Two meetings were held on Tues 10th May 2022. The first was the Annual Parish Meeting at 7.30pm and the draft minutes for that meeting can be found in the following link. These minutes will be finalised and approved at the next Annual Parish meeting in May 2023:
2022-05-10 – Sellack Annual Parish meeting minutes
The second meeting took place after the Annual Parish Meeting and was the Annual Ordinary Meeting of the Parish Council. The draft minutes for that meeting are as follows and will be finalised and approved at the next meeting of the Parish Council in July 2022:
SELLACK PARISH COUNCIL
MINUTES OF THE ANNUAL ORDINARY MEETING HELD ON
TUESDAY 10th MAY 2022
IN SELLACK VILLAGE HALL AT 8.10PM
Present: Parish Councillors Mark Robinson, Paul Franklin, Sarah Aitken and Nick Washington. Ward Councillor Elissa Swinglehurst
In attendance: Claire Vaughan (Clerk) and Terry Griffiths, Parish Lengthsman
Residents: Three residents were present.
1. Election of Chairperson
Cllr Mark Robinson proposed that Cllr Mark Whittal take up the position of Chairperson and Cllr Sarah Aitken seconded it. As there were no other proposals for Chairperson, Cllr M Whittal was re-elected. The Chairman will be asked to sign the Acceptance of Office of Chairman form at the next ordinary meeting of council.
2. Election of Vice Chairperson
Cllr Mark Robinson proposed that Cllr Sarah Aitken be elected as Vice Chairperson and Cllr Paul Franklin seconded it. As there were no other proposals for Vice Chairperson, Cllr Sarah Aitken was duly elected.
3. Apologies
Apologies were received from Cllr Mark Whittal.
4. Election of other offices
4.1 Internal Auditor – the Clerk informed the Parish Council that she had asked Clare Perez if she would be happy to stand as Internal Auditor and she confirmed she would. It was RESOLVED to appoint Clare Perez to this post and to pay the fee of £100 for her services.
4.2 Representative on the Village Hall Committee – It was RESOLVED that the clerk should check with the Village Hall Committee whether the parish council should have a representative on the committee as Cllrs M Robinson and P Franklin had not been invited to attend any meetings in 2021. Pending the outcome of this conversation, Cllr S. Aitken proposed that Cllrs M. Robinson and P Franklin continue as Village Hall Committee representatives and Cllr N. Washington seconded this proposal. Cllrs P. Franklin and M. Robinson both accepted this proposal.
4.3 Parish Charity Trustees – Cllr M Robinson proposed that Cllrs S. Aitken and N. Washington continue as the Parish Council’s representatives on the Parish Charity Trust and Cllr P. Franklin seconded the proposal. Cllrs S. Aitken and N. Washington both accepted this proposal. The Parish Council queried whether it needed to agree the third member of the trust and it was agreed that this should continue to be M.Bourne.
4.4 Parish Footpath Officer – Cllr M. Robinson advised that he was happy to continue as Parish Footpath Officer for another year.
4.5 Backney Bridge Picnic Site Working Group Chairperson – Cllr M Robinson proposed that Cllr S Aitken continue as Chairperson for this group and Cllr S Aitken proposed that Cllr M Robinson continue as Vice Chairperson.
It was RESOLVED to approve and appoint to all of the positions listed above.
5. Declarations of Interests
5.1 The Clerk asked the Councillors to check their Declaration of Interests Form to make sure the information was up to date. The Councillors confirmed that there were no amendments to be made.
21/2022
5.2 None declared for the agenda items.
6. Minutes of meeting held on 8th March 2022
It was RESOLVED to adopt the above minutes. The minutes were then signed by the Vice Chairman.
The Parish Council discussed the outstanding actions as follows:
6.1 Queen’s Green Canopy – The Council has now planted the tree but need to confirm requirements for the plaque to accompany the tree. The clerk proposed the purchase of a brass plaque with engraving at a cost of £50, with engraving to read ‘The Queen’s Green Canopy, The Platinum Jubilee 2022, Planted on behalf of Sellack Parish’. It was RESOLVED to accept and approve the clerk’s proposal and the clerk was asked to arrange the purchase of the plaque.
6.2 Speeding – It was RESOLVED that Cllr P Franklin would meet with the Chair of Peterstow Parish Council to discuss how they arranged for a Speed Indicator Device (SID) to be fitted in the parish and feedback at the next meeting.
It was RESOLVED that Cllr M Robinson would investigate what the process is to reduce a speed limit on a road along with the cost and feedback at the next meeting.
It was RESOLVED that the Clerk would follow-up with Balfour Beatty on when the SLOW markings would be painted on the road between Picts Cross and The Lough Pool.
7. Open Public Session
7.1 The Chairperson noted the themes raised in the earlier Annual Parish meeting on 10th May 2022 and will follow up on issues raised by residents at that meeting.
In response to one of the questions regarding Lower Grove Common Pond drainage – Terry Griffiths advised that the pipe size had been increased by contractors during previous works, increasing the size of the first chamber from the property. Before, the balancing pond was holding the water back, backing up under the road and causing the reed pond to overflow. Terry felt that now the larger pipe had been installed then this would remedy the issue of water pooling on the road. The Chairperson asked the resident to take photographs during periods of heavy rainfall and to email them into the clerk to share with the parish council.
The Chair reiterated that the Parish Council would not make any decisions on drainage works for that site without carrying out consultation.
7.2 Councillor Elissa Swinglehurst presented her April report to Council. Council noted the report. Councillor Elissa Swinglehurst advised that one addition to the report was that Herefordshire Council was going to be the subject of a Panorama report the following week regarding children’s services. It was RESOLVED that the clerk would share the Councillor’s report on the parish council website.
7.3 The Parish Council noted an update from PCSO Simon Hall, who advised that he is planning to hold a property marking day in Sellack in June and is looking for a suitable venue. Council suggested the village hall and failing that, if on a Monday or Tuesday, the Lough Pool Inn car park. PCSO Hall will be attending the Parish Council meeting in July 2022 and continue to update via email in the interim. The Chair advised that she would address Item 13.3 on the agenda at this point and Council RESOLVED to move the agenda item to discuss correspondence regarding Smartwater kits and suggested that both be promoted on the Council’s Facebook page. It was RESOLVED that the clerk would promote the Smartwater offer and property marking day on the council Facebook page.
8. Report from Parish Footpath Officer and Lengthsman
8.1 Parish Footpath Officer update – no further update. Please refer to the report given at the Annual Parish Meeting on 10th May 2022.
8.2 Parish Council noted the new arrangements for the management of Public Rights of Way (PROW) and Traffic Regulation Orders (TROs) guidance received from Herefordshire Council.
8.3 Parish lengthsman update:
8.3.1 The parish lengthsman reported that he had completed all of the works from the 2020 drainage maintenance grant application. In terms of general maintenance, the lengthsman advised that there were no issues raised as the grant funded drainage works sorted out a lot of the problems. The parish lengthsman advised that, at Sellack Marsh, the ditch had been cleaned out by Balfour Beatty when repairing the corner road gully, which had blocked the incoming pipe, so the ditch does not go anywhere. Terry confirmed that he had included this job in the new grant application.
The Chairperson confirmed that Council had approved the general maintenance plan for the year at the March meeting.
8.3.2 Drainage Grant Works invoice for 2020-21 – Council RESOLVED to approve the remaining invoices received from Terry Griffiths and gave permission to the Clerk to submit these to Herefordshire Council for reimbursement, as follows:
• SPC003 Corner House Cottage – £900 plus VAT
• SPC012 Corner Cottage – £1200 plus VAT
• General Drainage Maintenance Work (March 2022) – £392 plus VAT
8.3.3 Parish Drainage Grant Application 2022 – The clerk confirmed that the parish had been offered £4993 funding for the year ahead. As this is a reduction on what the parish applied for, the parish council was ask to reconsider its application and approve projects for the final application within the funding available. It was RESOLVED to update the parish application to include the following jobs:
• SPC002 – White House Cottage, replacing a collapsed pipe – £1,200 plus VAT
• SPC004 – U71007, replacing the pipe from the ditch headwall to the road gully. – £2,000 plus VAT
• SPC007 – Winter Maintenance Days – £1,600 (the clerk confirmed after the meeting that £1137 has been secured for maintenance funding)
• The Parish Council noted that, if further funding became available, they would like to cover the winter maintenance programme in full and support the additional project SPC003 – U71007- Strangford Cottage Area, reinstate the ditch and jet and flush out the outfall pipe to the ditch headwall.
8.3.4 No defects were raised for Balfour Beatty. Cllr M Robinson confirmed that he had reported a number of potholes on Loughpool Lane and Council RESOLVED to contact Balfour Beatty to raise concern about the lane and ask for the work to be prioritised.
9. Parish Council Asset Updates
The Chairperson advised that she would take Item 10 on the agenda before Item 9 – Finances. Council RESOLVED to change the order of these items on the agenda due to public interest at the meeting.
10.1 Backney Bridge Picnic Site – Cllr S. Aitken provided an update on the working party, as Chairperson of that group. A working day has been arranged for 14th May 2022 at the site, starting at 10.30am and finishing at 1.30pm. Council RESOLVED to approve and adopt the work plan and disclaimer for the day. Council RESOLVED to approve and adopt the risk assessment for the day with one amendment to be made to the risk regarding use of a strimmer. Council asked the clerk to amend the risk to remove requirement for a strimming qualification and to emphasise that the disclaimer must be signed by anyone participating, to ensure they take responsibility for themselves and others.
Council RESOLVED to agree that the clerk should purchase paint and a brush for painting benches at the working party day.
Cllr S. Aitken advised that the working group was developing a terms of reference for a Friends group for the site, as agreed at the March Parish Council meeting. Council RESOLVED to task the clerk with contacting Herefordshire Council to discuss their community payback scheme and whether some maintenance of the picnic site could be included within their work plan.
Cllr S. Aitken raised the recommendations made by the working group from a recent visit and these were discussed as follows:
• Fallen fence between lower picnic site area and footpath to common – Council RESOLVED that a new fence was required. Cllr N. Washington advised that he would look into this matter and feedback with costings at the next meeting.
• Gate attached to fallen fence – Council RESOLVED that a new gate would also be required and Cllr N. Washington would look into this and feedback to the next meeting.
• Employ a tree surgeon to inspect trees (identified in report to Council) – Council RESOLVED to task the clerk with acquiring quotes for work and to bring to the next meeting.
• Handrail on steps from top to lower part of picnic site – Cllr M. Robinson advised that Men’s Sheds Ross-on-Wye were going to look at the handrail and were likely to be able to repair it. Cllr M. Robinson agreed to update Council on this at the next meeting.
• Noticeboard – Cllr S. Aitken advised that, following agreement at the March meeting, Men’s Sheds Ross-on-Wye had kindly refurbished the noticeboard located at the picnic site and had removed the metal frame to attempt to fix the damage caused to the lock and structure. Council RESOLVED to approve the payment to Men’s Sheds Ross, towards the costs for materials for this work of £100. Council RESOLVED to consider whether a second noticeboard is required for the site at a future meeting.
Council RESOLVED to accept Men’s Sheds offer to paint the noticeboard. Councillor M. Robinson advised that he would contact them.
The Chair thanked Men’s Sheds Ross for their support with this project.
10.2 War Memorial – The Chairperson thanked the local volunteer, Hilary, for her continued care of the war memorial and for arranging the restoration of the lettering to the memorial. Council also thanked the local volunteer for the information provided regarding the correct cleaning procedure for the memorial. Council RESOLVED that any future cleaning of the memorial should be agreed by Council, in order to ensure that the correct procedure is used. Council RESOLVED to include the cleaning required within the war memorial section of the website.
10. Finances
9.1 To review internal and external audit report 2020-21 – The clerk advised that the parish council did not receive an external audit report for 2020-21 as it is exempt, with an income of less than £25,000.
9.2 To consider and approve the Annual Governance statement (part 1) 2021-22 – Council RESOLVED to approve the statement, pending any recommendations made by the Internal auditor.
9.3 To consider and approve the Accounting statements (part 2) 2021-22 – Council RESOLVED to approve the statement, pending any recommendations made by the Internal auditor.
9.4 Council confirmed that they meet the criteria for 2021/22 and wish to claim exemption for 2021-22. Council RESOLVED to complete and sign the Certificate of Exemption. Council approved the bank reconciliation, receipts and payments and balance sheet for 2021-22, pending any recommendations made by the Internal auditor.
Council RESOLVED to call an extraordinary meeting of Council before 30th June 2022, if the Internal auditor makes any recommendations for amendments to the Annual Governance and Accounting Report (AGAR) prepared by the clerk and approved in principle by Council, for 2021-22. Council RESOLVED that if no issues of note are made by the Internal Auditor, then the Chairperson should sign the AGAR, bank reconciliation, receipts and payments and balance sheet for 2021-22 before the deadline of 30th June 2022.
9.5 The Council noted the bank balance as £12,192 on 08/05/22. By making all of the payments listed on the agenda then this will reduce the bank balance to £10,478. NB: There is currently a VAT reclaim of £2364 to make.
9.6 Council noted receipt of the first precept payment for 2022-23 and Herefordshire Council’s reimbursement of drainage grant funding for works completed by the parish lengthsman to date.
9.7 The Council noted the payment of the following
9.7.1 Autela Payroll – £43.50 plus VAT (made by Clerk under delegated authority)
9.7.2 Cllr Robinson reimbursement for purchase of Rowan tree for Queen’s Green Canopy – £41.66 plus VAT (made by Clerk under delegated authority)
9.7.3 SLOW markings on road between Lough Pool Public House and Picts Cross – £349.28 plus VAT (approved at March 2022 meeting)
9.7.4 Amended Annual Insurance Renewal with Community First (approved at March 2022 meeting as £172.14) amended to £188.94 to reflect additional assets at Backney Bridge Picnic Site.
9.8 Invoices for payment – it was RESOLVED to pay the following invoices:
9.8.1 Clerks C Vaughan salary – April and May 2022
9.8.2 Lengthsman T Griffiths for three wooden gates, gateposts and kits – £843.80 plus VAT
9.8.3 Sellack Village Hall Hire (for March PC meeting) – £20.00
9.9 Council agreed that the Backney Bridge Picnic Site continued to be a potential financial risk for the parish council and that the outcome of a tree survey will provide more detail on costings required.
11. Planning
11.1 Parish Council RESOLVED to continue with the current policy for the Clerk to reply with comments to Planning Applications between meetings as follows, with the addition of wording specified below:
‘When a new planning application is submitted and if a parish council meeting is not imminent then the parish council’s standing orders provide for details to be drawn to the attention of councillors by email and who then provide comments to the clerk who has delegated authority to respond on behalf of the parish council’ with the addition of ‘if the application is controversial or not easily resolved by email the clerk is to seek an extension to the deadline’.
Council RESOLVED to add this wording to the Council’s standing orders.
11.2 The Council considered Planning Application P221125/FH 1 Wellfield Cottage, Strangford , Ross-On-Wye, HR9 6QS. Council RESOLVED that there were no objections to the application.
11.3 The Council noted the planning applications received and decisions made from Herefordshire Council since the last meeting.
11.4 Herefordshire Local Plan 2021-2041 – Cllr S. Aitken raised Herefordshire’s Local Plan review and asked whether the parish council wished to consider the review and respond to it or any of the themed sections being consulted on. Council RESOLVED to not respond to the survey at present but to keep this under review.
12. Communications
12.1 The Parish Council discussed the use of the council’s webpage and Facebook page in promoting the work of the council. A discussion took place on how to keep residents informed about what the Parish Council does.
12.2 Council RESOLVED to approve the draft newsletter, pending the addition of an item on the working party. Clerk to share the final draft for final approval via email, in order to arrange printing and delivery (by councillors) before the July meeting.
Council RESOLVED to approve the printing costs, to be arranged by the clerk. The clerk estimated this would cost no more than £100 to cover every household within the parish.
Council RESOLVED to boost a Facebook post at the same time as delivering the newsletter, at a cost of £14 for one week.
13. Clerk’s Information Sheet
The Parish Council noted the correspondence received and Clerk’s information sheet. Further discussion took place on some of the items, as follows:
13.1 Village Hall Committee – requesting support from the Parish Council with refurbishing and erecting the village hall sign at a cost of approximately £25–35 – Council RESOLVED to delay discussion on this item until after the council representatives have attended the next Village hall committee to discuss in further detail. Cllrs P. Franklin and M. Robinson to feedback at the next Parish Council meeting.
13.2 Council noted that a village safety initiative scheme was available to apply for until 11th May 2022.
13.3 Council noted the West Mercia Police We don’t buy crime initiative.
14. Matters arising after the preparation of this agenda
None.
15. Future meetings
15.1 No additional items were added to the forward plan for discussion at future meetings.
15.2 Council noted the date, time and venue of the next ordinary meeting of the Parish Council – Tuesday 12 July 2022, 7.30pm at Sellack Village Hall.
16. Exclusion of Press and Public
Council RESOLVED to exclude 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 (Admission to Meetings) Act 1960):
16.1 Council RESOLVED to approve the Clerk pay agreement for financial year 2021-22.
The chairperson declared the meeting closed at 22:15.