SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON
TUESDAY 14th January 2025
IN SELLACK VILLAGE HALL AT 7.00PM
Present: Parish Councillors S. Aitken (Chair), M. Robinson (Vice Chair), E. Crowe and J. Marshall. Parish Council Clerk, Claire Vaughan.
Residents: Three present for part of the meeting plus Parish Lengthsman.
1. Apologies
Received from Ward Member Elissa Swinglehurst.
2. Declarations of Interest
2.1. The following declaration of interest was recorded:
2.1.1. Cllr S. Aitken declared a non-registrable interest in Item 9.1 – the applicant is known to her.
3. Co-option – to consider any applications received for co-option onto the Parish Council
None received.
4. Open Public Session
4.1. Resident views:
- Sellack Marsh Road drainage – Two residents raised ongoing concerns with drainage and suspected foul water on Sellack Marsh Road. The Chair noted these concerns and added that the issue was being dealt with by the Environment Agency and that the Parish Council had applied to Herefordshire Council for funding, to improve the drainage on that road and was awaiting a response. Residents were encouraged, by the Parish Council, to send photos of the issues to the Parish Clerk.
- Pot holes – a resident raised concerns about the increase in pot holes, especially along Sellack Marsh Road. Residents were encouraged to report potholes to Herefordshire Council via the Council website at https://www.herefordshire.gov.uk/report-problem
- Backney Common – a resident attended to advise that they had received contact from Herefordshire Wildlife Trust to advise that there was potential for grant funding to support the development of Backney Common as a nature site, particularly because of its Sand martin colony, yellow wagtail nesting and little ringed plovers (protected species). The local resident, Herefordshire Wildlife Trust, the Chair of the Parish Council and the Chair of Backey Common met on site to discuss it further on 8th January 2024. It was agreed that it would be beneficial to have three signs for canoeists (at the river) and walkers (at the BBPS car park and also at the entrance to the Common), also to attempt to keep people off the sensitive areas during breeding season through a form of temporary fencing. The funding is only available up until the end of March 2025 and would cover up to 60% of the overall cost, with potential for future funding to develop the site further for species but the Wildlife Trust will be carrying out a free survey in the spring to ascertain what is already there and how to best protect and enhance it. The Chair thanked the resident for their input and advised that the Chair of Backney Common was supportive of the initial recommendations made regarding signage and temporary fencing. The Chair added that this item was not included on the main agenda, so would not be considered at this meeting, but recommended that the Parish Council consider holding an extraordinary meeting in February, to further discuss this.
4.2. PCSO Update – The Chair shared that the PCSO had carried out a poaching patrol in the last month.
4.3. Ward Councillor Update – Council noted the Ward Members’ latest report, from December. The Chair advised that the report had included an item on extreme weather. It was RESOLVED that the Parish Council would include an item on grit bin maintenance and use in the next parish newsletter.
5. Minutes of meeting held on 12th November 2024
It was RESOLVED to approve and adopt the above minutes.
The minutes were then signed by the Chairperson.
The Parish Council discussed the outstanding actions as follows:
5.1. Annual Parish Meeting – Council RESOLVED to include the following items on the Annual Parish Meeting agenda – Emergency Planning, SmartWater, Participatory Budgeting and the Herefordshire History Festival.
5.2. No. 44 Bus Route – Council RESOLVED to approve the draft representation to be made to Herefordshire Council’s Cabinet Member for Transport and it was agreed that the Clerk would send this via email.
6. Reports from Parish Footpath Officer and Lengthsman
6.1. Parish Lengthsman Update
6.1.1. Lengthsman Scheme grant works 2024/25 – it was RESOLVED to ask the Lengthsman to complete the four remaining maintenance days before the end of March 2025. The Lengthsman advised that he was comfortable these days would be completed by the deadline. The Lengthsman noted that a report had been made about a drainage issue on Loughpool Lane and advised that he would be following this up to check on the source of the issue.
6.1.2. Drainage Maintenance Grant application update – it was noted that the Parish Council had received £2000 for ditching works and just over £200 for a drainage survey but was still awaiting a response on the application for funding to support minor drainage schemes. It was noted that the deadline for spending this grant had been extended to end of June 2025. The Parish Lengthsman advised that one of the jobs had already been completed and would be reported on at the next meeting. It was RESOLVED to contact Herefordshire Council for a response regarding the minor drainage scheme application.
6.1.3. PROW funded works 2024/25 – the Parish Lengthsman confirmed that the gates had all been delivered and were ready to install. Council RESOLVED to arrange site visits with the landowners, to discuss the gate replacements before installation takes place. The Chair agreed to arrange a site visit with both landowners affected.
The Parish Lengthsman advised that he had received the Parish Council’s request to quote for fingerposts and would come back to the Clerk with a quote.
6.2. Parish Footpath Officer (PFO) Update
6.2.1. Footpath accessibility – The Parish Footpath Officer advised that he was in the process of arranging a site visit with the landowner on SK11, where there is a narrow stretch of path.
6.2.2. Sellack Memorial Trail and Herefordshire History Festival, 10th-18th May 2025 – the Chair raised some concern that the Festival was approaching and that it would be prudent to develop a Working Group that could meet between Council meetings to develop recommendations for the Parish Council, as the Council had already agreed that it wished to be a part of the festival. Council RESOLVED to hold an extraordinary meeting on Tuesday 10th February, to discuss this item and the item raised by the member of public relating to Backney Common. Council RESOLVED to appoint Cllr J. Marshall as Chair of the Herefordshire History Festival Working Group, who will draft a terms of reference to be approved at the next meeting. It was RESOLVED to gather quotes for an A1 metal lectern type information board. Council noted that they would require consents to situate the boards at the start and end of the trail, before proceeding.
7. Parish Council Assets
7.1. Benches – no further update.
7.2. War Memorial – no further update.
7.3. Backney Bridge Picnic Site (BBPS)
7.3.1. Council RESOLVED to task the Clerk with contacting the local resident and Wildlife Trust to gather fencing and signage costs for the potential grant application mentioned during the public speaking item.
7.3.2. Council noted the recent tree damage following the storm. The Chair advised that someone (not the Parish Council) had visited the site to clear the fallen trees.
7.3.3. Habitat Regulation Assessment (HRA) – no further update. The Chair advised that it would be unlikely the Parish Council would be in a position to apply for the riverside trees to be pollarded this season, as this would require a HRA to be carried out.
7.3.4. BBPS and Flood Action Working Group and Volunteer Day – Council RESOLVED to combine the working group and volunteer days and it was agreed to hold the next day on Saturday 22nd March.
7.4. Risks – Council highlighted the following risks – Two parish benches (currently being stored securely) and trees at the picnic site.
8. Finances
8.1. Parish precept – Following discussion, Council RESOLVED to agree to set the Precept at £14,500 for 2025-26.
8.2. The Council noted the current bank balance and RESOLVED to approve the latest account statement.
8.2.1. Cllr Crowe confirmed receipt and review of bank statements for November and December, as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements.
8.3. Council noted receipt of the following:
8.3.1. 1 Memorial Plaque Ref SPCMP07 cheque – £28.37
8.3.2. 1 Memorial Plaque Ref SPCMP16 cheque – £28.37
8.3.3. Cash donations raised for the Royal British Legion (RBL) at the Remembrance event – £37.55 (paid into account in order to provide a cheque payment to the RBL)
8.4. Council noted the following payments made under delegated authority (since previous meeting):
8.4.1. Unity Trust Bank Account Fee Nov-Dec 2024 – £6.00 (automatically deducted from account)
8.5. Invoices for payment – Council RESOLVED to approve and pay the following invoices:
8.5.1. Clerk C Vaughan salary – December 2024 and January 2025.
8.5.2. Annual Data Protection Fee – £40.00 in total
8.5.3. Remembrance Day Event Refreshment Costs – £22.85 in total
9. Planning
9.1. Council considered the following planning applications:
Application Number: P243034/J
Site Description: 4 Caradoc Meadow, Sellack
Works to trees covered by TPO
Council RESOLVED to submit a comment to remind the Planning Officer that TPOs were originally placed on the development to conceal the views from Hoarwithy. (Cllr S.Aitken removed herself from discussion on this item)
10. Communications
10.1. Newsletter – Council RESOLVED to include items on extreme weather, Herefordshire History Festival, Annual Parish Meeting, Memorial trail plus a summary of the most popular items on our Fb page, to encourage more residents to sign up to online communications.
10.2. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts. It was agreed to post on the Annual Parish meeting and the BBPS volunteer day.
10.3. Internal communication methods:
10.3.1. Council noted the receipt of a phishing email to the main council email and that the Clerk had reported it to National Cyber Security Centre.
10.3.2. WhatsApp – Council RESOLVED to continue to use this form of communication for reporting urgent issues for attention. It was agreed that any comments requiring decision at Council, should be made via email. Council was reminded to refrain from including any personal information or photographs with people in on WhatsApp. Council RESOLVED to review the Retention schedule to reflect the recent inclusion of WhatsApp as a communication method.
11. Matters arising after the preparation of this agenda
It was noted that the Council had agreed to call an Extraordinary meeting of Council in February, to discuss the item raised by a resident regarding Backney Common. It was agreed to include approval of a Working Group Terms of Reference for the Herefordshire Histories Festival and approval of memorial trail information boards funding on the agenda of the extraordinary meeting in February.
12. Exclusion of Press and Public
Council RESOLVED to exclude the Press and Public on the grounds that the consideration of the following items involved the disclosure of confidential information (Section 1 (2) of the Public Bodies (Admissions to Meetings) Act 1960):
12.1. Council RESOLVED to approve the Clerk pay agreement for financial year 2024-25.
12.2. The Chairman reported back on the annual appraisal session with the Clerk. Parish Council noted the minutes of the appraisal meeting and discussed the benefits of having General Power of Competence (GPOC). It was RESOLVED to review whether the Council would like to have GPOC every year in conjunction with the Clerk’s annual appraisal.
13. Clerk’s Information Sheet
13.1. To consider the following:
13.1.1. Baton of Hope – Council RESOLVED to promote this on its social media channel.
13.2. The following correspondence was noted:
• Unity Trust Bank Statements
• HALC Information Corner
• Latest Planning Advice – NPPF – Council RESOLVED to contact Herefordshire Council’s Neighbourhood Planning Officer, for a further discussion.
• Herefordshire Children’s Services – Ofsted letter and Children’s Commissioner Report publication
• English Devolution – White paper
• Wye Valley National Landscape Dark Skies and Artificial Light Pollution Statement – Council RESOLVED to request if there is a public information campaign available, that the Council can share on its social media channel.
• Building Momentum for Rural Prosperity – Rural Services Network
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 11 March (inc. Annual Parish Meeting), 7pm at Sellack Village Hall. Dates for the rest of the year: Council RESOLVED to change the date of the May meeting, from 20th May to 13th May.
Meeting closed at 21:35