SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON
TUESDAY 30th JULY 2024
IN SELLACK VILLAGE HALL AT 7.00PM
Present: Parish Councillors Sarah Aitken (Chair), Mark Robinson (Vice Chair) and Emma Crowe.
In attendance: Elissa Swinglehurst, Ward Member (for part). Claire Vaughan (Clerk).
Residents: Two (for part).
1. Apologies
None received.
2. Declarations of Interest
2.1 Cllr M. Robinson declared an interest in Item 4.1 of the agenda, advising that he lives on the road being discussed. Cllr Robinson submitted a dispensation request 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’. Council RESOLVED to approve the dispensation request for Cllr M. Robinson for a period of 12 months from the date of the initial declaration (30th July 2024) or until such a time as the councillor vacancies are filled, whichever is sooner.
3. Open Public Session
3.1. Resident views – None received.
3.2. PCSO Update – None received, other than to encourage the Council to complete the Parish and Town Council Survey received from the Police and Crime Commissioner.
3.3. Ward Councillor Update – Council noted the latest update report from Ward Councillor Elissa Swinglehurst, which has been published on the Parish Council website.
4. Minutes of meeting held on 14th May 2024
It was RESOLVED to approve and adopt the above minutes. The minutes were then signed by the Chairman. The Chairman noted that the National Grid Pole Works had not been included on the agenda and requested an update. The Clerk advised that she was waiting to receive approval from the Chair and Cllr Crowe for the draft response provided by Cllr Robinson. Both approved this and the Council asked the Clerk to respond to the National Grid.
The Parish Council discussed the outstanding actions as follows:
4.1. SLOW Road Markings on C1261 – Council noted Herefordshire Council’s response to their request for renewal of the current SLOW markings and consideration of providing red tarmac signs. Herefordshire Council responded to advise that they would renew the SLOW signs but that they would not consider red tarmac. It was RESOLVED to discuss this further at the September meeting and revisit the potential to apply for a TRO for the road.
4.2. 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 but had written to the Ward Councillor to request their assistance in seeking an update. The Chair advised that she had been informed the Environment Agency has investigated. The Council is now awaiting confirmation that it is safe to carry out drainage works on the road. Parish Council RESOLVED to task the Clerk with continuing to request an update from Herefordshire Council.
4.3. SK14 Footpath Obstruction Update – No further update has been received from Herefordshire Council’s PROW team regarding assessing the site for badger setts, before they can consider what work is required. However, the Clerk has submitted the clearance work as a potential job, as part of the PROW funding application and is awaiting a response. The Clerk will continue to follow-up with Herefordshire Council on assessing the site for badger setts.
4.4. Defibrillators in Neighbouring Parishes – it was confirmed that the defibrillator, located at Market Gardens, was not being removed. It was RESOLVED to respond to Bridstow Parish Council to advise of the guardian support being offered to Sellack Parish Council by H&W First Responders.
4.5. Ross-on-Wye Armed Services Veteran Centre Update – The clerk advised that the Parish Council had pledged £100 to support the setting up of this service (at their November 2023 meeting). This service has now been fully funded but the Parish Council has received correspondence from Ross-on-Wye Town Council asking if they would still like to donate to the service. It was RESOLVED to donate £100 to the Veteran Centre and to invite them to the Parish Council’s Armistice Day event.
5. Reports from Parish Footpath Officer and Parish Lengthsman
5.1. Parish Lengthsman Update:
The Council noted that the Parish Lengthsman had completed a maintenance day in the parish, during late spring.
The Council noted that the Parish Lengthsman had supplied the Parish Clerk with some costings to assist with the Parish Council’s funding application to Herefordshire Council for PROW works.
Parish Council noted receipt of an email from Herefordshire Council (the day before the meeting) requesting applications for drainage funding. The funding can be used towards ditching works, drainage asset surveys, minor drainage schemes and gully cleansing. As this email was received after the agenda had been published, it was agreed to discuss and approve the Parish Council’s funding application at the September meeting. It was agreed to promote this funding opportunity on the Parish Council’s Facebook page, to encourage residents to put forward suggestions prior to the September meeting.
5.2. Parish Footpath Officer Update:
5.2.1. Accessible footpaths – Council RESOLVED to request that the Lengthsman continue with the installation of gates on SK10 and SK13, following a discussion with the landowners and written approvals to proceed. The Clerk advised that she had applied for PROW funding (from Herefordshire Council) and was awaiting a response. (NB: Clerk submitted application based on Parish Footpath Officer report, as follows – five metal gates for SK13 and 10; clearance plus 2 fingerposts for SK14; 2 fingerposts for SK6; 1 fingerpost for SK5 and 2 fingerposts for SK10).
5.2.2. Sellack War Memorial plaques:
The Chair noted that the Clerk had sent the Parish Councillors the draft wording for each plaque, to check for accuracy and the Councillors made some amendments to the document. It was RESOLVED that the Parish Council would sponsor the final plaque. It was agreed to follow the format of the National Armed Forces Memorial at the National Arboretum and remove the rank of each soldier. The Parish Footpath Officer advised that he had reviewed the location requests for sponsors and felt that most could be accommodated. It was agreed that the Council would include a map of the route and suggested plaque locations for agreement at the next meeting.
5.2.2.1. It was RESOLVED to hold an unveiling of the plaques at an event on Saturday 9th November, starting at the Village Hall at 10am with an optional walk down to the church at 11.30am. Refreshments to be included at the Village Hall. Some consideration will need to be given to getting people back from the Church, at the end.
5.2.2.2. It was RESOLVED to agree the location of the information board/s at the next meeting. It was agreed that the boards should include a map of the route, a photo of the War Memorial, plus a QR code to direct people to the website and further information on each soldier. It was agreed that the Chair would find out more about the recent Staunton-on-Wye planning application to move their War Memorial, for safety reasons.
5.3. No additional defects raised.
6. Parish Council Assets
6.1. Benches – it was RESOLVED to include this on the agenda of the next meeting, to discuss the works required and cost implications.
6.2. War Memorial – it was RESOLVED to request a quote from the lengthsman to carry out some hedge trimming and weed killing.
6.3. Backney Bridge Picnic Site (BBPS):
6.3.1. The Chair took the Parish Council through the recommendations made by the Flood Action and BBPS Working Group, as follows:
6.3.1.1. To agree a date for the Autumn volunteer day – it was RESOLVED to hold the date for Saturday 5th October.
6.3.1.2. Car park barrier – it was noted that the overhead barrier cannot be opened and is rusted. It was RESOLVED to note this on the asset register.
6.3.1.3. Riverside trees – it was RESOLVED to request permission from Natural England to pollard the riverside trees in October. It was agreed to discuss any further works required to the site at the next Parish Council meeting.
6.3.1.4. Local Nature Reserve – to be considered at a future meeting.
6.3.1.5. Accessible footpath to viewpoint and benches – the Clerk has shared guidance on outdoor accessibility. It was RESOLVED to request that the working group consider drafting a grant application for this.
6.3.1.6. Car park works – Cllr Robinson stated that he was following up with the Mens shed group about this and the Clerk advised that a risk assessment would be required before any work is carried out.
6.3.1.7. Community Flood Signage – it was agreed to share this opportunity with the Flood Action and BBPS Working Group.
6.3.2. Car park arrangements – the Clerk advised that she had not received any reports of anti-social behaviour at the site to date. It was agreed to keep this item on the agenda over the summer period and continue to monitor.
6.3.3. The Chair thanked the local volunteer for their recent efforts in cleaning up the picnic site and creating a picnic spot by the car park and for identifying and removing some Himalayan balsam.
7. Finances
7.1. The Council noted the current bank balance of £19,722 and RESOLVED to approve the latest bank reconciliation and account statement.
7.1.1. Cllr Crowe confirmed receipt and review of bank statements for April, May and June and bank reconciliation as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements and bank reconciliation.
7.2. Council noted receipt of the following:
7.2.1. VAT Reclaim 2023/24 – £1,705
7.2.2. Plaque sponsorship payments from 1 sponsor – £42.30
7.3. Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
7.3.1. Clerk C Vaughan salary – June and July 2024
7.3.2. Sellack Village Hall Hire for May and July Inv 012 – £48.00
7.3.3. Autela Payroll Services Q1 2024/25 Inv14189 – £68.22 plus VAT
7.3.4. Security chain and lock for BBPS entrance gate – £31.47
7.3.5. Clerks expenses printer ink – £25.82
7.3.6. Lengthsman routine maintenance day July 2024 TGC2803 – £466.00 plus VAT
7.4. Participatory budgeting next steps – it was RESOLVED to include a table with some information on the scheme at the November event, to invite ideas.
7.5. The Council identified the following risks – the benches that have been removed from Caradoc and Picts Cross; BBPS and ongoing drainage issues at Sellack Marsh.
8. Communications
8.1. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts. It was agreed to include posts on the Drainage grant and the donation to the Armed Services Veteran Centre.
9. Planning.
9.1. Note planning / licensing applications received and also those responded to (under delegated authority) since the last meeting:
231806 Hillcrest, Foy Reconsultation – Proposed siting of 12 no. holiday lodge use as tourist accommodation on land within the established planning unit. No additional comments from Parish Council.
10. Clerk’s Information Sheet
10.1. To consider the following:
10.1.1. Police and Crime Commissioner’s Town and Parish Council survey – Council RESOLVED to agree to Cllr Crowe completing and returning the survey on behalf of the Parish Council.
10.1.2. Rural Housing Enabler Project for Herefordshire – it was RESOLVED to request further information on this.
10.1.3. Farmer led project running in the Wye Valley National Landscape – it was RESOLVED to include this information on the Parish Council’s Facebook page.
10.2. The following correspondence was noted:
• Locality Steward Weekly Reports
• Unity Trust Bank Statements
• Hedge lecture with Professor Dover – recording
• Climate change adaptation webinar – recording
• Face to face briefings with Balfour Beatty correspondence
11. Matters arising after the preparation of this agenda
None.
12. Future meetings
12.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
12.2. The date of the next ordinary meeting of Council was noted – Tuesday 10 September 2024, 7pm at Sellack Village Hall. Dates for the rest of the year: 12 Nov, 14 Jan 2025, 11 March and 20 May.
12.3. To consider when to hold the 2024/25 Annual Parish meeting – item deferred to September meeting.
Meeting closed at 21:05