Open Session:

There were no members of public present.

Present:

Cllr P Chambers (Chairman)
Cllr N J Chard
Cllr N G R Clarke
Cllr M F J Daly
Cllr L C Ford
Cllr W S Rippon-Swaine
Cllr Mrs V A Sullivan
Cllr B H Terry

In Attendance:

Terry Simpson, Town Clerk
Jo Stannard, Deputy Town Clerk

F/3928 Apologies

Apologies for absence were received from Cllr D E Cracknell and Cllr N W Light.

F/3929 Declarations of Interest

There were none.

F/3930 Minutes of Previous Meeting

RESOLVED: That the minutes of the meeting held on 19th April 2006, having been previously circulated, be agreed and signed as a correct record.

F/3931 Monthly Financial Reports

Members considered the Monthly Financial Reports attached to these minutes as Annex ‘A’.

RESOLVED:

1) That the list of cheque payments on the Imprest account be authorised. Cllrs Chambers and Chard signed the report.

2) That the list of Petty Cash payments be authorised. Cllrs Chambers and Chard signed the report.

3) That the Statement of Town Council Balances be received and noted.

4) That the Inter Account Transfers be authorised. Cllrs Chambers and Chard signed the report.

F/3932 Local Authority Byelaws

It was noted that the Office of the Deputy Prime Minister (ODPM) was in the process of reviewing procedures for making, confirming and enforcing byelaws. Members felt that the Clean Neighbourhoods and Environment Act 2005 would be more beneficial to the Council and it was therefore

RESOLVED: That no response be made to the ODPM’s Discussion Paper on byelaws.

F/3933 Footpath Between Ringwood Cemetery and Ringwood Junior School

Members considered a recommendation from the Recreation, Leisure & Open Spaces Committee to approve a supplementary budget to cover the costs of repairs to the fence between the Cemetery and the Junior School. The Town Clerk reported that he had sought alternative ways of replacing or repairing the fence and had now received a further estimate of £800.

He recommended that the repairs be made without delay before the fence fell into further disrepair. However, he would continue to seek a contribution towards the costs from the County Education Department, since the fence was of primary benefit to the school.

RESOLVED:

1) That a supplementary budget of up to £800 be approved to cover the costs of repairs to the fence between the Cemetery and Junior School.

2) That the Town Clerk continue to seek a contribution towards the costs of repair from the County Education Department.

F/3934 Ringwood Meeting House

Members noted that the Meeting House Association had received a positive response from the Heritage Lottery Fund for funding towards the restoration of the Meeting House. The total cost of the project was estimated to be £358,000, of which the Association had been asked to contribute 11%, which equated to £38,815. The Town Clerk had received a letter from the Association asking if the Town Council would be prepared to support the project by way of a one-off contribution of £2,500 in the 2007/08 financial year, as the Lottery Fund had now asked the Association to increase its contribution to 15% of the cost.

This meant that the Association would need to find an additional £14,000 towards the cost of the project. Members agreed that they would be pleased to support the project, which would see the Meeting House restored and developed as a local history centre and community building.

RECOMMENDED: That a one-off contribution of £2,500 be made to the Meeting House Association, towards the restoration of the Meeting House, in the 2007/08 financial year.

F/3935 Student / Elderly Advisors

The Town Clerk suggested to members that, as a further way of engaging with the community, the Council could take the initiative and invite interested persons to advise committees on agenda items. Advisors would not be co-opted as members of a committee but would be able to contribute to the discussion, with final decisions still being made by members. The Town Clerk felt that such a scheme could generate goodwill in the town and would be a learning experience for both members and advisors.

However, before any investigations were carried out on such an arrangement, he sought members’ views on an initiative of this type. There was some concern as to how such a scheme would be operated and it was agreed that the Town Clerk should bring a report to a future meeting outlining the suggested scheme in more detail.

RECOMMENDED: That the Town Clerk prepare a report outlining in detail a scheme to appoint advisors to all or some of the Council’s committees.

F/3936 Litter Picking in the Town

The Town Clerk reported that he had been approached by the Chairman of the Carnival Committee with a proposal to expand the litter picking carried out by the Scouts after Carnival to other times. It was hoped that the Council might support this initiative by way of a contribution towards litter picking equipment and refuse sacks. The Town Clerk had advised the Carnival Chairman to contact the District Council as the authority responsible for the collection of litter, to ensure that they had its support. It was also noted that the Carnival Committee would be responsible for carrying out a risk assessment and providing insurance.

RESOLVED: That a contribution of £100 be made to the Carnival Committee towards additional litter picking in the town to be carried out by the Scouts, subject to the initiative receiving support from the District Council.

F/3937 Festival 2006

Members considered the minutes of the Festival Steering Committee meeting held on 2nd May 2006 (Annex ‘B’).

RESOLVED: That the minutes of the Festival Steering Committee meeting held on 2nd May 2006 be received and noted.

F/3938 Hampshire Association of Parish and Town Councils (HAPTC) AGM

It was noted that HAPTC’s 59th AGM was to be held on 7th October 2006 and that councils had been asked to submit resolutions for consideration.

RESOLVED: That no proposals for resolutions be submitted for consideration at HAPTC’s AGM.

F/3939 Urgent Business

i) Rent Review – 1st Floor Offices, Greenways

The Town Clerk reported that, on the advice of the Vice-Chairman of the Committee, he had negotiated an increase in the rent of the first floor offices at Greenways, for the balance of the lease period.

RESOLVED: That this information be noted.

ii) Millennium Clock

The Town Clerk reported that it was necessary to replace the mechanism in the Millennium Clock, due to water damage and that the electrical wiring needed to be improved. An initial estimate of £1826 had been received, but further quotations were awaited. It was also noted that the District Council had offered to contribute £500 towards the cost of repair.

RESOLVED: That the Town Clerk be authorised to order the repair work at the best value possible.

F/3940 Exclusion of Public and Press

RESOLVED: That under section 100 (A) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information. (Annex ‘C’).

F/3941 Carvers Recreation Ground

The Town Clerk reported that the Health Centre buildings would be removed from the Recreation Ground shortly. Consideration would therefore need to be given to the arrangements to be made for implementation of the Council’s approved Recreation Strategy that would lead to the Recreation Ground being developed as a Town Park.

RESOLVED: That the Town Clerk be authorised to continue investigations into the overall arrangements to be made at Carvers Recreation Ground to implement the Council’s Recreation Strategy.

F/3942 Mount Pleasant Lane

The Town Clerk reported on his meeting with Dr Doyle regarding the Council’s claim to right of access over Mount Pleasant Lane.

RESOLVED: That the Town Clerk continue to negotiate with Dr Doyle and be given the authority to make an offer, in consultation with the Chairman and Vice-Chairman of the Committee