Held online: Wednesday 19th August 2020, 7:30pm
Present: Councillors: Monica van Lienden (Chair), Joanne Akers (Vice-Chair), Chris Barron, Simeon Cole, Ruth Dolman, Heather Evans, Sian Newbert, Bob Puzey, Bridget Vine, Guy Smith, Karen Chinn.
In attendance: Two members of the public.
1. Apologies: Cllr Elizabeth Jordan
2. Declarations of Interest:
There were no declarations of interest.
3. Minutes of previous meeting:
Subject to a change to item 5.2 where “Chequers Lodge” should read “Coombe Lodge” the minutes of the meeting of 12th August 2020 were accepted as correct. Cllr Akers volunteered to correct and reissue the minutes.
4. Public participation session: –
4.1. To receive questions on the Ward Councillor’s written report
There were no questions for the Ward Councillor. Who gave an update on three items:
• Cllr Watson had received several communications regarding speeding and flooding drains on Walford Road and will be meeting Balfour Beaty Localities Steward and Ian Connolly to raise the issues with them again.
• The Ward Councillor is happy to provide updates if required on COVID-19 as she sits on the COVID-19 Herefordshire working group.
• The Ward Councillor thanked Heather Evans for her work on Bridleways WA39 63 and 70. BBLP will be sending guidance notes to the clerk to share.
Cllr Newbert enquired as to the nature of the bridleway problems. The Ward Councillor responded, “inappropriate surfaces for horse riders” and “works carried out without landowner’s permission”.
4.2. To receive representations from the public (15 minutes allowed with a maximum of 3 minutes per person)
There were no representations from the public.
5. Planning: – to consider comments on application for determination by Herefordshire Council
5.1. To note summary of planning applications
No questions were received.
5.2. 201889 – Wye View, Cherry Tree Lane.
There were no comments from councillors. It was resolved that there were no objections to the application.
6. Highways and footpaths: –
6.1. To receive report from Lengthsman Co-ordinator
Cllr Cole reported problems with a couple of drains. Vegetation has been cut back from Vine Tree Vets to Coughton Corner. A couple of trees were down at Kerne Bridge which have been cut back.
6.2. To receive report from Rights of Way Officer.
Cllr Evans reported two posts being worked on bridleway 43 and footpath 92. Ground clearance of growth on paths WA2, 25, 74, 75 and 118 plus a crop reinstatement. Repairs to a style on WA28a. Cllr Evans has also received letters regarding paths across crops not being reinstated, plus a letter of complaint regarding WA70.
Cllr Chinn asked where is WA70? Cllr Evans responded it’s the bridleway that runs from Sharman’s pitch to the top of Bulls Hill.
7. Finance: –
7.1. To receive update from Finance Committee Chair
Cllr Chinn reported that we still do not have the income and expenditure against budget to this point in the year. This should be a high priority as we are four months into the year now with no information. We also have some online banking issues that need resolving such as wrong addresses.
8. WCSS working group: –
8.1. To receive questions on working group update report.
There were no questions regarding the WCSS update report.
Cllr Puzey and the Community Support Scheme Working Group would like their thanks to Be (the coordinator) recorded in the minutes for the work she has been doing and the impact she is having under difficult circumstances.
9. Safety working group: –
9.1. To propose changes to working group
Cllr Van Lienden reported that Cllr Newbert had communicated that she is stepping down from coordinator of both Safety and Environmental working groups. There has been considerable overlap between the two groups. Should we bring the groups back into the council? Cllr Van Lienden asked for any observations.
Cllr Cole commented that it’s a repeating job and we are just having meetings for the sake of meetings. We should bring the items that need doing back to the main council meeting.
Cllr Evans commented that she agreed that the groups have overlapped but would hate to lose the environmental working group as its especially important. Cllr Evans thought the behaviour of a councillor at the last meeting of the working group was outrageous.
Cllr Dolman commented that if the consensus is that the groups overlap can we consider combining them rather than disbanding?
Cllr Vine commented that as 75% of the parish is within the AONB it would be a travesty to abandon having an Environmental Working Group. Cllr Vine supported Cllr Evans comments on the behaviour of a councillor at the last working group meeting and agreed it would be good to retain a combined group. Cllr Vine thanked Cllr Newbert for all the work she had done on the working groups.
Cllr Newbert commented that she would be carrying on the environment work as Environmental Coordinator and working with Cllr Cole on environmental issues at the canoe launch.
Cllr Cole commented that the Environmental Working Group is focused on the environment at the canoe launch instead of all over the parish.
Cllr Van Lienden outlined three options: continue as is, combine the groups and see how that works or disband them?
9.2. To approve changes to working group
Cllr Cole proposed that we combine the groups and meet quarterly. Cllr Dolman seconded the motion.
It was resolved to combine the two groups and hold meeting quarterly.
10. Environmental working group: –
10.1. To propose changes to working group
10.2. To approve changes to working group
11. Resumption of Physical Meetings: – for discussion
Cllr Barron asked who was sponsoring the item as it has appeared several times. Cllr Van Lienden replied she was sponsoring the item as advice is changing frequently. Cllr Barron commented that the advice from NALC and HALC is “if at all possible do not use face to face meetings”
Cllr Akers commented that there is an outstanding action on her to test some specialised equipment for enhanced sound at hybrid meeting. Cllr Van Lienden asked if this could be progressed before end September.
Cllr Van Lienden commented that saying “the advice is to not undertake face to face meetings” is misleading as advice also provides guidance on how to undertake meetings.
Cllr Cole commented that the sooner we get back to face to face meetings the better.
Cllr Van Lienden commented that smaller groups could if everyone agreed, undertake face to face meeting. Cllr Newbert asked for clarification which Cllr Van Lienden provided using the Personnel Committee as an example.
ACTION: Cllrs Akers and Barron to organise a test of the hybrid teleconferencing tools.
12. Correspondence Received from Members of the Public
Email regarding drain son Walford Road only one of four drains accepting water.
Cllr Cole has visited and will be talking with Balfour Beaty on Monday. The Howle Hill drains have been worked on but are not cleared.
13. Upgrade website to .gov domain
13.1 To propose and approve upgrade
The item was raised by the Clerk in order to get “free” website addresses. Cllr Barron confirmed this.
Cllr Puzey commented that there is no real benefit to having a .GOV web address as with it come a lot of rules as to website content.
Cllr Akers commented that we appear to have insufficient information to decide today.
Cllr Van Lienden asked whether we needed all councillors to have a council email address?
Cllr Cole commented that Ross councillors all have council email addresses.
Cllr Evans commented that when she responds to complaints, it is from her personal email which could be a problem.
ACTION: Cllr Puzey to gather and disseminate further information.
14. Items for next meeting agenda: – (No discussion)
14.1 Dog Litter Bins
14.2 NDP next steps
15. Next meeting: – Extraordinary meeting 24th August at 7:30pm
Cllr Chinn commented that the website was not up to date regarding council meetings.
The meeting was closed at 20:19
Good afternoon, There is considerable concern among the residents in Coughton with regards to the large housing development under consideration in the NDP. This is now growing in momentum and the general consensus of opinion is that we currently have no platform upon which to make are views heard and have our questions answered other than this medium. Which we feel does not allow the councillors to adequately judge the level of concern, and strong opposition to any plan.
How do we, under the constraints of COVID 19, get to address the council when they are holding a meeting ? Can we select a representative to speak on our behalf on the live screening, or can we have the facility to type questions in to the live session and receive answers.
4.2. To receive representations from the public (15 minutes allowed with a maximum of 3 minutes per person)
There were no representations from the public.
Thank you for your assistance
Hi Janine,
Thank you for question.
Firstly all queries via email, web or letter are placed in front of the NDP committee.
For addressing the parish council it is possible for any parishioner to address the council for up to 3 minutes at any of the parish council meetings.
They want to have an open approach to gathering the views and concerns of the parish so they will be holding public presentations in February and March 2021 at which parishioners can make their points for the parish council to consider.
They will be asking for parishioners to voice their opinions via a questionnaire after the March presentation.
Lastly you can come along to the NDP committee meetings, all of which are held in public.
Many thanks
On behalf of the NDP Committee.