Open Session:

There were no members of the public present.

Present:

Cllr N W Light (Chairman)
Cllr M F Daly (Vice Chairman)
Cllr N J Chard
Cllr Mrs B A Charlton
Cllr D Cole
Cllr D E Cracknell
Cllr Mrs V A Sullivan

In Attendance:

Mr T R Simpson, Town Clerk
Mrs L A Wickens, P A to the Town Clerk

OS/48009 Absence

An apology for absence was received from Cllr Ford. .

OS/48010 Declarations of Interest

There were none.

OS/48011 Minutes of Previous Meeting

RESOLVED: That the minutes of the meeting held on 6th September 2006, having been circulated, be approved and signed as a correct record.

OS/48012 Report on Visit to View New Milton's Sports Facilities

Cllr Light said that everyone had been made very welcome at New Milton and he thanked their Town Councillors for escorting them round the New Milton sports facilities.

The Committee Members who had viewed the facilities agreed that they were of a high standard, one which could be aspired to for the Long Lane site. Cllr Light felt that one disadvantage with the facilities at New Milton was that they were quite a way out of the main residential area.

The Long Lane site was closer to the centre of Ringwood. The Chairman advised that New Milton Town Council had provided the basic facilities for the various sports clubs and the clubs had then sought grants to obtain equipment, furniture etc. When New Milton started the provision of new facilities, their Developers’ Contributions were equivalent to the amount which Ringwood currently has available.

The Committee also noted that New Milton had three sites and three buildings which would have had an effect on capital and revenue costs, although there would be other difficulties at Long Lane where several sports would need to be accommodated.

RESOLVED:

(a) that the reports from councillors on the visit to view New Milton’s sports facilities be accepted,

and

(b) that the Town Council should seek to ensure that the quality of provision at Long Lane should at least match that provided at New Milton.

OS/48013 Ringwood Lawn Tennis Club

(a) Report of meeting with the Club and correspondence between the Council and the Tennis Club

Members noted the correspondence attached to the Agenda.

Cllr Light reported that he and the Town Clerk had met with the Lawn Tennis Club on numerous occasions and had asked the Club how much it could afford to pay for maintenance of the grass courts. The Club Chairman had indicated that the Club felt the grass courts were providing a community service and therefore the club should not have to pay the full cost of maintenance.

The Town Clerk advised that the Club is not charged the full amount, neither does it pay a rent to the Council, as is the case with the Bowls Club. No charge at all is made for maintenance of the hard courts.

The new Secretary to the Club had been provided with details of previous correspondence with the Club and had been asked to clarify their requirements for the standard of court maintenance to be carried out and in particular, details of the level of cost that the Club could afford. The Club Secretary had not responded and the Club had been unwilling to provide details of its membership which meant that the Town Council was not aware of the number of Club members who did not live in the town. A letter from the chairman of the Club was circulated at the meeting.

(b) Arrangements for recharge of expenses incurred in 2006/07 financial year in respect of the grass courts

The Clerk reported that, as yet, the Club had not been billed for this financial year as the Club had not responded to requests to provide details of the level of maintenance required. In the meantime, only basic maintenance had been carried out.

Members discussed the viability of retaining the grass courts. Cllr Mrs Sullivan, on enquiring whether the Lawn Tennis Club had applied for LTA grants, was advised by the Town Clerk that grants were not generally available to pay revenue costs, although grants towards the cost of such items as tennis coaching might be available.

Members agreed that the Club must pay its way and that therefore the invoice for maintenance work to the grass courts for the year 2006/07 must be paid by 31st January 2007.

(c) Arrangements for use of the grass courts in 2007/08 and the standard of maintenance to be undertaken

Members agreed that the cost of maintenance work carried out during 2007/08 must be paid by the end of that financial year and discussed processes to implement the arrangement.

(d) Use of hard courts from October 2006 to May 2007

Members reviewed the use of the hard courts by the Tennis Club, Ringwood School and the general public. The Tennis Club had requested less hours for the period October 2006 to May 2007. Members considered the possibility of granting an agency contract to the Recreation Centre for the letting of hard courts to the general public outside of the Ringwood School usage.

RESOLVED:

(a) that the report on a meeting with the Tennis Club representatives and correspondence between the Council and the Club be received;

(b) that, in accordance with previous decisions, Ringwood Lawn Tennis Club be required to pay the full cost of grass court maintenance for the year 2006/07 in full by 31st January 2007, with the first half year invoice being issued immediately:

(c) that Ringwood Lawn Tennis Club be required to settle the invoice for half of the estimated maintenance works in 2007/08 by the end of June 2007 with the balance payable by the end of the financial;

and

(d) that the reduced hours of use of the hard courts by Ringwood Lawn Tennis Club for the period October 2006 to May 2007 be accepted and that Ringwood Recreation Centre be requested to accept an agency contract for the letting of hard courts to the general public outside of the Ringwood School and Tennis Clubs usage.

OS/48014 Clean Neighbourhoods and Environment Act 2005
Arrangements for Dealing with Dog Fouling on Open Spaces

The Town Clerk reported that government legislation required that District and Town/Parish Councils work in partnership to deal with implementation of legislation concerning dog fouling on open spaces. To date, New Forest District Council had not consulted with the Town Council on partnership arrangements to deal with the problem.

It was clear from the Government guidance document that implementation of the dog and litter control enforcement regime would require allocation of additional resources, since income from fixed penalty notices was unlikely to meet the cost of enforcement. The Clerk suggested that he enquire of the District Council their proposals to deal with dog fouling since any Orders made by the District Council would have precedence over any made by the Town Council.

He also understood that Police Community Safety Officers could issue fixed penalty notices by arrangement with the Chief Constable and suggested that this be pursued. A Briefing Session was to be held at Appletree Court on Friday 20th October 2006 at 2.00 pm and it would be helpful if a member of the committee could attend.

Cllr Daly said that, if at all possible, he would attend. The Town Clerk would not be in the office that day and it was hoped that the Deputy Town Clerk would be able to attend.

The Committee noted that Cllr Cole had several spare notices regarding Dog Fouling which he would be happy to put up around The Bickerley.

RESOLVED:

1. that Cllr Daly be appointed to attend the briefing session at Appletree Court, Lyndhurst on 20th October 2006 with the Deputy Town Clerk and his reasonable expenses be paid;

2. that pending clarification of the District Council’s intentions with regard to implementation of this legislation, no action be taken to adopt any of the provisions of the Act;

and

3. that enquiries be made of the Chief Constable to ascertain whether, if the legislation is adopted, he will be prepared to agree to Police Community Safety Officers issuing fixed penalty tickets on behalf of the Town Council.

OS/48014 Cemetery

The Town Clerk reported that he had received a request from a resident to pre-purchase six grave spaces. He felt that it would be inappropriate to dispose of so many in such circumstances and requested members consider whether a restriction should be placed on the number of grave spaces which may be pre-purchased, bearing in mind that each grave was double depth.

RESOLVED: that no person be permitted to purchase more than two double depth grave spaces in Ringwood Cemetery.

OS/48015 Bench at Anson Close

The Town Clerk presented to members a petition received from young people in the Poulner area who wished to retain the picnic bench on the grass open space area at Anson Close. Members were in favour of retaining the bench as the open space was a safe place for young people to associate with one another, provided they did not cause a nuisance to local residents. It was noted that a number of the young people who signed the petition lived in, or near, Anson Close.

RESOLVED: that the picnic bench on the grass open space at Anson Close be retained.

OS/48016 Blashford Lakes

Cllr Light reported that he had recently attended an event at Blashford Lakes, where 800 acres of nature reserve was now open to the public. A new information centre, paths and hides, all wheelchair accessible, had been constructed. There was now a fishing lake for people of different abilities and an excellent water ski lake where a world record by a disabled skier had recently been set.

Also at the site was a water treatment plant which could, if required, supply 50 million litres of water a day to an area between Weymouth and Southampton Water. Although it had not been necessary to bring the plant into use during the very dry summer, the system, which is operated remotely from Bath, had been tested and found to work well.

Cllr Light encouraged everyone to visit this excellent facility.

RESOLVED: that Councillor Light’s report be accepted.

Cllr Cracknell left the meeting at 7.55 pm.

OS/48017 New Forest Open Space Study

The Town Clerk referred members to the New Forest Open Space Study which had been previously circulated. The Government had requested an assessment of all the open space available within the district. Members were asked to read the document and advise the Town Clerk of any comments they wished to make. It was noted that there appeared to be several anomalies and therefore the document would need to be carefully checked.

RESOLVED: that the Town Clerk, in consultation with the Chairman and Vice Chairman of Committee, go through the document and prepare a reply for New Forest District Council by the due date.

OS/48018 Urgent Business

The Town Clerk informed members that a film company would be filming “It’s Me or the Dog” on Carvers between the hours of 2pm and 4pm on Monday 9th October 2006. The film crew would be using the tennis courts, as a secure area was required. The playground would remain open, also the footpath across Carvers from Southampton Road to Carvers Lane. The Council would be making a charge of £50 for use of the site.

RESOLVED: that the Clerk’s report on the use of Carvers by a film company be accepted and the action taken approved.

OS/48019 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 item of business on the grounds that it involves the likely disclosure of exempt information. (Annex’A’).

OS/48020 Carvers Recreation Ground

The Clerk reported that he had not yet received the quotation for the refurbishment to the Pavilion which he had hoped to present to the Committee. However, he confirmed the range of the works to be carried out, including complete redecoration of the Pavilion, refitted kitchen, a new block wall between the showers and the installation of new automatic showers. Power sockets would be installed in the main room. It was not envisaged that the windows would be replaced or that any replacement of the verandah would take place.

RESOLVED: that the Clerk’s report be accepted.

There being no further business, the Chairman closed the meeting at 8.05 pm.