SELLACK PARISH COUNCIL
DRAFT MINUTES OF ORDINARY MEETING OF COUNCIL
Held on Wednesday 2nd September 2026
in Sellack Parish Hall at 7pm
The meeting commenced at 19:05.
Present: Parish Councillors S. Aitken (Chair), E. Crowe, J. Marshall (Vice Chair) and S. Rowland.
In attendance: Claire Vaughan (Clerk) and Parish Lengthsman (for part)
Residents: None.
1. APOLOGIES
Apologies were received from Cllr Mark Robinson. Due to the meeting date being changed at short notice, he had other commitments on this date.
2. DECLARATIONS OF INTEREST
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.
Cllr S. Aitken and Cllr J. Marshall declared an interest in Item 9.5 of the agenda, advising that Cllr Aitken is a current trustee of the charity, but is standing down and that Cllr Marshall is considering putting himself forward as a potential trustee when the Parish Council considers appointments at its next meeting.
Cllr S. Aitken submitted a dispensation request to participate in any discussion of business for this item, participate further in discussion of business, participate in any vote taken on the business, further vote on the business and remain in the meeting room with the reason given being ‘without dispensation transaction of business will be impeded due to lacking number of participants’. Council RESOLVED to approve this dispensation request for this meeting only.
3. OPEN PUBLIC SESSION
3.1. Resident views: None noted.
3.2. Ward Member Report: Noted. Council noted that Parish Councils had received an invitation to a ‘Wildfire Ready’ webinar from Herefordshire Council. The Clerk advised that she would attend and feedback to the Council.
3.3. Update from Police Community Support Officer (PCSO): PCSO David Alexander was not in attendance but advised the Clerk, via email, that there had been one incident of a resident nearly being a victim of courier fraud, but they alerted the police, who put out a warning on their website.
Two patrols have been carried out at Backney Bridge Picnic Site since the last meeting. On the one occasion, advice was given to some drivers regarding noise and litter. There was also one police call centre log from a member of the public in late July regarding a group of people having an open fire on the shingle beach area near Backney Bridge. This call was transferred to the fire service to attend and give advice.
4. To adopt minutes of the Annual Ordinary meeting of Council, held on 14th July 2026
It was RESOLVED to approve and adopt the minutes of the Annual ordinary meeting of Council, held on 14th July 2026.
The minutes were then signed by the Chairperson.
5. PARISH COUNCIL ASSETS
5.1. Asset Register Update
5.1.1. Parish Benches – The asset lead (Cllr Aitken) advised that, as two of the three benches have recently been refurbished, her recommendation is to replace the bench/es if stolen (as this would be covered by insurance). If the bench/es need further repair or refurbishment in the future, the asset lead recommends bringing it back to the Parish Council for a decision, at the time, as this would be budget dependent. Council RESOLVED to approve the lead’s recommendation.
5.1.2. War Memorial – The asset lead (Cllr Aitken) recommended repair/replacement of the memorial should anything happen to it. Council RESOLVED to approve the lead’s recommendation.
5.2. Backney Bridge Picnic Site (BBPS) Update
5.2.1. Minor repairs to car park barriers – The Chair advised that there were some minor repairs required to the recently repaired and replaced car park barriers. It is estimated that materials would cost no more than £100 to carry out this work. Council RESOLVED to approve up to £100 towards repair of the car park barriers.
5.2.2. Cherry tree planting – The Chair thanked the local volunteers who had joined a rota to water the new cherry trees at the picnic site, over the summer period. The Parish Lengthsman advised that he was content to plant the final tree without charging for the labour. The cost would be minimal and would be towards materials to place a guard around the tree. The Chair thanked the Parish Lengthsman for his generosity and Council RESOLVED to approve the cost of the materials for the lengthsman to carry out this planting over the next month.
5.2.3. To consider repair, replacement or removal of fencing at site – the Chair of the Working Group advised that this would be discussed further at the next BBPS Working Group.
6. PARISH FOOTPATH OFFICER AND LENGTHSMAN UPDATES
6.1. Parish Lengthsman and Drainage Grant Works Updates
6.1.1. To receive an update on application to Herefordshire Council for drainage grant funding in 2026-27 and consider next steps – The Chair advised that Herefordshire Council had given approval for the ‘new asset’ and ongoing maintenance work the Parish Council had applied for. However, as the Council is awaiting further legal advice from HALC and Herefordshire Council, Council RESOLVED to pause carrying out any drainage work until this advice was received.
6.2. Parish Footpath Officer Update (Cllr Mark Robinson)
6.2.1. To approve the application to Herefordshire Council for PROW grant funding in 2026-27 – Council RESOLVED to submit an application to Herefordshire Council for the following:
• To supply and fit four metal finger posts in and around Upper Grove Common PROWs.
• Supply and fit two metal gates along SK12 – one nearer river and one at Sheppon hill stables (which is on the parish border)
• Supply and fit one metal kissing gate on SK12 at Church.
6.3. Review any defects to be raised with and receive updates on work requests from Herefordshire Council – none noted.
7. PARISH COUNCIL EVENTS CALENDAR
7.1. Remembrance Event, November – Council RESOLVED to approve the planning document and it was agreed to work to this document in the run up to the event.
8. FINANCES
8.1. To agree and approve the latest bank reconciliation for 2026-27 Q2 Appendix 1
Council RESOLVED to approve the bank reconciliation for Quarter 2 of 2026-27.
8.1.1. Cllr Marshall confirmed receipt and review of the bank statement for July 2026, as part of the Council’s Financial Regulations. Cllr Marshall signed the bank statement to confirm review.
8.2. To consider the budget update – Council noted the current budget spend.
8.3. To note receipt of any income since the previous meeting.
8.3.1. HMRC VAT Reclaim 2025-26 – £2397.60
8.4. To note any payments made since previous meeting, under delegated authority.
Council noted the following payments made:
8.4.1. Unity Trust Service Charge (Account Fee) – £7 per month for June, July and August. Automatically deducted from account.
8.5. To consider and approve any invoices for payment.
8.5.1. Clerk’s Salary for August and September 2026 (to be made via bank transfer)
8.5.2. HMRC PAYE Tax and Insurance (Q2 July-Sep) – £370.28
8.5.3. Parish Council Laptop – £265.52 plus VAT
8.5.4. Parish Council Printer Inv 3370022736 – £110.19 plus VAT
8.5.5. First Aid Kit items – £11.18
Council RESOLVED to approve payments 8.5.1. to 8.5.5. by BACs.
The Chairperson thanked Cllr Crowe for her advice and guidance in purchasing a laptop for the Council.
8.6. To consider any financial risks to the Parish Council – Council noted the Herefordshire Council drainage grant is a potential financial risk, as we are awaiting further contractual advice and the deadline for spending the grant is approaching.
9. POLICIES AND PROCEDURES – FOR REVIEW, APPROVAL AND ADOPTION (can be viewed at https://sellackparishcouncil.gov.uk/policies-and-procedures/)
9.1. REVIEW – Financial Regulations
Council reviewed and RESOLVED to approve and adopt the financial regulations.
9.2. REVIEW – Bullying and Harassment Statement
Council reviewed and RESOLVED to approve and adopt the bullying and harassment statement and agreed to display the poster on the Council’s website and noticeboard and include a mention of the statement within the next newsletter.
9.3. NEW – Civility and Respect Pledge
Council discussed and RESOLVED to approve and adopt the Civility and Respect pledge.
9.4. NEW – Dignity at Work Policy
Council discussed and RESOLVED to approve and adopt the Dignity at Work Policy.
9.5. Parish Council process for appointing the Representative Trustees to Sellack United Charities
Councillor John Marshall left the meeting at 8:45pm
Council RESOLVED to request a short paragraph from interested parties to state their suitability for the role.
Council RESOLVED to approve and adopt the Trustee Registration Form and agreed to retain this information and add to the Council’s Retention policy.
Councillor John Marshall returned to the meeting 8:55pm
10. COMMUNICATIONS
10.1. Discuss content for the parish council website and Facebook page:
This item was not discussed.
10.2. Newsletter:
10.2.1. To discuss content and format including approval to include a survey on the memorial trail furniture – Council RESOLVED to include items on the consultation for furniture on the memorial trail; emergency planning; cherry trees; fraud updates; general improvements at BBPS including PCSO support and encouraging community support in keeping the site clean, tidy and safe.
10.2.2. To approve printing and delivery cost – Council RESOLVED to approve the printing and delivery cost of £78.00;
10.2.3. To agree delivery schedule, due for publication by end of September 2026 – Council RESOLVED to carry out similar delivery rounds to previous times.
11. 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.
Council noted Herefordshire Association of Local Councils (HALC) advice on Council’s having a phone number. Council to formally decide at the November meeting.
12. CORRESPONDENCE – FOR ACTION
12.1. Herefordshire Councillor Ward Fund Grant Scheme – to note response to queries and consider an application to this scheme. Council RESOLVED to find out more about the War Memorials Trust grants and it was agreed to defer this item to the next meeting.
12.2. West Mercia PCC Parish Council Survey – Council noted this survey.
12.3. The Charter for the River Wye – to consider supporting and making a pledge. Council RESOLVED to defer this item to the next meeting.
After two hours of meeting time, Council RESOLVED to agree to continue with the meeting.
13. CLERK’S INFORMATION SHEET AND CORRESPONDENCE – FOR NOTING
Council noted receipt of the following:
• Bank statements (available on request)
• HALC Bulletin – July 2026
• LGA Advice to Councils on handling harassment, abuse and intimidation
• Planning slides from Parish Summit
• Frequently Asked Questions for Parish and Town Councils – Planning Policy and Neighbourhood Planning Update (July)
14. FUTURE MEETINGS:
14.1. To note the forward plan and raise any items for future meetings.
14.2. To note the date of the next meeting: Council noted the amendment to the date published on the Agenda. The Clerk confirmed that the next meeting of Council would take place on Tuesday 10th November, 7pm at Sellack Parish Hall.
15. To consider a resolution to exclude the Press and Public (Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960) on the grounds that the consideration of the following item will involve the disclosure of exempt/confidential information of a personal, financial and legal nature (Schedule 12A to the Local Government Act 1972 Act)
15.1. To consider a potential Parish Council nature restoration project.
Council RESOLVED to exclude the Press and Public on the grounds that the consideration of this item involved disclosure of exempt information of a personal nature, relating to an individual (Schedule 12A to the Local Government Act 1972).
Council RESOLVED to pursue the project.
Council RESOLVED to delegate powers to the Clerk, in discussion with the Chair and Vice Chair of Council, to progress matters between Council meetings.
Meeting closed at 21:20