2022-10-11 – Minutes of Ordinary Meeting of Sellack Parish Council (Approved)

SELLACK PARISH COUNCIL

MINUTES OF SCHEDULED MEETING HELD ON

TUESDAY 11th OCTOBER 2022

IN THE LOUGHPOOL AT 7.30PM

Present: Parish Councillors Sarah Aitken (Vice Chair), Mark Robinson, Paul Franklin, and Nick Washington. Ward Councillor Elissa Swinglehurst

In attendance: Claire Vaughan (Clerk), Terry Griffiths (Lengthsman) and PCSO Simon Hall

Residents: Five residents present.

  1. Apologies

Apologies were received from Cllr Mark Whittal.

  1. Declarations of Interests – There were none.
  2. Open Public Session

The Chair advised that she would move Item 4 of the agenda (Open public session) to before Item 3 (Minutes of previous meeting).

3.1 Resident views:

3.1.1. Rededication of Sellack War Memorial – one resident updated the Council on plans for a short service of remembrance and rededication of the War Memorial on Saturday 12th November at 3pm. This is following the recent restoration of the previously illegible names of the three men from Sellack, who died during the Second World War – Edward Benson K.S.L.I, Arthur Edwards R.N. and John P. Wakefield FL/AIR ARM. It will be held at the Village Hall car park (or inside if wet) with tea in the hall afterwards.

Council was supportive of the plan and the Councillors advised that they would attend.

Council was supportive of the war memorial volunteer’s suggestion of purchasing an additional wreath this year, to place at the memorial on behalf of Patrick Darling.

On behalf of the Parish Council, the Chair wished to record their deepest condolences to Patrick Darling’s family.

It was RESOLVED that the Council would promote this service on the Council website and Facebook page.

3.2 Councillor Elissa Swinglehurst presented her September report to Council. Council noted the report, which can be viewed on the Council’s website at https://sellackparishcouncil.gov.uk/our-parish-council/. A report will follow regarding Herefordshire Council’s Children’s Services.

3.2.1 Climate resilience planning – Elissa is advising her parishes to consider developing an emergency plan to ensure resilience. Council noted this and it was RESOLVED that Cllr Franklin would discuss this with the Village Hall committee, for their comment. It was RESOLVED to continue to raise awareness of potential issues and advice through the Council Facebook and website and to encourage residents to sign up to these platforms. It was RESOLVED to include this on a future agenda for further discussion.

3.2.2 Lengthsman grant update – Elissa confirmed that parish councils would be receiving information on this shortly.

3.3 PCSO Simon Hall was in attendance and provided an update, including:

3.3.1 Neighbourhood Matters – Simon would encourage residents to sign up to this update service, which shares the work of the local police force and also alerts on local issues https://neighbourhoodmatters.co.uk/ It was RESOLVED that the Clerk would include the link on the Council’s website and Facebook page.

3.3.2 Property marking – Simon would like to arrange an event to mark resident’s household items, such as bikes, with an invisible marker. The police have seen some successes with returning stolen property to people with the use of this kit. It was RESOLVED that Simon would come back to the Parish Council with a date for this and the Council will promote this.

3.3.3  BBPS resident concern – Simon confirmed that he had received communication from the Clerk regarding  a local resident’s concern over the summer period, with people parking at the picnic site and then walking over to the common and causing some disturbance. Simon has carried out a number of patrols to the site since then and advised that all seems well at the current time. It was RESOLVED that the Council would remain in contact with Simon about this issue and look to review before the summer holidays in 2023. Simon agreed that he would add this site to his list of priorities for the parish and continue to do patrols for the time being.

  1. Minutes of meeting held on 12th July 2022

It was RESOLVED to approve and adopt the above minutes. The minutes were then signed by the Vice Chairman (in the Chairman’s absence).

The Parish Council discussed the outstanding actions as follows:

4.1 Speeding on C1261 update – Item 3.1 of minutes from 12 July 2022 – Cllr Robinson advised that there have been issues with speeding on this road and he has been in touch with Herefordshire Council about the options available. Cllr Robinson has shared speed data with Herefordshire Council from 2019 and is awaiting a response.

It was RESOLVED that Councillor Robinson would provide the Council with more information on costs associated with changes and options available at a future meeting.

4.2 Lough Pool culvert clearance update – Item 3.2 of minutes from 12 July 2022 – Balfour Beatty has advised that they are now awaiting confirmation they have the budget to proceed and then will be booking in the investigation, which will require a 12 week notice period.

4.3 Herefordshire Local Plan 2021-2041 update – Item 3.3 of minutes from 12 July 2022 – it was RESOLVED to keep this as a standing item on the agenda whilst consultation is taking place. Herefordshire Council is now in the process of reviewing the scoring matrix for the rural hierarchy and the council is awaiting information on this. It was noted that the clerk had submitted the Parish Council’s response to the open spaces audit for the picnic site.

4.4 SLOW Markings on C1261 – Item 3.5 of minutes from 12 July 2022 – Cllr Franklin has agreed to send the clerk photographs of the faded signs, to submit to Herefordshire Council.

4.5 Picts Cross bench – Item 7.2 of minutes from 12 July 2022 – Cllr Washington advised that the bench is currently not useable, and his hope is to salvage the bench and carry out some repairs on it. Cllr Franklin advised that the village hall would be happy to re-site the bench when it is repaired. It was noted that the coronation bench, sited near the millennium tree, will also need some attention once the Picts Cross bench is repaired.

4.6 Communications Facebook post boost – Item 8.1 of minutes from 12 July 2022 – the clerk advised that she had not boosted a post to promote the recent newsletter delivery. It was RESOLVED that the clerk should boost a post reporting on the outcomes and updates from this meeting.

  1. Report from Parish Footpath Officer and Lengthsman

5.1 Parish Footpath Officer update

The Parish Footpath update has identified two wooden gates at junctions SK5, 7 and 8, which have become redundant as the farmer has installed metal gates for their livestock so

the footpath officer believes the parish council could re-site the two wooden gates. It was RESOLVED that the footpath officer would request the farmer’s consent for removal of the gates and, if they consent, it was agreed that the parish council would re-site the gates using its priority list.

5.1.2 The council noted the clerk had attended Herefordshire Council’s Parish Footpath Officers meeting on 28th September 2022.

5.1.3 WW1/2 commemorative plaques – this item was not discussed and will be added to a future agenda.

5.2 Parish lengthsman update – It was agreed that the clerk would resend the Parish Council’s approved list of drainage grant works for 2022-23 to the parish lengthsman.

It was RESOLVED that the Council would discuss and approve the annual maintenance plan for lengthsman works at the next meeting.

The Council asked the parish lengthsman to submit the invoices for the two maintenance days completed to date in this financial year and it was RESOLVED to pay the lengthsman for these works carried out to date.

5.3 To review any defects to be raised with and receive updates on work requests from Balfour Beatty’s Locality Steward or Herefordshire Council – it was RESOLVED that the Clerk would continue to chase Balfour Beatty for updates on the work to the Loughpool culvert clearance.

Cllr Washington advised that he had been approached by a local resident regarding a long stretch of hedgerow that needs cutting back near Lower Grove. The verge is cut back but the rest of the hedge is growing out and is not being cut back. It was RESOLVED that the Clerk would ask the Locality steward for advice on how best to address this issue.

  1. Finances

6.1 The Council noted the bank balance as £18840. NB: There is currently a VAT reclaim of £1122 to make. The Council RESOLVED to approve the latest accounts and bank reconciliation.

6.2 Council noted receipt of the second part of the Parish Precept – £5500 (received 16.09.22)

6.3 Council noted receipt of the VAT reclaim for 2021-22 – £2356.40 (received 19.07.22)

6.4 The Council noted the payment of the following:

    • HALC CiLCA training fee (approved at July 2022 meeting) – £220.00 plus VAT
    • Internal Auditor fee (approved at May 2022 Meeting) – £100.00
    • Unity Trust Bank Service Charge (automatic deduction) – £18.00

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

      • Clerks C Vaughan salary – August, September and October 2022
      • Autela Payroll Q2 (Invoice 9962) – £44.40 plus VAT
      • HMRC Q2 PAYE – £260.20

6.6 Council approved and it was RESOLVED to pay the following invoices, from the drainage grant 2021-22:

        • Lengthsman Routine Drainage Maintenance March 2022 (Invoice TGC1840) – £392.00 plus VAT
        • Lengthsman SPC012 (Invoice TGC1848) – £1200.00 plus VAT
        • Lengthsman SPC003 (Invoice TGC1839) – £900.00 plus VAT

6.7 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site. Council noted that the Clerk would be bringing a draft risk schedule to a future meeting for consideration.

  1. Parish Council Assets

7.1 Backney Bridge Picnic Site (BBPS) – To receive an update, including recommendations, from the BBPS working group.

Cllr Aitken (Chair of BBPS working group) provided feedback from the most recent working group meeting on 5th September with recommendations including:

  • The BBPS working group to provide a draft maintenance plan to Council by March 2023, including permission to engage with residents on what they would like from the site. Council RESOLVED to task the BBPS working group with developing the draft maintenance plan, including public consultation.
  • The BBPS working group would like to arrange an autumn working party day, to include consultation. It was RESOLVED to task the BBPS working group with organising this day.
  • It was RESOLVED to include a map of the BBPS in the noticeboard.
  • It was RESOLVED that the clerk would write to Wye Valley fishery for more information on the recent erection of their ‘no canoe’ sign.
    • Council considered the two quotes for tree surgery works at BBPS, including one revised quote. Following discussion, it was RESOLVED to approve Quote 2 at a cost of £650 plus VAT.
    • Council considered the two quotes received for grass cutting at BBPS. Cllr Robinson advised that much of the grass had died back and it was RESOLVED that the Council would hold a volunteer day to see what could be accomplished on that day with the use of a strimmer and to review after that.

7.2 Defibrillator – Council noted the product recall of the Defibrillator (at Sellack Village Hall) for an essential software update. At present the defibrillator is marked as ‘unavailable’ on the circuit and with the ambulance service, as it is awaiting collection for the update to be carried out (NB collection can only be from an address and cannot be from a box). It was RESOLVED to keep the defibrillator at a councillor’s address to await collection and for the clerk to continue to chase the supplier regularly.

The clerk advised that there are defibrillators located at Market Gardens (Sellack Marsh) and Hoarwithy.

The Council noted that some Heartstart training had been arranged via the Village Hall, earlier in the year.

7.3 War Memorial:

    • To consider wall damage, reported by volunteer – It was RESOLVED that councillors would inspect the wall during daylight hours, so that the matter could be considered at the next meeting. The Clerk will check if this damage would be covered by insurance.
    • To consider purchasing a Wreath for Remembrance Sunday – It was RESOLVED to reimburse the memorial volunteer for the cost of a wreath for Remembrance Sunday.
  1. Policies and Procedures

8.1 Standing Orders – Council was asked to approve an amendment to Item 18 of the Standing Orders to reflect revised procurement levels made to the 2018 Model Standing Orders, which the Parish council’s own are modelled on. Council RESOLVED to approve and adopt the amended standing order item as follows:

18f ‘A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £213,477 for a public service or supply contractor in excess of £5,336,937 for a public works contract (or other thresholds determined by the European Commission every two years and published in the Official Journal of the European Union (OJEU)) shall comply with the relevant procurement procedures and other requirements in the Public Contracts Regulations 2015 which include advertising the contract opportunity on the Contracts Finder website and in OJEU.’

  1. Communications

9.1 To discuss content for the parish council website and Facebook page – It was RESOLVED that the clerk would compile a short update bulletin, following each parish council meeting, to put on the website and Facebook page and to be emailed to subscribers. It was agreed that the clerk could send out and promote items of public interest (and in the public domain) received through various means, including Talk Community, as and when received and without requiring approval from Council each time.

  1. Planning.
    • Council noted planning applications received and decisions made from Herefordshire Council since the last meeting.
  1. Clerk’s Information Sheet

Council noted the correspondence received and Clerk’s information sheet.

11.1 Council noted that one resident request had been received for an allotment.

  1. Matters arising after the preparation of this agenda

Councillor Robinson advised that he had received a letter from the Dept of Health warning of avian flu in the area. Council noted this item.

  1. Future meetings

13.1 It was RESOLVED that the following items be included on future agendas:

  • Annual maintenance plan (lengthsman)
  • Parish precept
  • Commemorative plaques

13.2 Council noted the date, time and venue of the next meeting, which will be an Ordinary Meeting of Council – Tuesday 8 November 2022, 7.30pm at Sellack Village Hall

13.3 Council RESOLVED to approve the following meeting dates for the rest of the financial year, with a date to be agreed for the Annual Parish meeting: 8th November, 10th January 2023, 14th March 2023 and 16th May 2023.

13.4 It was RESOLVED to discuss plans for the Annual Parish Meeting (to take place between March-May 2023) at a future meeting. Council agreed to hold the meeting in March, date to be confirmed. It was RESOLVED that the Council would ask residents for items for discussion at the annual parish meeting.

Meeting closed at 21:50.

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