SELLACK PARISH COUNCIL
MINUTES OF ANNUAL ORDINARY MEETING HELD ON
TUESDAY 19TH MAY 2025
IN ST TYSILIO’S CHURCH AT 7.00PM
Present: Parish Councillors S. Aitken (Chair), M. Robinson and J. Marshall. Parish Council Clerk, Claire Vaughan.
Residents: None.
The meeting commenced at the later time of 19:07.
- Election of the Chairperson of Council – Chairperson, Sarah Aitken welcomed everyone to the meeting and asked for nominations for the role of Chairperson. Cllr Mark Robinson proposed that Cllr Sarah Aitken take up the position of Chairperson and Cllr John Marshall seconded this. As there were no other proposals for Chairperson, it was RESOLVED that Cllr Aitken be duly elected to the role. The Chairperson signed the Acceptance of Office of Chair form.
- Election of Vice Chairperson of Council – Cllr Sarah Aitken proposed that Cllr John Marshall be elected as Vice Chairperson and Councillor Mark Robinson seconded this. As there were no other proposals for Vice Chairperson, it was RESOLVED that Cllr John Marshall be duly elected to the role.
- Apologies – Apologies received and accepted from Cllr E. Crowe.
- Declarations of Interest
4.1. The Clerk asked the Councillors to check their Declaration of Interests Form to make sure the information was up to date. All three councillors in attendance confirmed that they had reviewed their declaration of interest forms.
4.2. 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. The Chairperson advised that the meeting was taking place at the Church because the other venue options had been exhausted. She continued that the Church would only be used as a venue for Parish Council meetings as a last resort, recognising that she is now Church Warden.
5. Open Public Session
5.1. Resident views: None present.
5.2. PCSO Update: None received but the Chair advised that the Council was pleased to receive a briefing on ‘We don’t buy crime’, as part of the Annual Parish meeting.
5.3. Ward Member Report: Noted.
6. To appoint a Councillor to the following Council positions
6.1. Parish Footpath Officer – Council noted that the Parish Footpath Officer was not required to be a councillor and a parish resident could come forward. It was RESOLVED that Cllr Mark Robinson would continue as Parish Footpath Officer in 2025/26.
6.2. Chair of Backney Bridge Picnic Site and Flood Action Working Group – It was RESOLVED that Cllr John Marshall would be Chair of the Backney Bridge Picnic Site and Flood Action Working Group in 2025/26.
6.3. Chair of Herefordshire Histories Festival Working Group – Council agreed that work had been completed on this working group and that it was no longer required.
6.4. Bi-monthly Finance Check / Bank Reconciliation – It was RESOLVED that Cllr John Marshall would take on this role in 2025/26.
6.5. Bank Signatories – It was RESOLVED that Cllrs Aitken, Robinson and Crowe would continue as bank signatories in 2025/26.
6.6. Media Representative – It was RESOLVED that the Chairperson, Cllr Aitken would be the Council’s media representative in 2025/26.
6.7. Planning Representative (to attend Herefordshire Council Planning Committee meetings, if required) – It was RESOLVED that Cllr Marshall would act as the Council’s Planning Representative if needed, in 2025/26.
7. An Update from Chairs on Working Groups in 2024/25
7.1. Backney Bridge Picnic Site and Flood Action Working Group – Cllr S Aitken
The Chair noted that a meeting had not taken place in a while. It was RESOLVED to hold a Working Group meeting in June, with the new Chair to meet with Cllr Aitken in advance, to handover. The Chair advised that a site meeting had taken place with Herefordshire WWT and the Chair of Backney Common earlier in 2025 and formed part of the larger discussion for the site, in protecting and preserving the local wildlife.
7.2. Herefordshire Histories Festival – Cllr J. Marshall
Council noted that this was the first year of the festival and there is some learning from it with some issues to be addressed regarding promotion of events. A discussion took place on the best ways to promote local events. It was RESOLVED to include Facebook posts on the Council webpage bulletin going forward. It was noted that the Parish Council Facebook followers had reported not seeing the Council’s posts about the event. It was noted that the event was well received, with good feedback received and the Clerk showed appreciation for the Parish Councillor’s efforts in organising the event.
8. An Update from Councillors as Representatives of Outside Bodies in 2024/25
8.1. Sellack United Charities (to note Cllr appointment to Outside Body due to be reviewed in 2026)
Cllr Aitken advised that the Charity had donated some funding to Sellack Lunch Club and Sellack Parish Hall in 2025-26. The Charity also supported one hardship application during the year.
9. To adopt minutes of the Parish Council meeting, held on 20 March 2025
It was RESOLVED to approve and adopt the above minutes.
The minutes were then signed by the Chairperson.
10. Finances
10.1. To consider the End of Year 2024-25 Finance Report. Appendix 1A-1C
Council noted the end of year finance report. Council RESOLVED to approve the end of year balance sheet, summary of receipts and payments and bank reconciliation and the Chair and Clerk signed and dated these documents.
10.2. To receive and approve the internal audit report for 2024-25. Appendix 2
Council noted the Internal Audit Report and addressed the recommendations made, as follows:
• Council noted the auditor’s comments re: control objective D. Council agreed that the budget was considered (in depth) as part of the budget and precept discussions at the November 2024 meeting, but Council accepts that the minute recording these discussions (going forward) will be improved to clearly show that the discussion took place.
• The standing orders and financial regulations will be reviewed on an annual basis going forward.
• The clerk will ensure that all risk and budgetary documents are attached to minutes, including bank reconciliations, as and when approved at Council.
• Council will ensure that a discussion on cyber threat takes place as part of insurance discussions at the March 2026 meeting.
10.3. To consider and approve the Annual Return Governance Statement – Section 1
The internal controls set out within the Governance Statement were considered. It was RESOLVED that all statements had been put in place and achieved for the past year. Section 1 of the AGAR was signed by the Chair and the Clerk.
10.4. To consider and approve the Annual Return Accounting Statement – Section 2
The Accounting Statements were considered and it was RESOLVED to approve them. They were signed by the Chair.
10.5. To confirm the Parish Council meets the criteria for 2024/25 and wishes to claim exemption for that year. To approve and sign the Certificate of Exemption.
The Council confirmed it meets the criteria for 2024/25 and wish to claim exemption. It was RESOLVED to sign the Certificate of Exemption.
10.6. To confirm the dates of the period for the exercise of public rights.
It was RESOLVED that the dates for the Exercise of Public Rights would be Tuesday 3rd June – Monday 14th July inclusive.
Items 10.3 – 10.6 – Appendix 3
10.7. To review the clerks delegated authority to make payments between meetings as required
Council noted the limits suggested in the updated Financial Regulations policy (to be reviewed at this meeting). A discussion took place on this and Council RESOLVED to agree and approve the following limits:
• Any payments of up to £500 excluding VAT, within an agreed budget.
• Any payments of up to £1000 excluding VAT, in cases of emergency, within an agreed budget (in consultation with the Chair).
10.8. To review the Council’s expenditure incurred under S137
Council reviewed expenditure and noted that £239 worth of S137 payments had been made in 24/25. The Clerk advised that the S137 amount (per elector) had increased to £11.10 for 2025/26.
10.9. To note the VAT return for 2024-25 – £954.98
Council noted this figure. The Clerk advised that she had not yet made the claim.
10.10. To note current bank balance – £25,525
Council noted this figure.
10.11. To note receipt of any income since the previous meeting.
Council noted the following income received:
10.11.1. Part 1 Precept 2025-26 – £7250.00
10.11.2. Lengthsman Scheme 2024/25 – £1872.00
10.12. To note any payments made since previous meeting, under delegated authority.
Council noted the following payments made:
10.12.1. Unity Trust Service Charge (Account Fee) – £6 per month for April and May 2025. Automatically deducted from account.
10.13. To consider any invoices for payment.
10.13.1. Clerk’s Salary for April and May 2025.
10.13.2. Nature Sign Design Graphic Design of Info Boards – Inv2961 – £795.00 plus VAT
10.13.3. Village Hall Hire Jan-March 2025 – Inv025 – £84.00
10.13.4. Herefordshire Assoc. of Local Councils (HALC) Internal Audit 24/25 Fee – £275.00 plus VAT
10.13.5. HMRC April 2025 – £117.08
10.13.6. HMRC May 2025 – £117.28
10.13.7. Formal approval required for £250.00 for fence post items for local volunteer – BBPS (Noted: Parish Council to purchase items and carry out risk assessment before any work completed)
10.13.8. Equipment costs for BBPS Volunteer Days (Paint, Brushes, Sanding sheets) – £38.00
10.13.9. Refreshment Costs for:
10.13.9.1. Annual Parish meeting – cake – £9.00
10.13.9.2. BBPS Volunteer day – chocolates – £4.00
10.13.10. Lengthsman Invoices:
10.13.10.1. InvTGC3051 – Local Drainage Grant Minor Drainage Scheme (HC funded) – Sellack Church area – £1200.00 plus VAT
10.13.10.2. InvTGC3043 – Local Drainage Grant Minor Drainage Scheme (HC funded) – Loughpool area (Jan 2025) – £1600.00 plus VAT
10.13.10.3. InvTGC3139 – Drainage Maintenance Specific Task from C1271 to BBPS -£466.00 plus VAT
Council RESOLVED to approve payments 10.14.1. to 10.14.10.3. by BACs (except for payments to the Clerk, which will continue to be paid by cheque).
Council noted that, due to the clerk’s salary increase, NI would be paid going forward.
10.14. Consider any financial risks to the Parish Council.
Council agreed that the BBPS continued to be a potential financial risk.
11. Parish Council Assets
11.1. Backney Bridge Picnic Site (BBPS):
11.1.1. To agree dates for volunteer days and working group meetings in 2025/26
The new and previous Chairs of the Working Group agreed to meet, on site, prior to a Working Group meeting, to handover. Council RESOLVED to email the members of the Working Group to agree a date to meet in June.
Council RESOLVED to hold a Volunteer Day on Saturday 11th October 2025.
11.1.2. To review car park gate arrangements for summer 2025
Council RESOLVED to continue with the current arrangements of monitoring the car park and site and reporting any instances of anti-social behaviour to the PCSO.
11.2. Consider any potential risks to Parish Council assets
Council agreed to review these under Item 13.7 of the agenda.
12. Reports from Parish Footpath Officer and Lengthsman
12.1. Parish Lengthsman Update:
12.1.1. Parish Lengthsman Scheme with Herefordshire Council – to discuss joining the scheme in 2025/26 and to agree a maintenance plan for the year
Council RESOLVED to join the scheme again 2025/26 and sign the contract with Herefordshire Council. It was noted that Herefordshire Council was offering a grant of £1248 plus £624 match fund = £1872. Council noted that the Lengthsman’s costs have risen by 5% this year, so each maintenance day costs approximately £490. Council RESOLVED to submit a maintenance plan to Herefordshire Council for five lengthsman days during 2025/26, totalling approximately £2450, with the Parish Council making up the difference/match funding of £578. Council agreed to keep this under review throughout the year and RESOLVED to keep a further contingency of £1000 in the Council budget, for any additional costs that may be incurred in 2025-26.
12.1.2. Drainage Grant – Minor Drainage Scheme 24/25 – to approve and sign agreement with Herefordshire Council and receive update on other drainage works
Council RESOLVED to approve and sign the agreement with Herefordshire Council related to minor drainage schemes, highlighting concerns that the lengthsman would be unlikely to be able to complete all of the jobs applied for, due to the late approval of the grant from Herefordshire Council and the current deadline for works being June 2025.
12.1.3. PROW Scheme Works 24/25 Update and to agree next steps
Council RESOLVED to discuss PROW works with the lengthsman, to bring back to the July meeting to further consider contractor arrangements for these works going forward.
12.2. Parish Footpath Officer (Cllr Mark Robinson):
12.2.1. Update on making footpaths in the parish more accessible and recent reports on SK12 and SK3 gate obstructions/replacements required
Council agreed to defer this item to July, when the Council will discuss PROW works going forward.
12.2.2. Herefordshire Council’s PROW Training and Handbook – to note and agree next steps
Council noted the training offer and handbook.
12.2.3. Memorial plaques – To agree an inspection and maintenance schedule
Council agreed to discuss this item as part of the Asset Register discussions.
12.3. Review any defects to be raised with and receive updates on work requests from Herefordshire Council
None.
12.4. Locality Steward Introductory Email
Council noted the introductory email.
13. Policies and Procedures for approval and adoption Appendix 4
13.1. REVISED – Standing Orders
Council RESOLVED to defer this item to the next meeting, in order to give all Councillors an opportunity to read and comment on it.
13.2. REVISED – Financial Regulations
Council RESOLVED to defer this item to the next meeting, in order to give all Councillors an opportunity to read and comment on it. Council discussed this item and agreed that it was challenging for a small parish council to have to review all of its policies in one go, at the Annual meeting, and agreed that spreading the key policy reviews across the year allowed for good governance.
13.3. REVIEW – Reserves Policy
Council reviewed and RESOLVED to approve and re-adopt the Reserves policy. Next Review date: May 2026.
13.4. REVIEW – Code of Conduct
Council reviewed and RESOLVED to approve and re-adopt the Code of Conduct policy. Next Review date: May 2026.
13.5. REVIEW – Complaints Procedure
Council reviewed and RESOLVED to approve and re-adopt the Complaints policy. Next Review date: May 2026.
13.6. REVIEW – BBPS and Flood Action Working Group Terms of Reference
Council reviewed and RESOLVED to approve and re-adopt the Working Group ToR, noting the change to the Chairperson. Next Review date: May 2026.
13.7. REVISED – Asset Register: To review the list of Parish Council assets and recommendations made by the Parish Clerk following the annual visual inspection, made in March 2025 and agree next steps.
Council RESOLVED to defer this item to the next meeting, in order to give all Councillors an opportunity to read and comment on it.
14. Communications
14.1. Discuss and agree content for the parish council website and Facebook page, including a review of social media posts.
Council noted the good reach of the Herefordshire Histories Festival post, which was shared on the Ross Facebook Noticeboard.
Council noted the interest shown in the Flood pod post.
15. Clerk’s information sheet and correspondence received, including:
The following were included in the clerk’s information sheet, for noting:
• Bank statements
• HALC Information Corner
16. 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 received.
17. Future meetings
17.1. No additional items were raised for future meeting agendas (other than those raised during the meeting). Council noted the Forward Plan.
17.2. Council noted the date of the next meeting of Council – Tuesday 8th July, 7pm at Sellack Parish Hall.
Meeting closed at 21:16