Open Session:

There were no members of public present.

Apologies

Prior to the commencement of the meeting, the Town Clerk reported that apologies for absence had been received from Cllr N R G Clarke, Cllr M F J Daly, Cllr L C Ford and Cllr B H Terry.

Declarations of Interest

There were none.

Present:

Cllr J D Heron (Chairman)
Cllr N J Chard
Cllr D E Cracknell
Cllr W S Rippon-Swaine

In Attendance:

Terry Simpson, Town Clerk
Jo Stannard, Deputy Town Clerk

F/4141 Minutes of Previous Meeting

RESOLVED: That the minutes of the meeting held on 20th June 2007, having been previously circulated, be agreed and signed as a correct record.

F/4142 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 Heron and Chard signed the report.

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

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

4) That the Inter Account Transfer be authorised. Cllr Heron and Chard signed the report.

5) That the Finance Manager’s report and Summary Budget Reports be received and noted.

F/4143 Councillors' Reports

The Committee considered the Town Clerk’s report (Annex ‘B’). Members noted that, if written reports were submitted, these could be tabled to simply allow other Councillors to ask questions.

RECOMMENDED:

1) Any written reports submitted for consideration at Council or committee meetings by County or District Councillors be included in full as annexes to the minutes of the meeting to which they are addressed;

and

2) Where Councillors submit questions of the Mayor in written form in accordance with Standing Orders then those questions, together with the Mayor’s responses, be appended to the Council minutes as annexes;

and

3) In the event of there being an exceptional proliferation of written documentation submitted to Council, the matter be reviewed after the Annual Meeting in May 2008.

F/4144 Christmas Lights

Members considered the notes of the Christmas Lights Working Party held on 2nd July 2007 (Annex ‘C‘). It was noted that the Chamber of Trade was seeking sponsorship for additional lights. The Town Clerk reported that Peter Chambers, a previous Councillor, had expressed an interest in joining the Working Party.

RESOLVED:

1) That the notes of the Christmas Lights Working Party held on 2nd July 2007 be received and the proposals therein be approved.

2) That Peter Chambers be appointed to the Christmas Lights Working Party.

F/4145 Ringwood Festival

Members considered the minutes of Ringwood Festival Steering Committee meeting held on 26th June 2007 (Annex ‘D’). Cllr Cracknell reported that the Festival had been a very successful event and there had been a fantastic response from local businesses in terms of sponsorship and ‘in kind’ support.

RESOLVED: That the minutes of the Festival Steering Committee meeting held on 26th June be received and the proposals therein be approved.

F/4146 NALC Larger Local Councils Committee

The Town Clerk reported that nominations were being sought for membership of the NALC Larger Local Councils Committee.

RESOLVED: That no member be nominated.

F/4147 EXCLUSION OF PUBLIC AND PRESS

RESOLVED: That in view of the confidential nature of the business about to be transacted, it was advisable in the public interest that the press and public be temporarily excluded and they were instructed to withdraw. (Annex ‘E’)

F/4148 Financial References from Committees

The Town Clerk reported that the Recreation, Leisure & Open Spaces Committee had recommended the installation of security lighting on Carvers to deter vandalism and antisocial behaviour. He had now received a revised estimate, which included two lights to cover both sides of the pavilion. He had been advised by the District Council that planning permission was required for floodlights. However, it may be possible to install street lighting columns as “permitted development”, which would not require planning permission.

RESOLVED:

1) That the Town Clerk continue to obtain quotations for the installation of security lights at Carvers Recreation Ground.

2) That the expenditure be approved.

F/4149 Carvers Recreation Ground

The Town Clerk reported on a potential claim resulting from the siting of the temporary Health Centre on Carvers.

RESOLVED: That the information be noted.

F/4150 Rugby Facilities at Ringwood Junior Scool

The Town Clerk reported that he had received a copy of the draft Lease between Hampshire County Council and Ellingham and Ringwood Rugby Club, the contents of which were considered by members.

It was also noted that the Rugby Club had requested the release of £20,000 from developers’ contributions to meet architects costs.

Members were concerned that the project was still at risk as the Lease had yet to be agreed and signed. In addition, due to the amount of time that had elapsed since the inception of the project, a guarantee was required that the facility could be built within the original cost estimate and that there would be no change in the total amount to be funded by Developers’ Contributions.

RECOMMENDED:

1) That representations identified at the meeting be made to the Rugby Club, School and District Council on the contents of the draft lease; and

2) That the District Council be advised that no further funds should be released for this project until it was no longer at risk and the Club and School are in a position to proceed with the full proposals previously agreed by the Town Council.

F/4151 Mount Pleasant Lane

Members discussed correspondence relating to the right of way through Mount Pleasant Lane.

RECOMMENDED: That the Town Clerk and the Council’s solicitors now proceed in the manner authorised by the Committee.