2023-03-14 – Minutes of Ordinary Meeting of Sellack Parish Council (Approved)

To view the draft minutes of the Annual Parish Meeting, held on Wednesday 22nd March, please see 2023-03-22 – Sellack Annual Parish meeting minutes.

SELLACK PARISH COUNCIL

MINUTES OF SCHEDULED MEETING HELD ON

TUESDAY 14th MARCH 2023

IN SELLACK VILLAGE HALL AT 7.30PM

Present: Parish Councillors Mark Whittal (Chair), Sarah Aitken (Vice Chair), Mark Robinson and Nick Washington.

In attendance: Claire Vaughan (Clerk) – the Clerk joined via phone.

Residents: One resident was present.

  1. Apologies

Apologies were received from Parish Councillor Paul Franklin.

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

3.1 Resident views – none received.

3.2 PCSO report – none received.

  1. Minutes of meeting held on 10th January 2023

It was RESOLVED to approve and adopt the above minutes. The minutes were signed by the Chairman.

The Parish Council discussed the outstanding actions as follows:

4.1 Speeding on C1261 update (Picts Cross – Loughpool) – Item 4.1 of minutes from 10 January 2023 – the Clerk advised that she was awaiting a response from Herefordshire Council’s Highways service regarding any costs associated with applying for a TO before raising this with the Ward Member for initial comment and returning to the next Parish Council meeting with a draft application for consideration.

4.2 Lough Pool culvert clearance update – Item 4.2 of minutes from 10 January 2023 – it was noted that works were carried out in January but that the lengthsman had raised with the Clerk that some work remained outstanding and would be discussed under Item 7.2 of the agenda.

4.3Herefordshire Local Plan 2021-2041 update – Item 4.3 of minutes from 11 October 2022 – it was RESOLVED to keep this as a standing item on the agenda whilst consultation is taking place. Council noted that no further consultation had taken place since their meeting in January.

4.4Drainage on Sellack Marsh Road including future maintenance – it was RESOLVED to retrospectively approve the lengthsman works carried out on Sellack Marsh Road, which was raised as an urgent matter at the Council meeting in January, as requiring immediate attention. Councillor Aitken asked to place on record, her and the residents of Sellack Marsh Road’s thanks for the lengthsman’s prompt response to the drainage issue. Council noted that the lengthsman did advise that this issue would require monitoring and may occur again in the future.

4.5 Footpath SK10 Obstruction – Item 5.1 of minutes from 10 January 2023 – the Clerk advised that the issue had been reported to Herefordshire Council. The Vice Chair and Footpath Officer advised that they believed the obstruction had been cleared.

4.6 Miles without Stiles funding – Item 5.1.1 of minutes from 10 January 2023 – the Clerk advised that two wooden gates had been ordered and were being provided as part of this grant. It was RESOLVED to seek approval from the landowner to replace the stiles located on SK13 (as discussed at January Council).

4.7 Benches at Picts Cross and Caradoc – Item 7.2 of minutes from 10 January 2023 – it was agreed to discuss this item at a future meeting, including potential consultation on relocating the bench at Caradoc.

4.8 Sellack United Charities – Item 12 of minutes from 10 January 2023 – it was RESOLVED to approve the Clerk receiving and forwarding correspondence for this charity, as they do not have a public contact available. Council noted the addition of details on the Charity and how to apply for support on the Council’s webpage (added in March 2023).

  1. Annual Parish Meeting

5.1 It was RESOLVED to approve the draft agenda for the Annual Parish Meeting on Wednesday 22nd March, to include Chair’s and Footpath Officer’s annual reports (including memorial plaques) and consultation on Backney Bridge Picnic Site. It was RESOLVED that the Clerk should purchase some refreshments for the meeting.

5.1.1 It was RESOLVED to approve the draft survey for the Backney Bridge Picnic Site, with one amendment – to replace ‘seating’ with ‘furniture’.

  1. Parish Council Assets

6.1 Backney Bridge Picnic Site:

6.1.1 Tree works – the Clerk advised that permission had now been received from Natural England to carry out tree works along the riverbank and works were planned to take place on Friday 31st March, once an inspection had been carried out to check for nesting birds.

6.1.2 Grass cutting – it was RESOLVED to seek quotes for a one off cut of the site in early summer (Council suggested early June).

6.1.3 General repairs – it was RESOLVED that the Chair would assess the step and rail on the site and advise the Clerk on recommendations for next steps. It was agreed that if the Chair was unable to resolve the issue then the Clerk should ask the lengthsman to quote for the work.

6.1.4 Volunteer Day – it was RESOLVED that the next volunteer day would take place on Saturday 29th April, 10am-1pm (weather permitting).

6.1.5 Volunteering guidance – it was RESOLVED to approve the draft notice produced for the picnic site with the addition of ‘if you would like to find out more please contact the Clerk’.

  1. Report from Parish Footpath Officer and Lengthsman

7.1 Parish Footpath Officer update – Cllr Robinson advised that there were two Public Footpath wooden gates (junctions of Public Footpaths SK5, SK7 and SK8) that could possibly be moved, given one of the landowners, where they are situated, had erected similar metal gates in the same location. Cllr Robinson suggested contacting the landowner where the wooden gates are presently situated, to obtain formal permission to move them. Herefordshire Council’s Locality Steward would also need to be notified. The proposal would be to move them to replace two of the present stiles situated on Public Footpath SK11 near to, and at the back of, Lawless Cottage, which again would need the approval of the landowner and notification to Herefordshire Council’s Locality Steward.

It was RESOLVED that Cllr Robinson would confirm the locations to the Clerk so that she could make contact with the landowners to request permissions.

Cllr Washington advised that he had inspected the new wooden gate, between Sellack Church/Sellack Boat Bridge which wasn’t closing properly, and advised that it required a new spring, which he would attend to.

7.1.1 WW1/2 commemorative plaques – Following discussion on layout and format of plaques for footpath gates, it was RESOLVED that the clerk would purchase one plaque, at a cost of £40 and bring it to the next meeting of Council. It was agreed that Councillor Robinson would sponsor the first plaque and advise the Clerk of the chosen name.

7.1.2 Footpath SK14 – it was RESOLVED that the Footpath officer would visit the path and record any issues, following a complaint from a local resident that it was unpassable.

7.2 Parish lengthsman update

Council discussed the lengthsman’s proposal to reallocate some of Herefordshire Council’s drainage grant funding from SPC004 to Loughpool drainage works, to complete the work done by Balfour Beatty in January. Council was supportive of this but RESOLVED to contact Balfour Beatty to advise that work was incomplete and request for drainage grant funding to be reallocated if they are unable to return to complete the works.

7.2.1 Lengthsman scheme grant – The Clerk has responded to Herefordshire Council to advise that the Council would like to claim the grant funding of £624 and apply for any match funding each year going forward. The Council has not submitted any projects for funding support from this grant for year ending 31st March 2023 but has advised Herefordshire Council that it is keen to access this support for the next financial year. The Footpath Officer confirmed that he had reviewed the lengthsman agreement sent by Balfour Beatty and the Clerk advised that the Council did have the liability cover stated.

7.3 Review any defects to be raised with Herefordshire Council and Locality Steward – none were raised.

  1. Finances

8.1 The Council noted the current bank balance of £11,922 and RESOLVED to approve and sign the latest bank reconciliation.

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

      • Clerks C Vaughan salary – February and March 2023, with March salary including backpay
      • Herefordshire Association of Local Councils Membership fee for 2023/24 (Inv H1732) – £333.50 plus VAT
      • Sellack Village Hall Hire for Nov, Jan and March (Inv007) – £60.00
      • Winter Newsletter printing (Inv14816, as agreed at meeting on 10.01.23 Item 9.1) – £85.00
      • Clerk reimbursement for purchase of heavy-duty gloves for BBPS volunteers (as agreed at meeting on 10.01.23 Item 7.1.3.2) – £29.94 plus VAT
      • Autela Payroll Services Q4 (Inv 11196) – £59.65 plus VAT
      • HMRC PAYE Q4 for employee tax contributions – £338.48
      • Drainage Maintenance works, Sellack Marsh Road T Griffiths Lengthsman (Inv TGC2142) – £1000.00 plus VAT

8.3 Council approved the appointment of the internal auditor, C Perez and RESOLVED to approve the fee of £110.

8.4 The Council identified the following risk – not having a maintenance contract for Backney Bridge Picnic Site.

  1. Policies and Procedures

9.1 Parish Council Insurance – Council considered the two quotes received and it was RESOLVED to continue the Council’s insurance cover with Zurich and pay the reduced fee to commit to a three-year premium at a cost of £190.29 for the year 2023-24, pending confirmation that no additional charges would be accrued for making amendments to the policy in that time.

  1. Communications

10.1 Discussion on the Coronation of Kings Charles III – Council noted national plans for the Coronation and agreed to promote the details, including the Big Help Out on Bank Holiday Monday.

10.2 Winter newsletter – Council received the hard copies of the newsletter and it was RESOLVED to hand deliver the newsletter during the week, keeping to the same routes as previously. It was agreed that Councillors would include a note in the newsletters to advise of the cost of sponsoring the commemorative plaques.

10.3 Discuss content for the parish council website and Facebook page – no additional content raised.

  1. Planning.

11.1 Council considered the following planning application and it was RESOLVED to respond to the request for comments with ‘no objections’ raised:

    • Application P230575/FH – 4 Caradoc Meadow. Proposed infill to existing lean-to rear Porch.

11.2 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 the Clerk’s information sheet.

12.1  Sellack Marsh Road leading to Foy – drainage ditch following recent works – the Chairman, Councillor Mark Whittal declared an interest in this matter, as the correspondence includes reference to part of his land. The Vice Chairman therefore took the Chair for this item. The correspondence was noted and Council was content that the matter was with Balfour Beatty to proceed with accordingly.

12.2  Invitation to Wye Valley AONB Seminar 16th March 2023 on enhancing water catchment through innovative land management – Council noted the invitation.

12.3  Council noted the following from the clerk’s information sheet:

    • Anticipated road closure for one day on 12th April – C1271 From Picts Cross to Strangford Farm
    • Talk Parish Event on 18th January re: Cost of Living Crisis – Council noted the Clerk attended and notes shared.
    • Herefordshire Council’s Children’s Services improvement update
    • Balfour Beatty Public Realm events
    • Reporting defects on the public realm email received from Balfour Beatty
    • Herefordshire Community Foundation Flood Relief Support
    • Fully funded retrofit plans for a warmer home email from Severn Wye
    • S106 Parish Briefings
    • Herefordshire Council Leader’s Newsletters for February and March
  1. Matters arising after the preparation of this agenda

The Chair took the opportunity to advise Council that he would not be standing for re-election. The Vice Chair asked to place on record, the thanks of the Parish Council, for his many years of service.

  1. Future meetings

14.1 No items were raised for future meeting agendas.

14.2 Council noted the date, time and venue of the next meeting, which will be the Annual Meeting of Council – Tuesday 9th May 2023, 7.30pm at Sellack Village Hall (to be confirmed)

14.3 Council agreed to provisionally approve the meeting dates for the year, with formal approval to take place at the Annual meeting of Council in May. Dates were provisionally approved as follows, all to start at 7pm and take place at Sellack Village Hall:

    • Tuesday 11th July
    • Tuesday 12th September
    • Tuesday 14th November
    • Tuesday 9th January 2024
    • Tuesday 12th March
    • Tuesday 14th May

Meeting closed at 21:30

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