SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING OF COUNCIL
HELD ON TUESDAY 8th JULY 2025
IN SELLACK PARISH HALL AT 7.00PM
Present: Parish Councillors S. Aitken (Chair), M. Robinson, E. Crowe and J. Marshall (Vice Chair)
In attendance: Claire Vaughan (Clerk)
Residents: Four in attendance
The meeting commenced at the later time of 19:07. Due to a double booking of the Hall, the first part of the meeting took place outside the Parish Hall.
1. Apologies
None.
2. Declarations of Interest
2.1. To receive any declarations of interest from Members in respect of any matter on the agenda and to receive and consider any written requests for dispensation.
None received.
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: A resident asked for an update on the drainage works started by the Lengthsman at Sellack Marsh. The Clerk advised that the current round of Drainage grant funding, from Herefordshire Council, had to be spent by end of June. The Chair advised that the Council would consider whether to reapply for the funding later on the agenda.
4.2. PCSO Update: None received but the Chair noted that the ‘Neighbourhood Matters’ email bulletin recently included a post about carrying out a visibility patrol in Sellack. It was agreed that the Parish Clerk would resend the 2024 PCC survey, that the Parish Council completed, to the PCSO.
4.3. Ward Member Report: Noted.
5. To adopt minutes of the meetings held on 7th May 2025 and 19th May 2025
It was RESOLVED to approve and adopt both the minutes of the Extraordinary meeting of Council, held on 7th May and the Annual Ordinary meeting of Council, held on 19th May 2025.
The minutes were then signed by the Chairperson.
To review any outstanding actions:
5.1. We Don’t Buy Crime – to agree next steps following the Annual Parish Meeting:
Following discussion, Council RESOLVED to contact the Police to ask these follow-up questions:
• Is there a minimum amount of kits that the Parish Council can purchase, as a trial?
• Are there some examples from other Parish Councils about how they achieved rollout?
6. Parish Council Assets
6.1. Backney Bridge Picnic Site (BBPS) – Council noted the minutes from the BBPS and Flood Action Working Group meeting, held on 24th June 2025 and considered the recommendations as follows:
- Habitat Regulation Assessment – this is required by Natural England, before any works can take place within the SSSI (riverbank-abutment area). Cllr Aitken has agreed to review it, but it is a substantial piece of work. Council RESOLVED to task the Chairperson to commence the assessment.
- Backney Common Survey – the Chairperson advised that Herefordshire Wildlife Trust would be carrying out a wildlife survey of Backney Common and would feedback to the Working Group at their next meeting.
- Abutments in river – Council noted that Cllr Robinson had reported the tree growth on these abutments to Historic Railways, who are responsible for maintaining them.
- Work to Car Park (wooden) barriers – Council considered replacing the barriers near the grassed area of the car park and removing those around the remaining area of the car park, as well as creating a barrier to stop cars from accessing the lower picnic area. Council RESOLVED to agree that up to £500 be earmarked towards materials to create a barrier and repair the step handrails. It was agreed that Cllr Marshall would meet volunteers on site to agree the job required and complete a risk assessment, before any work takes place.
- Parish Council to consider organising a summer volunteer strimming day. It was felt best to keep the strimming day separate to a general volunteer day, to include the area by the noticeboard and the accessible footpath to the viewing platform, as a starting point to considering making this path fully accessible. Council RESOLVED to hold a volunteering strimming day in August.
- Use of weed killer to improve viewing platform – Council considered use of a domestic weed killer on this site, which has become a hot spot for dog fouling. Following the meeting, the Clerk sent the Council details of the HSE code of practice and recommended that quotes be sought from contractors for this work, which Council was supportive of.
- Fencing – Council RESOLVED to task the Chairperson with consulting with Backney Commoners about removing the damaged fence between the picnic site and PROW to the common.
- Flood Action – Council RESOLVED to submit an expression of interest to Herefordshire Council to create a flood equipment store in the parish, with flood resilience equipment, noting that the deadline for expressions of interest had already passed.
- Water quality – Council RESOLVED to task the Clerk with contacting Wye Lea Fisheries to ask if they know more about the local water quality and whether it is being monitored.
- Date of next Working Group meeting – Council noted the next meeting of the Working Group will take place on 19th August 2025.
6.1.1. Wyescapes survey re: accessibility – Council noted the approach made by Wyescapes and approved the draft response produced by the Clerk and Chair of Council.
6.2. Consider any potential risks to Parish Council assets – To be picked up under Item 7.1.
The meeting moved into the Parish Hall at 20:10.
7. Policies and Procedure
7.1. UPDATED – Asset Register including Clerk’s recommendations – Council reviewed the updated asset register and it was RESOLVED to approve and adopt it. The Clerk’s recommendations were noted with further discussion on some items as follows:
- Benches – Council received an update from the local resident who is storing two of the parish benches at their residence, that require repair. The resident had been seeking quotes to carry out repairs to the QE coronation bench (from Caradoc) and Council RESOLVED to receive formal quotes from the organisations that the resident had spoken to. The resident advised that it would cost approximately £500 to repair. The resident advised that the Council could also consider replacing the bench, with a new, galvanised bench that would cost approximately £400-500. The resident added that the George VI bench (from Picts Cross) would cost more to repair, as it required more work and was a larger bench.
- BBPS abutment – Council noted this as a specific financial risk.
- Trees – the Chair advised that the plaques for both trees were being stored at a resident’s home, as they both required new stakes and a coat of paint. The Chair advised that she would ask for an update from the local resident.
7.2. UPDATED – Standing Orders – Each Councillor confirmed that they had read the draft standing orders in full. Council RESOLVED to approve and adopt the Standing Orders.
8. Parish Footpath Officer and Lengthsman
8.1. Parish Lengthsman Update
8.1.1. Lengthsman Scheme grant works 2024/25 – Council noted that the Clerk had submitted an invoice to Herefordshire Council for a contribution towards works completed in 2024/25.
8.1.2. Update on Herefordshire Council’s Drainage Maintenance Grant works 2024/25 – Council noted that the Lengthsman had completed jobs at Loughpool, Church Lane and partially completed near Backney Bridge which the Clerk will submit an invoice to Herefordshire Council for, as part of the 2024/25 grant scheme.
8.1.3. To consider applying for the Herefordshire Council 2025/26 Drainage Grant Funding Scheme – Council RESOLVED to agree to resubmit the 2024/25 application, minus the jobs already completed, with a reminder to Herefordshire Council that the original application was only approved in March, with a June deadline (copy to the Ward Councillor).
8.2. Parish Footpath Officer Update (Cllr Mark Robinson):
8.2.1. Update on Herefordshire Council’s PROW funded works 2024/25 – Council noted that this work had not been able to progress in 2024/25.
8.2.2. To consider applying for the Herefordshire Council 2025/26 Public Rights of Way Grant Funding Scheme – Council RESOLVED to reapply for funding this year, with a focus on making the Parish footpaths accessible, with stile replacements along SK10 and SK13. The Parish Footpath Officer confirmed that landowner permission had been granted for this work to take place.
8.2.3. Update on making footpaths in the parish more accessible – The Footpath Officer advised that there was a gate is off its hinges on SK3 and there appeared to be a pedestrian gate missing on SK12 towards Hoarwithy, which he has spoken to the landowner about.
8.2.4. Sellack War Memorial Trail:
8.2.4.1. To agree and approve final amendments to the Information Board draft – Council RESOLVED to agree the list of final amendments to be made to the noticeboard design, which included an individual vote on whether to include the Lough pool pond as a point of interest, where it was voted against being included.
8.2.4.2. To receive an update on potential grant funding, including review of the criteria for the Heritage Lottery, for the Information Boards and Trail and agree next steps for purchasing the boards – Council discussed including repair of heritage benches, which could then potentially be added to the trail within an application, along with war memorial works. Council RESOLVED to consider a larger application via Heritage Lottery, for further discussion and approval at the next meeting. The Chair noted that Council had already agreed to earmark funds to pay for the information boards, if grant funding seemed unattainable.
8.2.4.3. To receive update on application to Highways authority to instal information board on highway and further discuss plans to consult residents in Upper Grove on location of second board – Council noted that the Clerk had written to the Highways Authority to request information on the process needed to follow.
9. Finances
9.1. Council noted the current bank balance and account statement.
9.1.1. Cllr Marshall confirmed receipt and review of bank statements for April, May and June 2025, as part of Council’s Financial Regulations and signed the bank statements.
9.2. Council RESOLVED to agree and approve the latest bank reconciliation. Appendix 1
9.3. Council noted receipt of the following income since the previous meeting:
9.3.1. HMRC VAT Reclaim 2024/25 – £945.98
9.4. Council noted the following payments made since the previous meeting, under delegated authority:
9.4.1. Unity Trust Service Charge (Account Fee) – £6 per month for June 2025. Au-tomatically deducted from account.
9.4.2 HMRC PAYE Q1 – £351.44
9.5. Council considered and RESOLVED to approve the following invoices for payment.
9.5.1. Clerk’s Salary for June and July 2025.
9.6. To approve carry forward of Participatory Budgeting (PB) funding for 2025/26 and to review and update the PB policy – Council agreed to defer this to a future meeting.
9.7. To note correspondence received from Ross-on-Wye Town Council regarding Ross Armed Forces Outreach and to consider a further donation to the service for 2025/26 – Council discussed the request and RESOLVED to agree to make a contribution of £100 to support the outreach programme for another year, with a request to be kept informed on progress.
9.8. Consider any financial risks to the Parish Council – Council noted the BBPS abutment, as part of the Clerk’s recommendations in the Asset Register.
10. Planning
10.1. To consider the draft motion put forward on the future of Neighbourhood Planning Services – Council considered the motion and RESOLVED to not adopt the proposal at this stage.
11. Communications
11.1. Newsletter – to discuss content for the Autumn newsletter, which will include items on grit bins and extreme weather protocol – Council RESOLVED to approve the content of the newsletter before the next meeting, when the final approval and sign off will be included on the agenda.
11.2. Discuss content for the parish council website and Facebook page, including a review of social media posts – Council noted the reach of the most recent Council social media posts. It was RESOLVED to include posts on the BBPS working group.
12. To note items arising after the preparation of this Agenda which the Chairman agrees to take as urgent. Such matters will be for noting only or deferral to a future meeting
None noted.
13. Clerk’s information sheet and correspondence received, including:
13.1. To consider the following:
13.1.1. HALC Information Corner June 2025 including:
- John Kyrle High School Summer School programme support – it was agreed that the Clerk would respond to the school to advise of the Sellack United Charities, should any families within the Parish want to apply for support.
- Council noted the offer of free cherry trees within the HALC update and were keen to apply for a tree. It was agreed to include this item on the next meeting agenda.
13.1.2. Strengthening volunteering across Herefordshire – Council is content for the Clerk to engage.
Council noted:
– Bank statements
– Herefordshire Local Plan Call for Sites Update – it was agreed to promote this information on the Council’s social media channels.
– Clerk’s note and link to online recording of Herefordshire Green Network Gathering on setting up a green group
– Flood Re briefing follow up – it was agreed to promote this information on the Council’s social media channels.
14. Future meetings:
14.1. Council noted the forward plan.
14.2. Council noted the date of the next meeting: Ordinary Meeting of Parish Council, Tues 9th September 2025, 7pm at Sellack Village Hall.
Meeting closed at 21:20