SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON
TUESDAY 10th SEPTEMBER 2024
IN SELLACK VILLAGE HALL AT 7.00PM
Present: Parish Councillors Sarah Aitken (Chair), Mark Robinson (Vice Chair) and Emma Crowe.
In attendance: Parish Lengthsman (for part), PCSO Simon Hall and PC Ben Davidson (for part), Claire Vaughan (Clerk).
Residents: Three (for part).
1. Apologies
None received.
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
None received.
4. Open Public Session
4.1. PCSO Update – The Chair gave permission for this item to be moved from 4.2, in order to accommodate the PCSO, who was unable to stay.
PCSO Simon Hall advised that there were no issues to report from the local area. He asked the Parish Council to advise of any key community safety priorities for the area. The Parish Council RESOLVED that rural crime and theft would be a priority for the winter period.
It was agreed that the Parish Clerk would contact the PCSO to advise of the Annual Parish meeting date, for SmartWater to be included on the agenda.
Councillor Robinson advised that Item 5.1.3 on the agenda referred to a recent road traffic accident that had occurred at Picts Cross. The PCSO advised that he would speak with his Traffic Management colleague about this issue, and it was agreed that the Clerk would send the PCSO further details. The PCSO stressed that residents should always report any community safety concerns to the Police, otherwise they may not be aware of emerging issues and concerns.
4.2. Resident views:
4.2.1. Church Lane road condition – a resident attended to raise concerns about the mud in the lane from the Church car park to the end of the lane. They provided photographs to show the extent of the issue. The Chair advised that a job was included on the draft Drainage Maintenance Grant application being discussed under Item 6.2 which, if approved by Herefordshire Council, may help with this issue.
The Chair encouraged the resident to report the issue of mud on the road and potholes to Herefordshire Council and it was RESOLVED to task the Clerk with also reporting the issue to Herefordshire Council, on behalf of the Parish Council.
4.2.2. Sellack Marsh Road drainage – a resident asked if there was an update. The Chair advised that the Parish Council had not yet received a formal response from Herefordshire Council to confirm if the Parish lengthsman is able to continue with maintenance work at the site.
4.3. Ward Councillor Update – Council noted the latest update report (August) from Ward Councillor Elissa Swinglehurst, which had been published on the Parish Council website.
5. Reports from Parish Footpath Officer and Lengthsman
As both resident views were related to roads and drainage, the Chair advised that she would bring forward Item 6 on the agenda.
6.2. Parish Council to consider drainage maintenance works to submit to Herefordshire Council’s Drainage Maintenance Grant
The Chair noted that the Council had requested resident suggestions for this grant via the Parish Council Facebook page, with one suggested job being submitted and included within the costings, for consideration.
Council RESOLVED to apply for all 19 jobs (included in Councillor agenda packs) that had been costed by the lengthsman, to the Herefordshire Council Drainage Maintenance Grant, with one amendment to the survey costings, to reflect lengthsman costings of £20 per km of road within the parish, which the Clerk will cost and submit.
Also, under Section 3 it was agreed to include an additional job, to install a wider pipe at the bottom of Sellack Marsh road and the Parish lengthsman was asked to provide an additional cost for this.
The Chair advised the residents present that the job list included drainage works to Church Lane and to Sellack Marsh road. It was noted that, if all jobs were successful in receiving grant funding, the lengthsman would require landowner permissions (where relevant) to carry out any works. It was RESOLVED to task the Parish lengthsman with jetting the drains on Church Lane on a future maintenance day, once Herefordshire Council had visited, to remove the mud currently on the road.
6.3 Parish Footpath Officer Update:
6.3.1. SK14 – Council noted the response from Herefordshire Council to advise that their Inspector and Enforcement Officer had re-inspected the footpath in August and met some of the landowners and have submitted a report to the Head of service, for their consideration, but their feeling is that it won’t reopen any time soon.
6.3.2. Parish Council noted the receipt of Herefordshire Council PROW funding towards footpath furniture, which does not include installation costs. It was RESOLVED to task the Parish Lengthsman with installing five gates (mix of metal and wood) along SK13 to SK10, as agreed at the previous meeting, with the gates being funded by Herefordshire Council (£1250) and the installation being funded by the Parish Council, using a mixture of PROW reserves and precept (£1700). The Parish lengthsman was asked to carry out the works prior to the Remembrance event in November, following approval being sought from the landowner. It was RESOLVED to receive costings from the Parish lengthsman at the next meeting for the installation of waymark posts (that had been part funded by the Herefordshire Council PROW grant).
6.3.3. War Memorial plaques – the Clerk advised that the plaque costs had reduced since the original quotation, and Council RESOLVED to offer a refund to sponsors, once the exact amount was known. The sponsors could be asked if they would like to donate towards the information boards or receive a refund.
6.3.3.1. It was RESOLVED to approve the cost of an artwork proof from the engravers, at a cost of £36.00
6.3.3.2. It was RESOLVED that Cllr Robinson would map out the route and where each plaque would be located. It was RESOLVED that the Chair would email the landowners to confirm their approval to progress, sending them a location map and plaque example.
6.3.3.3. Remembrance event – it was RESOLVED to commence the event on 9th November at 10am at the Village Hall with some information on the walk, participatory budgeting and time for tea and cake, with a minute’s silence and laying of wreath at 11am, followed by reading out the names of the fallen. It was RESOLVED to ask the local resident, who had carried out the research on the soldiers from WW2, to read out the names of the fallen. The walk will then take place from 11.30am, with residents given the option to finish at the church (where tea and cake will be available) or complete the circular walk back to the Village Hall. It was RESOLVED to request a RBL donation box for the event.
6.1 – Parish Lengthsman Update:
It was RESOLVED to request that the Parish Lengthsman make a gate latch adjustment along a bridleway that was recently walked by the Parish Footpath Officer and Lengthsman.
6. Minutes of meeting held on 30th July 2024
It was RESOLVED to approve and adopt the above minutes. The minutes were then signed by the Chair.
The Parish Council discussed the outstanding actions as follows:
6.1. Highways Update C1261 – Council RESOLVED to apply 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 it was agreed the Clerk would write to the Ward Councillor to request their support.
It was RESOLVED to respond to Herefordshire Council regarding the recent correspondence regarding SLOW signs, to advise that there had been a recent collision at Picts Cross.
6.1.2. It was agreed that the Parish Council would not apply to the Police and Crime Commissioner Safer Roads Fund this year but would review this fund in the future.
6.2. Sellack Marsh Road Drainage Update – covered under Drainage maintenance item.
7. Parish Council Assets
7.1. Benches – it was RESOLVED to include this on the agenda of the next meeting, to discuss the works required and cost implications. It was agreed the Clerk would contact the local resident who is storing the benches, to discuss next steps.
7.2. War Memorial – it was RESOLVED to request a quote from the lengthsman to carry out some hedge trimming and weed killing. The Council noted that there is a War Memorial grant available, and it was agreed to discuss this at a future meeting. It was noted that a number of Parish Councils had recently applied for permission to move their war memorials from roadsides and the Parish Council Chair has contacted one council to request more information on the process they followed. It was RESOLVED to discuss this at a future meeting.
7.2.1. It was RESOLVED that the Clerk would purchase one wreath to lay at the War Memorial.
7.3. Backney Bridge Picnic Site (BBPS):
7.3.1. The Clerk advised that Natural England had requested a Habitat Regulation Assessment before granting permission to pollard the riverside trees. The Clerk has asked Natural England for further information on this.
7.4. Risks – Council highlighted the following risks – Two parish benches (currently being stored at a local resident’s home), the picnic site and road drainage issues.
8. Planning
8.1. Application number 241951 – it was RESOLVED to object to this application for the following reason: ‘The application falls within an AONB and will have a significant effect on landscape character and visual amenity. No change from when conditions were applied so reason for conditions remains unchanged’.
8.2. Council noted planning / licensing applications received and responded to (under delegated authority) since the last meeting.
Licensing Application – Herefordshire Ciders, Little Pengethly Farm Application for premises license – No comments from PC
241925 Loughpool Cottage, Grove Common Proposed replacement single storey extension to existing dwelling – NB: This planning application was received, outside of the meeting schedule. The parish council opted not to comment on this application, due to one councillor declaring an interest.
9. Finances
9.1. The Council noted the current bank balance of £18,226 and RESOLVED to approve the latest bank reconciliation and account statement.
9.1.1. Cllr Crowe confirmed receipt and review of bank statements for July and August and bank reconciliation as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements and bank reconciliation.
9.2. Council noted receipt of the following:
9.2.1. Plaque sponsorship payments from 1 sponsor – £42.30
9.3. Council noted the following payments made under delegated authority (since previous meeting):
9.3.1. HMRC PAYE Q2 – £296.60
9.3.2. Unity Trust Bank Account Charge Q1 – £18.00 (automatically deducted from account)
9.4. Invoices for payment – Council approved and it was RESOLVED to pay the following invoices:
9.4.1. Clerk C Vaughan salary – August and September 2024. Council noted that the cheque for the Clerk’s July salary payment wasn’t cleared due to a correction error on the cheque and a replacement cheque was signed.
9.5. Participatory budgeting next steps – it was RESOLVED to include a table with some information on the scheme at the November event, to invite ideas. It was agreed to aim for a vote on the winning idea at the Annual Parish meeting in March.
10. Communications
10.1. Newsletter – Council RESOLVED to approve the draft newsletter produced by the Clerk. It was agreed to cover the same delivery routes as previous newsletter distributions. It was RESOLVED to include an item on Sellack United Charities within the newsletter (rather than as an insert), as they had attended the Annual Parish meeting, to provide an update. The draft wording for this item was approved. It was RESOLVED to pay printing costs for the newsletter, totalling £95.
10.2. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts. It was agreed to include posts on the Remembrance event and link to stories on our website, PROW funding secured,
11. Policies and Procedures
11.1. Social Media Policy – Council RESOLVED to approve and adopt the policy with a review date of September 2026.
12. Clerk’s Information Sheet
12.1. To consider the following:
12.1.1. Invitation to HALC Conference – Council noted this.
12.1.2. Invitation to Herefordshire Council’s Parish Council Summit – Council noted this.
12.1.3. Rural Housing Enabler Project for Herefordshire – Council noted the response received.
12.1.4. Invitation to Wye Valley National Landscape Partnership Annual Study Tour Friday 20th September from Wye Valley AONB – Council noted this.
12.1.5. Local Cycling and Walking Infrastructure Plan (LCWIP) Parish Councillor Engagement – The Chair advised that she would attend this event and feedback to the Parish Council.
12.1.6. National Planning Policy (NPPF) consultation – Council noted the additional housing requirements and the need to identify more sites in Herefordshire.
12.2. The following correspondence was noted:
• Locality Steward Weekly Reports
• Unity Trust Bank Statements
• HALC Information Corner
• Community Risk Management Plan 2025-2030 consultation from HWFRS
13. Matters arising after the preparation of this agenda
None.
14. Future meetings
14.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
14.2. The date of the next ordinary meeting of Council was noted – Tuesday 12 November 2024, 7pm at Sellack Village Hall. Dates for the rest of the year: 14 Jan 2025, 11 March and 20 May.
14.3. To consider when to hold the 2024/25 Annual Parish meeting – it was RESOLVED to hold the Annual Parish meeting on the same date as the March Parish Council meeting – 11 March 2025.
Meeting closed at 21:10.