SELLACK PARISH COUNCIL
MINUTES OF ORDINARY MEETING OF COUNCIL
Held on Tuesday 13th January 2026
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); PCSO David Alexander and Parish Lengthsman (both for part).
Residents: None
1. APOLOGIES
None received. The Chairperson noted that Cllr E. Crowe would be arriving late.
2. DECLARATIONS OF INTEREST
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: None received.
4.2. Ward Member Report: Noted. The Chairperson noted that the Ward Member had identified Church Road as a priority for road improvements within her Ward.
4.3. Introduction to and receive update from new Police Community Support Officer (PCSO): PCSO David Alexander introduced himself, as one of a team of three PCSOs in the Ross-on-Wye area. PCSO Alexander advised that there are now also four Safer Neighbourhoods Officers in the area too.
PCSO Alexander advised that there had been three callouts in the Sellack Parish, in the last six months for a tree down, criminal damage and a Road Traffic Collision.
PCSO Alexander advised that the Police had seen an increase in poaching, across the local area but not necessarily in Sellack.
PCSO Alexander advised that the Police had been reaching out to local Churches, to advise of an increase in thefts from these buildings.
The Police van will be parked at Sellack Parish Hall on the following dates between 2 and 4pm:
16th March
4th May
6th July
7th September
9th November
The team also offer property marking and will visit individual households to carry this out. This does need to be booked in advance, with more details available on the West Mercia Police website.
Cllr Marshall asked about support for financial crime. PCSO Alexander advised that he would send the Clerk some useful web links.
Cllr E. Crowe joined the meeting at 7:20pm.
The Chairperson advised PCSO Alexander that the Parish Council was monitoring the Backney Bridge Picnic Site for any anti-social behaviour, with some being reported previously. PCSO Alexander noted this and advised that this would be included in future patrols and that he would send the Parish Council further information on CCTV in public spaces.
5. TO ADOPT MINUTES of the meetings held on 11th November 2025
It was RESOLVED to approve and adopt the minutes of the ordinary meeting of Council, held on 11th November 2025.
The minutes were then signed by the Chairperson.
To review any outstanding actions:
• We Don’t Buy Crime and Neighbourhood Watch – The Chairperson advised that only one resident responded to the Parish Council’s call for interest in both projects, in the Autumn newsletter. Council RESOLVED to raise this as an item at the Annual Parish Meeting in 2026, for one final opportunity for the Parish to take part in the scheme.
• Notes of Clerk’s Annual Appraisal – Noted.
6. PARISH FOOTPATH OFFICER AND LENGTHSMAN UPDATES
Council RESOLVED to move this item on the agenda (from Item 7).
6.1. Parish Lengthsman and Drainage Update:
6.1.1. Confirmation of grant funding received for drainage and ditching works from Herefordshire Council 2025/26 Drainage Grant Funding Scheme – Council noted that funding totalling £17,271 had been confirmed by Herefordshire Council for the following drainage and ditching jobs to be completed by the Parish Council’s Lengthsman, which would need to be completed by end of March 2026:
• Drainage improvement – SPCDM06 – C1271. From Marsh Farm to U71007 Northern end. Summary – deep cleanse drainage network.
• Drainage Improvement – SPCDM10 – C1270. Lower Grove Common. Pond Area. Summary – Create silt and debris trap in front of road culvert headwall to prevent the culvert from getting blocked.
• Drainage Improvement – SPCDM11 – U71007. At junction with U71006. Summary – Create ditch headwall and pipe to road gully on U71006.
• Drainage improvement – SPCDM12 – C1271. Sellack Marsh. Galatea to ditch headwall. Summary – Replace the existing 150mm drainage pipe with 225mm twin wall drainage pipe.
• Drainage Improvement – SPCDM13 – U71007. Baysham Farm Area. Summary – have the outfall from the existing road gully piped across land to connect into the drainage network on the C1271.
6.1.2. Council to approve final list of ditching works to be undertaken – Council RESOLVED to approve the following list of ditching works, to be completed as part of the drainage grant funded work from Herefordshire Council:
• Ditching Works – SPCDM01 – U71007. From C1271 to PROW SK 1. Summary – strim ditch and clear grips.
• Ditching Works – SPCDM04 – U71006. From C1271 junction to Backney Picnic Site. Summary – South side-clear grips draining into field ditch. Reform leads. Put in new grips at marked areas.
6.1.3. Council to consider any additional actions needed before works are undertaken:
• SPCDM10 – The Chairperson advised that the Clerk had received an email from a resident regarding the presence of Greater Crested Newts at the location. Council noted that there had been a planning application made to Herefordshire Council in July 2025, for a site adjoining this area, which included an ecological appraisal report, which indicated that ‘the likelihood of GCN presence is currently low for the site’. Council RESOLVED to proceed with the work provided there was an accredited newt expert on site, but to seek confirmation from Herefordshire Council that that was acceptable before work commenced.
• SPCDM06 – the Lengthsman is liaising with the gas mains company regarding the gas pipeline that runs close to this area.
• SPCDM13 – Council RESOLVED to seek landowner permission before proceeding with this work and to seek clarification from Herefordshire Council, on who will be responsible for maintaining it.
6.2. Parish Footpath Officer Update (Cllr Mark Robinson):
6.2.1. Confirmation of grant funding received for PROW works from Herefordshire Council 2025/26 – Council noted that funding of up to £3,400 had been approved by Herefordshire Council towards making the Parish footpaths accessible, by replacing stiles with gates along four well used routes in the parish. Landowner permission has been given and Council RESOLVED to send a map of where the 7 gate replacements are located, to the lengthsman asap.
6.2.2. Council to consider any additional actions needed before work is undertaken – none noted.
6.2.3. Sellack War Memorial Trail:
6.2.3.1. To consider funding options to purchase the Information Boards – the Chairperson suggested that the Council consider using some of its general reserves to fund the purchase of the noticeboards and Council RESOLVED to discuss this further under the budget item on the agenda.
6.2.3.2. To consider and approve use of s137 or to confirm power/s – Council reviewed the list of powers available to them and it was RESOLVED to use its power to contribute to encouragement of tourism.
6.2.3.3. To receive update on permissions to site Information Boards – the Clerk confirmed that Herefordshire Council’s PROW service had confirmed that the Parish Council could place an information board on the PROW subject to it being professionally installed and it not being installed in a position which causes an obstruction to users. The Clerk confirmed that she was awaiting approval from Highways on installing a noticeboard on the highway.
6.3. Review any defects to be raised with and receive updates on work requests from Herefordshire Council – none raised.
7. PARISH COUNCIL ASSETS
7.1. Backney Bridge Picnic Site (BBPS):
7.1.1. BBPS and Flood Action Working Group – to note the draft minutes of the meeting held on 24th November 2025 and to consider the recommendations made to the Parish Council:
• Maintenance contract – seek quotes for two maintenance days per year and compile a table of works that will be carried out by a contractor and those to be carried out by volunteers. Parish Council considered the quote received from the contractor to mow and collect, strim areas, trash cut bramble areas and leaving wildlife corridor around curtilage boundary at £110 per visit and to spray off viewing area is an extra £30 per visit. Council RESOLVED to approve this quote in principle and will confirm how often the work will be required per annum.
• Litterpicking – raise at the Annual Parish meeting, to ask for volunteers.
• Common area – Get rope in place and temporary signage in place for next spring (March).
• Local Nature Reserve – Move into long term plan.
• Date of next Working Group meeting – Council RESOLVED to hold the next working group meeting on a Monday evening in February, to be confirmed. (confirmed following the meeting – Monday 16th February, 6.30pm online).
7.1.2. Riverside tree works update – Cllr Marshall advised that he had received advice from the contractor that maintaining the riverbank integrity at BBPS was crucial and suggested that the Parish Council leave a gap between pollarding seasons. Council RESOLVED to adhere to this advice and review again in Winter 2026.
7.1.3. To agree Volunteer Day date for spring 2026 – Council RESOLVED to hold the next volunteer day on Saturday 28th March.
7.2. Benches – update on repairs to coronation bench and to agree where to locate the bench once repaired: the Chairperson advised that the repair work on the QE bench was almost complete and a decision was needed on where the newly repaired bench would be located. Council agreed to discuss this with the BBPS working group, to see if there is an appropriate location at the picnic site for the bench to be situated.
7.3. Defibrillator – Council noted the age of the defibrillator (10 years) and battery (3 years). Council RESOLVED to approve the purchase of new pads, at a cost of £62.65 plus VAT
7.4. Consider any potential risks to Parish Council assets: no further items were mentioned.
8. FINANCES
Council RESOLVED to move this item on the agenda.
8.1. To agree and approve the latest bank reconciliation for Q3: Council RESOLVED to approve the bank reconciliation for Q3. Cllr Marshall confirmed receipt and review of bank statements for October-December 2025, as part of the Council’s Financial Regulations. Cllr Marshall signed the bank statements to confirm reviewed.
8.2. To consider and approve the budget and precept requirement for 2026-27 alongside the updated Reserves Policy (also for approval): Following the detailed discussion that took place at the November meeting, Council revisited the draft budget and it was RESOLVED to approve the draft budget with an unchanged precept figure of £14,500. Council RESOLVED to approve and adopt the updated Reserves Policy.
8.3. Council noted payments made under delegated authority, since the last meeting:
8.3.1. Unity Trust Service Charge (Account Fee) – £6 per month for November and December 2025. Automatically deducted from account.
8.3.2. Walford Timber supplies for additional BBPS car park barriers – £7.06 plus VAT
8.4. Council considered and RESOLVED to approve and pay the following invoices for payment:
8.4.1. Clerk’s Salary for December 2025 and January 2026
8.4.2. Lengthsman Maintenance Day (2/5) – Inv TGC3578 – £489.30 plus VAT
8.4.3. HMRC PAYE January – £117.28
8.4.4. HALC Website domain and hosting for 2 years – £225.00 plus VAT
8.4.5. Lengthsman Maintenance Day (3/5) – InvTGC3639 – £250.00 plus VAT
8.4.6. Lengthsman Drainage Maintenance – InvTGC3646 – £4,150.00 plus VAT
8.5. Consider quotes for Internal Audit and approve Auditor for 2025/26 accounts: the clerk advised that she had sought quotes from two providers, with one submitting a quote in time for this meeting. Council RESOLVED to approve the quote received of £200 for a Council with income/expenditure under £25,000 or £250 for over.
8.6. Consider any financial risks to the Parish Council: none raised.
9. PARISH COUNCIL EVENTS CALENDAR
9.1. Annual Parish Meeting 2025/26:
9.1.1. To agree date, time and venue for the Annual Parish meeting: Council RESOLVED to hold this on a separate date to the Annual meeting of Council (confirmed following the meeting for Wed 22nd April, 6.15pm at Sellack Parish Hall)
9.1.2. To discuss agenda items for the meeting – Council agreed to consider this at the March meeting.
9.2. Remembrance Event 2026:
9.2.1. To consider whether to hold an annual event and to schedule in planning considerations into Forward Plan: Council RESOLVED to make this an annual event and to include planning on the Forward Plan, starting in July each year.
10. PLANNING AND LICENSING
To consider the following planning application/s:
Planning consultation – 253602
Baysham Cottage, Church Road, Sellack, Ross-On-Wye, Herefordshire HR9 6QP
APPLICATION TYPE: Full Householder
DESCRIPTION: Extension and alterations.
GRID REFERENCE: OS 357078, 227598
Council RESOLVED to support the application.
11. POLICIES AND PROCEDURES
11.1. REVIEW – Working Group Protocol – Council reviewed the policy and RESOLVED to approve and adopt the Working Group protocol.
11.2. REVIEW – Social Media Policy – Council reviewed the policy and RESOLVED to approve and adopt the Social Media Policy.
11.3. REVIEW – Publication Scheme – Council reviewed the policy and RESOLVED to approve and adopt the Publications Scheme.
12. COMMUNICATIONS
12.1. Discuss content for the parish council website and Facebook page, including a review of social media posts: Council RESOLVED to promote the Neighbourhood Matters messaging service, which includes the opportunity to sign up to Fraud updates.
12.2. To agree date for publication of next newsletter and discuss content: Council RESOLVED to approve the newsletter at the March meeting, with distribution prior to the Annual Parish meeting.
12.3. To review use of WhatsApp for Parish Council and approve removal of disappearing message period: Council RESOLVED to change the WhatsApp group settings for the Parish Council, to remove disappearing messages.
13. URGENT MATTERS
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.
14. CLERK’S INFORMATION SHEET AND CORRESPONDENCE – FOR NOTING
14.1. Bank statements – noted
14.2. Electoral Review – noted
15. FUTURE MEETINGS:
15.1. Council noted the forward plan and raised any items for future meetings
15.2. Council noted the date of the next meeting: Ordinary Meeting of Parish Council, Tues 10th March 2025, 7pm at Sellack Parish Hall
Meeting closed at 21:05