SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING HELD ON
THURSDAY 20TH MARCH 2025
IN SELLACK VILLAGE HALL AT 7.40PM
(after Annual Parish Meeting had concluded)
Present: Parish Councillors S. Aitken (Chair), M. Robinson (Vice Chair), E. Crowe and J. Marshall. Parish Council Clerk, Claire Vaughan.
Residents: Two present for part of the meeting
1. Apologies – None received.
2. Declarations of Interest
2.1. The following declaration of interest was recorded:
2.1.1. Cllr S. Aitken declared a registrable interest in Item 6.2 – which includes a recommendation to use the St Tysilio’s Church as a venue. Cllr Aitken is Secretary of Sellack Parochial Church Council.
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 drainage – a resident raised ongoing concern for the drainage issues on the Marsh road and common. The resident showed the Council an old map of where the brook used to run along the Marsh and asked if consideration could be given to investigate ditching works. The Chair advised that the Parish Council had submitted an application to Herefordshire Council to carry out ‘minor drainage works’ on the road but added that, as the area being referred to by the resident falls within commonland, they would suggest the resident contact the other Sellack Marsh commoners to discuss the matter further, in the first instance.
4.2. PCSO Update – none received.
4.3. Ward Councillor Update – Council noted the Ward Members’ latest report, from February.
5. To adopt minutes of meetings held on 14th January and 11th February 2025
Minutes of meeting held on 14th January 2025
It was RESOLVED to approve and adopt the above minutes with one amendment as follows:
Item 4, Backney Common – ‘…to support the development of Backney Common as a nature site, particularly of its Sand martin colony, yellow wagtail nesting and little ringed plovers (protected species).’
The minutes were then signed by the Chairperson.
Minutes of Extra-ordinary meeting held on 11th February 2025
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. No. 44 Bus Route – the Clerk confirmed that she had sent the Parish Council approved correspondence to Herefordshire Council’s Cabinet Member for Transport and was awaiting a response.
5.2. Local Drainage Grant – the Clerk advised that she had followed up with Herefordshire Council regarding the parish application for minor drainage grant funding and was awaiting a response.
5.3. PROW grant – the Chair advised that she would make contact with the landowner shortly, to discuss the stile replacements.
5.4. Commonland works – the Parish Council had been contacted by a local resident to carry out some tree works on their property, adjoining Upper Grove Common, which is a S45 common. It was RESOLVED to respond to the local resident to advise that the Parish Council has no objections to them carrying out the works.
6. Herefordshire Histories Festival Working Group Update and Recommendations
6.1. The minutes of the Herefordshire Histories Working Group meeting, dated 25th February 2025, were noted.
6.2. Review of recommendations made by the Working Group:
• Venue – Cllr S. Aitken left the discussion at this point (8.03pm). Cllr John Marshall proposed that the Parish Council use the Church as the base for the proposed talk and guided walks, due to its parking, toilets and refreshments being available. It is also being offered free of charge. It was RESOLVED to utilise the Church as the venue for the programme of activities planned by the Parish Council, as part of Herefordshire Histories Festival week. Cllr S. Aitken returned to the meeting (8.10pm).
• Information Boards – Cllr Crowe shared the draft design brief for the information boards and it was RESOLVED to approve the design brief and move forward with seeking quotes to design the board, along with lectern and installation. Council noted the tight timescales on turnaround, and it was RESOLVED to display a mock-up of the designed board at the talk event, to invite resident comments, as part of the Herefordshire Histories Festival and then move forward with seeking permissions and funding for installing lecterns. This item covers Item 6.3 of the agenda. The Chair advised that the Clerk would share the funding options email that she had received from the new Herefordshire Council Parish Council Grants Liaison Officer, with Councillors, for their consideration.
• Registering for talk event and guided walks – it was RESOLVED to make the talk and guided walks ticketed events, with people asked to register for free via Ticketsource. It was agreed that as part of this registration process, data collection information will be included in the ticket, in order for the Parish Council to contact participants after the event. Council discussed leaving feedback cards in the Church, for those completing self-guided walks during the week.
• Parking – It was RESOLVED that the Chair would contact the landowner to discuss parking at the Church (on the field) for the events planned. For the self-guided walks throughout the week, it was RESOLVED to ask the Village Hall if the grass area could be made available for parking, for those wanting to start from Upper Grove.
• Talk event – Council RESOLVED to seek a plaque sponsor who would be willing to speak at the event, about their reasons for sponsoring.
• Volunteers – it was RESOLVED to seek volunteers to support the guided walks.
7. Parish Council Assets
7.1. Backney Bridge Picnic Site (BBPS) – update on proposed work with Backney Common Herefordshire Wildlife Trust:
The Chair advised that the Herefordshire Council Parish Council Grants Liaison Officer had recommended keeping funding applications for the Common work and the trail information boards separate.
8. Finances
8.1. The Council noted the current bank balance and RESOLVED to approve the latest account statement.
8.1.1. Cllr Crowe confirmed receipt and review of bank statements for January and February 2025, as part of the Council’s Financial Regulations. Councillor Crowe signed the bank statements.
8.2. Council Insurance – it was RESOLVED to approve the Community First insurance quote and Council confirmed they were content with the cover provided.
8.3. To note receipt of any income since the previous meeting – none received.
8.4. To note payments made since previous meeting (under delegated authority):
8.4.1. Unity Trust Service Charge (Account Fee) – £6 per month for January, February and March 2025, totalling £18 (automatically deducted from account).
8.4.2. Flying Colours Spring Newsletter Printing and Delivery – Inv15303 – £95.00
8.4.3. HMRC Q4 – £342.60
8.4.4. RBL Poppy Appeal Donation from Sellack Parish residents (collection at Remembrance event, November 2024) – £37.55
8.5. Invoices for payment – Council RESOLVED to approve and pay the following invoices:
8.5.1. Clerk C Vaughan salary – February and March 2025, including back pay to April 2024 (following pay increase approval at January 25 meeting).
8.5.2. Community First Insurance Renewal for 25/26 – £190.29
8.5.3. Autela Payroll services Q4 and HMRC End of Year processing – Inv15225 – £85.28 plus VAT
8.5.4. Herefordshire Association of Local Councils (HALC) and NALC subscription and affiliation fee – InvH5077 – £416.46 plus VAT
8.5.5. Lengthsman Invoices:
8.5.5.1. InvTGC3111 – Lengthsman Grant work – Routine maintenance day (Feb 2025) – £466.00 plus VAT
8.5.5.2. InvTGC3042 – Lengthsman Grant work – Routine maintenance day (Jan 2025) – £466.00 plus VAT
8.5.5.3. InvTGC3052 – Local Drainage Grant Ditching Works from C1271 to BBPS (Jan 2025) – £300.00 plus VAT
It was RESOLVED to postpone payment of Lengthsman invoices TGC3051 and TGC3043, both for minor drainage works, and the Clerk was asked to contact Herefordshire Council (copying in the Ward Member) to request an update on grant funding for minor drainage schemes. Council RESOLVED to pay these two invoices as soon as confirmation is received from Herefordshire Council, that the Parish Council has received funding.
8.6. Internal auditor – it was RESOLVED to approve HALC as the Internal Auditor for the Council’s 2024/25 and approved the fee of £275.00.
8.7. Financial risks – Council identified the two outstanding Lengthsman invoices as a potential risk.
9. Policies and Procedures
9.1. Risk Register (NEW) – Council RESOLVED to approve and adopt the risk register and highlighted the following actions:
• Bank signatories – Council RESOLVED to add a third signatory to the bank transactions, but payments will still only require two signatories. It was RESOLVED that Cllr Crowe would be added as a third signatory and that Cllr Marshall would take over the bi-monthly review of bank statements, as part of the Council’s Financial Regulations.
• Council accessing Parish Council files if Clerk not available – it was RESOLVED to explore accessing a Cloud account to save files.
• BBPS checks – it was RESOLVED to use the Council WhatsApp for councillors to advise when they have visited the BBPS and to raise any immediate issues.
10. Communications
10.1. Discuss content for the parish council website and Facebook page – Council noted analysis of Facebook posts and were pleased to see the increase in engagement on this platform. It was agreed to post about the History Festival (closer to the date),
11. Matters arising after the preparation of this agenda
None.
12. Clerk’s Information Sheet
12.1. To consider the following:
12.1.1. Verge cutting season – Council noted this and expressed contentment with continuing with two cuts per year.
12.1.2. Herefordshire Council’s Parish Summit – Council noted that the Clerk had advised she would attend the Summit in April.
12.1.3. Herefordshire Council Local Plan and NPPF Update – Council noted this.
12.2. The following correspondence was noted:
• Unity Trust Bank Statements
• Parish Council funding assistance update
13. Future meetings
13.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
13.2. The date of the next ordinary meeting of Council – it was RESOLVED to move the date of the Annual Ordinary Meeting of Council from Tues 13th May to Tues 6th May to allow time for any final decisions to be made relating to the Herefordshire Histories Festival. To be held at 7pm at Sellack Village Hall.
Meeting closed at 21:25