.
7. Parish Council Assets
The Chair moved Item 8 on the agenda forward.
7.1. Benches – the two benches from Picts Cross and Caradoc are being stored securely. A local resident is currently contacting local colleges and professionals to ascertain what is required to repair the benches and cost involved, as the local resident believes they are repairable. Council RESOLVED to agree to save as much of the original benches as possible and the local resident agreed to come back to the Council with potential repair costs.
7.2. War Memorial – The Council noted that there is a War Memorial grant available to carry out a survey of the memorial site. Council RESOLVED to agree to apply for the grant.
7.3. Backney Bridge Picnic Site (BBPS): It was noted that the loose stones had been removed from the abutment but tree roots were continuing to grow through. It was RESOLVED to request that the tree roots on the side of the abutment be completely removed when the tree works are carried out. Council noted that the site would benefit from wider tree management and it was RESOLVED to seek quotes for this. Cllr Crowe advised that a local resident had reported to her that there were some remnants of a Bonfire Night gathering at the BBPS, including disposable barbecues. Council suspected this was a one-off event but it was RESOLVED to inform the PCSO.
7.3.1. The Clerk advised that Natural England had requested a Habitat Regulation Assessment (HRA) before granting permission to pollard the riverside trees. It was RESOLVED that the Chair would draft a HRA for the Council to approve.
7.4. Risks – Council highlighted the following risks – Two parish benches (currently being stored securely) and tree work at the picnic site.
8. Finances
8.1. Parish precept – Following discussion, Council RESOLVED to agree to set the Precept at £14,500 for 2025-26. (It was agreed, after the meeting, to finalise the precept amount at the January Parish Council meeting). When discussing Reserves, Council RESOLVED to agree set Reserves to 9 months predicted expenditure, as per the Council’s Reserves policy.
8.2. The Council noted the current bank balance and RESOLVED to approve the latest bank reconciliation and account statement.
8.2.1. Cllr Crowe confirmed receipt and review of bank statements for September and October and bank reconciliation as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements and bank reconciliation.
8.3. Council noted receipt of the following:
8.3.1. Part 2 of the Precept for 2024/25 from Herefordshire Council – £6,800.
8.4. Council noted the following payments made under delegated authority (since previous meeting):
8.4.1. Flying Colours Newsletter Printing cost – £95.00
8.4.2. Brunel Engraving x 19 plaques – £55.2.53 exc. VAT
8.4.3. Brunel Engraving Proof copy – £30.00 exc. VAT
8.4.4. Unity Trust Bank Account Charge Oct – £5.80 (automatically deducted from account)
8.5. Invoices for payment – Council RESOLVED to approve and pay the following invoices:
8.5.1. Clerk C Vaughan salary – October and November 2024.
8.5.2. Sellack Village Hall Hire – Inv-021 – £84.00
30/2024
8.5.3. Parish Lengthsman Routine Maintenance – TGC2887 – £466.00 exc. VAT
8.5.4. Herefordshire Association of Local Councils for website hosting and domain name – InvH2314 – £225.00 exc. VAT
8.5.5. Wreath for Remembrance event – £24.49
8.5.6. Autela Payroll Services (4 months) – Inv14693 – £68.22 exc. VAT
8.5.7. HMRC PAYE Q3 – £296.60
8.5.8. Memorial plaque refunds x 16 (option given to sponsors to receive a refund or donate the difference towards the cost of the new information boards) – up to £222.88
8.6. Participatory budgeting next steps – it was RESOLVED to raise this again at the next Annual Parish meeting.
9. Planning
9.1. Council noted planning / licensing applications received and responded to (under delegated authority) since the last meeting.
Application Number: P242478/J 5
Site: Caradoc Meadow, Sellack
Description: Works to trees covered by TPO
PC Comments: Supported by PC
10. Communications
10.1. Newsletter – Council RESOLVED to continue to aim to distribute two newsletters per year, with the next newsletter due to go out before the Annual Parish meeting. It was agreed and Council RESOLVED to discuss and agree the content for the newsletter at the January meeting – to include memorial trail launch and Participatory budgeting.
10.2. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts. It was agreed to post on the Remembrance event, inviting ideas for Participatory budgeting, History Festival and road works.
11. Clerk’s Information Sheet
11.1. To consider the following:
11.1.1. Clerk’s Annual Appraisal – it was RESOLVED to agree a date between the Clerk and Chair, for November/December.
11.2. The following correspondence was noted:
• Locality Steward Weekly Reports
• Unity Trust Bank Statements
• HALC Information Corner
12. Matters arising after the preparation of this agenda
None.
13. Future meetings
13.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
13.2. The date of the next ordinary meeting of Council was noted – Tuesday 14 January 2025, 7pm at Sellack Village Hall. Dates for the rest of the year: 11 March (inc. Annual Parish meeting) and 20 May.
Meeting closed at 21:00.