Open Session:

There were no members of the public present.

Apologies

Prior to the commencement of the meeting, the Town Clerk reported that apologies for absence had been received from Cllr D E Cracknell, Cllr W S Rippon-Swaine, and Rachel Giles (Student Advisor)

Declarations of Interest

There were none.

Present:

Cllr J D Heron (Chairman)
Cllr N J Chard
Cllr N R G Clarke
Cllr L C Ford
Cllr B H Terry

In Attendance:

James Fullick, Student Advisor
Claire Perrens, Meetings Administrator
Terry Simpson, Town Clerk
Martin Townsend, Finance Manager

F/4247 Minutes of the Last Meeting

RESOLVED: That the minutes of the meeting held on 19th March 2008 be approved and signed by the Chairman as a correct record.

F/4248 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. Cllrs Heron and Chard signed the report.
5. That the Finance Manager’s report and Summary Budget Reports be received and noted.

F/4249 Regalia

Two designs and costs for the regalia (for the Mayor’s consort) were considered. The costs of over £750 are in excess of the budget provision of £300.

RESOLVED:

1. That in view of the cost no action be taken to acquire regalia for the Mayor’s consort;

and

2. That estimates be obtained for altering the Mayor’s badge so it can be hung on the chain or a ribbon and for badges with former Mayor’s names to attach to the ribbon.

F/4250 Ringwood Festival

Members considered the Minutes of the Ringwood Festival Steering Committee meeting held on 7th April 2008. (Annex ‘B’)

RESOLVED: That the Minutes of the Festival Steering Committee meeting held on 7th April 2008 be received and the proposals therein be approved.

F/4251 Police Van in Market Place

Members considered a request to continue to fund the cost of renting a pitch on the Wednesday Markets once a month for a further year.

RESOLVED: That, under Section 137 of the Local Government Act 1972, a sum of £300 be approved to fund the Police Van in the Market Place in 2008/9, subject to receiving a satisfactory report on last year’s activity.

F/4252 Drop In at Carvers Recreation Ground, Grant Offer

Members considered the offer of a grant of £2500 from New Forest Community Safety Partnership, under the conditions presented in the draft Service Level Agreement (Annex ‘C’).

RESOLVED: That the grant be accepted under the terms of the Service Level Agreement

F/4253 Standards Committee

Members considered seeking support of other Town & Parish Councils for nomination of Cllr M Steele to the New Forest District Council’s Standards Board. The appointment of Cllr Steele would provide for the western side of the district to be represented at Parish/Town level on this important committee.

RESOLVED: That support be sought from other Town & Parish Councils for the nomination of Cllr M Steele for membership of the Standards Board.

F/4154 Grant Aid

An application was considered from Avon Valley Concerts for grant aid.

RESOLVED:

That, under Section 137 of the Local Government Act 1972, a grant of £300 be made to Avon Valley Concerts towards a series of classical music concerts.

F/4255 Road Closures During the Festival

A report was given by the Chairman on the Road Closures Meeting held on 15th April. The Chairman commented that proper notification of road closures to retailers affected is essential to avoid potential claims against the organizers for lack of access.

RESOLVED: That the Chairman’s report be noted.

F/4256 Children’s Entertainment at Carvers Recreation Ground

A report was given by the Town Clerk on the financial requirements for the provision of entertainment for children during the summer at Carvers Recreation Ground. £1,000 is available in the budget, which will provide only for one entertainer for two hours once a week for six weeks. Increasing the budget to £2,100 will enable this to be twice per week. Marketing would be provided in-house; there would be no extra costs.

RESOLVED: That the budget be increased to £2,100 to provide children’s entertainment twice per week for six weeks during the summer.

F/4257 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 D).

F/4258 Town Plan

The Committee received a report on the tenders for the design and the printing of the Town Plan. Members considered the need for a steering group to oversee the design process.

RESOLVED:

1. That the tender submitted by Hampshire County Council for the design and printing of the Town Plan and supporting documents be accepted;

2. That a Steering Group be established to approved the design and layout of the Town Plan documents;

3. That membership of the Steering Group comprise the Chairmen of the Town Plan Coordinating Committee and of the Policy and Finance Committee and Cllrs Chard and Ford and that James Fullick, Student Advisor, be invited to attend its meetings;

and

4. That the launch of the Town Plan will be in June 2008

There being no further business, the Chairman closed the meeting at 8.06 pm.